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Open a database form in Layout view. click the Design tab on the Ribbon.
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Click the Themes button.
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Click the theme you want to apply.
Access applies the theme to all forms in the database.
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Add a Record to a Table You build a database by adding records to a table in the database. Any new records that you add appear at the end of the table. You add records to a table in Datasheet view. As your table grows longer, you can use the navigation buttons on your keyboard to navigate it. You can press GEJ to move from
A d d a Record to a Table O
In the Navigation pane, double-click the table to which you want to add a record. Access opens the table, placing the cursor in the first cell of the first blank row.
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By default, the first field in each table is an ID field, containing a unique ID number for the record. This value is set automatically.
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Press E 3 .
Access moves your cursor to the next cell in the row. 0
Type the desired data in the selected cell.
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Press E 3 .
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Repeat Steps 3 and 4 until you have filled the entire row.
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Press n f f f l l or press E 3 to move to the next row, or record.
cell to cell, or you can press the keyboard arrow keys. To move backward to a previous cell, press E E J + S33 After you enter a record in a database table, you can edit it if necessary. You edit records in a table in Datasheet view.
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Access moves your cursor to the first cell in the next row.
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Repeat Steps 2 to 6 to add more records to the table. Access adds your records.
# You can resize a column by dragging the column border left or right. # You can use the scroll bars to view different portions of the table. Note: To edit a record in a table, open the table in Datasheet view, click in the cell whose data you want to change, double-click the data to select it, and type over the data to replace it.
What is a primary key? A primary key uniquely identifies each record in a table. For many tables, the primary key is the ID field by default. The ID field, which is created automatically, stores a unique number for each record as it is entered into the database. If you want, however, you can designate another field (or even multiple fields) as a primary key. To do so, switch the table to Design view, select the field that you want to set as the primary key, and click the Primary key button on the Design tab.
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Add a Record to a Form After you enter a record in a form, you can edit it if necessary. (See the tip at the end of this section for more information.) For help locating a particular record in the form window in order to edit it, see the next section, "Navigate Records in a Form."
You can use forms to quickly add records to your Access databases. Forms present your record fields in an easy-to-read format. You add records to a form in Form view; this view presents each field in your table as a box that you can use to enter data.
A d d a Record to a F o r m O
In the Navigation pane, double-click the form to which you want to add a record. Note: If the form is not visible in the Navigation pane, click the • along the top of the pane, choose Object Type, and locate the desired form under the Forms heading.
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Click the N e w button in the Records group.
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By default, the first field in the table associated with this form is an ID field, containing a unique ID number for the record. This value is set automatically.
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Access moves y o u r cursor t o the next field in the f o r m . 0
Type the desired data in the selected field.
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Press ( E 3 .
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Access moves to the next field in the f o r m .
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Repeat Steps 5 and 6 until y o u have filled the entire f o r m .
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Press i ^ T I or E 3 .
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Access displays another blank record, ready for data. To close the f o r m w i n d o w , y o u can click the Close b u t t o n ([x]).
Are there other ways to insert a new record? Yes. You can click the New (Blank) Record button ( O ) on the form window's navigation bar (located along the bottom of the form) to create a new, blank record.
How do I edit a record in a form? You can reopen the form, navigate to the record that you want to change, and make your edits directly to the form data. When you save your changes, Access automatically updates the data in your table. To learn how to display a particular record in a form, see the next section, "Navigate Records in a Form."
Navigate Records in a Form You may find it easier to read a record using a form instead of reading it from a large table containing other records. Similarly, editing a record in a form may be easier than editing a record in a table. You can locate records you want to view or edit using the navigation bar that appears along the bottom of the form
window. This navigation bar contains buttons for locating and viewing different records in your database. The navigation bar also contains a Search field for locating a specific record. (You learn how to search for a record in a form in the next section.)
Navigate Records in a F o r m O
In the Navigation pane, double-click the form whose records you want to navigate.
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Access displays the form.
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Click Previous Record (0) or Next Record (0) to move back or forward by one record.
# Access displays the previous or next record in the database.
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Note: If the form is not visible in the Navigation pane, click the • along the top of the pane, choose Object Type, and locate the desired form under the Forms heading.
Click First Record (03) or Last Record (E0) to navigate to the first or last record in the table.
# Click N e w (Blank) Record (EH) to start a new, blank record.
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Search for a Record in a Form As mentioned, you may find it easier to read and edit records in a form than in a large table containing other records. One way to locate records you want to view or edit is to use the various buttons in the navigation bar, such as the Previous Record button, the Next Record button, and so on.
(Refer to the preceding section for help using these buttons.) This method can become timeconsuming, however, if the form contains numerous records. An easier approach is to search for the record using Access's search functionality, also accessible from the navigation bar.
Search for a Record in a F o r m O
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In the Navigation pane, double-click the form containing the record you want to find.
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Click in the Search field.
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Type a keyword that relates to the record you want to find (here, a person's last name).
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Delete a Record from a Table You can remove a record from your database if it holds data that you no longer need. Removing old records can reduce the overall file size of your database and make it easier to manage. When you delete a record, all of the data within its fields is permanently removed.
You can remove a record from a database by deleting it from a table or by deleting it from a form. This section shows you how to delete a record from a table. (For help deleting a record from a form, see the next section, "Delete a Record from a Form.")
Delete a Record f r o m a Table O
In the Navigation pane, double-click the table that contains the record you want to delete.
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Position your mouse pointer over the gray box to the left of the record that you want to delete (the mouse pointer changes to - • ) and click.
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Click the Delete button in the Records group. Note: You can also right-click the record and then click Delete Record.
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Click Yes.
# Access permanently removes the record from the table.
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Delete a Record from a Form In addition to removing records directly from a table, as described in the preceding section, "Delete a Record from a Table," you can remove records that you no longer need by using a form.
Records in a Form" and "Search for a Record in a Form" for help locating the record. Removing old records can reduce the overall file size of your database and make it easier to manage. When you delete a record, whether from a table or a form, all the data within its fields is permanently removed.
The first step is to locate the record you want to delete; refer to the sections "Navigate
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In the Navigation pane, double-click the form containing the record you want to delete. Note: If the form is not visible in the Navigation pane, click the • along the top of the pane, choose Object Type, and locate the desired form under the Forms heading.
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Sort Records Sorting enables you to arrange your database records in a logical order to match any criteria that you specify. For example, with a contacts database, you might sort the records alphabetically or based on the ZIP code. You can sort in ascending order or descending order. For example, if you are sorting
alphabetically, you can sort from A to Z (ascending) or from Z to A (descending). You can sort records in a table, or you can use a form to sort records. In this section, you learn how to do both.
Sort Records Sort a Table O Q
Open the table you want to sort.
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Click the H o m e tab on the Ribbon.
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Click a sort button. Click Ascending to sort the records in ascending order. Click Descending to sort the records in descending order. Access sorts the table records based on the field you choose. This example sorts the records alphabetically by last name in ascending order.
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In the prompt box that appears when you close the table, you can click Yes to make the sort permanent, or No to leave the original order intact.
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Position your mouse pointer over the column header for the field by which you want to sort (the mouse pointer changes to 4-) and click.
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Open the form you want to sort.
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Access sorts the table records based on the field you choose.
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How are empty records sorted? If you perform a sort on a field for which some records are missing data, those records are included in the sort. Records with empty fields are sorted first when you perform an ascending sort, or last with a descending sort.
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How do I remove a sort order? With the sorted table or form open, click the Remove Sort button in the Sort & Filter group on the Home tab. This returns the table to its original sort order. You can also use this technique to remove a sort from a query or report. (Queries and reports are covered later in this chapter.)
Filter Records You can use an Access filter to view only specific records that meet criteria you set. For example, you may want to view all clients buying a particular product, anyone in a contacts database who has a birthday in June, or all products within a particular category. You can also filter by exclusion — that is, filter out
records that do not contain the search criteria that you specify. You can apply a simple filter on one field in your database using the Selection tool, or you can filter several fields using the Filter by Form command.
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Apply a Simple Filter O
Open the form you want to filter.
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Click in the field by which you want to filter.
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Click the H o m e tab on the Ribbon.
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Click the Selection button.
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Click a criterion.
Access filters the records. In this example, Access finds two records matching the filter criterion. You can use the navigation buttons to view the filtered records. To undo a filter, click the Toggle Filter button.
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Open the form you want to filter.
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Click the Advanced button,
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Click Filter By Form.
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Click the • that appears and choose a criterion.
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Repeat Steps 5 and 6 to add more criteria to the filter.
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Click the Toggle Filter button. Access filters the records.
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To remove the filter, you can click the Toggle Filter button again.
How do I filter by exclusion?
What are OR criteria?
First click in the field that you want to filter in the form, click the Selection button on the Home tab, and then click an exclusion option. Access filters out any records that do not contain the data found in the field that you selected.
Setting OR criteria enables you to display records that match one set of criteria or another. For example, you might set up your filter to display only those records with the value 46989 in the ZIP field OR the value 46555 in the ZIP field.
Apply Conditional Formatting You can use Access's Conditional Formatting tool to apply certain formatting attributes, such as bold text or a fill color, to data in a form when the data meets a specified condition. For example, if your database tracks weekly sales, you might set up Access's Conditional Formatting feature to alert you if sales figures
fall below what is required for you to break even. You apply conditional formatting by creating a rule, which specifies the criteria that the value in a field must meet. Values that meet the criteria are formatted using settings you specify.
Apply Conditional Formatting O
Open the form to which you want to apply conditional formatting in Layout view.
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Click the field to which you want to apply conditional formatting.
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Click the Format tab.
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Click the Conditional Formatting button.
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Click the N e w Rule button. The New Formatting Rule dialog box opens.
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Set the criteria you want to use to apply conditional formatting.
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Specify how values that meet your criteria should be formatted. Click OK.
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Access creates a rule based on the criteria you set.
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Open the Conditional Formatting Rules Manager dialog box. (To open this dialog box, follow Steps 1 to 4 in this section.)
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Click the conditional formatting rule you want to remove.
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Perform a Simple Query You can use a query to extract information that you want to view in a database. Queries are especially useful when you want to glean data from multiple tables. Queries are similar to filters, but offer you greater control when it comes to viewing records. You can use the Query Wizard to help you select what fields you want to include in
the analysis. There are several types of Query Wizards. These include Simple, covered here; Crosstab, to display information in a spreadsheet-like format; Find Duplicates, to find records with duplicate field values; and Find Unmatched, to find records in one table with no related records in another table.
Perform a Simple Q u e r y Create a Query O
Open the table or form for which you want to perform a simple query.
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Click the Create tab on the Ribbon.
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Click the Query Wizard button.
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17
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ACCESS
A d d i n g , Finding, a n d Q u e r y i n g D a t a
^mple Que;y Wizard The S i m p l e Q u e r y W i z a r d
Which fields do y o u w a n t in your q u e r y ?
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You can choose from more than one table or q u e r y ,
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Table: Personnel Available Fields:
c o n t a i n i n g t h e fields o n w h i c h y o u w a n t t o base t h e q u e r y .
Selected Fields:
L a s t Name -
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First Name Middle Name S t r e e t Address
In t h e A v a i l a b l e Fields list, click a f i e l d t h a t y o u w a n t t o i n c l u d e in t h e q u e r y .
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Selected Fields list.
Which fields do y o u w a n t in your q u e r y ? You can choose from more than one table or q u e r y ,
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Repeat Steps 7 a n d 8 t o a d d m o r e fields t o y o u r q u e r y .
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W h a t is a table relationship? Table relationships enable you to combine related information for analysis. For example, you might define a relationship between one table containing customer contact information and another table containing customer orders. With that table relationship defined, you could then perform a query to, for example, locate all customers who have ordered the same product. To access tools for defining table relationships, click the Database Tools tab in the Ribbon and then click Relationships. (If you created your database from a template, then certain table relationships are predefined.) r n n t i n i lorl
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Perform a Simple Query (continued) During the process of creating a new query, the Query Wizard asks you to give the query a unique name. This is so that you can refer to the query later. All queries that you create are saved in the Navigation pane; you can doubleclick a query in the Navigation pane to perform it again.
If, after performing a query, you determine that you need to add more criteria to it, you can easily do so. For example, you may realize that the query needs to include an additional table in your database. You can also sort and filter your query results.
Perform a Simple Query (continued) 0
Type a name for the query.
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Click the Open the query to view information radio button.
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17
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ACCESS
A d d i n g , Finding, a n d Q u e r y i n g D a t a A Crtrli
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The t a b l e n o w shows o n l y t h e records m a t c h i n g t h e criteria.
How do I add another table to m y query? Switch to Design view, click the Design tab on the Ribbon, and then click the Show Table button. This opens the Show Table dialog box, where you can add another table to the query and choose from among the available fields to customize the query.
Can I sort or filter m y query? Yes. You can use the sorting and filtering features to further define your query results. To learn how to sort data, see the "Sort Records" section, earlier in this chapter. To learn how to apply a filter, see the "Filter Records" section, also earlier in this chapter.
Create a Report^ You can use Access to create a report based on one or more database tables. This can be a simple report, which contains all the fields in a single table, or a custom report, which can contain data from multiple tables in a database. (Note that to use fields from two or more tables, the tables must have a prior
relationship; refer to the tip "What Is a Table Relationship?" in the preceding section for more information.) To create a custom report, you can use the Report Wizard; it guides you through all the steps necessary to turn complex database data into an easy-to-read report.
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Adding, Finding, and Querying Data
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Open a table you want to include in a custom report.
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The Report Wizard opens.
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Click the A d d button ( • • ) .
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How do I choose fields from different tables in a custom report? Repeat Step 3 under "Create a Custom Report" to select additional tables that contain the fields you want to include.
Click Next.
How do I remove a field from a custom report? If you have not yet completed the wizard, you can remove a field from the report by clicking the Back button until you reach the wizard's first screen. Then click the field you want to remove in the Selected Fields list and click the Remove button (GO) to remove the field. To remove all the fields, click the Remove All button (R<1).
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Create a Report (continued) As the Report Wizard guides you through the steps for building a report, you are asked to decide upon a sort order. You can sort records by up to four fields, in ascending or descending order. The wizard also prompts you to select a layout for the report. Options include Stepped,
C r e a t e a Report ©
Block, and Outline, in either portrait or landscape mode. (Note that you can change other design aspects of the report by opening it in Design view; for more information, see the tip at the end of this section.) After you create the report, you can print it.
(continued)
To sort your data, click the first El and click the field by which you want to sort.
Report Wizard W h a t sort order do you w a n t for detail records?
•• IpT You can sort records by up to fouip^dd s , in either ascending or descending order,
You can add more sort fields as needed.
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Click a layout option. You can set the page orientation for a report using these options.
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ACCESS
A d d i n g , Finding, a n d Q u e r y i n g D a t a
© ©
17
CHAPTER
Type a name for the report. Click t h e P r e v i e w t h e r e p o r t radio button.
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Click Finish.
Access creates t h e r e p o r t a n d displays t h e r e p o r t in Print Preview m o d e .
How do I print a report? To print a report from Print Preview view, click the Print Preview tab and click the Print button. Alternatively, click the File button and click Print to open the Print dialog box, where you can select various printing options.
How can I customize a report in Access? You can further customize a report using Design view. You can change the formatting of fields, move fields around, and more. You can even apply conditional formatting to the report by clicking the Conditional Formatting button in the Format tab. (For more about conditional formatting, refer to the section "Apply Conditional Formatting" earlier in this chapter.)
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Outlook Outlook is a personal information manager for the computer desktop. You can use Outlook's Calendar component to manage appointments in your calendar; its Contacts component to keep track of contacts; its Tasks component to organize lists of tasks you need to complete; its Mail component to send and receive e-mail messages; and more. You can perform a wide variety of everyday tasks from the Outlook window. In this part, you learn how to put Outlook to work for you using each of the major components to manage everyday tasks.
View Outlook Components You can use Outlook to manage everyday tasks. Outlook works much like a personal organizer, with components for performing certain tasks: Mail, Calendar, Contacts, and Tasks.
component enables you to maintain a database of your contacts. The Outlook Tasks component enables you to keep a to-do list. In addition. Outlook features a To-Do Bar to help you stay organized at a glance. You can easily switch between components, depending on the task that you want to perform.
The Outlook Mail component enables you to send and receive e-mail messages. The Outlook Calendar component enables you to keep track of appointments. The Outlook Contacts V i e w O u t l o o k Components •j •
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Click the Calendar button in the Navigation pane.
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18
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Organizing with Outlook
O u t l o o k displays t h e Contacts component.
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Click t h e T a s k s b u t t o n in t h e N a v i g a t i o n pane.
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How I change w h a t component opens by default w h e n I start Outlook? By default, Outlook opens the Mail component's Inbox folder when you start the program. To start with a different Mail folder or another component, such as Calendar, click the File tab, click Options, and click Advanced in the Outlook Options dialog box that opens. Under Outlook Start and Exit, click the Browse button. Then click the component or Mail folder that you want to set as the default component in the Select Folder dialog box, and click OK in both dialog boxes to close them.
Schedule an Appointment You can use Outlook's Calendar component to keep track of your schedule. When you add a new appointment to the Calendar, you fill out appointment details such as the name of the person with whom you are meeting, the location of the appointment, the date of the appointment, and the start and end times of
the appointment. You can also enter notes about the appointment, as well as set up Outlook to remind you of the appointment in advance. When you set a reminder. Outlook displays a prompt box at the designated time to remind you about the appointment (assuming, of course, that Outlook is running).
Schedule an Appointment O
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Click the Calendar button in the Navigation pane to open the Calendar component. Click the date for which you want to set an appointment.
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Click the End time • and set an end time for the appointment.
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Type a name for the appointment.
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Click the Save & Close button.
Outlook displays the appointment in the Calendar.
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To view the appointment details or make changes, you can double-click the appointment to reopen the Appointment window. The days on which you have any appointments scheduled appear bold in the Date Navigator.
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18
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How do I categorize an appointment? Click the Categorize button to assign color categories to your appointments; this helps you keep them organized in your calendar. For example, you might categorize all work appointments as blue and all non-work appointments as red.
How do I delete an appointment from the Calendar? To remove an appointment, right-click the appointment in the Calendar and click Delete. You can also click the appointment to select it and press on your keyboard, or open the appointment window and click the Delete button. Outlook immediately deletes the appointment from your schedule.
Schedule a Recurring Appointment If your schedule includes a weekly department meeting or a lunch date with a friend on the second Friday of every month, you can set the appointment as a recurring appointment. When you set up a recurring appointment. Outlook adds the appointment to each week or month as you require. (Note that you can use this
same technique to set recurring tasks in your Outlook Tasks.) Before you can indicate that an appointment should be recurring, you must first create the appointment. For help creating appointments, see the preceding section, "Schedule an Appointment."
Schedule a Recurring Appointment O With the Appointment window for the recurring appointment open in Outlook, click the Recurrence button on the Appointment tab.
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Recurring appointments are indicated by a recurrence icon ( H ) in the lower right corner of the appointment on the Calendar.
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Is there an easy w a y to set an appointment w i t h one of m y contacts? Yes. Open the Contacts component and right-click the contact with whom you want to schedule an appointment. Next, click Create; then click Meeting. A Meeting window opens; here, you can enter appointment details and e-mail a meeting request to the contact.
How do I add holidays to m y calendar? Click the File tab, click Options, click Calendar in the Outlook Options dialog box, and click the Add Holidays button under Calendar Options. The Add Holidays to Calendar dialog box opens; click the country or religion whose holidays you want to add to the calendar, and click OK.
Schedule an Event regular appointment, you enter a name for the event, specify a location, and enter notes about the event as needed. In addition to scheduling events, you can schedule meetings. (For more information, see the tip at the end of this section.)
If you need to track an activity that lasts the entire day or spans several days, such as an anniversary or a conference, you can schedule the activity as an event. Events appear as banners at the top of the scheduled date. Scheduling an event is similar to scheduling a regular appointment. As with scheduling a
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Enter the event's date in the Start t i m e and End t i m e fields.
# You can click each field's • to choose the date from a pop-up calendar.
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How do I plan a meeting? To schedule meetings w i t h other users, click the H o m e tab and click the N e w M e e t i n g button to open a M e e t i n g w i n d o w ; then enter the requested information.
Can I publish my calendar online? Yes. Click the Home tab, click Publish Online, and then click Publish t o Office.com. Outlook prompts y o u to register w i t h Office Online before launching a wizard to step y o u t h r o u g h the publication process. After your calendar is published, Outlook prompts y o u to invite others to view it; follow the on-screen instructions.
Create a New Contact work phone number, their mobile number, and their fax number. You can also enter notes about a contact.
You can use Outlook's Contacts component to maintain contact information for people with whom you want to remain in touch, such as family members, co-workers, and clients. Using Outlook Contacts, you can keep track of information about your contacts such as their home address, their business address, their e-mail address, their home phone number, their
If you use a different program to keep track of your contacts, you may be able to import that information into Outlook. For more information, see the tip at the end of this section.
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How do I import a list of contacts from another program? Click the File tab, click Open, and click Import to open the Import and Export Wizard, which steps you through the import process. (To import contacts from another program, you must first export the contacts from that program to a special file.)
How do I send an e-mail to a contact? One way to send an e-mail to a contact is to right-click the contact, click Create, and then click E-mail. Outlook opens a Message window with the contact's e-mail address in the To field; add a subject, type your message text, and click Send.
Create a New Task When you are finished with a task, you can mark it as complete. Depending on the current view, completed tasks may appear with a strikethrough on the Tasks list or may be hidden.
You can use Outlook's Tasks component to keep track of things that you need to do, such as a daily list of activities or project steps that you need to complete. You can assign a due date to each task, as well as prioritize and categorize tasks. You can even use Outlook Tasks to assign tasks to other people.
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Click the Save & Close button.
Outlook displays the task in the Tasks list. To view the task details again or make changes, you can double-click the task to reopen the Task window. To change your view of tasks in the Tasks list, you can click the Change V i e w button and choose a view option from the menu that appears.
How do I mark a task as complete?
How do I assign a task to someone else?
Click a task in the Tasks list, click
You assign a task to someone else by e-mailing it to him or her. To do so, open the task, click the Home tab, and click
the Home tab, and click Mark Complete. To remove a task from the list, click it to select it and then click the Remove from List button in the Home tab.
Assign Task. In the Task window, add an e-mail address and a message concerning the task, and then send the message.
Add a Note In addition to the Mail, Calendar, Contacts, and Tasks components. Outlook includes a Notes component. You can use this component to create notes for yourself. Much like an electronic version of yellow sticky notes. Outlook's Notes component enables you to quickly and easily jot down your ideas and
thoughts. You can attach Outlook Notes to other items in Outlook, such as appointments or e-mail messages, as well as drag them from the Outlook window onto the Windows desktop for easy viewing. When you no longer need a note, you can delete it.
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Click the Notes button ( • ) in the Navigation pane to open the Notes component.
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"Can I forward the note to another user? Yes. To turn a note into an e-mail attachment, right-click the note in the Notes list and click Forward. An e-mail Message window opens with the note attached and the contents of the note in the Subject line. Simply enter the recipient's e-mail address and add any message text; then click the Send button.
How do I delete a note? Click the note in the Notes list and then click the Delete button in the Home tab or press Alternatively, right-click the note in the Notes list and click Delete.
Organize Outlook Items You can store your Outlook items, whether they are messages, tasks, or notes, in folders. By default. Outlook creates a set of folders for you to use when you install the program, including e-mail folders for managing incoming, outgoing, and deleted messages. You can use the Folders list to move items from one folder to another and create new folders in
which to store Outlook items. You can even create subfolders within these folders. For example, you might create a subfolder in your Inbox folder to place all the corporate correspondence that you send and receive, or create a folder in the Tasks folder for a special project.
Organize Outlook Items View the Folder List
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Click the Folder List button (El) in the Navigation pane.
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How do I delete an item from a folder? To delete an item from a folder, click the folder in the Folders list containing the item, click the item you want to delete, click the Home tab, and click the Delete button. To delete an entire folder and all of its items, click the folder in the Folders list and then press Outlook places items you delete in the Deleted Items folder; to empty the Deleted Items folder (and thereby remove any items it contains from your system), right-click it and choose Empty "Deleted Items"
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Perform an Instant Search Suppose you need to locate an Outlook item — for example, an e-mail message about a project you are working on, an item on your to-do list that you need to review, or the contact record for a co-worker that you need to call. Instead of sifting through your Outlook folders to
locate it, you can use Outlook's Search tool to quickly find it. Each component includes an Instant Search box; simply enter a keyword or phrase, and Outlook searches for a match, even displaying items that match your criteria as you type.
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Click the Outlook component that you want to search.
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18
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Customize the To-Do Bar You can use Outlook's To-Do Bar to quickly view the Date Navigator and the current day's appointments and tasks, as well as to enter new tasks.
might opt to display Date Navigators for this month and the next or change how many appointments appear in the To-Do Bar. If the To-Do Bar is not visible, click the Expand the To-Do Bar button ( 0 ) on the right side of the Outlook screen to display it.
You can customize the To-Do Bar to change what items appear in the list. For example, you
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Click the View tab.
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Compose and Send a Message You can use Outlook to compose and send e-mail messages. When you compose a message in Outlook, you designate the e-mail address of the message recipient (or recipients) and type your message text. You can also give the message a subject title to indicate to recipients what the message is about. Although
you can compose a message offline, you must log on to your Internet connection to send a message. If you do not have time to finish composing your message during your current work session, you can save the message as a draft for access at a later time instead of sending it.
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Click the Mail button in the Navigation pane to open the Mail component. Click the Home tab.
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19
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OUTLOOK
T y p e t h e message t e x t . You can use O u t l o o k ' s f o r m a t t i n g buttons to change t h e a p p e a r a n c e of y o u r message t e x t .
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The message y o u sent a p p e a r s in t h e I t e m list.
How do I save a message as a draft? Click the message window's i sx i button and click Yes when prompted to save the message. Outlook saves the message in the Drafts folder. When you are ready to recommence composing your message, click the Drafts folder in the Folders list and double-click the saved message to open it.
How do I carbon-copy m y message to someone? You can use the Cc or Bcc field to copy or blind carbon copy the message to another recipient. Either type his or her e-mail address directly in the field or click the Cc or Bcc button to select it from your contacts.
Send a File Attachment You can send files stored on your computer to other e-mail recipients. For example, you might send an Excel worksheet or Word document to a work colleague, or send a digital photo of your child's birthday to a relative. Assuming that the recipient's computer has the necessary
software installed, that person can open and view the file on his or her own system. Note that some e-mail systems are not set up to handle large file attachments. If you are sending a large attachment, check with the recipient to see if his or her system can handle it.
Send a File A t t a c h m e n t O
Create a entering address, message
new e-mail message, the recipient's e-mail a subject title, and the text.
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Outlook adds the file attachment to the message and displays the filename and the file size.
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19
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Read an Incoming Message You can use Outlook's Mail feature to access your e-mail account, download new e-mail messages that others have sent you, and view them on-screen. You can view a message in a separate message window or in the Reading pane. If the Reading pane is not visible, click the View tab, click Reading Pane, and choose a display option from the list that appears.
You can also view any files attached to the messages you receive (although you should never open a file unless you trust the person who sent it). Note that in order to receive e-mail messages, you must be connected to the Internet.
Read an Incoming Message Hon
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Outlook accesses your e-mail account and downloads any new messages.
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If the Inbox is not shown, you can click the Inbox folder.
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The contents of the message are shown in the Reading pane.
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# The message opens in a message window. Note: If the message contains a file attachment, double-click it to open it. A warning dialog box appears; click Open to open and display the file in the appropriate program, or click Save to save the attachment.
Reply To or Forward a Message You can reply to an e-mail message by sending a return message to the original sender. For example, if you receive an e-mail message containing a question, you can reply to that e-mail with your answer. When you reply to an e-mail, the original sender's name is added to the message's To field.
You can also forward the message to another recipient. For example, you might forward a message that you receive from one co-worker to another co-worker who will find its contents useful. Note that you must be connected to the Internet in order to send replies or forward e-mail messages.
Reply T o or Forward a Message Reply To a Message
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Open the message to which you want to reply. Note: Refer to the preceding section to learn how to open an e-mail message.
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E-mailing with Outlook
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19
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Click the Forward button on the Message tab.
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How do I get rid of the original message in m y reply? By default, Outlook retains the original message when you click the Reply or Reply All button. To turn off this feature, click the File tab and then click Options. In the Outlook Options dialog box, click Mail. Under Replies and Forwards, click the When replying to a message • and click Do not include original message ( ). Click OK.
Add a Sender to Your Outlook Contacts Suppose you receive an e-mail message from someone, and you do not have a record for that individual in Outlook Contacts. Fortunately, Outlook makes it easy to add the contact information of the sender of any message you receive to your Outlook Contacts, directly from
the message itself. Once the person has been added to Outlook Contacts, if you want to send a new message to that person at a later time, you can click the To button in the message window and choose his or her name from the Select Names: Contacts dialog box that appears.
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Open the message whose sender you want to add to your Outlook Contacts. Note: Refer to the section "Read an Incoming Message" earlier in this chapter to learn how to open an e-mail message.
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Right-click the sender's name. Click A d d to Outlook Contacts.
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19
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Delete a Message As you receive more and more e-mail messages, you may find it difficult to keep your Inbox and other Outlook folders organized. One way to eliminate clutter and keep things manageable is to delete messages you no longer need from your Inbox and other Outlook folders. Note that when you delete a message from your Inbox or any other Outlook folder.
Outlook does not remove it from your system. Rather, it moves it to the Deleted Items folder. To permanently remove deleted messages from your system, thereby maximizing your computer's storage capacity, you should purge the Deleted Items folder on a regular basis.
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Outlook deletes the message from the Inbox and adds it to the Deleted Items folder. You can click the Deleted Items folder to view the message that you deleted. To empty the Deleted Items folder, click the Deleted Items folder, click the Folder tab, and click Empty Folder.
View Conversations Outlook 2010 supports a new feature called Conversation view. With Conversation view, you can group messages that are within the same thread, or conversation, in the Item list. This makes your Item list easier to navigate by compressing all related messages, including messages that you have sent as replies or
forwarded to others, under a single heading. You can expand this heading to view these related messages. By default. Outlook displays all messages from all folders in Conversation view. You can, however, view only those messages in the current folder if you prefer.
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Outlook compresses the conversation, displaying only the conversation heading.
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W h a t other view options does Outlook offer? You can organize your messages using any one of several Outlook views, including Date view, in which messages are organized by date; From view, in which messages are organized by sender; To view, in which messages are organized by recipient; Categories view, in which messages are organized by category; and Importance view, in which highpriority messages are listed first.
How do I limit w h a t messages are included in the conversation? To view only those messages in the current folder, click the View tab, click the Conversations button, and
deselect Show Messages from Other Folders in the menu that appears.
Clean Up a Conversation You may find that as various people contribute to an e-mail conversation, redundant messages begin to appear in your Inbox. For example, your Inbox may suddenly contain replies to replies to replies, meaning that several of the messages contain redundant text. To clean up a conversation — that is, to move these
redundant messages to the Deleted Items folder — you can use Outlook's Clean Up feature. (To permanently remove deleted messages from your system, thereby maximizing your computer's storage capacity, you should purge the Deleted Items folder on a regular basis.)
Clean U p a Conversation O
With your Outlook messages shown in Conversation view, click a message in the conversation you want to clean up.
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Outlook removes redundant messages from the conversation. Messages are placed in the Deleted Items folder. Note: To permanently remove the messages, click the Deleted Items folder, click the Folder tab, and click Empty Folder.
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19
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Ignore a Conversation
conversation to the Deleted Items folder. (To permanently remove deleted messages from your system, you should purge the Deleted Items folder on a regular basis.) If you realize you have ignored a conversation in error, you can instruct Outlook to stop ignoring it.
If you have been included in a conversation that is of no relevance to you, you can instruct Outlook to ignore the conversation. When you ignore a conversation. Outlook moves all messages in that conversation that you have received thus far to the Deleted Items folder. It also automatically moves any subsequent messages you receive during the course of the
Ignore a Conversation a
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With your Outlook messages shown in Conversation view, click the conversation you want to ignore.
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Outlook removes the conversation. The conversation is placed in the Deleted Items folder. Note: If you realize you have ignored a conversation in error, you can stop ignoring it. To do so, click the Deleted Items folder, click the conversation, click the Home tab, click the Ignore button, and click Stop Ignoring Conversation.
Screen Junk E-mail Junk e-mail, also called spam, is overabundant on the Internet and likely finds its way onto your computer often. You can safeguard against wasting time viewing unsolicited messages by setting up Outlook's Junk E-mail feature. This feature enables you to make sure that e-mail from specific Web domains bypasses
your Inbox and is instead deposited into the Outlook Junk E-mail folder. Note that sometimes e-mail that is not spam may be placed in the Junk E-mail folder in error. For this reason, you should periodically scan the contents of this folder to ensure that it does not contain any messages you want to read.
S c r e e n Junk E - m a i l View Junk E-mail Options
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You can use the various tabs to view junk e-mail settings, blocked domains, and safe senders.
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The Junk E-mail Options dialog box appears.
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19
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A prompt box appears. Click OK. Outlook adds the sender's e-mail address to the list of filtered addresses and moves the message to the Junk E-mail folder.
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How do I remove a message from the Junk E-mail folder? If a message is sent to the Junk E-mail folder in error, open
the Junk E-mail folder, click the message, click the Home
tab, and click Not Junk, and click OK.
Click the H o m e tab.
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Does Outlook empty the Junk E-mail folder? No. To empty the folder, click it in the Folders list, click the Folder tab, and click the Empty Folder button. Outlook moves all the items to the Deleted Items folder; to permanently remove the items from your system, click the Deleted Items folder in the Folders list, click
the Folder tab, and click the Empty Folder button.
Create a Message Rule You can use rules to determine what Outlook does when you receive a message that meets a specific set of conditions. For example, you might create a rule that ensures that messages from a certain sender are placed directly into a folder of your choosing as soon as Outlook downloads the message. Alternatively, you
might set up Outlook to play a certain sound when you receive a message that meets criteria you set. You can set rules that are quite simple, as outlined in this section, or rules that are very complex — involving various criteria, exceptions to the rule, and so on.
Create a Message Rule O
Click the message on which you want to base a rule.
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Click to select the conditions that you want to apply. Specify what you want the rule to do when the conditions are met. In this example, select the M o v e the item to folder check box.
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Click the Select Folder button. The Rules and Alerts dialog box appears.
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E-mailing with Outlook
19
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The next time you receive a message matching the criteria you set, Outlook places it directly in the folder you selected.
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How do I remove a rule? Click the H o m e tab, click
Rules, and click Manage Rules & Alerts to open the Rules and Alerts dialog box. Next, click the rule y o u want to delete and click the
Delete button.
Publisher Publisher is a desktop publishing program that you can use to design and produce a variety of publications — anything from a simple business card to a postcard to a newsletter to a complex brochure. Publisher installs with a large selection of predesigned publications that you can use as templates to build your own desktop publishing projects; additional templates are available on Office.com. In this part, you learn how to build and fine-tune all kinds of publications and tap into Publisher's formatting features to make each publication suit your own design and needs.
Create a Publication You can use Publisher to create all kinds of publications, such as brochures, flyers, newsletters, and letterhead stationery.
Two of the most important design options that you can change to customize a publication are the color scheme and font scheme. The color scheme controls the colors used throughout the design. The font scheme controls the font sets used for all of the various text elements in a publication.
Publisher installs with a wide variety of publication types, including preset designs, or templates, that control the layout and formatting of the publication. In addition, you can download templates from Office.com. Create a Publication o
Click the File tab.
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Click a publication category from the list of available templates.
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How do I change the design of m y publication? You can click the Page Design tab on the Ribbon to access other templates that you can apply to the publication. To change the color scheme, choose from a wide variety of preset color schemes in the Schemes group to create just the look you want. Click the Fonts button and select the desired font scheme; this affects the font sets used for all the various text elements in the publication. Finally, click the Background button to view and select from available backgrounds.
Create a Blank Publication In the event none of Publisher's predesigned publication templates suits your needs, you can create a blank publication, populate it with your own text boxes, and design a layout to suit your project. For example, you might want to create your own brochure or invitation and
customize it by adding your own text boxes and art objects. If you particularly like a publication you create on your own, you can turn it into a Publisher template, which you can then reuse in Publisher For help, see the tip at the end of this section.
C r e a t e a Blank Publication o
Click the File tab.
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Click New. If you want to create an 8.5 by 11 publication, click the vertical or horizontal 8.5 by 11 option.
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Publisher displays the selected size here. You can customize the color scheme or fonts using these options.
# You can click the Business information El and choose Create n e w to create a business set, which contains your business's name, address, and other information. After you create a business set, you can select it from the Business Information list to apply it to a publication. 0
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Publisher creates and opens the blank publication. You can now add your own text boxes and pictures to the publication.
Zoom In and Out You can use Publisher's Zoom feature to control the magnification of your publication. By default. Publisher displays your document in a zoomed-out view so that you can see all the elements on a page. When you begin working with the publication, adding text and formatting, you can zoom in to better see what you are doing.
There are a few ways to zoom in and out of your publication. One is to use the Zoom settings on the View tab. Another is to use the Zoom buttons. A third is to use your keyboard. You learn how to use all three of these techniques in this section.
Z o o m In and O u t Specify a Magnification O
Click the area of the publication where you want to change the zoom magnification. When you click an object on the page, Publisher surrounds it with selection handles.
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Click the View tab.
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Click a percentage.
# You can also type a value in the Zoom field. Note: To quickly zoom to 100 percent, you can click the 100% button in the View tab's Zoom group. To quickly view the whole page, click the Whole Page button. #
Publisher changes the magnification setting for your publication.
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Use Zoom Buttons O
Click the area of the publication where you want to change the zoom.
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Click the Zoom Out (m) or Zoom In ( v ) button. You can click the Zoom buttons multiple times to change the level of magnification. You can also click and drag the slider to change the zoom.
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Publisher changes the magnification setting for your publication.
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How can I free up more workspace on-screen? You can minimize the Pages pane to quickly free up on-screen workspace. To do so, click the pane's [«] button. Alternatively, click the View tab and then
deselect the Page Navigation check box in the Show group. To view the pane again, click the View tab and reselect the Page Navigation check box or click the [»] button.
In this example, the publication is zoomed out.
How do I use m y keyboard to zoom in and out? Press Q ) on the keyboard to quickly zoom in and out of a publication.
Add Text When you create a new publication based on a design. Publisher inserts a layout for the text and displays placeholder text in the text boxes, also called objects or frames. The placeholder text gives you an idea of the text formatting that the design applies and what sort of text you might place in the text box.
As you build your publication, you will almost certainly want to replace the placeholder text with your own text. After you add your text, you can apply formatting to it as well as move and resize it. (For help formatting, moving, and resizing text in Publisher, see the next chapter.)
Add T e x t o
Click the text object that you want to edit. You may need to zoom in first to see the text object. Publisher surrounds the selected object with handles.
# Publisher highlights the placeholder text within.
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Type your own text. Publisher replaces any placeholder text with the new text that you type.
# You can click anywhere outside of the text object to deselect the text box. You can continue entering text to build your publication. To edit the text at any time, you can click the text box and make your changes.
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Add a New Text Box You can add new text boxes to a publication and type your own text. For example, you may need to add a new text box to an empty area in your layout to include additional information, or you may need to add new text boxes to a blank publication.
After you add a text box, you can fill it with your own text. After you do so, you can apply formatting to your text as well as move and resize it. (For help formatting, moving, and resizing text in Publisher, see the next chapter.)
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Click and drag the text box to the size that you want to insert.
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Type the text that you want to insert into the text box.
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Add a Picture to a Publication You can add digital photographs or other picture files to your Publisher creations. For example, you might add a photo of your company's latest product to a new brochure or include a snapshot of your baby on a family newsletter.
picture object in the layout, adding a picture is simple. (See the tip at the end of this section for help.) However, even if your publication layout does not include a placeholder picture object, you can easily add a picture, as described in this section.
If you are working on a publication created with a template that includes a placeholder Add a Picture to a Publication o
Click the Insert tab.
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Click the Picture button in the Illustrations group.
The Insert Picture dialog box appears. ©
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Locate and select the picture file you want to use. Click Insert.
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and resize objects in see the next
How do I fill in an existing picture object? Click the picture object and then click the Insert Picture button (EZ). The Insert Picture dialog box opens; locate and select the photo you want to use and click Insert.
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Can I add clip art images? Yes. Click the Insert tab and click the Clip Art Pane button. The Clip Art pane opens; type a keyword describing the type of clip art you want to insert and click Go. The Clip Art task pane displays possible matches; click the clip art that you want to insert. Publisher inserts the clip art and displays the Format tab.
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Change the Font, Size, and Color You can control the font, size, and color of the text in your publication. By default, when you assign a publication design. Publisher uses a predefined set of formatting for the text, including a specific font and size. You may need to change the font or increase the size to suit your own publication's needs. For example.
you might change the font, size, and color of the publication's title text to emphasize it. In addition, you can use Publisher's basic formatting commands — Bold, Italic, Underline, Subscript, and Superscript — to quickly add formatting to your text.
Change the Font, Size, and Color Change the Font
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Select the text that you want to format.
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Click the Font Size Q .
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Publisher applies the font size to the text.
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This example applies a 26-point font size to the text. Note: Another way to change the font size is to click the Grow Font and Shrink Font buttons CS and Hp on the Home tab. Publisher increases or decreases the font size with each click of the button.
How do I apply formatting to m y text? Select the text you want to format, click the Home tab, and click the Bold ( [ ! ) , Italic ([7]), Underline ([S]), Subscript (IH3), or Superscript ( 0 ) button.
W h a t is the toolbar that appears w h e n I select text? When you select text, Publisher's mini toolbar appears, giving you quick access to common formatting commands. You can also right-click selected text to display the toolbar. If you want to use any of the tools on the toolbar, simply click the desired tool; otherwise, continue working, and the toolbar disappears.
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Change the Font, Size, and Color (continued) Changing the text color can go a long way toward emphasizing it in your publication. For example, if you are creating an invitation, you might make the description of the event a different color to stand out from the other details. Likewise, if you are creating a newsletter, you might make the title of the
Change the Font, Size, and Color
newsletter a different color from the information contained in the newsletter or even color-code certain data in the newsletter. Obviously, when selecting text colors, you should avoid choosing colors that make your text difficult to read.
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Change the Color O
Select the text that you want to format.
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Click the H o m e tab on the Ribbon.
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Click the • next to the Font Color button ( a ) .
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Click M o r e Colors. The Colors dialog box opens.
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Click the Custom tab.
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Click a color in the Colors field.
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Click a shade to refine your selection.
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Click OK.
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Is there another w a y to change font characteristics? Yes. You can also change font characteristics using the Font dialog box. Follow these steps:
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Select the text that you want to format.
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Click the H o m e tab on the Ribbon.
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Click the corner group button ( • ) in the Font group.
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In the Font dialog box, click the font, style, size, color, underline style, or effect that you want to apply.
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Click OK.
Publisher applies the color to the text. This example applies a blue color to the text.
Apply a Text Effect In addition to changing the font, size, and color of text in your publication, you can also apply text effects. These include a shadow effect, an outline effect, an emboss effect, and an engrave effect. Text effects can go a long way toward making your newsletter, brochure, postcard, or other type of publication appear more professional.
You apply text effects from the Format tab, under Text Box Tools. This tab appears on the Ribbon when you select text in your publication. Be aware that applying too many different text effects can result in a publication that appears overdone or busy.
Apply a T e x t Effect O
Select the text that you want to format.
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Click the Format tab.
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Click a button in the Effects group. (Here, the Shadow button is clicked.)
Publisher applies the text effect.
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21 CHAPTER
Change Text Alignment Depending on the publication design that you select, alignment is preset to best suit the publication type. You can change the alignment to suit your own needs, however. You can use Publisher's alignment commands to change the way in which text is positioned both horizontally and vertically in a text object box.
For example, you might choose to align text in the bottom right corner of the text object box. There are nine alignment options in all: Align Top Left, Align Top Center, Align Top Right, Align Center Left, Align Center, Align Center Right, Align Bottom Left, Align Bottom Center, and Align Bottom Right.
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Select the text that you want to format.
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Click the Format tab.
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Click a button in the Alignment group. (Here, the Align Bottom Left button is clicked.)
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Add a Border You can add a border to any object in a publication, including text boxes, clip art, and pictures, to add emphasis or make the publication more aesthetically appealing. Publisher comes with several predesigned borders, which you can apply to your publication. These include borders of various colors, shapes, and thicknesses, with or without
Add a Border O
background shading. Alternatively, you can create your own custom borders — for example, making each border line a different color or thickness. (Be aware that you should not add too many effects, such as borders, to your document because it will become difficult to read.)
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Select the object to which you want to apply a border.
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Click the Format tab.
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Click a border in the Shape Styles list. You can click the Shape Outline button flu) to view available line styles and weights.
# You can click the Change Shape flu) button to view available shapes for the border. # Publisher applies the border to the object.
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Control Text Wrap To add visual interest, many publications include text as well as objects, such as photographs, clip art images, tables, charts, or other visual elements. You can control the way in which text wraps around a picture, table, chart, or any other object in a publication. For
example, you may want a column of text to wrap tightly around a clip art object, to appear above and below the object but not on the sides, and so on. Alternatively, you might prefer for the text to simply appear on top of the object.
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Click a text-wrapping option.
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Publisher applies the text wrapping. This example applies square text wrapping. \re you planning a vacation? Do you travel forworii? If so, you can depend on rne to care far your precious pup while you are away! Services include walks, regular feedings, baths, sleepovers, qnd Of COUrsS <jgn?tant cudyjlng.
Link Text Boxes When you add too much text to a text object, any text that does not fit in the text box is called overflow. In some cases. Publisher attempts to correct this problem with its AutoFit feature, which reduces the size of your text to make it fit. Alternatively, you can correct the problem of overflow text by
creating a new text box adjacent to the existing one, linking the two text boxes, and flowing the extra text into the new text box. You use the Format tab's Linking tools to navigate and connect text boxes in a publication.
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Click the text box that contains the overflowing text.
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Click the Format tab.
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Click the Create Link button.
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Publisher links the two boxes, and moves any extra text from the first text box into the second text box.
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You can click the Previous button to return to the previous text box. You can click the Next button to go to the next text box.
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Click the first text box that you want to disconnect.
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Are there other ways to handle overflow? Yes. You can also use Publisher's Text Fit tools to auto-fit your text into the text box. To do so, click the text box to select it, and then click the Format tab. Next, click the Text Fit button in the Text group and choose
How do I turn off the AutoFit feature? Select the text object to which AutoFit has been applied, click
Best Fit.
Autofit.
the Format tab, click the Text Fit button, and click Do Not
Move and Resize Publication Objects When you insert an object, such as a text box, photograph, clip art, table, and so on into a publication in Publisher, you may find that you need to make it larger or smaller in order to achieve the desired effect. For example, you may need to resize a text object to fit more
text into the box. Fortunately, doing so is easy. When you select an object in a publication, handles appear around that object; you can use these handles to make the object larger or smaller. You can also move objects that you place in a publication.
Move and Resize Publication Objects :
Move an Object O
Click the object that you want to move. Publisher surrounds the selected object with handles.
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Position the mouse pointer over the edge of the object until it changes from ^ to t*.
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Drag the object to a new location.
Publisher moves the object.
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Fine-Tuning a Publication t^JL^.
21 CHAPTER
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Click the object that you want to resize.
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Click and drag a handle inward or outward to resize the object.
When you release the mouse button, Publisher resizes the object. This example resizes a picture object.
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Can I rotate an object? Yes. Click the object to select it, and then click the green rotation handle at the top of the selected object and drag it in the direction you want to rotate the object. When the object has been rotated to the desired degree, release the mouse button.
How do I delete an object? To remove an object from a publication, click the object to select it and press ( ^ ^ f l . Publisher removes the object from the page. You can select more than one object to delete by pressing and holding i f l j while clicking each object.
Edit the Background or even apply one of your own photographs, from the Fill Effects dialog box. (For help using the Fill dialog box, see the tip at the end of this section.) If you decide you no longer want a background, you can quickly remove it.
You can add visual interest to your publication by changing the background. Clicking the Background button in the Page Design tab enables you to quickly choose from among several solid backgrounds and gradient backgrounds; alternatively, you can choose from a variety of textures, patterns, and tints.
Edit the Background Apply a Background O
Click the Page Design tab.
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Click the Background button.
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Click the background that you want to apply.
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Can I assign backgrounds from the Fill Effects dialog box? Yes. You can assign a one-color or two-color gradient background using colors you choose; apply a texture background, such as Denim, Canvas, or Granite; apply a pattern, such as Plaid; choose your own photo for a background; or apply your own custom tint. You access these options from the Fill Effects dialog box. To open this dialog box, click the
Page Design tab, click Background, and choose More Backgrounds.
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Add a Building Block Object You can use Publisher's Building Block objects to add all kinds of extra touches to your publication projects. For example, you can add a calendar to a newsletter or a graphical marquee to a letterhead. Publisher's Building Block objects encompass a wide variety of design objects, such as mastheads, borders.
boxes, and even coupons and logos. You can customize the design of a Building Block object as needed — for example, you might change the border or fill color of an object. You can also change the text in a Building Block object by selecting it and typing over it.
Add a Building Block Object o
Click the Insert tab.
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Click a button in the Building Blocks group (here, Advertisements).
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H o w do I customize a Building Block object? M a n y of the Building Block objects are composed of simple lines and shapes. You can customize the appearance of an object by selecting individual parts of it and making changes to the selection's f o r m a t t i n g . Note that y o u may need to ungroup an object to edit individual elements of it. To do so, click the object, the H o m e tab, and then the U n g r o u p button ( H ) as many times as necessary to free all the object's individual elements. When y o u finish making your edits, click the Group button ([M]) to turn the elements back into a single object.
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Create a Building Block Object can insert it into a publication anytime you need it (simply follow the steps in the preceding section, "Add a Building Block Object," to insert it). Anything you save as a Building Block object is accessible from any other Publisher files you open.
If you find yourself using an object you have created over and over, you can save that object as a Building Block object and reuse it as needed. For example, if you use the same headline in every publication you create, you can save it as a Building Block object; then, you
C r e a t e a Building Block Object O
Click the element that you want to save.
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Click Calendars if the Building Block object you want to create is a calendar.
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ea The Create N e w B u i l d i n g Block dialog b o x appears.
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Publisher creates t h e B u i l d i n g Block o b j e c t . You can v i e w t h e i t e m b y c l i c k i n g t h e b u t t o n y o u clicked in Step 3.
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How do I remove a Building Block object? Click the Insert tab and click the appropriate button in the Building Blocks group. Then right-click the Building Block object you want to delete, choose Delete, and click OK to confirm the deletion.
Are there more Building Block objects? Yes. To access more Building Block objects, click the appropriate button in the Building Blocks group and choose More Building Blocks from the menu that appears. (The precise name of this option varies depending on what button you click.) The Building Block Library window opens, displaying all Building Block objects of the type you selected.
OneNote OneNote acts like a digital notebook, enabling you to jot down ideas, sketch out plans, brainstorm business strategies, and compile scraps of information in one searchable, shareable, easy-to-access digital location. OneNote acts like a free-form canvas on which you can type, write, or draw, as well as paste in digital images such as a screenshot of a Web page or a digital photograph. You might use OneNote to take notes during meetings and lectures, collect research materials from the Web, gather information about an upcoming trip, assemble ideas for a home improvement project, and more.
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\ Chapter 22: Taking Notes with OneNote
376
Chapter 23: Organizing and Sharing Notes
386
Navigate OneNote OneNote acts like a digital binder, with notebooks that you can use to jot down ideas, sketch out plans, and compile scraps of information in one searchable, shareable, easyto-access location. You can use OneNote to
type, write, and draw your ideas, as well as paste in digital images such as a Screenshot of a Web page or a digital photograph. By default, OneNote includes one notebook.
Navigate O n e N o t e •
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In the OneNote Navigation bar, click the notebook you want to open.
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22 CHAPTER
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How do I display the Navigation bar? If the OneNote Navigation bar appears minimized on your screen, click the Expand Navigation Bar button ( 0 ) to view it. To minimize the Navigation bar, thereby freeing up real estate in the OneNote window, click the Collapse Navigation Bar button ( 0 ) .
How do I view additional sections? If OneNote does not display all the sections in a notebook, it displays a tab with a Click the • to reveal links to additional sections in the notebook, and then click the link for the section you want to view.
Type and Draw Notes As mentioned, OneNote acts like a binder, with notebooks that you can use to jot down ideas, sketch out plans, and compile scraps of information. One way to enter these items into OneNote is by typing them with your keyboard. You can then format your text as desired, changing the
font, size, and color; applying bold, italics, underline, subscript, or superscript formatting; and more. Another approach is to use OneNote's drawing tools. When you create an item, also called a note, in OneNote, you can move it around the page as desired.
T y p e and D r a w Notes Type Notes O
With the page on which you want to type open in OneNote, click the Draw tab.
© C l i c k the Select & Type button.
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Taking Notes with OneNote
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With the page on which you want to draw open in OneNote, click the Draw tab.
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In the Tools group, click a drawing tool.
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Draw your note.
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How do I move a note? If, after typing or drawing a note in OneNote, you decide you want it to appear elsewhere on the page, you can easily move it. To move a typed note, position your cursor over the text to reveal the note container; then move the cursor to the container's header. The cursor changes to click and drag the container to the desired location. To move a drawn note, p r e s s ^ f f l ) while dragging over the drawing to select all its parts. Then position your cursor over the selection. When the cursor changes to ^s, click and drag the selection to the desired location.
Paste a Picture into OneNote You can paste digital photos you have saved on your hard drive into OneNote. For example, if you are using OneNote to plan a trip, you might paste in a photo of a hotel in which you would like to stay; alternatively, if you are using OneNote to help you run your business.
you might paste in a photo of an office building in which you are considering renting space. You can move and resize pictures in OneNote much like you do graphics in other Office programs; for help, refer to Chapter 3.
Paste a Picture into O n e N o t e O With the page on which you want to paste a picture open in OneNote, click the Insert tab. Q
Click the Picture button. The Insert Picture dialog box opens.
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Locate and select the picture you want to insert.
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22 CHAPTER
Attach Files to Notes Sometimes it is helpful to attach a document or other file to a page in OneNote. For example, suppose you have created a spreadsheet for expense account transactions in Microsoft Excel; you can attach that spreadsheet to a OneNote page devoted to work. Likewise, you could attach a PowerPoint presentation to a OneNote
page devoted to a business meeting that you plan to attend. When you attach a file to a note in a OneNote notebook, an icon for that file appears on the note; you can double-dick the icon to open the file from within OneNote.
Attach Files to Notes
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Insert a Screen Clipping You can use OneNote's Screen Clipping feature to "clip" portions of Web pages and paste them into OneNote. Screen clippings are especially helpful when you are researching on the Web, planning a trip, or comparing products. For example, you might clip an image of a Web page devoted to a car you are
interested in buying or a price sheet for a service you are considering using. You can move a screen clipping the same way you move a note. For more information, refer to the tip "How do 1 move a note?" in the section "Type and Draw Notes," earlier in this chapter.
Insert a Screen Clipping o
In Internet Explorer, open the Web page containing the item you want to clip.
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In OneNote, click the spot on the page where you want to insert the clipping.
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Click the Insert tab.
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Click the Screen Clipping button.
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Taking Notes with OneNote
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In I n t e r n e t E x p l o r e r , click t h e t o p left c o r n e r of t h e area y o u w a n t t o clip.
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Release t h e m o u s e b u t t o n .
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Is there a faster w a y to paste clippings? Yes. Open the Web site that contains the item you want to clip. Then perform the following steps. While holding down Q , press Q . Click the top left corner of the area you want to clip. Drag the cursor down and to the right to select the desired area. The Select Location in OneNote dialog box opens. Click the tab where you want the paste the clipping. Click Send to Selected Location. The clipping is pasted into OneNote.
Record an Audio Note then click this icon to listen to the audio that was recorded at the time you typed the note.
If you are attending a significant meeting or participating in an important conference call, you can use OneNote to record it and store the recording as part of your notes. As you record, you can type notes into OneNote; when you do, OneNote links the note to the recording, displaying a small icon alongside it. You can
Note that in order to record audio, you must have a microphone. Most laptop and tablet PCs come with microphones built-in. (Note: You should always ask permission before recording someone.)
Record an Audio N o t e O With the page to which you want to attach a file open in OneNote, click the Insert tab. © C l i c k the Record Audio button.
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To stop r e c o r d i n g , click t h e Stop button.
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CHAPTER
How do I play back m y recording? When you create an audio or video recording in OneNote, a shortcut icon for that audio file appears. To play back the recording, double-click the shortcut icon.
Create a New Notebook By default, OneNote includes two notebooks: a Work notebook and a Personal notebook. If you want, you can create additional notebooks. For example, you might create a notebook to hold notes for a trip you are planning or a notebook to hold information relating to a home project.
New notebooks contain one section and one page by default; you can add more sections and pages as needed. (See the sections "Create a New Section" and "Create a New Page" in this chapter for details.) When you create a new notebook, you specify where the notebooks should be stored — on the Web, on a network, or on your computer.
Create a N e w Notebook o
Click the File tab.
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Choose where you want to store the notebook. Choose W e b to store the notebook on the Web.
# Choose Network to store the notebook on a network. # Choose M y Computer to save the notebook on your computer's hard drive. o
Type a name for the notebook. If you want to save the notebook somewhere other than the default, click the Browse button and select the folder in which the notebook should be saved.
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# OneNote creates a new notebook. # The new notebook contains one section. The section contains one page.
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23 CHAPTER
Create a New Section The notebooks OneNote includes by default — the Work notebook and the Personal notebook — include several sections. These include Meeting Notes; Project A; Project B; Research; Travel; Planning; and Miscellaneous in the Work notebook. The Personal notebook contains sections labeled Personal Information; Shopping; Books, Movies, and Music; Travel; Recipes; To Do; and Miscellaneous.
You can easily add new sections to these notebooks or to any new notebooks you create. New sections are given names, such as New Section 1, New Section 2, and so on, by default; you can rename sections as needed. (For help renaming sections, see "Rename Sections and Pages," later in this chapter.)
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O With the notebook for which you want to create a new section open in OneNote, click the Create a N e w Section tab ( 0 ) .
OneNote creates a new section tab.
Create a New Page You can easily add new pages to a notebook section. For example, if you are using OneNote to plan a vacation, you might create a notebook with one page for each phase of the trip. Or if you are using OneNote to plan a meeting, you might create a notebook with one page for each topic the meeting will cover.
When you create a new page, you can opt to create a subpage — that is, a page on a lower organizational level — in lieu of a regular page You can also choose to use a page template — for example, to create a to-do list.
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Click the N e w Page • .
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Organizing and Sharing Notes
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Click a t e m p l a t e .
O n e N o t e creates a n e w p a g e based o n t h e t e m p l a t e y o u selected.
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W h a t is the Unfiled Notes notebook? If you want to create a note but are not sure in which notebook it should be filed, you can create it in the Unfiled Notes notebook. To do so, click Unfiled Notes in the Navigation pane; then create new pages and add notes as needed.
Can I move pages? Yes. Right-click the page in the Page Tabs pane and choose Move or Copy from the menu that appears. In the Move or Copy Pages dialog box, click the 0 next to the notebook where you want to store the page, click the desired section, and click Move or Copy.
Rename Sections and Pages New sections are given names, such as New Section 1, New Section 2, and so on, by default. Likewise, pages are given default names. You can assign your sections and pages more descriptive names to keep better track of where you have stored various pieces of information. For example, if your notebook
relates to a project, you might create sections for each phase of the project and assign section names accordingly. Likewise, if a section of your notebook is devoted to attendees of a meeting, you might create a page for each person and assign page names accordingly.
Rename Sections and Pages Rename a Section
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Type the new section name and press (SEJ. OneNote applies the name you typed to the section tab.
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Rename a Page O
Click in the page's Title field. Note: If the title field already contains text, select the text.
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Type a new title for the page. OneNote applies the title.
How do I delete pages and sections?
Can I delete a notebook?
Delete, and click Yes to
Yes. Right-click the notebook in the Navigation pane and choose Notebook Recycle Bin from the menu that appears. OneNote places the contents of the notebook in the Notebook Recycle Bin. To remove the notebook completely, empty the Notebook Recycle Bin by clicking the Share tab, clicking the bottom half of the Notebook Recycle
confirm the deletion.
Bin button, and choosing Empty Recycle Bin.
To delete a page, right-click it in the Page Tabs pane
and choose Delete. To delete a section, right-click the section tab, choose
Group Sections If your notebook contains several related sections, you can gather those sections into a group to make it easier to locate the section you need. For example, suppose you are planning a vacation and have created a OneNote notebook to keep track of your research. You might gather the notebook's
transportation-related sections — one with flight information, one for rental cars, one for train travel, and so on — into a group. Or if you are using OneNote to jot down ideas for your business, you might gather all the sections that pertain to a particular project in one group.
Group Sections O
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Right-click the blank area to the right of the Create a New Section tab.
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OneNote creates a new section group. Q Type a name for the section group and press G E J .
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23 CHAPTER
Click the section group.
The section tab appears in the section group. Click the Navigate to Parent Section Group button (m) to return to the regular view.
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Can I remove a section tab from a group? Yes. Open the section group, click the tab you want to move, and drag it to the Navigate to Parent Section Group button (H).
Can I change the order in which sections appear? Yes. Click the tab for the section you want to move, drag the tab to the desired spot in the order, and release the mouse button. You can also change the order of pages in a section; to do so, click the page in the Page Tabs pane and drag it up or down to the desired spot in the order.
Search Notes As you enter more and more notes into OneNote, you may find it difficult to locate the information you need. Fortunately, OneNote offers a robust search function. Using it, you can locate any text in your OneNote notebooks — even text found in graphics. You can limit your search to a particular notebook or section or
search all notebooks and sections. If you have enabled OneNote's Audio Search feature, you can also search audio and video for spoken words. (Note that in order to search audio and video, you must enable OneNote's Audio Search function. For help, see the tip at the end of this section.)
Search Notes O
Click in the OneNote Search field.
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OneNote displays a list of your notebooks and sections. To limit your search to a particular notebook or section, click it in the list.
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OneNote displays pages containing the text you typed.
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How do I enable Audio Search? In order to search audio and video, y o u must enable OneNote's Audio Search
function. To do so, click the File tab and choose Options. In the OneNote Options dialog box that appears, click Audio &
Video, and select the Enable searching audio and video recordings for words check box. The Did You Know A b o u t Audio Search dialog box appears; click
the Enable Audio Search button. Finally, click OK to close the OneNote Options dialog box.
23 CHAPTER
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E-mail a Note Page If you feel that a page in one of your OneNote notebooks could be beneficial to someone else, you can e-mail the page to that person. A page you send from OneNote is e-mailed in HTML format, meaning that the message recipient need not have OneNote installed to view the contents of the page.
You can launch the e-mail operation directly from OneNote. When you do, OneNote starts your e-mail program, creates a new message window containing the OneNote page, and applies the page's title to the message's Subject line. You simply enter the recipient's address and any additional text and send the message as normal.
E-mail a N o t e Page O With the page you want to e-mail open in OneNote, click the Home tab. Q
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Convert Notes to PDF or XPS Format One way to share your OneNote notes is to launch an e-mail operation from within OneNote. If, however, you want to share multiple pages, sections, or entire notebooks, a better route is to convert them into PDF or XPS format. You can then distribute the PDF or XPS file to others by e-mailing it as a file
attachment or by publishing it on the Web. Assuming the intended recipient has a computer that has Adobe Acrobat Reader installed (for viewing PDF files) or that runs a version of Windows that includes an XPS viewer, the OneNote page, section, or notebook will be readable.
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Index A absolute cell references, 184 Access. See also databases adding fields to tables, 2 7 6 records to forms, 2 8 8 - 2 8 9 records to tables, 2 8 6 - 2 8 7 applying conditional f o r m a t t i n g , 2 9 8 - 2 9 9 database themes, 285 changing f o r m views, 2 8 2 table views, 2 7 4 - 2 7 5 creating blank databases, 2 7 0 - 2 7 1 databases w i t h templates, 2 6 8 - 2 6 9 forms, 2 8 0 - 2 8 1 reports, 3 0 4 - 3 0 7 tables, 2 7 2 - 2 7 3 database basics, 2 6 6 - 2 6 7 deleting fields f r o m forms, 2 8 4 fields f r o m tables, 2 7 7 records f r o m forms, 293 records f r o m tables, 2 9 2 filtering records, 2 9 6 - 2 9 7 h i d i n g fields in tables, 2 7 8 moving fields in forms, 283 fields in tables, 2 7 9 n a v i g a t i n g records in forms, 2 9 0 p e r f o r m i n g single queries, 3 0 0 - 3 0 3 searching for records in forms, 291 sorting records, 2 9 4 - 2 9 5 a l i g n m e n t (cell), 1 4 2 - 1 4 3 animation, 2 5 0 - 2 5 3 applications, 4 - 5 . See also specific applications a p p o i n t m e n t s , scheduling, 3 1 2 - 3 1 5 arguments, constructing, 186 artistic effects, a p p l y i n g , 4 1 audio notes, recording, 3 8 4 - 3 8 5 A u d i o Search feature (OneNote), 395 AutoComplete feature (Excel), 135 AutoCorrect feature (Word), 1 2 0 - 1 2 1 AutoFill feature (Excel), 1 3 8 - 1 3 9 AutoFit feature (Publisher), 365 AutoSum feature (Excel), 1 9 0 - 1 9 1 axis titles, 203
backgrounds, 151, 3 6 8 - 3 6 9 bibliographies, 1 1 2 - 1 1 3 b l o g posts, 6 8 - 6 9 borders cells, 1 4 8 - 1 4 9 publications, 362 W o r d documents, 9 2 - 9 3 b u i l d i n g block objects adding, 3 7 0 - 3 7 1 creating, 3 7 2 - 3 7 3 r e m o v i n g , 373 buttons r e m o v i n g f r o m Quick Access t o o l b a r , 11 Switch W i n d o w s , 27
c calendars, p u b l i s h i n g online, 317 captions (PowerPoint), 21 3
cells (Excel) adding color, 149 to watch w i n d o w s , 195 adjusting a l i g n m e n t , 1 4 2 - 1 4 3 c o p y i n g f o r m a t t i n g , 145 d e l e t i n g data f r o m , 1 6 0 - 1 6 1 e n t e r i n g data, 1 3 4 - 1 35 ranges, 180 references, 180, 183, 1 8 4 - 1 8 5 r e m o v i n g , 195 selecting, 1 3 6 - 1 37 totaling, 1 9 0 - 1 9 1 charts a d d i n g to slides, 2 3 6 - 2 3 7 changing data in, 2 0 7 layout of, 2 0 2 style of, 201 t y p e of, 2 0 0 creating, 1 9 6 - 1 9 7 deleting, 199 f o r m a t t i n g objects, 2 0 4 - 2 0 5 m o v i n g , 199 p r i n t i n g , 205 resizing, 198 citations (Word), 112 clip art in PowerPoint slides, 2 3 9 in publications, 355 in W o r d documents, 2 8 - 2 9 color adjustments, 4 0 color scales, 1 53 color (text), 72, 2 2 8 - 2 2 9 , 3 5 8 - 3 5 9 . See also f o n t columns (Excel) a d d i n g , 1 54 centering data across, 141 creating, 9 4 - 9 5 deleting, 161 freezing, 1 57 resizing, 1 56 columns (PowerPoint), 2 3 5 comments C o m m e n t feature, 55 inserting, 1 3 0 - 1 3 1 , 1 7 8 - 1 7 9 r e m o v i n g , 179 r e s p o n d i n g t o , 131 v i e w i n g , 179 Compare operation (Excel), 129 conditional f o r m a t t i n g , 1 5 2 - 1 5 3 , 2 9 8 - 2 9 9 contacts a d d i n g senders t o , 334 creating n e w , 3 1 8 - 3 1 9 i m p o r t i n g , 319 sending e-mail t o , 319 controls (document w i n d o w ) , 7 conversations cleaning up, 338 i g n o r i n g , 339 viewing, 3 3 6 - 3 3 7 cross-references, 107
data centering across columns, 141 cutting, c o p y i n g , and pasting, 2 4 - 2 5 d e l e t i n g f r o m cells, 1 6 0 - 1 6 1 e n t e r i n g w i t h AutoFill, 1 3 8 - 1 39 filtering, 1 7 2 - 1 7 3
f i n d i n g and replacing, 1 6 8 - 1 6 9 f o r m a t t i n g w i t h styles, 1 5 0 - 1 51 i n d e n t i n g , 143 orientation of, 143 selecting, 2 2 - 2 3 sorting, 1 7 0 - 1 7 1 v i e w i n g trends w i t h Sparklines, 2 0 8 - 2 0 9 data labels, 205 databases (Access). See also Access a p p l y i n g themes, 285 basics, 2 6 6 - 2 6 7 creating blank, 2 7 0 - 2 7 1 w i t h templates, 2 6 8 - 2 6 9 o p e n i n g , 271 planning, 267 decimals, increasing/decreasing, 147 diagrams, resizing and m o v i n g , 45 dictionary (Word), 123 documents (Word) comparing, 1 2 8 - 1 2 9 reviewing changes, 1 2 6 - 1 2 7 scanning content, 1 1 6 - 1 1 7 tracking changes, 1 2 6 - 1 2 7 w i n d o w controls, 7
effects artistic, 41 picture, 38 text, 360 e-mails carbon-copying, 329 composing, 3 2 8 - 3 2 9 creating rules, 3 4 2 - 3 4 3 f o r w a r d i n g , 333 reading i n c o m i n g , 331 removing f r o m j u n k e-mail f o l d e r , 341 overview, 335 rules, 343 r e p l y i n g t o , 332 screening j u n k , 3 4 0 - 3 4 1 sending, 3 1 9 , 3 2 8 - 3 2 9 endnotes (Word), 1 0 2 - 1 0 3 Error Checking feature (Excel), 192 events, scheduling, 3 1 6 - 3 1 7 Excel adding axis titles, 203 columns, 1 54 gridlines, 2 0 6 rows, 1 55 watch w i n d o w s , 1 9 4 - 1 9 5 worksheets, 162 applying absolute cell reference, 1 8 4 - 1 8 5 conditional f o r m a t t i n g , 1 5 2 - 1 53 functions, 1 8 8 - 1 8 9 relative cell references, 1 8 4 - 1 8 5 a u d i t i n g worksheets for errors, 1 9 2 - 1 9 3 AutoComplete feature, 135 AutoFill feature, 1 3 8 - 1 3 9 AutoSum feature, 1 9 0 - 1 9 1 centering data across columns, 141 changing cell a l i g n m e n t , 1 4 2 - 1 4 3 chart data, 2 0 7
chart layout, 2 0 2 chart style, 201 chart t y p e , 2 0 0 f o n t , 144 n u m b e r formats, 146 page setup options, 1 6 4 - 1 6 5 c o p y i n g worksheets, 166 creating charts, 1 9 6 - 1 9 7 formulas, 1 8 2 - 1 8 3 decreasing decimals, 1 4 8 - 1 4 9 deleting data and cells, 1 6 0 - 1 6 1 worksheets, 167 entering cell data, 1 3 4 - 1 35 Error Checking feature, 192 filtering data, 1 7 2 - 1 7 3 f i n d i n g and replacing data, 1 6 8 - 1 6 9 formatting chart objects, 2 0 4 - 2 0 5 data w i t h styles, 1 5 0 - 1 5 1 formulas, 1 8 0 - 1 8 1 freezing columns and rows, 1 57 functions, 1 8 6 - 1 8 7 increasing decimals, 147 inserting comments, 1 7 8 - 1 7 9 spreadsheets in W o r d documents, 99 moving charts, 199 worksheets, 166 naming ranges, 1 5 8 - 1 5 9 worksheets, 163 Quick Borders feature, 148 resizing charts, 198 columns and rows, 1 56 reviewing worksheet changes, 1 7 6 - 1 7 7 selecting cells, 1 3 6 - 1 37 Share W o r k b o o k feature, 175 sorting data, 1 7 0 - 1 7 1 Sparklines feature, 2 0 8 - 2 0 9 text w r a p p i n g , 140 Trace Errors feature, 193 tracking worksheet changes, 1 7 4 - 1 7 5 v i e w i n g data trends, 2 0 8 - 2 0 9
features A u d i o Search (OneNote), 395 AutoComplete (Excel), 135 AutoCorrect (Word), 1 2 0 - 1 2 1 AutoFill (Excel), 1 3 8 - 1 3 9 AutoFit (Publisher), 365 AutoSum (Excel), 1 9 0 - 1 9 1 Error Checking (Excel), 192 Quick Borders (Excel), 148 Quick Columns (Word), 94 Quick Parts (Word), 6 4 - 6 5 Quick Styles (Word), 8 6 - 8 7 Quick Table (Word), 97 Share W o r k b o o k (Excel), 175 SmartArt (Office), 4 4 - 4 5 Sparklines (Excel), 2 0 8 - 2 0 9 Trace Errors (Excel), 193 Zoom (Publisher), 3 5 0 - 3 5 1 Field Properties Design view (Access), 275
Index fields a d d i n g to tables, 2 7 6 h i d i n g in tables, 2 7 8 moving fields in forms, 283 fields in tables, 2 7 9 overview, 2 6 7 removing f r o m custom reports, 305 f r o m forms, 2 7 7 , 2 8 4 f r o m tables, 2 6 9 , 2 7 7 , 2 8 4 r e n a m i n g , 273 file attachments, sending, 3 3 0 File tab m e n u , 6 files attaching to notes, 381 browsing help, 1 3 closing, 19 creating in Office, 1 4 - 1 5 in Office Live Workspace, 5 0 - 5 1 deleting f r o m Office Live Workspace, 57 e d i t i n g in Office Live Workspace, 5 2 - 5 3 formats, 17 opening, 1 8 - 1 9 printing, 2 0 - 2 1 saving, 1 6 - 1 7 searching f o r , 19 u p l o a d i n g to Office Live Workspace, 4 8 - 4 9 viewing earlier versions, 53 multiple, 2 6 - 2 7 Fill Effects d i a l o g b o x (Publisher), 369 Filters (Excel), 173 Folder list (Outlook), 3 2 4 - 3 2 5 font changing Excel, 144 PowerPoint, 2 2 6 Publisher, 356 W o r d , 70 chart text, 2 0 5 Font d i a l o g b o x (Word), 73 footers (Word), 1 0 0 - 1 0 1 footnotes (Word), 1 0 2 - 1 0 3 formatting a p p l y i n g , 71, 2 2 7 chart, 2 3 7 clearing, 85 conditional, 1 5 2 - 1 5 3 , 2 9 8 - 2 9 9 copying, 84 n u m b e r , 146 r e m o v i n g f r o m cells, 161 retaining in slides, 2 4 7 text, 357 forms a d d i n g records t o , 2 8 8 - 2 8 9 c h a n g i n g views, 2 8 2 creating, 2 8 0 - 2 8 1 deleting fields in, 2 8 4 overview, 281 records f r o m , 293 e d i t i n g records in, 2 8 9 m o v i n g fields in, 2 8 3 n a v i g a t i n g records in, 2 9 0 overview, 2 6 7 searching for records in, 291 Formula bar, 7
formulas creating, 1 8 2 - 1 8 3 e d i t i n g , 183 overview, 1 8 0 - 1 8 1 function elements, 186 functions applying, 1 8 8 - 1 8 9 e d i t i n g , 189 help w i t h , 189 overview, 1 8 6 - 1 8 7 types of, 1 8 6 - 1 8 7
G g r a m m a r checking, 1 1 8 - 1 1 9 gridlines adding, 206 overview, 149 p r i n t i n g worksheets w i t h , 165
H handouts, creating, 2 5 9 headers (Word), 1 0 0 - 1 0 1 help (Office), 1 2 - 1 3
I icons shortcut, 5 images adding effects, 38 to PowerPoint slides, 2 3 8 - 2 3 9 to publications, 3 5 4 - 3 5 5 artistic effects, 41 color adjustments, 4 0 compressing, 31 correcting, 39 cropping, 3 6 - 3 7 inserting, 3 0 - 3 1 pasting into O n e N o t e , 380 u n d o i n g changes, 31 index customizing layout, 109 e d i t i n g entries, 109 generating, 1 0 8 - 1 0 9 m a r k i n g entries, 1 0 6 - 1 0 7 Insert d i a l o g b o x (Excel), 1 55 Instant Search feature (Outlook), 326
j u n k e-mail, 3 4 0 - 3 4 1
K keyboard selecting cells w i t h , 137 text w i t h , 23 z o o m i n g w i t h , 351
layout chart, 2 0 2 slide, 2 2 1 - 2 2 3 leader tabs (Word), 79 line spacing PowerPoint, 231 W o r d , 75 lists, creating, 8 2 - 8 3
margins, setting, 8 0 - 8 1 m a r k u p , c o n t r o l l i n g , 127 mathematical operators (Excel), 181 m e d i a , searching for, 29
N narration, recording, 2 5 4 Navigation bar (OneNote), 377 Navigation pane (Word), 117 N o r m a l view (PowerPoint), 2 1 9 note page (OneNote), 396 n o t e b o o k (OneNote), 386, 391 notes adding, 3 2 2 - 3 2 3 attaching files t o , 381 audio, 3 8 4 - 3 8 5 converting to PDF/XPS f o r m a t , 397 deleting, 323 d r a w i n g , 379 f o r w a r d i n g , 323 m o v i n g , 379 searching, 3 9 4 - 3 9 5 t y p i n g , 378 video, 385 n u m b e r f o r m a t t i n g , 146 n u m b e r style, 105
objects b u i l d i n g block, 3 7 0 - 3 7 3 deleting, 367 f l i p p i n g , 35 f o r m a t t i n g chart, 2 0 4 - 2 0 5 moving overview, 33 in PowerPoint slides, 2 4 2 resizing overview, 32 PowerPoint slide, 243 rotating, 34, 367 Word Art, 4 2 - 4 3 w r a p p i n g text a r o u n d , 33 Office Help, 1 2 - 1 3 Office Live W e b apps, 53 Office Live Workspace accessing, 51 creating files in, 5 0 - 5 1 deleting files f r o m , 57 e d i t i n g files in, 5 2 - 5 3 l o g g i n g on, 4 7 u p l o a d i n g files t o , 4 8 - 4 9 Office W e b site, 215 OneNote attaching files to notes, 381 A u d i o Search feature, 395 converting notes to PDF/XPS f o r m a t , 397 creating notebooks, 386 pages, 3 8 8 - 3 8 9 sections, 387 d r a w i n g notes, 379 e - m a i l i n g note pages, 396 g r o u p i n g sections, 3 9 2 - 3 9 3 inserting screen clippings, 3 8 2 - 3 8 3 navigating, 3 7 6 - 3 7 7 pasting pictures into, 380 recording audio notes, 3 8 4 - 3 8 5
r e n a m i n g sections and pages, 3 9 0 - 3 < searching notes, 3 9 4 - 3 9 5 t y p i n g notes, 378 operators (Excel), 181 OR criteria, 2 9 7 orientation of cell data, 143 Outline tab (PowerPoint), 2 2 5 Outline view PowerPoint, 2 1 8 W o r d , 61 Outlook adding notes, 3 2 2 - 3 2 3 senders to contacts, 334 cleaning up conversations, 338 components, 3 1 0 - 3 1 1 c o m p o s i n g messages, 3 2 8 - 3 2 9 creating contacts, 3 1 8 - 3 1 9 message rules, 342 tasks, 3 2 0 - 3 2 1 customizing To-Do Bar, 327 deleting messages, 335 f o r w a r d i n g messages, 333 i g n o r i n g conversations, 339 Instant Search feature, 326 organizing items, 3 2 4 - 3 2 5 reading i n c o m i n g messages, 331 r e p l y i n g to messages, 332 scheduling appointments, 3 1 2 - 3 1 5 events, 3 1 6 - 3 1 7 screening j u n k e-mail, 3 4 0 - 3 4 1 sending file attachments, 330 sending messages, 3 2 8 - 3 2 9 v i e w i n g conversations, 3 3 6 - 3 3 7
P page breaks (Excel), 165 page breaks (Word), 105 page numbers (Word), 104 page orientation (Excel), 164 page setup options (Excel), 1 6 4 - 1 6 5 pages (OneNote) creating n e w , 3 8 8 - 3 8 9 deleting, 391 m o v i n g , 389 r e n a m i n g , 390 panes (PowerPoint), 2 1 9 password-protection, 177 PDF f o r m a t , converting notes t o , 397 p h o t o a l b u m presentations, 2 1 2 - 2 1 3 pictures adding effects, 38 to PowerPoint slides, 2 3 8 - 2 3 9 to publications, 3 5 4 - 3 5 5 artistic effects, 41 color adjustments, 4 0 compressing, 31 correcting, 39 cropping, 3 6 - 3 7 inserting, 3 0 - 3 1 pasting into O n e N o t e , 380 u n d o i n g changes, 31 PivotChart view (Access), 275 PivotTable view (Access), 2 7 5 PowerPoint a d d i n g slide text, 2 2 4 b u i l d i n g blank presentations, 2 1 6 - 2 1
Index changing slide layout, 221 views, 2 1 8 - 2 1 9 creating custom layouts, 2 2 2 - 2 2 3 p h o t o a l b u m presentations, 2 1 2 - 2 1 3 presentations w i t h templates, 2 1 4 - 2 1 5 e d i t i n g slide text, 2 2 5 inserting slides, 2 2 0 presentations creating blank, 2 1 6 - 2 1 7 w i t h templates, 2 1 4 - 2 1 5 packaging on CDs, 2 6 2 - 2 6 3 p h o t o albums, 2 1 2 - 2 1 3 saving as templates, 2 1 7 as videos, 2 6 3 p r i m a r y key, 2 8 7 printer m a r g i n settings, 81 publication objects, 3 6 6 - 3 6 7 Publisher adding borders, 362 b u i l d i n g block objects, 3 7 0 - 3 7 1 pictures to publications, 3 5 4 - 3 5 5 text, 352 text boxes, 353 a p p l y i n g text effects, 360 AutoFit feature, 365 changing f o n t size and color, 3 5 6 - 3 5 9 text a l i g n m e n t , 361 c o n t r o l l i n g text wraps, 363 creating b u i l d i n g block objects, 3 7 2 - 3 7 3 publications, 3 4 6 - 3 4 9 e d i t i n g backgrounds, 3 6 8 - 3 6 9 l i n k i n g text boxes, 3 6 4 - 3 6 5 m o v i n g publication objects, 366 resizing publication objects, 367 Zoom feature, 3 5 0 - 3 5 1 zooming, 3 5 0 - 3 5 1
Q queries (Access) filtering, 303 overview, 2 6 7 simple, 3 0 0 - 3 0 3 sorting, 303 Quick Access t o o l b a r , 6, 1 0 - 1 1 Quick Borders feature (Excel), 148 Quick Columns feature (Word), 94 Quick Parts feature (Word), 6 4 - 6 5 Quick Styles feature (Word), 8 6 - 8 7 Quick Table feature (Word), 97
R ranges, n a m i n g , 1 5 8 - 1 59 records. See also tables adding to forms, 2 8 8 - 2 8 9 to tables, 2 8 6 - 2 8 7 deleting f r o m forms, 293 f r o m tables, 2 9 2
e d i t i n g in forms, 2 8 9 filtering, 2 9 6 - 2 9 7 n a v i g a t i n g in forms, 2 9 0 overview, 2 6 7 searching in forms f o r , 291 sorting, 2 9 4 - 2 9 5 reference operators, 181 relative cell references, 185 reports creating, 3 0 4 - 3 0 7 customizing, 307 overview, 2 6 7 p r i n t i n g , 307 research tools (Word), 123 Ribbon, 6, 8 - 9 rows (Excel) a d d i n g , 1 55 deleting, 161 freezing, 1 57 resizing, 1 56 sorting data in, 171 rows (PowerPoint), 235
S screen clippings (OneNote), 3 8 2 - 3 8 3 scroll bars, 7 search options (Word), 11 5 sections (OneNote) creating, 387 deleting, 391 grouping, 392-393 renaming, 390 settings p r i n t , 21 sharing, 55 shading, a d d i n g to text, 93 shapes, reshaping, 45 Share W o r k b o o k feature (Excel), 1 75 shortcut, creating icons f o r , 5 simple queries, 3 0 0 - 3 0 3 size (text), 7 1 , 145, 2 2 7 , 357 slide shows (PowerPoint) rehearsing, 2 5 8 - 2 5 9 running, 2 6 0 - 2 6 1 setting up, 255 Slide Sorter view (PowerPoint), 2 1 9 slides (PowerPoint). See also PowerPoint adding a n i m a t i o n effects, 2 5 0 - 2 5 1 charts t o , 2 3 6 - 2 3 7 clip art t o , 2 3 9 clips t o , 2 4 0 - 2 4 1 pictures t o , 2 3 8 - 2 3 9 tables t o , 2 3 4 - 2 3 5 text, 2 2 4 text boxes t o , 2 3 3 video clips t o , 2 4 0 - 2 4 1 a l i g n i n g text, 2 3 2 a p p l y i n g themes, 2 3 0 changing f o n t size and color, 2 2 6 - 2 2 9 layouts of, 221 creating custom animations, 2 5 2 - 2 5 3 speaker notes, 2 5 6 - 2 5 7 d e f i n i n g slide transitions, 2 4 8 - 2 4 9 deleting, 245
d r a w i n g on d u r i n g presentations, 2 6 1 e d i t i n g text, 225 h i d i n g , 245 inserting, 2 2 0 m o v i n g objects, 2 4 2 packaging presentations on CDs, 2 6 2 - 2 6 3 recording narration, 2 5 4 rehearsing slide shows, 2 5 8 - 2 5 9 reorganizing, 2 4 4 - 2 4 5 resizing objects, 243 reusing, 2 4 6 - 2 4 7 r u n n i n g slide shows, 2 6 0 - 2 6 1 setting line spacing, 231 setting up slide shows, 255 transitions, 2 4 8 - 2 4 9 zooming, 219 Slides view (PowerPoint), 2 1 8 SmartArt feature (Office), 4 4 - 4 5 sort order, r e m o v i n g , 295 Sparklines feature (Excel), 2 0 8 - 2 0 9 speaker notes, 2 5 6 - 2 5 7 special characters, 67 spell checking, 1 1 8 - 1 1 9 spreadsheets (Excel), inserting in W o r d documents, 99 status bar, 6 structure of formulas, 180 styles chart, 201 customizing, 8 3 , 87 f o r m a t t i n g data w i t h , 1 5 0 - 1 51 f o r m a t t i n g text w i t h , 8 6 - 8 7 r e m o v i n g , 87 table, 98 subentries, a d d i n g , 107 Switch W i n d o w s b u t t o n , 27 symbols, inserting, 6 6 - 6 7
tab settings, 7 8 - 7 9 table of contents, generating, 1 1 0 - 1 1 1 tables. See also records adding fields t o , 2 7 6 to queries, 303 records t o , 2 8 6 - 2 8 7 to slides, 2 3 4 - 2 3 5 a p p l y i n g styles, 98 c h a n g i n g views, 2 7 4 - 2 7 5 creating, 9 6 - 9 7 , 2 7 2 - 2 7 3 deleting fields f r o m , 2 6 9 , 2 7 7 records f r o m , 2 9 2 overview, 273 h i d i n g fields in, 178 inserting, 9 6 - 9 7 m o v i n g fields in, 2 7 9 overview, 2 6 6 relationship, 301 r e n a m i n g fields, 2 7 3 tasks, 3 2 0 - 3 2 1 templates applying, 8 8 - 8 9 creating databases w i t h , 2 6 8 - 2 6 9 files based on, 1 5 overview, 89 presentations w i t h , 2 1 4 - 2 1 5
d o w n l o a d i n g , 21 5 Publisher, 349 workspace, 4 7 text adding in PowerPoint, 2 2 4 - 2 2 5 in Publisher, 352 shading t o , 93 aligning in PowerPoint, 2 3 2 in Publisher, 361 in W o r d , 74 applying effects in Publisher, 360 f o r m a t t i n g , 71 changing color of, 72, 2 2 8 - 2 2 9 , 3 5 8 - 3 5 9 f o n t , 7 0 , 144, 2 2 6 , 356 size of, 71, 145, 2 2 7 , 357 deleting, 11 5 e d i t i n g , 63 find and replace, 1 1 4 - 1 1 5 Font d i a l o g box, 73 indenting, 7 6 - 7 7 rotating, 35 searching f o r , 11 5 translating, 1 2 4 - 1 2 5 t y p i n g , 62 wrapping around objects, 33 c o l u m n , 95 controlling, 363 enabling, 140 text boxes adding to PowerPoint slides, 233 in Publisher, 353 linking, 3 6 4 - 3 6 5 themes applying database, 285 PowerPoint, 2 3 0 to spreadsheets, 1 51 assigning, 9 0 - 9 1 defined, 9 0 effects, 91 thesaurus (Word), 122 Title bar, 6 To-Do Bar (Outlook), 327 toolbar Publisher, 357 Quick Access, 1 0 - 1 1 text selection, 71 Trace Errors feature (Excel), 193 transitions (PowerPoint slide), 2 4 8 - 2 4 9
u
Unfiled Notes n o t e b o o k (OneNote), 389
V video clips, 2 4 0 - 2 4 1 video notes, recording, 385 views form, 282 PowerPoint, 2 1 8 - 2 1 9
Index table, 2 7 4 - 2 7 5 Word, 6 0 - 6 1
w
watch w i n d o w s , 1 9 4 - 1 9 5 W e b apps (Office Live), 53 windows controls, 6 navigating, 6 - 7 watch, 1 9 4 - 1 9 5 Word accessing research tools, 123 adding borders, 9 2 - 9 3 citations, 112 headers and footers, 1 0 0 - 1 0 1 lines to documents, 63 a l i g n i n g text, 74 applying table styles, 98 templates, 8 8 - 8 9 assigning themes, 9 0 - 9 1 AutoCorrect feature, 1 2 0 - 1 2 1 changing color of text, 72 f o n t , 70 size of text, 71 views, 6 0 - 6 1 checking spelling and g r a m m a r , 1 1 8 - 1 1 9 c o m p a r i n g documents, 1 2 8 - 1 2 9 c o n t r o l l i n g m a r k u p , 127 creating bibliography, 112-11 3 b l o g posts, 6 8 - 6 9 columns, 9 4 - 9 5 lists, 8 2 - 8 3 templates, 89 deleting headers and footers, 101 text, 11 5 dictionary, 123 e d i t i n g text, 63 f i n d i n g and replacing text, 1 1 4 - 1 1 5 Font d i a l o g box, 73 generating indexes, 1 0 8 - 1 0 9 table of contents, 1 1 0 - 1 1 1 i n d e n t i n g text, 7 6 - 7 7 inserting comments, 1 3 0 - 1 31 Excel spreadsheets, 99 footnotes and endnotes, 1 0 2 - 1 0 3
page breaks, 105 page numbers, 104 special characters, 6 7 symbols, 6 6 - 6 7 tables, 9 6 - 9 7 m a r k i n g index entries, 1 0 6 - 1 0 7 Quick Columns feature, 9 4 Quick Parts feature, 6 4 - 6 5 Quick Parts Gallery, 6 4 - 6 5 Quick Styles feature, 8 6 - 8 7 Quick Table feature, 97 r e s p o n d i n g to comments, 1 31 reviewing changes, 1 2 6 - 1 2 7 ruler, 77 scanning d o c u m e n t content, 1 1 6 - 1 1 7 searching for text, 11 5 setting line spacing, 75 margins, 8 0 - 8 1 tabs, 7 8 - 7 9 thesaurus, 122 tracking changes, 1 2 6 - 1 2 7 translating text, 1 2 4 - 1 2 5 t y p i n g text, 62 W o r d A r t objects, 4 2 - 4 3 w o r k area, 7 worksheets (Excel) a d d i n g , 162 a u d i t i n g for errors, 1 9 2 - 1 9 3 c o p y i n g , 166 deleting, 167 m o v i n g , 166 n a m i n g , 163 p r i n t i n g , 165 reviewing changes, 1 7 6 - 1 7 7 tracking changes, 1 7 4 - 1 7 5 workspaces creating n e w , 4 6 - 4 7 sharing, 5 4 - 5 5 v i e w i n g shared, 56 w r a p p i n g (text) around objects, 33 c o l u m n text, 95 c o n t r o l l i n g , 363 enabling, 140
X XPS f o r m a t , converting notes t o , 397
z
Z o o m controls, 7 Z o o m feature (Publisher), 3 5 0 - 3 5 1
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Simpli/ied Are you new to computers? Does new technology make you nervous? Relax! You're holding in your hands the easiest guide ever to Office 2010 — a book that skips the long-winded explanations and shows you how things work. All you have to do is open the book and discover just how easy it is to get up to speed.
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• "Simplify It" sidebars offer real-world advice • Succinct explanations walk you through step by step • Full-color screen shots demonstrate each task Enterprise Applications / General $29.99 USA • $35.99 CAN £21.99 UK
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ISBN 1 7 A - D - M 7 0 - 5 7 n 4 - l Visual™ An Imprint of
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