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Acquisitions Editors: Juliana Aldous Atkinson and Rosemary Caperton Developmental Editor: Sandra Haynes Project Editor: Lynn Finnel Editorial Production: Waypoint Press, www.waypointpress.com Table of Contents Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi Part I Envision the Possibilities 1 Welcome to Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Features that Fit Your Work Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Changes in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Let Your Ideas Soar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Collaborate Easily and Naturally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Work Anywhere—and Everywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Exploring the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 A Quick Look at the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Contextual Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 New Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Managing Files in Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Streamlined Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Languages and Accessibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Coming Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 2 Express Yourself Effectively and Efficiently . . . . . . . . . . . . . . . . . . 13 Understanding Your Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 How Visuals Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Adding Text Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Adding Artistry to Your Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Correcting and Recoloring Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Working Font Magic in Word 2010 and Publisher 2010 . . . . . . . . . . . . . . . . . . . 21 Creating Data Visualizations in Excel 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Editing Video in PowerPoint 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Communicating Visually in Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Enhancing and Streamlining Communications in Outlook 2010 . . . . . . . . . . . 26 Coming Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 iii iv Table of Contents 3 Collaborate in the Office and Around the World . . . . . . . . . . . . . 29 It’s All About the Teamwork . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 What Teams Look Like Today . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Team Tasks and Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Benefits of Office 2010 Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Stay in Touch with Your Team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Share Files in the Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Share Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Co-Author Files Across Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Connect via Presence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Using Office Web Apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Sharing on the Road with Office Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Coming Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Part II Hit the Ground Running 4 Create and Share Compelling Documents with Word 2010 . . . . 41 Start Out with Word 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Get Familiar with the Word Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Find What You Need Easily with the Navigation Pane . . . . . . . . . . . . . . . 43 Print and Preview in a Single View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Format Your Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Apply Text-Formatting Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Preserve Your Format Using Paste with Live Preview . . . . . . . . . . . . . . . . 48 Illustrate Your Ideas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Apply Artistic Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Insert Screen Shots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Improve Your Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Catch More Than Typos with a Contextual Spell Check . . . . . . . . . . . . . . 52 Use Language Tools, and Translate on the Fly . . . . . . . . . . . . . . . . . . . . . . 53 Co-Author and Share Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Working with Shared Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Access Your Documents Anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Use Word Web 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Check Your Document with Word Mobile 2010 . . . . . . . . . . . . . . . . . . . . 60 Table of Contents 5 Create Smart Data Insights with Excel 2010 . . . . . . . . . . . . . . . . . 61 Start Out with Excel 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Summarize Your Data Easily . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Illustrate Information Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Call Attention to Your Data with Icon Sets . . . . . . . . . . . . . . . . . . . . . . . . . 66 Data Bar Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 New SmartArt Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Use Slicers to Show Data Your Way . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Work Anywhere with Excel 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Excel 2010 Web App . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 6 Manage Rich Communications with Outlook 2010 . . . . . . . . . . . 75 Starting Out with Outlook 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Using the Outlook 2010 Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Setting Preferences with Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Managing Your Conversations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Cleaning Up Your Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Streamlining E-mail Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Working with Presence and Social Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Coordinating Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Viewing Group Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Create a Calendar Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Improving the Look of Your Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Keeping in Touch with Outlook Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 7 Produce Dynamic Presentations with PowerPoint 2010 . . . . . . . 89 Starting Out with PowerPoint 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Editing and Formatting Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Creating and Working with Animations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Enhancing Your Presentation with Transitions and Themes . . . . . . . . . . . . . . . 95 Adding Sections to Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Managing and Sharing Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Merging Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Broadcasting Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Printing Presentation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 v vi Table of Contents Save Your Presentation as a Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Work with the PowerPoint 2010 Web App . . . . . . . . . . . . . . . . . . . . . . . . 103 Using PowerPoint Mobile 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 8 Organize, Store, and Share Ideas with OneNote 2010 . . . . . . . . 105 Starting Out with OneNote 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Capturing Notes Easily . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Using OneNote as You Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Create Notes Anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Working with Linked Notes and Task Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Finding Just the Notes You Need . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Sharing Ideas Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Creating a Shared Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Finding Entries by Author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Working with Page Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Accessing Your Notes Anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 9 Collaborate Effectively with SharePoint Workspace 2010 . . . . . 117 What Can You Do with SharePoint Workspace 2010? . . . . . . . . . . . . . . . . . . . 118 Starting Out with SharePoint Workspace 2010 . . . . . . . . . . . . . . . . . . . . . . . . . 119 What About Groove? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Setting Workspace Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Accessing Your Files Seamlessly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Simplified Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Checking Files In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Connecting with Your Team Instantly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 SharePoint with InfoPath and SharePoint Business Connectivity Services . . 128 Using SharePoint Workspace on the Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 10 Create Effective Marketing Materials with Publisher 2010 . . . . 129 Starting Out with Publisher 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Collapse and Expand Page Navigation Panel . . . . . . . . . . . . . . . . . . . . . 130 Use the Mini Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Creating and Using Templates and Building Blocks . . . . . . . . . . . . . . . . . . . . . 131 Table of Contents Creating Precise Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Enhancing Typography with OpenType Features . . . . . . . . . . . . . . . . . . . . . . . 135 Working with the Improved Color Palette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Previewing and Printing Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Preparing for Commercial Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 Sharing Publisher Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 11 Make Sense of Your Data with Access 2010 . . . . . . . . . . . . . . . . 141 Starting Out with Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Using Application Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Applying Office Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Adding New Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Adding Quick Start Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Inserting Calculated Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Showing Data Bars and Conditional Formatting . . . . . . . . . . . . . . . . . . . . . . . 149 Creating Navigation Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Designing Access 2010 Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Working with Access 2010 and the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Adding Web Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Using Access 2010 with SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Part III Next Steps with Office 2010 12 Putting It All Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Using Excel 2010 Data with Word 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Sharing SmartArt Among Office 2010 Applications . . . . . . . . . . . . . . . . . . . . . 159 Dragging Word 2010 Content to PowerPoint 2010 . . . . . . . . . . . . . . . . . . . . . 160 Mail Merging Word 2010 Documents in Outlook 2010 . . . . . . . . . . . . . . . . . . 161 Sharing Access 2010 Data with Other Applications . . . . . . . . . . . . . . . . . . . . . 162 Scheduling a Meeting from a Shared Document . . . . . . . . . . . . . . . . . . . . . . . 163 13 Security in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Understanding Security in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Opening Files Safely . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Working with Protected View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 vii viii Table of Contents Password Protecting a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Limiting File Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Setting Role-Based Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Recovering Unsaved Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Working with the Trust Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 14 Training Made Easy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Getting Help in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Finding What You Need on Office Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Take Your Learning to the Next Level with Microsoft eLearning . . . . . . . . . . 182 Continue Learning with Microsoft Press Books . . . . . . . . . . . . . . . . . . . . . . . . . 183 Acknowledgments Writing a book is a fun and typically fast-paced process that involves the talents of many individuals, and some projects involve more team members than others. First Look Microsoft Office 2010 was a particularly exciting and challenging project because it involved working with Office 2010 in its various stages of development—which is like writing about a moving target—and coordinating ongoing feedback from the people on the front lines: Office 2010 product managers, reviewers, and content providers. Thanks very much to everyone who has helped out along the way. Specifically a big Thanks to Lynn Finnel, a great project manager and friend; Rosemary Caperton, an excellent project editor with a green heart; Juliana Aldous, who provided help with hurdles and roadblocks; Joanna Yuan and her crew (Stephanie Krieger and Beth Melton) who gave feedback and program assistance; and Steve Sagman of Waypoint Press and editor Roger LeBlanc for the great copy editing and fine layout of the book you are now viewing. And thanks, always, to my agent, Claudette Moore, for doing everything she does so naturally and well in making these projects possible. ix Introduction In this chapter: n The Road to Office 2010 n Who Uses Office 2010? n What’s in Office 2010? n Office 2010 System Requirements n What You’ll Find in First Look: Microsoft Office 2010 You’ve probably noticed that part of living and working in the world today requires that you do many things at once. For many of us, managing multiple tasks is our normal work mode. You prepare a new presentation for a client while you’re working collaboratively with your team, corresponding with people through e-mail, and inserting Microsoft Office Excel data— which might be changing moment to moment—into the slides you create. And if you’re like many people, you’re multitasking when out of the office, too. You check e-mail while you wait in line for your morning coffee, or you make a quick edit to finalize a report when you’re waiting for your luggage at the airport, Or perhaps you set up a group meeting with teammates on three continents and trade documents just moments before it starts so that you’re all looking at the same plan. Welcome to Office 2010. Whether you work primarily in the office or on the go, you’ll find smart tools in this release that enable you to get your work done easier, faster, and more professionally than ever. All the freedom to multitask built into Office 2010 has an upside you might not expect: being able to work anywhere, anytime means more flexibility, which translates to higher efficiency and effectiveness. And when your work is done quickly and well, you have more time left over for the people, places, and possibilities that intrigue you. The Road to Office 2010 Did you know that Microsoft Office celebrated its twenty-fifth birthday in 2009? Throughout the last two and a half decades, Office has grown and improved dramatically—partially thanks to developments in technology, but primarily thanks to you. It’s no secret that Microsoft places great importance on customer feedback. Users all over the world continually provide comments and suggestions through various channels. Microsoft gathers information through extensive beta programs, market research, the help systems, and discussion forums. Focus groups galore provide veritable mountains of data for researchers, program developers, and communications people to sift through. All this feedback xi xii Introduction comes together to provide current, relevant pictures that show which features you want and need most in the programs you use every day. No matter where you fit on the scale ranging from new user to power user, the new features in Office 2010 give you the option of becoming more productive, more collaborative, and more mobile as you work. We live in interesting times. There’s a major shift occurring in the way technology weaves through all aspects of our lives. Limitations that seemed all but insurmountable a few years ago—such as having your team divided among three different continents or needing to access your data immediately when you’re away from your desk—are now gone for good. Office 2010 makes it possible to work virtually anywhere—on the desktop, on the train, in the carpool line, in the coffee shop—with almost anyone, on any continent. And no longer are you tied to your desktop PC—now you can work on the go using Web-based and mobile versions of your favorite Office applications. The tools you use in Office 2010 on a daily basis are no longer just designed for creating documents or spreadsheets—although the programs do help you accomplish those common tasks, and with style. The Office 2010 applications also deliver features you’ve been asking for—professional formats that are a breeze to apply, easy exchange of data among applications, and streamlined techniques that enable you to get more out of the time you invest in the documents and presentations you create. Worldwide, Office users demonstrate that they want reliable, easy-to-use applications that enable them to produce professional results, work collaboratively in both local and global teams, and work anywhere from flexible locations limited only by Web access or phone reach. These three ideas—express yourself, collaborate, and work anywhere—are the key visions behind the changes in Office 2010. Fast, professional, collaborative, flexible. You’re going to love this new release! Who Uses Office 2010? One fascinating result that emerges from Microsoft research is the picture of Office 2010 users. Think of one of those amazing mosaic portraits, which—when you look closely—you see is actually made up of thousands of tiny, individual photos. Office 2010 users represent an amazing, diverse, multitalented global group that uses Office to accomplish just about every possible productivity task you can imagine. Their needs and interests vary greatly, and their use of the different Office applications runs the gamut from the very simple to the incredibly complex. Introduction xiii Note The dramatic redesign of the Office interface, introduced in Office 2007, was due in part to a desire to help Office users discover a wider range of tools in their favorite programs. Customer research had shown that most users worked with specific tools in the applications they were familiar with, but a larger percentage of users weren’t getting the full benefit from the programs they might have if they had been aware of the wider range of features and possibilities. Data is showing that the redesign of Office really did reach this goal—Word 2007 and Excel 2007 users are now using four times as many features as they used in previous versions, and for PowerPoint, the increase in feature use is a factor of five. Today’s Office 2010 users often move back and forth among applications, depending on the tasks they’re engaged in at any given time. Here are some typical scenarios: n Meredith is a customer service representative in a large company. Her job includes fast-paced communications: she receives and sends e-mail messages to dozens of customers, prepares and sends proposals, updates Web information, and tracks campaign results in the customer services database. Occasionally, Meredith gets to lead brainstorming sessions for new campaigns (she loves that) and compiles the notes for the team. Printouts of colorful SmartArt diagrams she created in Word and PowerPoint—as well as her favorite “The Far Side” cartoon—are hanging on her cubicle walls. Her daily tasks require a whole palette of applications: Outlook, Word, PowerPoint, Publisher, OneNote, and occasionally, Access. n Ian is a mid-level manager in the communications department of the same company. As team leader, he is in charge of planning, budgeting, and managing all reports and support materials that are developed to support the company’s product line. He uses Outlook for scheduling and task management, and works with Word, Access, and Excel for reviewing and working with important data. Ian’s team also prepares company reports and public relations materials using Word and Publisher. n Dominik is marketing coordinator—she is responsible for messaging campaigns, running budgets, hiring contractors, working with the board, maintaining a database, conducting webinars, providing online training, and more. She uses Word, Excel, PowerPoint, Outlook, Publisher, and Access, and she needs to be available for decisions and updates continually. Because she manages a department of five, she uses Microsoft SharePoint 2010 to keep the team organized and working efficiently. n Kamil is an Office power user who has a long commute to and from his Washington office each day. He has reduced the impact of his travel time by telecommuting two days a week, but he also wants to be able to get a start on work—or wrap things up for the day—when he’s on the train. Whether he’s working from home or he’s in the office, he uses Outlook, Excel, Word, and SharePoint to run his department, keep the team on track, host meetings, review and sign off on documents, and make the calls that impact the bottom line in his department. xiv Introduction n Todd is the IT manager for the business. He is in charge of upgrading, deploying, and training staff on Office 2010. He also secures and backs up all files, writes custom utilities for the Web portal, and works in customer and staff support. He is a programmer and power user of all Office applications, but he has a small staff, so he needs to be able to offer training and support in a cost-effective and productive way. Office 2010 includes a range of features that will support the daily activities of each of these users. The consistent look and feel of the Ribbon helps ensure that users are comfortable and confident working with any of the Office applications. Changes in each of the applications make it easier to produce and share professional results in a variety of ways. And not only do the Office applications work together smoothly as an integrated system, they provide easy collaboration, anywhere access, and all the productivity tools users need as their work tasks change and grow. What’s in Microsoft Office 2010? Similar to earlier releases, Microsoft Office 2010 is available in several versions, each designed with a specific group of users in mind, and each accessible via PC, browser, or phone. Here’s what you’ll find in each version of Microsoft Office 2010: n Office Professional Plus 2010 is for the high-end user who collaborates with others, manages data, and needs flexibility, mobility, and coauthoring capabilities. This edition includes Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook 2010, Publisher 2010, Access 2010, SharePoint Workspace 2010, InfoPath 2010, and Communicator 2010. n Office Professional 2010 is designed for the business user who needs all the power of the traditional applications as well as access to data management tools. This version includes Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook 2010, Publisher 2010, and Access 2010. n Office Standard 2010 removes Access 2010 from the mix. It offers users who work with documents, worksheets, marketing materials, presentations, notebooks, and—of course—e-mail and schedules just what they need: Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook 2010, and Publisher 2010. n Office Home and Business 2010 streamlines the suite to the basic applications used by small business and home users: Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, and Outlook 2010. Introduction xv n Office Home and Student 2010 is geared toward student and home users, offering the traditional applications for creating documents, worksheets, presentations, and workbooks: Word 2010, Excel 2010, PowerPoint 2010, and OneNote 2010. n Office Professional Academic 2010 is designed for faculty members who need access to all the core applications—Word 2010, Excel 2010, Outlook 2010, PowerPoint 2010—as well as OneNote 2010, Access 2010, and Publisher 2010. n Office Starter 2010 is for the beginning user who wants to work with only Word 2010 and Excel 2010. Office 2010 System Requirements In keeping with green efforts to maximize efficiency on systems users already have, Office 2010 was designed for any system capable of running Office 2007. Here are the suggested system requirements for Office 2010: n Computer and processor: 500-MHz processor or higher. n Memory: 256 MB (megabytes) of RAM or more. n Hard disk space: 2 GB (gigabytes)*. n Drive: CD-ROM or DVD drive. n Display: 1024 by 768 or higher resolution monitor. n Operating system: Windows XP SP3 (32-bit), Windows Vista SP1 (32-bit or 64-bit), Windows 7 (32-bit or 64-bit), Windows Server 2003 R2 with SP2 (32-bit or 64-bit), or Windows Server 2008 with SP1 (32-bit or 64-bit). Terminal Server and Windows on Windows (WOW) are also supported. ** * Part of the used hard disk space can be released after installation is complete. ** WOW allows users to install 32-bit Office 2010 on 64-bit systems. What You’ll Find in First Look: Microsoft Office 2010 I hope First Look: Microsoft Office 2010 inspires you and gives you a good sense of the exciting features coming in the release of Office 2010. This book was written while the software was in development, so you may find some variance in screen illustrations and procedures, but the overall story is the same: The key to the new features is freedom and flexibility—you’ll be able to see how to get more from your applications no matter how—or where—you choose to use them. Office 2010 is designed to help you express your ideas xvi Introduction clearly and creatively, work seamlessly with a group to get things done efficiently and on time, and access and work with your files virtually anywhere with a similar look and feel whether you’re using your PC, browser, or phone. To showcase these key points, First Look: Microsoft Office 2010 follows this organization: n Part I, “Envision the Possibilities,” introduces you to the changes in Office 2010 and shows you how you can make the most of the new features to fit the way you work today. Chapter 1, “Welcome to Office 2010,” gives you a play-by-play introduction to new features; Chapter 2, “Express Yourself Effectively and Efficiently,” details the great feature enhancements and visual effects throughout the applications; and Chapter 3, “Work Anywhere with Office 2010,” explores the flexibility factor by presenting a set of scenarios that enable users to complete their work no matter where their path takes them. n Part II, “Hit the Ground Running,” focuses on each of the Office 2010 applications in turn, spotlighting the key new features and showing how they relate to the whole. These chapters provide a how-to guide for many of the top features you’re likely to use right off the bat, and they offer inspiring ideas on how to get the most from your favorite applications. n Part III, “Next Steps with Office 2010,” zooms up to the big picture and provides examples to help you think through interoperability. How often do you use the various Office applications together? Customer research shows that people often don’t realize how well the applications work together as a complete system—which means they might be laboring over items they could easily incorporate from somewhere else. This part of the book provides examples for integrating the applications and explores Office 2010 security and training opportunities, as well. So if you’re ready, let’s take a closer look at the ways Office 2010 can help you express your ideas, whether you work on your own or as a part of a team, and share your work with the world. First Look: Microsoft Office 2010 Part I Envision the Possibilities Office 2010 ushers in a new era in productivity software by making the reliable tools you’ve come to expect from Microsoft easier to use and more powerful than ever. In this part of the book, you’ll get the big picture view of how Office 2010 improves the way you work every day. This part of First Look: Microsoft Office 2010 includes the following chapters: n Chapter 1: Welcome to Office 2010 n Chapter 2: Express Yourself Effectively and Efficiently n Chapter 3: Collaborate in the Office and Around the World 1 Chapter 1 Welcome to Office 2010 In this chapter: n Features that Fit Your Work Style n Changes in Office 2010 n Exploring the Ribbon n New Backstage View n Languages and Accessibility n Coming Next This is an exciting time to be working with technology. Changes are occurring with what feels like ever-increasing speed. The world is growing continually smaller, and far-away places are more and more within our reach. Today our coworkers are almost as likely to be working on a different continent as they are to be down the hall. Opportunities are possible now that we couldn’t envision a few years back—more of us are telecommuting, training by webinar, and planning projects virtually, all of which is accomplished through Web and phone access to the tools that make it all possible. Office 2010 was designed with evolving workplace trends in mind. With Office 2010, you can use familiar, reliable Office applications to work more efficiently, produce better-thanever results, collaborate in real time with peers in your office or around the world, and continue your work from any point on the globe with Web or phone access. And even though these are big changes, they fit easily into what you’re already doing. The tools you need to implement these changes in your work efforts don’t have a steep learning curve. By adding to the functionality of your favorite features (Print, Paste, and Picture Effects, to name a few examples), Office 2010 helps you get more done with less effort. And the collaboration and anywhere access features make working with anyone, anytime, a natural and intuitive process. Features that Fit Your Work Style For many of us, our long workdays of focusing on single projects have evolved into days with smaller blocks of time dedicated to one of many things we have going on. We are getting more done than ever—and Office 2010 can help you better enjoy the process. 3 4 Part I Envision the Possibilities What’s exciting about Office 2010 is that it’s more than a set of powerful tools that help you meet and manage the demands of your fast-paced workday. For example, if you do most of your work at your desk, crunching numbers, answering e-mail, and preparing reports, Office 2010 helps you work faster, manage huge worksheets, design effective documents easily, and present your work in new, visual, and flexible ways that help your diverse audience understand your ideas. If you work primarily in a team, you’ll find that Office 2010 makes collaboration easy with features that enable you to share files, co-author documents, and even contact teammates in real time. If you work predominantly on the road—and frequently need to get updates on projects, add items to the calendar, or approve new documents and strategies—Office 2010 gives you the flexibility to use the Office applications you know and love regardless of whether you’re logging in from your PC, your browser, or your phone. In Part II, “Hit the Ground Running,” you get a closer look at the new features in each of your favorite Office 2010 applications. Office 2010 at a Glance With Office 2010, you can n Increase your productivity with more effective, reliable tools n Express your ideas creatively and effectively, for multiple audiences n Produce and share professional results easier and faster n Communicate—and manage communications—easily whether you work independently, collaboratively, or remotely n Gain more freedom and flexibility to work anywhere, with anyone n Enjoy the consistent and high-quality Office experience from your PC, browser, or phone Changes in Office 2010 This section presents a look at the key ideas behind the development of the features you will find in Office 2010. Working independently or in a group, at your PC or on the road, you’ll find new tools and techniques that help you create great-looking documents, worksheets, presentations, and more, and enable you to share your work easily with others.
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