Microsoft Office Professional 2010 Step by Step eBook

PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2011 by Online Training Solutions, Inc. and Curtis Frye All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2010932312 Printed and bound in the United States of America. Microsoft Press books are available through booksellers and distributors worldwide. For further information about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329. Visit our Web site at www.microsoft.com/mspress. Send comments to [email protected] microsoft.com. Microsoft and the trademarks listed at www.microsoft.com/about/legal/en/us/IntellectualProperty/Trademarks/ EN-US.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. This book expresses the author’s views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Juliana Atkinson Developmental Editor: Devon Musgrave Project Editor: Joel Panchot Editorial Production: Online Training Solutions, Inc. Cover: Girvin Body Part No. X17-08755 Contents Introducing Microsoft Office Professional 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Modifying the Display of the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxvii Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii Part 1 Microsoft Office Professional 2010 Explore Office 2010 1 3 Working in the Program Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Changing Program Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 2 Work with Files 37 Creating and Saving Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Sidebar: File Compatibility with Earlier Versions of Office Programs . . . . . . . . 44 Opening, Moving Around in, and Closing Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Viewing Files in Different Ways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey iii iv Contents Part 2 Microsoft Word 2010 Edit and Proofread Text 3 63 Making Text Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Fine-Tuning Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Correcting Spelling and Grammatical Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Sidebar: Viewing Document Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Inserting Saved Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Sidebar: Inserting One Document into Another . . . . . . . . . . . . . . . . . . . . . . . . . 97 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 4 Change the Look of Text 99 Quickly Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Changing a Document’s Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Manually Changing the Look of Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Sidebar: Character Formatting and Case Considerations . . . . . . . . . . . . . . . . 119 Manually Changing the Look of Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Sidebar: Finding and Replacing Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Creating and Modifying Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Sidebar: Formatting Text as You Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 5 Organize Information in Columns and Tables 139 Presenting Information in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Creating Tabbed Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Presenting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Sidebar: Performing Calculations in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Sidebar: Other Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Formatting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Sidebar: Quick Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Contents v 6 Add Simple Graphic Elements 167 Inserting and Modifying Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Sidebar: About Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Changing a Document’s Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Inserting Building Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Sidebar: Drawing Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 Adding WordArt Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 Sidebar: Formatting the First Letter of a Paragraph . . . . . . . . . . . . . . . . . . . . . 202 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 7 Preview, Print, and Distribute Documents 205 Previewing and Adjusting Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 Controlling What Appears on Each Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Preparing Documents for Electronic Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Part 3 Microsoft Excel 2010 Set Up a Workbook 8 227 Creating Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Modifying Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233 Modifying Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Customizing the Excel 2010 Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Zooming In on a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Arranging Multiple Workbook Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Adding Buttons to the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . .244 Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Maximizing Usable Space in the Program Window . . . . . . . . . . . . . . . . . . . . . 249 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253 vi Contents 9 Work with Data and Excel Tables 255 Entering and Revising Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Moving Data Within a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Finding and Replacing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Correcting and Expanding Upon Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Defining Excel Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 10 Perform Calculations on Data 281 Naming Groups of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Creating Formulas to Calculate Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Summarizing Data That Meets Specific Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Finding and Correcting Errors in Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307 11 Change Workbook Appearance 309 Formatting Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310 Defining Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Applying Workbook Themes and Excel Table Styles . . . . . . . . . . . . . . . . . . . . . . . . . 320 Making Numbers Easier to Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327 Changing the Appearance of Data Based on Its Value . . . . . . . . . . . . . . . . . . . . . . . 332 Adding Images to Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 12 Focus on Specific Data by Using Filters 347 Limiting Data That Appears on Your Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348 Manipulating Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354 Selecting List Rows at Random . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354 Summarizing Worksheets with Hidden and Filtered Rows . . . . . . . . . . . . . . . 355 Finding Unique Values Within a Data Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 Defining Valid Sets of Values for Ranges of Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367 Contents vii Part 4 Microsoft PowerPoint 2010 Work with Slides 13 371 Adding and Deleting Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371 Adding Slides with Ready-Made Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374 Sidebar: Working with Slide Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379 Sidebar: Exporting Presentations as Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Dividing Presentations into Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Rearranging Slides and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 14 Work with Slide Text 389 Entering Text in Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390 Adding Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393 Sidebar: Changing the Default Font for Text Boxes . . . . . . . . . . . . . . . . . . . . . 400 Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405 Correcting and Sizing Text While Typing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406 Checking Spelling and Choosing the Best Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412 Sidebar: Researching Information and Translating Text . . . . . . . . . . . . . . . . . . 417 Finding and Replacing Text and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421 15 Format Slides 423 Applying Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423 Using Different Color and Font Schemes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Changing the Slide Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429 Changing the Look of Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 Changing the Alignment, Spacing, Size, and Look of Text . . . . . . . . . . . . . . . . . . . . 437 Sidebar: Non–Color Scheme Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445 viii Contents 16 Add Simple Visual Enhancements 447 Inserting Pictures and Clip Art Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448 Inserting Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454 Sidebar: Graphic Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Sidebar: Converting Existing Bullet Points into Diagrams . . . . . . . . . . . . . . . . 462 Inserting Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462 Drawing Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470 Sidebar: Connecting Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478 Adding Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483 17 Review and Deliver Presentations 485 Setting Up Presentations for Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486 Previewing and Printing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491 Preparing Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495 Sidebar: Enhanced Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Finalizing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502 Sidebar: Setting Up Presenter View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508 Delivering Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Part 5 Microsoft OneNote 2010 Explore OneNote 2010 18 515 Navigating in the OneNote Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516 Sidebar: Working with Multiple Notebooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Working in the OneNote Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519 Working from the Ribbon and Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . 519 Working in the Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Exploring OneNote in the Default Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Customizing OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537 Contents ix 19 Create and Configure Notebooks 539 Creating a Notebook for Use by One Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540 Creating a Notebook for Use by Multiple People . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543 Sharing a New or Existing Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544 Managing a Shared Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548 Creating Sections and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550 Creating Pages and Subpages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551 Naming Sections and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554 Creating Sections and Section Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561 20 Create and Organize Notes 563 Working with Note Containers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564 Entering Content Directly onto a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 Referencing External Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 Creating Handwritten Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567 Inserting Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 Formatting Notes, Pages, and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Sidebar: Tagging Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578 Sending Content to OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579 Collecting Screen Clippings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581 Collecting Web Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583 Sidebar: Inserting the Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 584 Capturing Audio and Video Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585 Sidebar: Missing the OneNote Icon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 590 Taking Notes on the Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591 Sidebar: Collecting Information Outside of OneNote . . . . . . . . . . . . . . . . . . . 593 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594 x Contents Part 6 Microsoft Outlook 2010 Send and Receive E-Mail Messages 21 597 Creating and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598 Addressing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599 Troubleshooting Message Addressing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601 Entering Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603 Saving and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604 Sidebar: Managing Multiple Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614 Attaching Files to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615 Sidebar: Troubleshooting File Types and Extensions . . . . . . . . . . . . . . . . . . . . 617 Viewing Messages and Message Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 618 Sidebar: Viewing Conversations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Configuring Reading Pane Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Viewing Reading Pane Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Marking Messages as Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 628 Single Key Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629 Viewing Message Participant Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 Presence Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 Contact Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 The People Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632 Sidebar: Troubleshooting the People Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . 633 Responding to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 640 Sidebar: Resending and Recalling Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 641 22 Store and Access Contact Information 643 Saving and Updating Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644 Creating Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645 Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 646 Sidebar: Dialing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .648 Sidebar: Conforming to Address Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656 Communicating with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656 Initiating Communication from Contact Records . . . . . . . . . . . . . . . . . . . . . . . 657 Selecting Message Recipients from Address Books . . . . . . . . . . . . . . . . . . . . . 658 Contents xi Displaying Different Views of Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659 Sidebar: User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666 Printing Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 676 23 Manage Scheduling 679 Scheduling and Changing Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680 Sidebar: Adding National Holidays to Your Calendar . . . . . . . . . . . . . . . . . . . . 686 Sidebar: Creating an Appointment from a Message . . . . . . . . . . . . . . . . . . . . 688 Scheduling and Changing Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689 Scheduling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691 Sidebar: Updating and Canceling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697 Responding to Meeting Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 698 Displaying Different Views of a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Arrangements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Using the Date Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 703 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 712 24 Track Tasks 715 Creating Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716 Creating Tasks from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716 Task Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717 Creating Tasks from Outlook Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 718 Updating Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726 Removing Tasks and Items from Task Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 729 Managing Task Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730 Tasks You Assign to Others . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730 Tasks Other People Assign to You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732 Displaying Different Views of Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735 Sidebar: Finding and Organizing Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743 xii Contents Part 7 Microsoft Access 2010 Explore an Access 2010 Database 25 747 Working in Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 748 Sidebar: Enabling Macros and Other Database Content . . . . . . . . . . . . . . . . . 758 Understanding Database Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760 Exploring Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 761 Sidebar: Tabbed Pages vs. Overlapping Windows . . . . . . . . . . . . . . . . . . . . . . 766 Exploring Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 768 Exploring Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773 Exploring Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 777 Previewing and Printing Access Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 782 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787 26 Create Databases and Simple Tables 789 Creating Databases from Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790 Sidebar: Web Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795 Creating Databases and Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 796 Sidebar: Database Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804 Manipulating Table Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 805 Refining Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 808 Creating Relationships Between Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819 27 Create Simple Forms 821 Creating Forms by Using the Form Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 822 Changing the Look of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 829 Changing the Arrangement of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 837 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 843 Contents xiii 28 Display Data 845 Sorting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846 Sidebar: How Access Sorts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 850 Filtering Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851 Filtering Information by Using Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855 Sidebar: Wildcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 859 Locating Information That Matches Multiple Criteria . . . . . . . . . . . . . . . . . . . . . . . . 859 Sidebar: Generating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 863 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864 Part 8 Microsoft Publisher 2010 Get Started with Publisher 2010 29 867 Starting New Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868 Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 869 Sidebar: Custom Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870 Importing Word Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 871 Storing Personal and Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 879 Previewing and Printing Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 887 Checking Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888 Working with Advanced Printer Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897 30 Create Visual Interest 899 Working with Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900 Manipulating Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900 Formatting Text for Visual Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 901 Working with WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 908 Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919 Working with Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931 Manipulating Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931 Connecting and Grouping Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 932 Working with Ready-Made Visual Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 947 xiv Contents 31 Create Colorful Cards and Calendars 949 Creating Folded Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 950 Choosing a Design or Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 950 Changing the Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 951 Using Non–Color-Scheme Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952 Choosing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952 Creating Postcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 963 Using Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 963 Using Catalog Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 964 Creating Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 974 Adding Captions, Credits, and Copyrights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 974 Changing Page Backgrounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975 Working with Master Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 984 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 985 About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1032 What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey Introducing Microsoft Office Professional 2010 Microsoft Office 2010 is a comprehensive system of programs, servers, services, and solutions, including a dozen desktop productivity programs that you can install on your computer, and four new online program versions. To meet the varying needs of individuals and organizations, Microsoft offers five different Office 2010 software suites, each consisting of a different subset of programs. The following table identifies the programs available in each of the software suites. Office Home Office Home Office and Student and Business Standard 2010 2010 2010 Access Office Office Professional Professional 2010 Plus 2010 Yes Communicator Excel Yes Yes Yes Yes Yes InfoPath OneNote Yes Yes Yes Yes Yes Yes Yes Yes Yes Outlook with Business Contact Manager Yes Yes Yes Yes Yes Yes Yes Publisher SharePoint Workspace Word Office Web Apps Yes Yes Outlook PowerPoint Yes Yes Yes Yes Yes Yes Yes Yes Yes Office Standard and Office Professional Plus are available only to volume licensing subscribers. The Office Web Apps, which are available with Office Standard and Office Professional Plus, and available to the general public through Windows Live, are online versions of Word, Excel, PowerPoint, and OneNote. You can store documents online and work with them from within any Web browser window by using the Office Web Apps. xv xvi Introducing Microsoft Office Professional 2010 This book provides instructional material for the following programs, which together form the Office Professional 2010 software suite: ● Microsoft Word 2010 A word-processing program with which you can quickly and efficiently author and format documents. ● Microsoft Excel 2010 A spreadsheet program with which you can analyze, communicate, and manage information. ● Microsoft PowerPoint 2010 A program with which you can develop and present dynamic, professional-looking slide presentations. ● Microsoft OneNote 2010 A digital notebook program with which you can collect, organize, and quickly locate many types of electronic information. ● Microsoft Outlook 2010 A personal information management program with which you can manage e-mail, contacts, meetings, tasks, and other communications. ● Microsoft Access 2010 A database program with which you can collect information and output information for reuse in a variety of formats. ● Microsoft Publisher 2010 A desktop publishing program with which you can lay out newsletters, cards, calendars, and other publications. The information in this book applies to these programs in all the software suites. If you have a software suite other than Office Professional, or if you installed one or more of these programs independently of a software suite, this is the right book for you. Certification Desktop computing proficiency is increasingly important in today’s business world. When screening, hiring, and training employees, more employers are relying on the objectivity and consistency of technology certification to ensure the competence of their workforce. As an employee or job seeker, you can use technology certification to prove that you already have the skills you need to succeed. A Microsoft Office Specialist (MOS) is an individual who has demonstrated worldwide skill standards through a certification exam in one or more of the Office 2010 programs, including Microsoft Access, Excel, Outlook, PowerPoint, or Word. To learn more about the MOS program, visit the Microsoft Office Specialist Certification page at go.microsoft.com/fwlink/?LinkId=193884. Introducing Microsoft Office Professional 2010 xvii For More Information The chapters of this book that cover Microsoft Word 2010, Excel 2010, PowerPoint 2010, Outlook 2010, and Access 2010 are excerpted from the full-length Step by Step books written about those programs. This book provides an overview of each program and information to get you started. To learn more, refer to the following books. Microsoft Word 2010 Step by Step By Joyce Cox and Joan Lambert (Microsoft Press, 2010) ISBN 978-0-7356-2693-5 Contents: 1 Explore Word 2010 2 Edit and Proofread Text 3 Change the Look of Text 4 Organize Information in Columns and Tables 5 Add Simple Graphic Elements 6 Preview, Print, and Distribute Documents 7 Insert and Modify Diagrams 8 Insert and Modify Charts 9 Use Other Visual Elements 10 Organize and Arrange Content 11 Create Documents for Use Outside of Word 12 Explore More Text Techniques 13 Use Reference Tools for Longer Documents 14 Work with Mail Merge 15 Collaborate on Documents 16 Work in Word More Efficiently xviii Introducing Microsoft Office Professional 2010 Microsoft Excel 2010 Step by Step By Curtis Frye (Microsoft Press, 2010) ISBN 978-0-7356-2694-2 Contents: 1 Setting Up a Workbook 2 Working with Data and Excel Tables 3 Performing Calculations on Data 4 Changing Workbook Appearance 5 Focusing on Specific Data by Using Filters 6 Reordering and Summarizing Data 7 Combining Data from Multiple Sources 8 Analyzing Alternative Data Sets 9 Creating Dynamic Worksheets by Using PivotTables 10 Creating Charts and Graphics 11 Printing 12 Automating Repetitive Tasks by Using Macros 13 Working with Other Microsoft Office Programs 14 Collaborating with Colleagues Microsoft PowerPoint 2010 Step by Step By Joyce Cox and Joan Lambert (Microsoft Press, 2010) ISBN 978-0-7356-2691-1 Contents: 1 Explore PowerPoint 2010 2 Work with Slides 3 Work with Slide Text 4 Format Slides 5 Add Simple Visual Enhancements Introducing Microsoft Office Professional 2010 xix 6 Review and Deliver Presentations 7 Add Tables 8 Fine-Tune Visual Elements 9 Add Other Enhancements 10 Add Animation 11 Add Sound and Movies 12 Share and Review Presentations 13 Create Custom Presentation Elements 14 Prepare for Delivery 15 Customize PowerPoint Microsoft Outlook 2010 Step by Step By Joan Lambert and Joyce Cox (Microsoft Press, 2010) ISBN 978-0-7356-2690-4 Contents: 1 Get Started with Outlook 2010 2 Explore the Outlook Windows 3 Send and Receive E-Mail Messages 4 Store and Access Contact Information 5 Manage Scheduling 6 Track Tasks 7 Organize Your Inbox 8 Manage Your Calendar 9 Work with Your Contact List 10 Enhance Message Content 11 Manage E-Mail Settings 12 Work Remotely 13 Customize Outlook xx Introducing Microsoft Office Professional 2010 Microsoft Access 2010 Step by Step By Joyce Cox and Joan Lambert (Microsoft Press, 2010) ISBN 978-0-7356-2692-8 Contents: 1 Explore an Access 2010 Database 2 Create Databases and Simple Tables 3 Create Simple Forms 4 Display Data 5 Create Simple Reports 6 Maintain Data Integrity 7 Create Custom Forms 8 Create Queries 9 Create Custom Reports 10 Import and Export Data 11 Make Databases User Friendly 12 Protect Databases 13 Customize Access Let’s Get Started! Office 2010 includes new features, new functionality, and an easy-to-use interface intended to streamline your computing experience and make it easier to learn new programs. We’re excited to bring you this glimpse into the inner workings of selected features in the core Office programs. We’ll start with the basics and work into the most interesting and necessary features of each program. If you are an experienced Office user, you can skim Chapter 1, “Explore Office 2010,” skip Chapter 2, “Work with Files,” and jump right into the program-specific chapters. Modifying the Display of the Ribbon The goal of the Microsoft Office 2010 working environment is to make working with Office files—including Microsoft Word documents, Excel workbooks, PowerPoint presentations, Outlook e-mail messages, and Access databases—as intuitive as possible. You work with an Office file and its contents by giving commands to the program in which the document is open. All Office 2010 programs organize commands on a horizontal bar called the ribbon, which appears across the top of each program window whether or not there is an active document. Ribbon tabs Ribbon groups A typical program window ribbon. Commands are organized on task-specific tabs of the ribbon, and in feature-specific groups on each tab. Commands generally take the form of buttons and lists. Some appear in galleries in which you can choose from among multiple options. Some groups have related dialog boxes or task panes that contain additional commands. Throughout this book, we discuss the commands and ribbon elements associated with the program feature being discussed. In this section, we discuss the general appearance of the ribbon, things that affect its appearance, and ways of locating commands that aren’t visible on compact views of the ribbon. See Also For detailed information about the ribbon, see “Working in the Program Environment” in Chapter 1, “Explore Office 2010.” Tip Some older commands no longer appear on the ribbon but are still available in the program. You can make these commands available by adding them to the Quick Access Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 1, “Explore Office 2010.” xxi xxii Modifying the Display of the Ribbon Dynamic Ribbon Elements The ribbon is dynamic, meaning that the appearance of commands on the ribbon changes as the width of the ribbon changes. A command might be displayed on the ribbon in the form of a large button, a small button, a small labeled button, or a list entry. As the width of the ribbon decreases, the size, shape, and presence of buttons on the ribbon adapt to the available space. For example, when sufficient horizontal space is available, the buttons on the Review tab of the Word program window are spread out and you’re able to see more of the commands available in each group. Drop-down list Small labeled button Large button The Review tab of the Word program window at 1024 pixels wide. If you decrease the width of the ribbon, small button labels disappear and entire groups of buttons are hidden under one button that represents the group. Click the group button to display a list of the commands available in that group. Group button Small unlabeled buttons The Review tab of the Word program window at 675 pixels wide. Modifying the Display of the Ribbon xxiii When the window becomes too narrow to display all the groups, a scroll arrow appears at its right end. Click the scroll arrow to display hidden groups. Scroll arrow The Review tab of the Word program window at 340 pixels wide. Changing the Width of the Ribbon The width of the ribbon is dependent on the horizontal space available to it, which depends on these three factors: ● The width of the program window Maximizing the program window provides the most space for ribbon elements. You can resize the program window by clicking the button in its upper-right corner or by dragging the border of a non-maximized window. On a computer running Windows 7, you can maximize the program window by dragging its title bar to the top of the screen. ● Your screen resolution Screen resolution is the amount of information your screen displays, expressed as pixels wide by pixels high. The greater the screen resolution, the greater the amount of information that will fit on one screen. Your screen resolution options are dependent on your monitor. At the time of writing, possible screen resolutions range from 800 × 600 to 2048 × 1152. In the case of the ribbon, the greater the number of pixels wide (the first number), the greater the number of buttons that can be shown on the ribbon, and the larger those buttons can be. xxiv Modifying the Display of the Ribbon On a computer running Windows 7, you can change your screen resolution from the Screen Resolution window of Control Panel. You set the resolution by dragging the pointer on the slider. ● The density of your screen display You might not be aware that you can change the magnification of everything that appears on your screen by changing the screen magnification setting in Windows. Setting your screen magnification to 125% makes text and user interface elements larger on screen. This increases the legibility of information, but it means that less information fits onto each screen. On a computer running Windows 7, you can change the screen magnification from the Display window of Control Panel. See Also For more information about display settings, refer to Windows 7 Step by Step (Microsoft Press, 2009), Windows Vista Step by Step (Microsoft Press, 2006), or Windows XP Step by Step (Microsoft Press, 2002) by Joan Lambert Preppernau and Joyce Cox. Modifying the Display of the Ribbon xxv You can choose one of the standard display magnification options or create another by setting a custom text size. The screen magnification is directly related to the density of the text elements on screen, which is expressed in dots per inch (dpi) or points per inch (ppi). (The terms are interchangeable, and in fact are both used in the Windows dialog box in which you change the setting.) The greater the dpi, the larger the text and user interface elements appear on screen. By default, Windows displays text and screen elements at 96 dpi. Choosing the Medium - 125% display setting changes the dpi of text and screen elements to 120 dpi. You can choose a custom setting of up to 500 percent magnification, or 480 dpi, in the Custom DPI Setting dialog box. You can choose a magnification of up to 200 percent from the lists, or choose a greater magnification by dragging the ruler from left to right. xxvi Modifying the Display of the Ribbon Adapting Exercise Steps The screen images shown in the exercises in this book were captured at a screen resolution of 1024 × 768, at 100% magnification, and with the default text size (96 dpi). If any of your settings are different, the ribbon on your screen might not look the same as the one shown in the book. For example, you might see more or fewer buttons in each of the groups, the buttons you see might be represented by larger or smaller icons than those shown, or the group might be represented by a button that you click to display the group’s commands. When we instruct you to give a command from the ribbon in an exercise, we do it in this format: ● On the Insert tab, in the Illustrations group, click the Chart button. If the command is in a list, we give the instruction in this format: ● On the Page Layout tab, in the Page Setup group, click the Breaks button and then, in the list, click Page. The first time we instruct you to click a specific button in each exercise, we display an image of the button in the page margin to the left of the exercise step. If differences between your display settings and ours cause a button on your screen to not appear as shown in the book, you can easily adapt the steps to locate the command. First, click the specified tab. Then locate the specified group. If a group has been collapsed into a group list or group button, click the list or button to display the group’s commands. Finally, look for a button that features the same icon in a larger or smaller size than that shown in the book. If necessary, point to buttons in the group to display their names in ScreenTips. If you prefer not to have to adapt the steps, set up your screen to match ours while you read and work through the exercises in the book. Features and Conventions of This Book This book has been designed to lead you step by step through tasks you’re likely to want to perform in Microsoft Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook 2010, Access 2010, and Publisher 2010. These programs are available as part of the Microsoft Office Professional 2010 software suite. See Also This book, Microsoft Office Professional 2010 Step by Step, includes a selection of instructional content for each program in the Office Professional 2010 software suite. For more complete coverage of the features of each of these programs, refer to the corresponding program-specific Step by Step book. Each chapter of this book includes self-contained topics that teach you about specific program features. Most topics conclude with a step-by-step exercise in which you practice using the program. The following features of this book will help you locate specific information: ● Detailed table of contents Scan the listing of the topics and sidebars within each chapter. ● Chapter thumb tabs Easily locate the beginning of each chapter by looking at the colored blocks on the odd-numbered pages. ● Topic-specific running heads Within a chapter, quickly locate a topic by looking at the running heads at the top of odd-numbered pages. ● Glossary Look up the meaning of a word or the definition of a concept. The glossary for this book is available as online companion content. For more information, see go.microsoft.com/fwlink/?LinkID=192155. ● Detailed index Look up specific tasks and features in the index, which has been carefully crafted with the reader in mind. xxvii xxviii Features and Conventions of This Book You can save time when reading this book by understanding how the Step by Step series shows exercise instructions, keys to press, buttons to click, and other information. These conventions are listed in the following table. Convention Meaning SET UP This paragraph preceding a step-by-step exercise indicates the practice files that you will use when working through the exercise. It also indicates any requirements you should attend to or actions you should take before beginning the exercise. CLEAN UP This paragraph following a step-by-step exercise provides instructions for saving and closing open files or programs before moving on to another topic. It also suggests ways to reverse any changes you made to your computer while working through the exercise. 1 2 Blue numbered steps guide you through hands-on exercises in each topic. 1 Black numbered steps guide you through procedures in sidebars and expository text. 2 See Also This paragraph directs you to more information about a topic in this book or elsewhere. Troubleshooting This paragraph alerts you to a common problem and provides guidance for fixing it. Tip This paragraph provides a helpful hint or shortcut that makes working through a task easier. Important This paragraph points out information that you need to know to complete a procedure. Keyboard Shortcut This paragraph provides information about an available keyboard shortcut for the preceding task. Ctrl+B A plus sign (+) between two keys means that you must press those keys at the same time. For example, “Press Ctrl+B” means that you should hold down the Ctrl key while you press the B key. Pictures of buttons appear in the margin the first time the button is used in an exercise. Black bold In exercises that begin with SET UP information, the names of program elements, such as buttons, commands, windows, and dialog boxes, as well as files, folders, or text that you interact with in the steps, are shown in bold black type. Blue bold In exercises that begin with SET UP information, text that you should type is shown in bold blue type. Using the Practice Files Before you can complete the exercises in this book, you need to copy the book’s practice files to your computer. These practice files, and other information, can be downloaded from the book’s detail page, located at: go.microsoft.com/fwlink/?LinkId=192155 Display the detail page in your Web browser and follow the instructions for downloading the files. Important The Office Professional 2010 software suite is not available from this Web page. You should purchase and install that software suite before using this book. The following table lists the practice files for this book. Chapter File Chapter 1: Explore Office 2010 None Chapter 2: Work with Files Prices_start.docx Procedures_start.docx Rules_start.docx Chapter 3: Edit and Proofread Text Bamboo_start.docx Brochure_start.docx Letter_start.docx Orientation_start.docx RulesRegulations_start.docx Chapter 4: Change the Look of Text AgendaA_start.docx AgendaB_start.docx Information_start.docx OrientationDraft_start.docx RulesDraft_start.docx Chapter 5: Organize Information in Columns and Tables ConsultationA_start.docx ConsultationB_start.docx RepairCosts_start.docx RoomPlanner_start.docx xxix xxx Using the Practice Files Chapter File Chapter 6: Add Simple Graphic Elements Announcement_start.docx Authors_start.docx Flyer_start.docx Joan.jpg Joyce.jpg MarbleFloor.jpg OTSI-Logo.png Chapter 7: Preview, Print, and Distribute Documents InfoSheetA_start.docx InfoSheetB_start.docx InfoSheetC_start.docx OfficeInfo_start.docx Chapter 8: Set Up a Workbook ExceptionSummary_start.xlsx ExceptionTracking_start.xlsx MisroutedPackages_start.xlsx PackageCounts_start.xlsx RouteVolume_start.xlsx Chapter 9: Work with Data and Excel Tables 2010Q1ShipmentsByCategory_start.xlsx AverageDeliveries_start.xlsx DriverSortTimes_start.xlsx Series_start.xlsx ServiceLevels_start.xlsx Chapter 10: Perform Calculations on Data ConveyerBid_start.xlsx ITExpenses_start.xlsx PackagingCosts_start.xlsx VehicleMiles_start.xlsx Chapter 11: Change Workbook Appearance CallCenter_start.xlsx Dashboard_start.xlsx ExecutiveSearch_start.xlsx HourlyExceptions_start.xlsx HourlyTracking_start.xlsx Phone.jpg Texture.jpg VehicleMileSummary_start.xlsx Chapter 12: Focus on Specific Data by Using Filters Credit_start.xlsx ForFollowUp_start.xlsx PackageExceptions_start.xlsx Using the Practice Files xxxi Chapter File Chapter 13: Work with Slides Projects.pptx ServiceA_start.pptx ServiceB_start.pptx ServiceC_start.pptx ServiceD_start.pptx ServiceOrientation.docx Chapter 14: Work with Slide Text BuyingTripsB_start.pptx BuyingTripsC_start.pptx CommunityServiceA_start.pptx CommunityServiceB_start.pptx CommunityServiceC_start.pptx Chapter 15: Format Slides BusinessTravelA_start.pptx BusinessTravelB_start.pptx ColorDesign_start.pptx CompanyMeetingA_start.pptx CompanyMeetingB_start.pptx LandscapingA_start.pptx Chapter 16: Add Simple Visual Enhancements Agastache.jpg JournalingA_start.pptx JournalingB_start.pptx Penstemon.jpg WaterConsumption.xlsx WaterSavingA_start.pptx WaterSavingB_start.pptx WaterSavingC_start.pptx Chapter 17: Review and Deliver Presentations Harmony_start.pptx Meeting_start.pptx SavingWater_start.pptx ServiceOrientationA_start.pptx ServiceOrientationB_start.pptx YinYang.png Chapter 18: Explore OneNote 2010 None Chapter 19: Create and Configure Notebooks None xxxii Using the Practice Files Chapter File Chapter 20: Create and Organize Notes SBS Content Entry folder ADatumLogo.png Cabo.jpg California_Poppy.jpg Desert.jpg Landscaping.pptx Chapter 21: Send and Receive E-Mail Messages Brochure.docx StrategySession.pptx SBS First Draft message (created in this chapter) Chapter 22: Store and Access Contact Information Andrea Dunker, Andrew Davis, Idan Rubin, Nancy Anderson, and Sara Davis contact records (created in this chapter) Chapter 23: Manage Scheduling SBS Lunch with Jane and SBS Staff Meeting appointments, SBS Pay Day event (created in this chapter) Chapter 24: Track Tasks SBS First Draft and SBS Tradeshow Schedule messages (created in Chapter 21) SBS Dinner Reservations, SBS Order Brochures, and SBS Send Dinner Invitations tasks (created in this chapter) Chapter 25: Explore an Access 2010 Database GardenCompany01_start.accdb Chapter 26: Create Databases and Simple Tables None Chapter 27: Create Simple Forms GardenCompany03_start.accdb Logo.png Chapter 28: Display Data GardenCompany04_start.accdb Chapter 29: Get Started with Publisher 2010 Importing.docx Logo.png Printing_start.pub Chapter 30: Create Visual Interest BirthdayGirl.jpg Blank_start.pub Text.docx Chapter 31: Create Colorful Cards and Calendars DataSource.xlsx Peaceful.jpg Getting Help Every effort has been made to ensure the accuracy of this book. If you do run into problems, please contact the sources listed in the following sections. Getting Help with This Book If your question or issue concerns the content of this book or its practice files, please first consult the book’s errata page, which can be accessed at: go.microsoft.com/fwlink/?LinkID=192155 This page provides information about known errors and corrections to the book. If you do not find your answer on the errata page, send your question or comment to Microsoft Press Technical Support at: [email protected] Getting Help with Office 2010 If your question is about one of the programs in the Microsoft Office Professional 2010 software suite, and not about the content of this book, your first recourse is the Help system for the individual program. This system is a combination of tools and files stored on your computer when you installed the software suite or program and, if your computer is connected to the Internet, information available from the Microsoft Office Online Web site. You can find Help information in the following ways: ● To find out about an item on the screen, you can display a ScreenTip. For example, to display a ScreenTip for a button, point to the button without clicking it. The ScreenTip gives the button’s name, the associated keyboard shortcut if there is one, and sometimes a description of what the button does when you click it. ● In the program window, you can click the Help button (a question mark in a blue circle) at the right end of the ribbon to display the program-specific Help window. ● At the right end of the title bars of some dialog boxes is a Help button (also a question mark) that you can click to display the program-specific Help window. Sometimes, topics related to the functions of that dialog box are already identified in the window. xxxiii xxxiv Getting Help To practice getting help, you can work through the following exercise. SET UP You don’t need any practice files to complete this exercise. Start Word, and then follow the steps. 1. At the right end of the ribbon, click the Microsoft Word Help button. The Word Help window opens. You can change the size of the font in the window by clicking the Change Font Size button on the toolbar. If you are connected to the Internet, clicking any of the buttons below the Microsoft Office banner (Products, Support, Images, and Templates) takes you to a corresponding page of the Office Web site. Getting Help xxxv 2. Below the bulleted list under Browse Word 2010 support, click see all. The window changes to display a list of Help topics. 3. In the list of topics, click Activating Word. Word Help displays a list of topics related to activating Microsoft Office programs. You can click any topic to display the corresponding information. 4. On the toolbar, click the Show Table of Contents button. The window expands to accommodate two panes. The Table Of Contents pane appears on the left. Like the table of contents in a book, it is organized in sections. If you’re connected to the Internet, Word displays sections, topics, and training available from the Office Online Web site as well as those stored on your computer. Clicking any section (represented by a book icon) displays that section’s topics (represented by Help icons). xxxvi Getting Help 5. In the Table of Contents pane, click a few sections and topics. Then click the Back 6. At the right end of the Table of Contents title bar, click the Close button. 7. At the top of the Word Help window, click the Type words to search for box, and Forward buttons to move among the topics you have already viewed. type saving, and then press the Enter key. The Word Help window displays topics related to the word you typed. Next and Back buttons appear, making it easier to search for the topic you want. Getting Help xxxvii 8. In the results list, click the Recover earlier versions of a file in Office 2010 topic. The selected topic appears in the Word Help window. 9. Below the title at the top of the topic, click Show All. Word displays any information that has been collapsed under a heading and changes the Show All button to Hide All. You can jump to related information by clicking hyperlinks identified by blue text. Tip You can click the Print button on the toolbar to print a topic. Only the displayed information is printed. CLEAN UP Click the Close button at the right end of the Word Help window. More Information If your question is about an Office 2010 program or another Microsoft software product and you cannot find the answer in the product’s Help system, please search the appropriate product solution center or the Microsoft Knowledge Base at: support.microsoft.com In the United States, Microsoft software product support issues not covered by the Microsoft Knowledge Base are addressed by Microsoft Product Support Services. Location-specific software support options are available from: support.microsoft.com/gp/selfoverview/ Part 1 Microsoft Office Professional 2010 1 Explore Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2 Work with Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 1 Chapter at a Glance Work in the program environment, page 4 Change program settings, page 17 Customize the ribbon, page 26 Customize the Quick Access Toolbar, page 31 1 Explore Office 2010 In this chapter, you will learn how to ✔ Work in the program environment. ✔ Change program settings. ✔ Customize the ribbon. ✔ Customize the Quick Access Toolbar. Microsoft Office 2010 programs have a common user interface—the way the program looks and the way you interact with it—which means that skills and techniques you learn in one program are also useful in the others. Certain information that you provide in one Office 2010 program is made available to other Office 2010 programs so that you don’t have to provide it individually in each program. Other settings are specific to the program you’re working in. The basic Office 2010 user interface includes a standard method of giving commands by using tools gathered on a dynamic toolbar, called the ribbon. Commands are represented by buttons, by lists or galleries from which you choose settings, or by fields in task panes and dialog boxes in which you specify settings. You can customize some of the content that is available from the ribbon by hiding sets of commands (tabs) or by creating custom tabs. You can also collect frequently used buttons, lists, and galleries on a separate toolbar, the Quick Access Toolbar, so that they are available to you from anywhere in the program. Each program has standard settings based on the way that most people work with the program. However, you can customize the settings to meet your specific needs and to fit the way that you work. In this chapter, you’ll first familiarize yourself with the standard Office 2010 program working environment. Then you’ll customize the working environment, ribbon, and Quick Access Toolbar in Microsoft Word 2010, using techniques that are common to working in any Office 2010 program. Practice Files You don’t need any practice files to complete the exercises in this chapter. For more information about practice file requirements, see “Using the Practice Files” at the beginning of this book. 3 4 Chapter 1 Explore Office 2010 Working in the Program Environment The most common way to start any Office 2010 program is from the Start menu, displayed when you click the Start button at the left end of the Windows Taskbar. On the Start menu, click All Programs, click the Microsoft Office folder, and then click the program you want to start. When you start Microsoft Word, Excel, or PowerPoint without opening a specific file, the program window appears, displaying a new blank document, workbook, or presentation. When you start Microsoft OneNote without opening a specific notebook, the program window displays the notebook you opened most recently. Quick Access Toolbar Title bar Ribbon Status bar The Word 2010 program window. See Also Windows 7 introduced many efficient new window-management techniques. For information about ways to work with a program window on a Windows 7 computer, refer to Windows 7 Step by Step by Joan Lambert Preppernau and Joyce Cox (Microsoft Press, 2009). Working in the Program Environment 5 A typical Office 2010 program window contains the following elements: ● The title bar displays the name of the active document. At the left end of the title bar is the program icon, which you click to display commands to move, size, and close the program window. Three buttons at the right end of the title bar serve the same functions in all Windows programs: You can temporarily hide the program window by clicking the Minimize button, adjust the size of the window by clicking the Restore Down/Maximize button, and close the active document or exit the program by clicking the Close button. Maximize Minimize Close The default buttons on the Quick Access Toolbar in the Excel program window. ● By default, the Quick Access Toolbar appears to the right of the program icon at the left end of the title bar. Each program has a default set of Quick Access Toolbar buttons; most commonly, the default Quick Access Toolbar displays the Save, Undo, and Redo buttons. You can change the location of the Quick Access Toolbar and customize it to include any command to which you want to have easy access. The default buttons on the Quick Access Toolbar in the Excel program window. ● Below the title bar is the ribbon. All the commands for working with file content are available from this central location so that you can work efficiently with the program. Dialog box launcher Tabs Groups The ribbon in the PowerPoint program window. See Also The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our images, see “Modifying the Display of the Ribbon” at the beginning of this book. 6 Chapter 1 Explore Office 2010 ● Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of commands. Tip You might find it efficient to add all the commands you use frequently to the Quick Access Toolbar and display it below the ribbon, directly above the workspace. For information, see “Customizing the Quick Access Toolbar” later in this chapter. ● Commands related to managing the program and files (rather than file content) are gathered together in the Backstage view, which you display by clicking the colored File tab located at the left end of the ribbon. Commands available in the Backstage view are organized on named pages, which you display by clicking the page tabs located in the left pane. Clicking the File tab displays the Backstage view, where you can manage files and customize the program. ● Commands related to working with file content are represented as buttons on the remaining tabs. The Home tab is active by default. Working in the Program Environment 7 Tip Don’t be alarmed if your ribbon has tabs not shown in our screens. You might have installed programs that add their own tabs to the ribbon. ● On each tab, buttons are organized into named groups. Depending on your screen resolution and the size of the program window, the commands in a group might be displayed as labeled buttons, as unlabeled icons, or as one or more large buttons that you click to display the commands within the group. You might want to experiment with the screen resolution and width of the program window to understand their effect on the appearance of tab content. ● If a button label isn’t visible, you can display the command, a description of its function, and its keyboard shortcut (if it has one) in a ScreenTip by pointing to the button. ScreenTips can include the command name, description, and keyboard shortcut. Tip You can control the display of ScreenTips and of feature descriptions in ScreenTips. Simply display the Backstage view, click Options to open the program’s Options dialog box, and click the ScreenTip setting you want in the User Interface Options area of the General page. For more information, see “Changing Program Settings” later in this chapter. ● Related but less common commands might be available in a dialog box or task pane, which you display by clicking the dialog box launcher located in the lowerright corner of the group. Tip You might find that less commonly used commands from earlier versions of a program are not available from the ribbon. However, these commands are still available. You can make missing commands accessible by adding them to the Quick Access Toolbar. For more information, see “Customizing the Quick Access Toolbar” later in this chapter. 8 Chapter 1 Explore Office 2010 ● Some buttons include an integrated or separate arrow. To determine whether a button and arrow are integrated, point to the button or arrow to display its border. If a button and its arrow are integrated within one border, clicking the button will display options for refining the action of the button. If the button and arrow have separate borders, clicking the button will carry out the default action indicated by the button’s current icon. You can change the default action of the button by clicking the arrow and then clicking the action you want. The arrow of the Change Styles button is integrated, and the arrow of the Paste button is separate. ● Above the right end of the ribbon is the Minimize The Ribbon button. Clicking this button hides the commands but leaves the tab names visible. You can then click any tab name to temporarily display its commands. Clicking anywhere other than the ribbon hides the commands again. When the full ribbon is temporarily visible, you can click the button at its right end, shaped like a pushpin, to make the display permanent. When the full ribbon is hidden, you can click the Expand The Ribbon button to redisplay it. Keyboard Shortcut Press Ctrl+F1 to minimize or expand the ribbon. ● Clicking the Help button at the right end of the ribbon displays the program-specific Help window in which you can use standard techniques to find information. Keyboard Shortcut Press F1 to display the Help window for the active program. See Also For information about the Help system, see “Getting Help” at the beginning of this book. ● Across the bottom of the program window, the status bar displays information about the current file and provides access to certain program functions. You can control the contents of the status bar by right-clicking it to display the Customize Status Bar menu, on which you can click any item to display or hide it. Working in the Program Environment 9 You can specify which items you want to display on the status bar. ● At the right end of the status bar in the Word, Excel, and PowerPoint program win- dows are the View Shortcuts toolbar, the Zoom button, and the Zoom slider. These tools provide you with convenient methods for adjusting the display of file content. View Shortcuts toolbar Zoom button Zoom slider You can change the file content view by clicking buttons on the View Shortcuts toolbar and change the magnification by clicking the Zoom button or adjusting the Zoom slider. See Also For information about changing the file content view, see “Viewing Files in Different Ways” in Chapter 2, “Work with Files.” 10 Chapter 1 Explore Office 2010 The goal of all these features of the program environment is to make working in the program as intuitive as possible. Commands for tasks you perform often are readily available, and even those you might use infrequently are easy to find. For example, when a formatting option has several choices available, they are often displayed in a gallery of thumbnails. These thumbnails display visual representations of each choice. If you point to a thumbnail in a gallery, the Live Preview feature shows you what that choice will look like if you apply it to the selected content. Live Preview shows the effect on the selected content of clicking the option you are pointing to. In this exercise, you’ll start Word and explore the tabs and groups on the ribbon. Along the way, you’ll work with galleries and the Live Preview feature. SET UP You don’t need any practice files to complete this exercise; just follow the steps. 1. On the Start menu, click All Programs, click Microsoft Office, and then click Microsoft Word 2010. Tip If this is the first time you’ve started an Office 2010 program, Office prompts you to enter your full name and initials. Office 2010 programs use this information when track ing changes, responding to messages, and so on. Next, Office prompts you to select the type of information you want to share over the Internet, and offers the option of signing up for automatic program updates from the Microsoft Update service. None of these options place you at risk, and all can be quite useful. The Word program window opens in Print Layout view, displaying a blank document. On the ribbon, the Home tab is active. Buttons related to working with document content are organized on this tab in five groups: Clipboard, Font, Paragraph, Styles, and Editing. 2. Point to each button on the Home tab. Word displays information about the button in a ScreenTip. Working in the Program Environment 11 The ScreenTip for the Format Painter button displays the button’s name, keyboard shortcut, and function. Tip A button representing a command that cannot be performed on the selected file content is inactive (gray), but pointing to it still displays its ScreenTip. 3. Click the Insert tab, and then explore its buttons. Buttons related to all the items you can insert into the document are organized on this tab in seven groups: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols. The Insert tab of the ribbon. 4. Click the Page Layout tab, and then explore its buttons. Buttons related to the appearance of the document are organized on this tab in five groups: Themes, Page Setup, Page Background, Paragraph, and Arrange. The Page Layout tab of the ribbon. 12 Chapter 1 Explore Office 2010 5. In the Page Setup group, display the ScreenTip for the Margins button. The ScreenTip tells you how you can adjust the margins. 6. In the lower-right corner of the Page Setup group, click the Page Setup dialog box launcher. The Page Setup dialog box opens. In the Page Setup dialog box, you can specify several page layout options in one location. Notice that you can preview the results of your changes before applying them. 7. Click Cancel to close the dialog box. Working in the Program Environment 13 8. In the Themes group, click the Themes button. The group expands to display a gallery of the available themes. The theme controls the color scheme, fonts, and special effects applied to file content. 9. Press the Esc key to close the gallery without making a selection. 10. In the Page Background group, click the Page Color button, and then in the top row of the Theme Colors palette, point to each box in turn. The blank document page shows a live preview of what it will look like if you click the color you are pointing to. You can see the effect of the selection without actually applying it. 14 Chapter 1 Explore Office 2010 11. Press Esc to close the palette without making a selection. 12. Click the References tab, and then explore its buttons. Buttons related to items you can add to documents are organized on this tab in six groups: Table Of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table Of Authorities. You will usually add these items to longer documents, such as reports. The References tab of the ribbon. 13. Click the Mailings tab, and then explore its buttons. Buttons related to creating mass mailings are organized on this tab in five groups: Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish. The Mailings tab of the ribbon. 14. Click the Review tab, and then explore its buttons. Buttons related to proofreading documents, working in other languages, adding comments, tracking and resolving document changes, and protecting documents are organized on this tab in seven groups: Proofing, Language, Comments, Tracking, Changes, Compare, and Protect. The Review tab of the ribbon. 15. Click the View tab, and then explore its buttons. Buttons related to changing the view and other aspects of the display are organized on this tab in five groups: Document Views, Show, Zoom, Window, and Macros. Working in the Program Environment 15 The View tab of the ribbon. 16. On the ribbon, click the File tab, which is color-coded to match the logo color of the Word program. The Backstage view of Word 2010 is displayed. Commands related to managing documents (such as creating, saving, and printing) are available in this view. 17. If the Info page is not already displayed in the Backstage view, click Info in the left pane. On the Info page of the Backstage view, the middle pane provides options to control who can work on the document, to remove properties (associated information), and to access versions of the document automatically saved by Word. The right pane displays the associated properties, as well as dates of modification, creation, and printing, and the names of people who created and edited the document. The Info page displays and provides commands for changing the information attached to a document. See Also For information about working with properties, see “Preparing Documents for Electronic Distribution” in Chapter 7, “Preview, Print, and Distribute Documents.” 16 Chapter 1 Explore Office 2010 18. In the left pane, click Recent. The Recent page displays the names of the documents you recently worked on. By default a maximum of 20 names is displayed. You can change this number on the Advanced page of the Word Options dialog box. See Also For information about the Options dialog box, see “Changing Program Settings” later in this chapter. 19. In the left pane, click New. The New page displays all the templates on which you can base a new document. See Also For information about creating documents, see “Creating and Saving Files” in Chapter 2, “Work with Files.” 20. In the left pane, click Print. The Print page displays all print-related commands and provides a pane for previewing the current document as it will appear when printed. See Also For information about printing, see Chapter 7, “Preview, Print, and Distribute Documents.” 21. In the left pane, click Share. The Share page displays all the commands related to making the current document available to other people. See Also For information about working with shared documents, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). 22. In the left pane, click Help. The Help page displays all the ways you can get help and support for Word. The right pane of the Help page displays your Office edition, its version number, and your product ID, which you will need if you contact Microsoft Product Support. Changing Program Settings 17 23. On the Help page, under Tools for Working With Office, click Options. The Word Options dialog box opens. In this dialog box are program settings that control the way the program looks and performs. You can also display this dialog box by clicking Options in the left pane of the Backstage view. See Also For information about the Options dialog box, see the next section, “Changing Program Settings.” 24. At the bottom of the Word Options dialog box, click Cancel. You return to the blank document with the Home tab active on the ribbon. CLEAN UP Leave the blank document open if you’re continuing directly to the next exercise. Changing Program Settings Earlier in this chapter, we mentioned that you can change settings in the Options dialog box for each program to customize the program environment in various ways. After you work with a program for a while, you might want to refine more settings to tailor the program to the way you work. Knowing your way around the Options dialog box makes the customizing process more efficient. 18 Chapter 1 Explore Office 2010 In this exercise, you’ll open the Word Options dialog box and explore several of the available pages. SET UP You don’t need any practice files to complete this exercise. Open a blank document if necessary, and then follow the steps. 1. On the Home tab, in the Font group, point to the Bold button. Word displays a ScreenTip that includes the button name, its keyboard shortcut, and a description of its purpose. 2. Display the Backstage view, and click Options. The Word Options dialog box opens, displaying the General page. The General page of the Word Options dialog box. If you prefer not to see the Mini Toolbar when you select text, you can disable that feature by clearing the Show Mini Toolbar On Selection check box. Similarly, you can disable the live preview of styles and formatting by clearing the Enable Live Preview check box. 3. Under User Interface options, display the Color scheme list, and click Black. Changing Program Settings 19 4. Display the ScreenTip style list, and click Don’t show feature descriptions in 5. Under Personalize your copy of Microsoft Office, verify that the User Name 6. Click OK to close the Word Options dialog box. ScreenTips. and Initials are correct, or change them to the way you want them to appear. The program window elements are now black and shades of gray. 7. In the Font group, point to the Bold button. The ScreenTip now includes only the button name and its keyboard shortcut. 8. Open the Word Options dialog box, and in the left pane, click Display. On this page, you can adjust how documents look on the screen and when printed. The Display page of the Word Options dialog box. 20 Chapter 1 Explore Office 2010 9. In the left pane, click Proofing. This page provides options for adjusting the AutoCorrect settings and for refining the spelling-checking and grammar-checking processes. See Also For information about AutoCorrect and checking spelling, see “Correcting Spelling and Grammatical Errors” in Chapter 3, “Edit and Proofread Text.” The Proofing page of the Word Options dialog box. 10. Display the Save page. On this page, you can change the default document format; the location and save frequency of the AutoRecover file (a backup file created by Word while you’re working in the file); the default location to which Word saves files you create; and the default location for files you check out from document management servers (such as Microsoft SharePoint) and drafts of those files saved while you are working offline. Changing Program Settings 21 The Save page of the Word Options dialog box. The Save page also has options for specifying whether you want the fonts used within the current document to be embedded in the document, in the event that someone who opens the document doesn’t have those fonts on his or her computer. 11. Under Save documents, display the Save files in this format list. Notice the many formats in which you can save files. One of these is the Word 97‑2003 Document format that creates .doc files compatible with earlier versions of Word. If you upgraded to Word 2010 but your colleagues are still working in an earlier version of the program, you might want to select this option so that they will be able to view and work with any document you create. Tip If you want to save just one document in a format that is compatible with earlier versions of the program, you can click Word 97-2003 in the Save As Type list of the Save As dialog box. 12. Click away from the list to close it, and then display the Language page. If you create documents for international audiences, you can make additional editing languages available on this page. You can also specify the display, Help, and ScreenTip languages. 22 Chapter 1 Explore Office 2010 The Language page of the Word Options dialog box. 13. Display the Advanced page. This page includes options related to editing document content; displaying documents on-screen; printing, saving, and sharing documents; and a variety of other options. Although these options are labeled Advanced, they are the ones you’re most likely to want to adjust to suit the way you work. See Also For information about advanced Word 2010 options that aren’t discussed in this book, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). Changing Program Settings 23 The Advanced page of the Word Options dialog box. 14. Take a few minutes to explore all the options on this page. In the General area at the bottom of the page are two buttons: ❍ File Locations You click this button to change the default locations of various types of files associated with Word and its documents. ❍ Web Options You click this button to adjust settings for converting a document to a Web page. 24 Chapter 1 Explore Office 2010 15. Skipping over the Customize Ribbon and Quick Access Toolbar pages, which we discuss in later topics in this chapter, click Add-Ins. This page displays all the active and inactive add-ins and enables you to add and remove them. (Add-ins are utility programs that provide additional functionality to an Office program.) The Add-Ins page of the Word Options dialog box. 16. Display the Trust Center page. This page provides links to information about privacy and security. It also provides access to the Trust Center settings that control the actions Word takes in response to documents that are provided by certain people or companies, that are saved in certain locations, or that contain potentially harmful elements such as ActiveX controls or macros. Changing Program Settings 25 The Trust Center page of the Word Options dialog box. 17. Under Microsoft Office Word Trust Center, click Trust Center Settings, and then in the left pane of the Trust Center dialog box, click Trusted Locations. On this page, you can specify the locations from which Word will not block content. The Trusted Locations page of the Trust Center dialog box. CLEAN UP Close the Trust Center dialog box. Reverse any changes you don’t want to keep before moving on. Then close the Word Options dialog box. Leave the blank document open if you’re continuing directly to the next exercise. 26 Chapter 1 Explore Office 2010 Customizing the Ribbon The ribbon was designed to make all the commonly used commands visible so that people can more easily discover the full potential of an Office 2010 program. But many people use an Office program to perform the same set of tasks all the time, and for them, seeing buttons (or even entire groups of buttons) that they never use is just another form of clutter. See Also For information about minimizing and expanding the ribbon, see “Customizing the Quick Access Toolbar” later in this chapter. Would you prefer to see fewer commands than appear on the ribbon by default? Or would you prefer to see more specialized groups of commands? Well, you can. From the Customize Ribbon page of an Office 2010 program’s Options dialog box, you can control the tabs that appear on the ribbon, and the groups that appear on the tabs. The Customize Ribbon page of the Word Options dialog box. Customizing the Ribbon 27 On this page, you can customize the ribbon in the following ways: ● If you rarely use a tab, you can turn it off. ● If you use the commands in only a few groups on each tab, you can remove the groups you don’t use. (The group is not removed from the program, just from its tab.) ● You can move a predefined group by removing it from one tab and then adding it to another. ● You can duplicate a predefined group by adding it to another tab. ● You can create a custom group on any tab and then add commands to it. (You cannot add commands to a predefined group.) ● You can create a custom tab on the ribbon. For example, you might want to do this if you use only a few commands from each tab and you find it inefficient to flip between them. Don’t be afraid to experiment with the ribbon to come up with the configuration that best suits the way you work. If at any point you find that your new ribbon is harder to work with rather than easier, you can always reset everything back to the default configuration. Tip If you upgraded from Office 2007 or an earlier version of Office, you might find that some commands present in the earlier version are not available on the ribbon. A few old features have been abandoned, but others that people used only rarely have simply not been exposed in the user interface. If you want to use one of these hidden features, you can make it a part of your program environment by adding it to the ribbon or to the Quick Access Toolbar. You can find a list of all the commands that do not appear on the ribbon but are still available in a program by displaying the Customize Ribbon page of the program’s Options dialog box and then clicking Commands Not In The Ribbon in the Choose Commands From list. In this exercise, you’ll customize the ribbon in the Word program window by using techniques that are common to all Office 2010 programs. You’ll turn off tabs, remove groups, create a custom group, and add a command to the group. Then you’ll create a tab and move groups of buttons to it. Finally, you’ll reset the ribbon to its default state. SET UP You don’t need any practice files to complete this exercise. Open a blank document if necessary, and then follow the steps. 1. Open the Word Options dialog box, and then click Customize Ribbon. The Customize Ribbon page is displayed. 28 Chapter 1 Explore Office 2010 2. In the list on the right, clear the check boxes of the Insert, Page Layout, References, Mailings, and Review tabs. Then click OK. The ribbon now displays only the File, Home, and View tabs. The only tab you can’t customize is the File tab, which is your link to the Backstage view. 3. Redisplay the Customize Ribbon page of the Word Options dialog box, and in 4. Above the left pane, click Choose commands from and then, in the list, click Main 5. In the right pane, click the Paragraph group, and then click Remove. the right pane, select the Page Layout check box. Then click the plus sign to display the groups on this tab. Tabs. In the Main Tabs list, click the plus sign adjacent to Page Layout to display the groups that are predefined for this tab. The group is removed from the Page Layout tab on the ribbon (the list on the right) but is still available in the list on the left. You can add it back to the Page Layout tab or add it to a different tab at any time. 6. In the right pane, click the plus sign adjacent to Home to display its groups, and 7. Below the right pane, click New Group. When the New Group (Custom) group then click the word Home. is added to the bottom of the Home group list, click Rename, type Final in the Display name box, and click OK. Then click the Move Up button until the Final group is at the top of the list. Because of its location in the list, the new group will appear at the left end of the Home tab. Customizing the Ribbon 29 You have created a custom group on the Home tab. 8. In the Choose commands from list, click File Tab. The available commands list changes to include only the commands that are available in the Backstage view, which you display by clicking the File tab. 9. In the available commands list, click Inspect Document, and click Add. Then repeat this step to add Mark as Final. The two commands are added to the custom group. You can add commands to a custom group but not to a predefined group. 30 Chapter 1 Explore Office 2010 10. In the right pane, remove the Font, Paragraph, and Styles groups from the Home 11. Click the word Home, and then below the list, click New Tab. tab, and remove the Page Background group from the Page Layout tab. A new tab is added to the right pane and is selected for display on the ribbon. It has automatically been given one custom group. 12. Click Remove to remove the custom group. 13. Click New Tab (Custom), and then click Rename. In the Rename dialog box, type 14. Display Main Tabs in the list on the left, and then expand the Home and Page 15. With the Formatting tab selected in the right pane, add the Font, Paragraph, and Formatting in the Display name box, and click OK. Layout tabs. Styles groups from Home in the left pane, and then add Page Background from Page Layout. The right pane shows the new configuration of the Home, Formatting, and Page Layout tabs. You have moved groups from the Home and Page Layout tabs to a new Formatting tab. Customizing the Quick Access Toolbar 31 16. In the Word Options dialog box, click OK. The Home tab displays the new Final group. The custom Home tab. 17. Click the Formatting tab. The formatting commands are now collected on the Formatting tab. The custom Formatting tab. 18. Display the Customize Ribbon page of the Word Options dialog box. In the lower- 19. Click OK to close the Word Options dialog box. right corner, click Reset, and then click Reset all customizations. Then in the message box asking you to confirm that you want to delete all ribbon and Quick Access Toolbar customizations, click Yes. The default ribbon configuration is restored. CLEAN UP Close the open document. Customizing the Quick Access Toolbar If you regularly use a few buttons that are scattered on various tabs of the ribbon and you don’t want to switch between tabs to access the buttons or crowd your ribbon with a custom tab, you might want to add these frequently used buttons to the Quick Access Toolbar. They are then always visible in the upper-left corner of the program window. Clicking Quick Access Toolbar in the left pane of a program’s Options dialog box displays the page where you specify which commands you want to appear on the toolbar. 32 Chapter 1 Explore Office 2010 The Quick Access Toolbar page of the Word Options dialog box. On this page, you can customize the ribbon in the following ways: ● You can define a custom Quick Access Toolbar for the program, or you can define a custom Quick Access Toolbar for a specific file. ● You can add any command from any group of any tab, including contextual tabs, to the toolbar. ● You can display a separator between different types of buttons. ● You can move buttons around on the toolbar until they are in the order you want. ● You can reset everything back to the default Quick Access Toolbar configuration. If you never use more than a few buttons, you can add those buttons to the Quick Access Toolbar and then hide the ribbon by double-clicking the active tab or by clicking the Minimize The Ribbon button. Only the Quick Access Toolbar and tab names remain visible. You can temporarily redisplay the ribbon by clicking the tab you want to view. Customizing the Quick Access Toolbar 33 You can permanently redisplay the ribbon by double-clicking any tab or by clicking the Expand The Ribbon button. As you add buttons to the Quick Access Toolbar, it expands to accommodate them. If you add many buttons, it might become difficult to view the text in the title bar, or not all the buttons on the Quick Access Toolbar might be visible, defeating the purpose of adding them. To resolve this problem, you can move the Quick Access Toolbar below the ribbon by clicking the Customize Quick Access Toolbar button and then clicking Show Below The Ribbon. In this exercise, you’ll add a couple buttons to the Quick Access Toolbar for all documents, and then you’ll test the buttons. SET UP You don’t need any practice files to complete this exercise. Open a blank document, and then follow the steps. 1. Open the Word Options dialog box, and then click Quick Access Toolbar. The Customize The Quick Access Toolbar page displays a list of available commands on the left side, and a list of the currently displayed commands on the right side. Tip If you want to create a Quick Access Toolbar that is specific to the active file, click the arrow at the right end of the box below Customize Quick Access Toolbar, and then click For <file name>. Then any command you select will be added to a toolbar specific to that file instead of the toolbar for the program. 2. At the top of the available commands list on the left, double-click Separator. 3. Scroll down the available commands list, click the Quick Print command, and then 4. Repeat step 3 to add the Text Highlight Color command. click Add. The Text Highlight Color command is added to the list of commands that will appear on the Quick Access Toolbar. The arrow to the right of the command indicates that clicking this button on the Quick Access Toolbar will display a menu of options. 34 Chapter 1 Explore Office 2010 5. Click OK to close the Word Options dialog box. The Quick Access Toolbar now includes the default Save, Undo, and Repeat buttons and the custom Quick Print and Text Highlight Color buttons, separated by a line. You have added two buttons to the Quick Access Toolbar. To print a document with the default settings, you no longer have to click the File tab to display the Backstage view. Click Print in the left pane, and then click the Print button. 6. If you want to test printing from the Quick Access Toolbar, ensure that your printer is turned on, and then on the Quick Access Toolbar, click the Quick Print button. Now let’s see how easy it is to highlight or remove highlighting from text when you are working primarily with the commands on a tab other than the Home tab. 7. Click the Review tab. Then select the first highlighted paragraph, Proof of notice 8. On the Quick Access Toolbar, click the Text Highlight Color arrow, and then click of meeting. No Color. The yellow highlight is removed from the selection. The No Color option becomes the default for the Text Highlight Color button. 9. Select the next highlighted paragraph, and on the Quick Access Toolbar, click the Text Highlight Color button. The yellow highlight is removed from the selection. 10. Display the Quick Access Toolbar page of the Word Options dialog box, click 11. In the Reset Customizations message box, click Yes to return the Quick Access Reset, and then click Reset only Quick Access Toolbar. Toolbar to its default contents. Then click OK to close the Word Options dialog box. CLEAN UP Close the open document. Key Points 35 Key Points ● The Office 2010 program environment is flexible and can be customized to meet your needs. ● Most of the settings that control the working environment are gathered on the pages of the Options dialog box. ● You can customize the ribbon to make the development tools you need most often easily accessible. ● You can provide one-click access to any command by adding a button for it to the Quick Access Toolbar, either for the program or for one file. Chapter at a Glance Create and save files, page 38 Open, move around in, and close files, page 46 View files in different ways, page 52 2 Work with Files In this chapter, you will learn how to ✔ Create and save files. ✔ Open, move around in, and close files. ✔ View files in different ways. When working in Microsoft Word, Excel, or PowerPoint, you save content in individual files. In each program, you can save files as different types depending on each file’s purpose. The standard files are Word documents, Excel workbooks, and PowerPoint presentations. Regardless of the program or file type, you use similar techniques for creating, saving, moving around in, and viewing files in each program. When working in OneNote, content is saved in individual files representing pages that are part of a notebook structure. OneNote creates the files for you and saves your changes as you work, so you don’t need to. However, you use some of the same techniques for moving around in and viewing files as you do in other Microsoft Office 2010 programs. In this chapter, you’ll practice working with files in Word, using techniques that are common to working in files created in Word, Excel, or PowerPoint. First you’ll create and save a document and then save an existing document in a different location. Then you’ll open an existing document, move around in it, and close it. Finally, you’ll explore various ways of viewing file content. Practice Files Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter02 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book. 37 38 Chapter 2 Work with Files Creating and Saving Files When you start Word, Excel, or PowerPoint without opening a specific file, the program displays a blank document, workbook, or presentation in which you can start entering content. A blinking cursor (in the form of a vertical line) in the text pane or worksheet cell shows where the next character you type will appear. When an Office 2010 program is running, you can create a new file from the New page of the Backstage view, which you display by clicking the File tab on the ribbon. From the New page, you can create a document based on a preformatted template. Tip More documents may be added to those available from Microsoft Office Online, so the templates available on your New page might be different from those shown here. The documents listed on the New page are based on templates, which are sets of formats that have been saved in such a way that you can use them as a pattern for new documents. For example, in Word 2010 the icons in the top section of the Available Templates gallery are: ● Blank document Clicking this icon opens a document formatted with the standard settings. The document contains no content. Tip The standard Word document settings are based on a template named Normal, which is installed on your computer as part of the Office installation. You can make changes to the Normal template but it is not customary or advisable to do so. Creating and Saving Files 39 ● Blog post Clicking this icon opens a document containing the basic elements of a blog post in a document window. The document window includes additional functionality enabling you to easily post directly to an existing blog site from within Word. ● Recent templates Clicking this icon displays a page on which you can select from the most recent templates you have used. Tip Clicking the Back button or the Home button takes you back to the New page. ● Sample templates Clicking this icon displays a page on which you can select from sample documents that come with Word. ● My templates Clicking this icon displays a dialog box in which you can select a template you have created as the basis for a new document. ● New from existing Clicking this icon displays a dialog box in which you can select an existing document as the basis for a new document. The icons in the Office.com Templates section represent categories of common types of files for the program you’re working in. Depending on how many templates are available in a category, the icon might be a folder. Regardless, clicking one of these icons displays more templates that are available for download from the Microsoft Office Online Web site. You can also search for specific file types by entering the type you want in the Search Office.com For Templates box and clicking the Start Searching button. See Also For information about document templates, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). When you find a template you might want to use as the basis for your new file, clicking its icon displays a preview of that file in the right pane. You can then click the Create button in the right pane to create the file. Tip Double-clicking an icon creates that type of file without first displaying it in the preview pane. Each file you create from the New page of the Backstage view is temporary until you save it. To save a document, workbook, or presentation for the first time, you click the Save button on the Quick Access Toolbar or click Save in the Backstage view. Either action displays the Save As dialog box, where you can assign a name and storage location to the file. 40 Chapter 2 Work with Files By default, the Save As dialog box displays the contents of your Documents library. Troubleshooting This graphic shows the Save As dialog box as it appears when Word is run ning on Windows 7. If you are using a different version of the Windows operating system, your dialog box will look different but the way you work in it will be similar. If you want to save the file in a folder other than the one shown in the Address bar at the top of the dialog box, you can click the arrow or chevrons in the Address bar or click locations in the Navigation pane on the left to display the folder you want. If you want to create a folder in which to store the file, you can click the New Folder button on the toolbar. If you want to save a file in a format other than the one shown in the Save As Type box, click the Save As Type arrow and then, in the Save As Type list, click the file format you want. Creating and Saving Files 41 After you save a file the first time, you can save subsequent changes by clicking the Save button. The new version of the file then overwrites the previous version. Keyboard Shortcut Press Ctrl+S to save the current document. Tip Windows 7 automatically retains previous file versions. To view previous versions of a file on a computer running Windows 7, right-click the file in Windows Explorer, and then click Restore Previous Versions. If you want to keep both the new version and the previous version, click Save As in the Backstage view, and then save the new version with a different name in the same location or with the same name in a different location. (You can’t store two files of the same type with the same name in the same folder.) Tip By default, each program periodically saves the file you’re working on in case the program stops responding or you lose electrical power. To adjust the frequency at which the program saves the file, display the Backstage view, click Options, click the Save tab in the left pane of the Options dialog box, and specify the period of time in the box to the right of the Save AutoRecover Information Every check box. Then click OK. In this exercise, you’ll work with files in Word by using techniques that are common to all Office 2010 programs. You’ll create a blank document, enter text, and save the document in a folder that you create. SET UP You don’t need any practice files to complete this exercise. Start Word, and then follow the steps. 1. On the ribbon, click the File tab to display the Backstage view. Then in the left 2. On the New page, double-click Blank document. pane of the Backstage view, click New. Word creates a blank document temporarily called Document2 and displays it in its own program window in Print Layout view. Document1 is still open, but its window is hidden by the Document2 window. Tip Word created Document1 when you started the program. See Also For information about switching between open windows, see “Viewing Files in Different Ways” later in this chapter. 3. With the cursor at the beginning of the new document, type Parks Appreciation Day, and then press the Enter key. The text appears in the new document. 42 Chapter 2 Work with Files 4. Type the following sentence (including the period): Help beautify our city by participating in the annual cleanup of Log Park, Swamp Creek Park, and Linkwood Park. This is a lot of fun! Volunteers receive a free T-shirt and barbeque lunch. Bring your own gardening tools and gloves. Notice that you did not need to press Enter when the cursor reached the right margin because the text automatically continued on the next line. You press Enter at the end of each paragraph; the Word Wrap feature takes care of wrapping each line. Tip If a red or green wavy line appears under a word or phrase, Word is flagging a possible error in spelling or grammar. For now, ignore any errors. 5. Press Enter, and then type the following sentence (including the period): The Service Committee is coordinating groups to participate in this event. If you are interested in spending time outdoors with your family and friends while improving the quality of our parks, contact Paul Shen at [email protected] 6. On the Quick Access Toolbar, click the Save button. The Save As dialog box opens, displaying the contents of your Documents library. In the File Name box, Word suggests the first words in the document as a possible name. 7. Navigate to your Chapter02 practice file folder. Creating and Saving Files 43 8. On the dialog box’s toolbar, click the New folder button, type My New Documents 9. In the File name box, click anywhere in Parks Appreciation Day to select it, and as the name of the new folder, and press Enter. Then double-click the My New Documents folder. then replace this name by typing My Announcement. Important Each type of file is identified by a specific file name extension. For exam ple, the extension .docx identifies documents created in Word 2010 or Word 2007 that don’t contain macros. Windows 7 does not display these extensions by default, and you don’t need to type them in the Save As dialog box. When you save a file, Word automatic ally adds whatever extension is associated with the type of file selected in the Save As Type box. 10. Click Save. The Save As dialog box closes, Word saves the My Announcement document in the My New Documents folder, and the name of the document, My Announcement, appears on the program window’s title bar. 11. Display the Backstage view, and then click Save As. The Save As dialog box opens, displaying the contents of the My New Documents folder, because that is the last folder you worked with. 12. In the Address bar of the Save As dialog box, to the left of My New Documents, click Chapter02. The dialog box now displays the contents of the Chapter02 practice file folder, which is the folder that contains the My New Documents folder. See Also For information about working with the file properties that appear at the bot tom of the Save As dialog box, see “Preparing Documents for Electronic Distribution” in Chapter 7, “Preview, Print, and Distribute Documents.” 13. Click Save. Word saves the My Announcement document in the Chapter02 practice file folder. You now have two versions of the document saved with the same name but in different folders. CLEAN UP At the right end of the title bar, click the Close button (the X) to close the My Announcement document. Leave Document1 open for use in the next exercise. 44 Chapter 2 Work with Files File Compatibility with Earlier Versions of Office Programs The Office 2010 programs use file formats based on a programming language called extended markup language, or more commonly, XML. These file formats, called the Microsoft Office Open XML Formats, were introduced with Microsoft Office 2007. The Office Open XML formats provide the following benefits: ● File size is smaller because files are compressed when saved, decreasing the amount of disk space needed to store the file, and the amount of bandwidth needed to send files in e-mail, over a network, or across the Internet. ● Recovering at least some of the content of damaged files is possible because XML files can be opened in a text program such as Notepad. ● Security is greater because the standard file formats cannot contain macros, and personal data can be detected and removed from the file. (Word 2010 and Word 2007 provide a different file format—.docm—for documents that contain macros.) Each Office 2010 program offers a selection of file formats intended to provide specific benefits. The file formats and file name extensions for Word 2010 documents include the following: ● Word Document (.docx) ● Word Macro-Enabled Document (.docm) ● Word Template (.dotx) ● Word Macro-Enabled Template (.dotm) ● Word XML Document (.xml) The file formats and file name extensions for Excel 2010 documents include the following: ● Excel Workbook (.xlsx) ● Excel Macro-Enabled Workbook (.xlsm) ● Excel Binary Workbook (.xlsb) ● Excel Template (.xltx) ● Excel Macro-Enabled Template (.xltm) ● Excel Add-In (.xlam) Creating and Saving Files 45 The file formats and file name extensions for PowerPoint 2010 documents include the following: ● PowerPoint Presentation (.pptx) ● PowerPoint Macro-Enabled Presentation (.pptm) ● PowerPoint Template (.potx) ● PowerPoint Macro-Enabled Template (.potm) ● PowerPoint Show (.ppsx) ● PowerPoint Macro-Enabled Show (.ppsm) ● PowerPoint Add-In (.ppam) ● PowerPoint XML Presentation (.xml) ● PowerPoint Picture Presentation (.pptx) Other non–program specific file types, such as text files, Web pages, PDF files, and XPS files, are available from the Save As dialog box of each program. Tip OneNote notebooks are stored in folders. For information about the OneNote file formats, see “Navigating in the OneNote Program Window” in Chapter 18, “Explore OneNote 2010.” You can open a file created with Office 2003, Office XP, Office 2000, or Office 97 in an Office 2010 program, but new features will not be available. The file name appears in the title bar with [Compatibility Mode] to its right. You can work in Compatibility mode, or you can convert the document to the current file format by displaying the Info page of the Backstage view and clicking the Convert button in the Compatibility Mode section. You can also click Save As in the Backstage view to save a copy of the file in the current format. If you work with people who are using Office 2003, Office XP, Office 2000, or Office 97, you can save your documents in a format that they will be able to open and use by choosing the corresponding 97-2003 file format in the Save As Type list, or they can download the Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint File Formats from the Microsoft Download Center (located at download.microsoft.com) so that they can open current Office files in their version of Office. 46 Chapter 2 Work with Files Opening, Moving Around in, and Closing Files If a program isn’t already running, you can start the program and simultaneously open an existing file by double-clicking the file in Windows Explorer. While a program is running, you can open an existing document from the Backstage view. If you have recently worked on the document you want to open, you can display the Recent page and simply click the document you want in the list. If the document is not available on the Recent page, clicking Open in the left pane displays the Open dialog box. The Open dialog box, displaying the contents of a recently used folder. By default, the Open dialog box displays your Documents library, with a combined view of your My Documents folder and the Public Documents folder. If you display the dialog box again in the same Word session, it displays the contents of the folder from which you last opened a file. To display the contents of a different folder, you can use the standard Windows techniques described in “Creating and Saving Files” earlier in this chapter. After you locate the document you want to work with, you can open it by clicking its file name and then clicking Open in the lower-right corner of the dialog box, or by simply double-clicking the file name. Tip Clicking a file name and then clicking the Open arrow (not the button) displays a list of alternative ways in which you can open the file. To look through the file without making any inadvertent changes, you can open it as read-only, or you can open a separate copy of the file. After a computer crash or similar incident, you can open the file and attempt to repair any damage. You can also display the file in other versions and formats. Opening, Moving Around in, and Closing Files 47 If you open a document that is too long to fit entirely on the screen, you can bring off-screen content into view without changing the location of the cursor by using the vertical scroll bar in the following ways: ● Click the scroll arrows to move up or down by one line. ● Click above or below the scroll box to move up or down by the height of one window. ● Drag the scroll box on the scroll bar to display the part of the document corre- sponding to the location of the scroll box. For example, dragging the scroll box to the middle of the scroll bar displays the middle of the document. If the document is too wide to fit on the screen, Word displays a horizontal scroll bar that you can use in similar ways to move from side to side. You can also move around in a document by moving the cursor. To place the cursor in a specific location, you simply click there. To move the cursor one page backward or forward, you click the Previous Page and Next Page buttons below the vertical scroll bar. You can also press a keyboard key to move the cursor. For example, pressing the Home key moves the cursor to the left end of a line. Tip The location of the cursor is displayed on the status bar. You can also display its location by page, section, line, and column, and in inches from the top of the page. SImply select the option you want from the status bar shortcut menu. The following table lists ways to use your keyboard to move the cursor. Cursor movement Key or keyboard shortcut Left one character Left Arrow Right one character Right Arrow Down one line Down Arrow Up one line Up Arrow Left one word Ctrl+Left Arrow Right one word Ctrl+Right Arrow To the beginning of the current line Home To the end of the current line End To the beginning of the document Ctrl+Home To the end of the document Ctrl+End To the beginning of the previous page Ctrl+Page Up To the beginning of the next page Ctrl+Page Down Up one screen Page Up Down one screen Page Down 48 Chapter 2 Work with Files In a long document, you might want to move quickly among elements of a certain type; for example, from graphic to graphic. Clicking the Select Browse Object button at the bottom of the vertical scroll bar displays a gallery of browsing options, such as Browse By Page and Browse By Graphic. (These options are also available on the Go To tab of the Find And Replace dialog box, which you display by clicking the Find arrow in the Editing group of the Home tab and then clicking Go To.) You can also display the Navigation task pane and move from heading to heading or page to page. Keyboard Shortcut Press Ctrl+G to display the Go To tab of the Find And Replace dialog box. See Also For information about using the Navigation task pane to search for specific content in a document, see “Finding and Replacing Text” in Chapter 3, “Edit and Proofread Text.” If more than one document is open, you can close the active document without exiting Word by clicking the Close button at the right end of the title bar. If only one document is open, clicking the Close button closes the document and also exits Word. If you want to close that document but leave Word running, you must click Close in the Backstage view. In this exercise, you’ll work with files in Word by using techniques that are common to all Office 2010 programs. You’ll open an existing document, save a copy of the document, and explore various ways of moving around in it. Then you’ll close the document. SET UP You need the Rules_start document located in your Chapter02 practice file folder to complete this exercise. Continue from the previous exercise or exit and restart Word so that Document1 is the only open document. Then follow the steps. 1. Click the File tab to display the Backstage view, and then click Open. The Open dialog box opens, showing the contents of the folder you used for your previous open or save action. 2. Navigate to the location in which you saved the practice files for this book, and 3. Click the Rules_start document, and then click Open. open the Chapter02 folder. The Rules_start document opens in the Word program window. Opening, Moving Around in, and Closing Files 49 An existing document displayed in Print Layout view. Troubleshooting The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the beginning of this book. 4. Display the Backstage view, and in the left pane, click Save As. In the Save As dialog box, change the file name to Rules, and then click Save. Now you can experiment with the document without fear of overwriting the original. 5. In the second line of the document title, click at the end of the paragraph to position the cursor. 6. Press the Home key to move the cursor to the beginning of the line. 7. Press the Right Arrow key six times to move the cursor to the beginning of the word and in the heading. 50 Chapter 2 Work with Files 8. Press the End key to move the cursor to the end of the line. 9. Press Ctrl+End to move the cursor to the end of the document. 10. Press Ctrl+Home to move the cursor to the beginning of the document. 11. At the bottom of the vertical scroll bar, click the Next Page button. 12. Click above the scroll box to change the view of the document by the height of one window. 13. Drag the scroll box to the top of the scroll bar. The beginning of the document comes into view. Note that the location of the cursor has not changed—just the view of the document. 14. Click to the left of the first row of the title to place the cursor at the top of the document, and then near the bottom of the vertical scroll bar, click the Select Browse Object button. A gallery of browsing choices opens. The Select Browse Object gallery. 15. Move the pointer over the buttons representing the objects among which you can browse. As you point to each button, the name of the browsing option appears at the top of the gallery. 16. Click the Browse by Page button. The cursor moves from the beginning of page 1 to the beginning of page 2. 17. Click the View tab, and then in the Show group, select the Navigation Pane check box. The Navigation task pane opens on the left side of the screen, displaying an outline of the headings in the document. The heading of the section containing the cursor is highlighted. Opening, Moving Around in, and Closing Files 51 From the Navigation task pane, you can move from heading to heading or from page to page. 18. In the Navigation task pane, click the Landscaping heading. Word scrolls the document and moves the cursor to the selected heading. 19. In the Navigation task pane, click the Browse the pages in your document tab (the one with the icon of four small pages). Then scroll through the thumbnails in the task pane, and click page 5. 20. At the right end of the Navigation task pane title bar, click the Close button. 21. At the right end of the program window title bar, click the Close button. The Rules document closes, and Document1 becomes the active document. 22. Display the Backstage view, and then click Close. Document1 closes, leaving Word running. Troubleshooting In step 22, if you click the Close button at the right end of the title bar instead of clicking Close in the Backstage view, you’ll close the open Word document and exit the Word program. To continue working, start Word again. CLEAN UP If you’re continuing directly to the next exercise, leave Word running. 52 Chapter 2 Work with Files Viewing Files in Different Ways In each program, you can display the content of a file in a variety of views, each suited to a specific purpose. You switch the view by clicking the buttons in the Document Views group on the View tab, or those on the View Shortcuts toolbar in the lower-right corner of the program window. The views in each program are specific to that program’s files. Word 2010 includes the following views: ● Print Layout view This view displays a document on the screen the way it will look when printed. You can see page layout elements such as margins, page breaks, headers and footers, and watermarks. ● Full Screen Reading view This view displays as much of the content of the docu- ment as will fit on the screen at a size that is appropriate for reading. In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for saving and printing the document, accessing references and other tools, highlighting text, and making comments. You can move from page to page and adjust the view by selecting options from the View Options menu. You can edit the document only if you turn on the Allow Typing option on this menu, and you can switch views only by clicking the Close button to return to the previous view. ● Web Layout view This view displays the document the way it will look when viewed in a Web browser. You can see backgrounds and other effects. You can also see how text wraps to fit the window and how graphics are positioned. ● Outline view This view displays the structure of a document as nested levels of headings and body text, and provides tools for viewing and changing its hierarchy. ● Draft view This view displays the content of a document with a simplified layout so that you can type and edit quickly. You can’t see page layout elements. See Also For information about Web Layout view and Outline view, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). Excel 2010 includes the following views: ● Normal view This view displays the worksheet with column and row headers. ● Page Layout view This view displays the worksheet on the screen the way it will look when printed, including page layout elements. ● Page Break Preview view This view displays only the portion of the worksheet that contains content, and any page breaks. You can drag page breaks in this view to move them. Viewing Files in Different Ways 53 PowerPoint 2010 includes the following views: ● Normal view This view displays individual slides with active content objects such as text containers, and a separate pane into which you can enter notes. ● Slide Sorter view This view displays all the slides in a presentation. You can apply formatting to individual slides and to groups of slides, but you can’t edit the slide content. ● Notes Page view This view displays each slide and its accompanying notes as they will look when printed in the Notes Page print layout. ● Reading view This view displays individual slides as they will appear on the screen, without active content objects. In this view, the ribbon is hidden. You can move from page to page and adjust the view by selecting options from a menu on the status bar. You can’t edit slide content in this view. See Also For information about OneNote 2010 notebook views, see Chapter 18, “Explore OneNote 2010.” When you want to focus on the layout of a document, worksheet, or slide, you can display rulers and gridlines to help you position and align elements. Simply select the corresponding check boxes in the Show group on the View tab. You can also adjust the magnification of the document by using the tools available in the Zoom group on the View tab, or the Zoom button or Zoom slider at the right end of the status bar. Clicking the Zoom button in either location displays a dialog box where you can select or type a percentage; or you can drag the Zoom slider to the left or right or click the Zoom Out or Zoom In button on either side of the slider to change the percentage incrementally. You’re not limited to working with one file at a time. You can easily switch between open files, and you can display more than one program window simultaneously. If you want to work with different parts of a document, you can open the document in a second window and display both, or you can split a window into two panes and scroll through each pane independently by using options in the Window group on the View tab. Not represented on the View tab is a feature that can be invaluable when you are finetuning the layout of a document. Clicking the Show/Hide ¶ button in the Paragraph group on the Home tab turns the display of nonprinting and hidden characters on and off. Nonprinting characters, such as tabs and paragraph marks, control the layout of your document, and hidden characters provide the structure for behind-the-scenes processes, such as indexing. You can control the display of these characters for each window. Tip You can hide any text by selecting it, clicking the Font dialog box launcher, selecting the Hidden check box, and clicking OK. When the Show/Hide ¶ button is turned on, hidden text is visible and is identified in the document by a dotted underline. 54 Chapter 2 Work with Files In this exercise, you’ll work with files in Word by using techniques that are common to all Office 2010 programs. First you’ll explore various ways that you can customize Print Layout view to make the work of developing documents more efficient. You’ll turn white space on and off, zoom in and out, display the rulers and Navigation task pane, and view nonprinting characters and text. Then you’ll switch to other views, noticing the differences so that you have an idea of which one is most appropriate for which task. Finally, you’ll switch between open documents and view documents in more than one window at the same time. SET UP You need the Procedures_start and Prices_start documents located in your Chapter02 practice file folder to complete this exercise. Open the Procedures_start document and save it as Procedures. Then follow the steps. 1. In Print Layout view, scroll through the document. As you can see, on all pages but the first, the printed document will have the title in the header at the top of the page, the page number in the right margin, and the date in the footer at the bottom of each page. See Also For information about headers and footers, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). 2. Point to the gap between any two pages, and when the pointer changes to two opposing arrows, double-click the mouse button. Then scroll through the document again. The white space at the top and bottom of each page and the gray space between pages are now hidden, as are the header and footer. Hiding white space between pages makes it quicker to scroll through a long document and easier to compare the content on two pages. 3. Restore the white space by pointing to the line that separates one page from the next and double-clicking the mouse button. Viewing Files in Different Ways 55 4. Press Ctrl+Home to move to the top of the document, and then near the right end of the status bar, click the Zoom button. The Zoom dialog box opens. You can click a preset zoom percentage or specify your own. 5. Click Many pages. Then click the monitor button, click the second page thumbnail in the top row, and click OK. The magnification changes so that you can see two pages side by side. You can now scroll through the document two pages at a time. 56 Chapter 2 Work with Files 6. At the bottom of the vertical scroll bar, click the Next Page button to display the third and fourth pages of the document. 7. On the View tab, click the Zoom button. Then in the Zoom dialog box, click 75%, and click OK. Notice that the Zoom percentage and slider position are adjusted to reflect the new setting. 8. On the status bar, at the left end of the Zoom slider, click the Zoom Out button two times. As you click the button, the Zoom percentage decreases and the slider moves to the left. 9. At the right end of the Zoom slider, click the Zoom In button until the magnification is 100 percent. 10. On the View tab, in the Show group, select the Ruler check box. Horizontal and vertical rulers appear above and to the left of the page. On the rulers, the content area of the page is white and the margins are blue. 11. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button. Nonprinting characters such as spaces, tabs, and paragraph marks are now visible. You can display the nonprinting characters that control the layout of the content. 12. On the View Shortcuts toolbar, click the Full Screen Reading button. Word displays the document in a format that’s easy to read. Viewing Files in Different Ways 57 You can’t edit content in Full Screen Reading view unless you set the view options to Allow Typing. 13. In the lower-right corner of the window, click the Forward button. You can now read the next two screens of information. 14. To the right of the screen indicator at the top of the window, click the Previous 15. Point to each button on the toolbar at the top of the window to display its 16. Press Ctrl+Home. Then on the View Shortcuts toolbar, click the Web Layout Screen button. ScreenTip. Then in the upper-right corner, click the Close button to return to Print Layout view. button, and scroll through the document. In a Web browser, the text column will fill the window and there will be no page breaks. 17. Press Ctrl+Home, and then on the View Shortcuts toolbar, click the Outline button. Word displays the document’s hierarchical structure, and the Outlining tab appears on the ribbon. 58 Chapter 2 Work with Files 18. On the Outlining tab, in the Outline Tools group, click the Show Level arrow, and in the list, click Level 2. The document collapses to display only the Level 1 and Level 2 headings. You can control the level of detail shown in the document’s hierarchy. 19. On the View Shortcuts toolbar, click the Draft button, and then scroll through the document. You can see the basic content of the document without any extraneous elements, such as margins and headers and footers. The active area on the ruler indicates the width of the text column, dotted lines indicate page breaks, and scrolling is quick and easy. 20. Display the Backstage view, click Open, and then in the Open dialog box display- ing the contents of your Chapter02 practice file folder, double-click Prices_start. The Prices_start document opens in Print Layout view in its own window. Notice that the telephone number in the body of the memo has a dotted underline, which indicates that it is formatted as hidden. 21. Save the Prices_start document as Prices so that you can work with it without overwriting the original. 22. On the Home tab, in the Paragraph group, click the active Show/Hide ¶ button to turn it off. The telephone number is no longer visible. Viewing Files in Different Ways 59 23. On the View tab, in the Window group, click the Switch Windows button, and then in the list of open documents, click Procedures. The Procedures document is displayed in Draft view with nonprinting characters and hidden text turned on. 24. On the View tab, in the Window group, click the Arrange All button. The open windows are sized and stacked one above the other. Each window has a ribbon, so you can work with each document independently. You can display more than one window at the same time. Tip The ribbons in each window take up a lot of screen space. To see more of each document, you can click the Minimize The Ribbon button to hide all but the tab names. 25. At the right end of the Document1 window title bar, click the Close button. Then in either open window, click the Arrange All button again. Word resizes the open windows to occupy the available space. 26. At the right end of the Prices window title bar, click the Maximize button. The window expands to fill the screen. 27. On the View tab, in the Show group, clear the Ruler check box. CLEAN UP Close the Procedures and Prices documents. 60 Chapter 2 Work with Files Key Points ● You create new documents, workbooks, presentations, and notebooks from the New page of the Backstage view. When creating documents, workbooks, and presentations, you can choose a blank template or a template that includes preset formatting and content placeholders. ● When you save a file, you specify its name, location, and file format in the Save As dialog box. Each program offers several file formats. ● The cursor indicates the location in which text will be inserted when you type. It’s easy to move the cursor by clicking in the text or by pressing keys and keyboard shortcuts. ● You can view a file in a variety of ways, depending on your needs as you create the file and on the purpose for which you are creating it. Part 2 Microsoft Word 2010 3 Edit and Proofread Text . . . . . . . . . . . . . . . . . . . . . . . 63 4 Change the Look of Text . . . . . . . . . . . . . . . . . . . . . . . 99 5 Organize Information in Columns and Tables . . . . 139 6 Add Simple Graphic Elements . . . . . . . . . . . . . . . . . 167 7 Preview, Print, and Distribute Documents . . . . . . . 205 61 Chapter at a Glance Find and replace text, page 73 Make text changes, page 64 Fine-tune text, page 79 Correct spelling and grammatical errors, page 87 Insert saved text, page 93 3 Edit and Proofread Text In this chapter, you will learn how to ✔ Make text changes. ✔ Find and replace text. ✔ Fine-tune text. ✔ Correct spelling and grammatical errors. ✔ Insert saved text. As you learned in Chapter 1, "Explore Office 2010," entering text is a simple matter of typing. However, even the most accurate typists occasionally make mistakes, also known as typos (for typographical errors). Unless the documents you create are intended for no one’s eyes but your own, you need to ensure that they are not only correct but also persuasive. Whether you are a novice or experienced writer, Microsoft Word 2010 has several tools that make creating professional documents easy and efficient. ● Editing tools These tools provide quick-selection techniques and drag-and- drop editing to make it easy to move and copy text anywhere you want it. ● Search tools These tools can be used to locate and replace words, phrases, and special characters, either one at a time or throughout a document. See Also For information about using the search tools to find and replace formatting, see the sidebar "Finding and Replacing Formatting" in Chapter 4, "Change the Look of Text." ● Research tools These tools make it easy to find synonyms, look up information, and translate words and phrases. 63 64 Chapter 3 Edit and Proofread Text ● AutoCorrect and Spelling And Grammar These features make it easy to correct typographical and grammatical errors before you share a document with others. ● Quick Parts These building blocks can be used to save and recall specialized terms or standard paragraphs. Tip Word also includes formatted building blocks for document elements such as cover pages, headers, and footers. For information, see "Inserting Building Blocks" in Chapter 6, "Add Simple Graphic Elements." In this chapter, you’ll edit the text in a document by inserting and deleting text, copying and pasting a phrase, and moving a paragraph. Then you’ll replace one phrase with another throughout the entire document. Next, you’ll replace a word with a synonym and translate another word. You’ll also add misspelled words to the AutoCorrect list and check the spelling and grammar of a document. Finally, you’ll save a couple of building blocks for insertion later in a document. Practice Files Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter03 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book. Making Text Changes You’ll rarely write a perfect document that doesn’t require any editing. You’ll almost always want to add or remove a word or two, change a phrase, or move text from one place to another. You can edit a document as you create it, or you can write it first and then revise it. Or you might want to edit a document that you created for one purpose so that you can use it for a different purpose. For example, a letter might make an ideal starting point for a flyer, or a report might contain all the information you need for a Web document. Inserting text is easy; you click to position the cursor and simply begin typing. Any existing text to the right of the cursor moves to make room for the new text. Deleting text is equally easy. If you want to delete only one or a few characters, you can simply position the cursor and then press the Backspace or Delete key until the characters are all gone. Pressing Backspace deletes the character to the left of the cursor; pressing Delete deletes the character to the right of the cursor. Making Text Changes 65 To delete more than a few characters efficiently, you need to know how to select the text. Selected text appears highlighted on the screen. You can drag through a section of text to select it, or you can select specific items as follows: ● Word Double-click anywhere in the word. The word and the space immediately following it are selected, but not any punctuation following the word. ● Sentence Click anywhere in the sentence while holding down the Ctrl key. Word selects all the characters in the sentence, from the first character through the space following the ending punctuation mark. ● Paragraph Triple-click anywhere in the paragraph. Word selects the text of the paragraph and the paragraph mark. ● Adjacent words, lines, or paragraphs Position the cursor at the beginning of the text you want to select, hold down the Shift key, and then press the Arrow keys to select one character or line at a time; hold down the Shift and Ctrl keys and press the Arrow keys to select one word at a time; or click at the end of the text that you want to select. ● Non-adjacent words, lines, or paragraphs Make the first selection, and then hold down the Ctrl key while selecting the next text block. Tip When you select text, Word displays a box called the Mini Toolbar so that you can quickly format the selection. You can ignore this toolbar for now. For more information, see “Manually Changing the Look of Characters” in Chapter 4, “Change the Look of Text.” As an alternative way of selecting, you can use an invisible area in the document’s left margin, called the selection area, to select items. ● Line Click in the selection area to the left of the line. ● Paragraph Double-click in the selection area to the left of the paragraph. ● Entire document Triple-click in the selection area. Keyboard Shortcut Press Ctrl+A to select all the content in the body of the document. 66 Chapter 3 Edit and Proofread Text Selection area In the selection area, the pointer becomes a right-pointing arrow. After selecting the text you want to delete, press either Backspace or Delete. Tip To release a selection, click anywhere in the window other than the selection area. If you want to move or copy the selected text, you have three options: ● Drag-and-drop editing Use this feature, which is frequently referred to simply as dragging, when you need to move or copy text only a short distance—for example, within a paragraph. Start by using any of the methods described previously to select the text. Then point to the selection, hold down the mouse button, drag the text to its new location, and release the mouse button. To copy the selection, hold down the Ctrl key while you drag. ● Cut, Copy, and Paste buttons Use this method when you need to move or copy text between two locations that you cannot see at the same time—for example, between pages or between documents. Select the text, and click the Cut or Copy button in the Clipboard group on the Home tab. (The cut or copied item is stored in an area of your computer’s memory called the Microsoft Office Clipboard, hence the name of the group.) Then reposition the cursor, and click the Paste button to insert the selection in its new location. If you click the Paste arrow instead of the button, Word displays a list of different ways to paste the selection. Making Text Changes 67 Under Paste Options, buttons represent the ways in which you can paste the item. Pointing to a button under Paste Options displays a preview of how the cut or copied item will look when pasted into the text in that format, so you can experiment with different ways of pasting until you find the one you want. See Also For more information about the Clipboard, see the sidebar “About the Clipboard” later in this chapter. ● Keyboard shortcuts It can be more efficient to press key combinations to cut, copy, and paste selections than to click buttons on the ribbon. The main keyboard shortcuts for editing tasks are shown in the following table. Task Keyboard shortcut Cut Ctrl+X Copy Ctrl+C Paste Ctrl+V Undo Ctrl+Z Repeat/Redo Ctrl+Y Using a keyboard shortcut to cut or copy a selection stores the item on the Clipboard, just as if you had clicked the corresponding button. Tip No matter which method you use, when you cut text, Word removes it from its original location. When you copy text, Word leaves the text in the original location and repeats it in the new location. 68 Chapter 3 Edit and Proofread Text If you make a change to a document and then realize that you made a mistake, you can easily reverse the change. You can undo your last editing action by clicking the Undo button on the Quick Access Toolbar. To undo an earlier action, click the Undo arrow and then click that action in the list. Tip Selecting an action from the Undo list undoes that action and all the editing actions you performed after that one. You cannot undo only one action other than the last one you performed. If you make a change to a document and want to repeat that change elsewhere, you can click the Repeat button on the Quick Access Toolbar. If the last task you performed was to undo an action, the Repeat button is replaced by the Redo button. So if you change your mind about whatever you undid, you can click the Redo button to return the text to its previous state. You can’t redo multiple actions by clicking them in a list as you can with the Undo button, but you can click the Redo button repeatedly until the text is restored to what you want. In this exercise, you’ll edit the text in a document. You’ll insert and delete text, undo the deletion, copy and paste a phrase, and move a paragraph. SET UP You need the Orientation_start document located in your Chapter03 practice file folder to complete this exercise. Open the Orientation_start document, and save it as Orientation. Then follow the steps. 1. If formatting marks such as spaces and paragraph marks are not visible in the document, on the Home tab, in the Paragraph group, click the Show/Hide ¶ button. Keyboard Shortcut Press Ctrl+* to turn formatting marks on or off. (You need to hold down the Shift key to activate the * key. So in effect, you are pressing Ctrl+Shift+8.) 2. In the second bullet point under Project Goals, double-click the word natural to select it, and then press Backspace. 3. In the third bullet point, click to the left of the a in the word and, hold down the Shift key, and then click to the right of the e in the word motivate. Word selects the text between the two clicks. Troubleshooting If Word selects the word Engage as well, you clicked before the space instead of after it. Click anywhere in the document to release the selection, and then repeat step 3, being sure to click after the space but before the word and. Making Text Changes 69 You can use the Shift+click method to select as much text as you want. 4. Press Delete to delete the selection. Word also deletes the space after the selection. 5. In the fourth bullet point, double-click the word Forge, and then replace it by typing Build. Notice that you don’t have to type a space after Build. Word inserts the space for you. Tip Word inserts and deletes spaces because the Use Smart Cut And Paste check box is selected on the Advanced page of the Word Options dialog box. If you want to be able to control the spacing yourself, click the Options button in the Backstage view, click Advanced, clear this check box (located in the Cut, Copy, And Paste area), and then click OK. 6. Scroll the page, and position the mouse pointer at the edge of the page to the left of the first bullet point under Questions for Team Leaders. Then with the pointer in the selection area, click to select the entire paragraph. Tip Clicking once selects this paragraph because it is only one line long. If the paragraph contained more than one line, you would need to double-click. 70 Chapter 3 Edit and Proofread Text 7. On the Home tab, in the Clipboard group, click the Copy button. The selection is copied to the Clipboard. 8. If you can’t see the bulleted list under Questions for Department Reps, click the Next Page button below the vertical scroll bar to move to the beginning of the next page. Then click to the left of What in the first bullet point under Questions for Department Reps, and in the Clipboard group, click the Paste arrow. The Paste Options menu opens. The Paste Options menu includes buttons representing pasting options. 9. Point to the Merge List button, notice how the text will look with this paste option implemented, and then click the button. The Paste Options button appears below and to the right of the inserted bullet point. You can click this button to display a list of paste options if you want to change the way the text has been pasted or the default way Word pastes. In this case, you can just ignore it. 10. In the Set Up Team section, triple-click anywhere in the paragraph that begins 11. In the Clipboard group, click the Cut button. 12. Press the Up Arrow key to move to the beginning of the preceding paragraph, and The Committee will pursue to select the entire paragraph. then in the Clipboard group, click the Paste button. The two paragraphs switch places. 13. On the Quick Access Toolbar, click the Undo arrow, and then in the Undo list, click the third action (Paste Merge List). Making Text Changes 71 Word undoes the previous cut-and-paste operation and the pasting of the copied text. 14. Press Ctrl+Home to move to the top of the document. Then position the pointer 15. Point to the selection, hold down the mouse button, and then drag the paragraph in the selection area adjacent to the third bullet point under Project Goals, and click to select the paragraph. up to the left of the word Make at the beginning of the preceding bullet point. When you release the mouse, the bullet point moves to its new location. 16. With the text still selected, press the End key. Word releases the selection and moves the cursor to the end of the paragraph. 17. Press the Spacebar, and then press Delete. Word deletes the paragraph mark and merges the two bullet points. In the second bullet point, two bullets have now been combined into one. CLEAN UP If you prefer not to see formatting marks, turn them off. Then save and close the Orientation document. 72 Chapter 3 Edit and Proofread Text About the Clipboard You can view the items that have been cut or copied to the Clipboard in the Clipboard task pane, which you display by clicking the Clipboard dialog box launcher on the Home tab. The Clipboard stores items that have been cut or copied from any Office program. To paste an individual item at the cursor, you simply click the item in the Clipboard task pane. To paste all the items, click the Paste All button. You can point to an item, click the arrow that appears, and then click Delete to remove it from the Clipboard and the task pane, or you can remove all the items by clicking the Clear All button. You can control the behavior of the Clipboard task pane by clicking Options at the bottom of the pane, and choosing the circumstances under which you want the task pane to appear. To close the Clipboard task pane, click the Close button at the right end of its title bar. Finding and Replacing Text 73 Finding and Replacing Text One way to ensure that the text in your documents is consistent and accurate is to use the Find feature to search for every occurrence of a particular word or phrase. For example, if you are responsible for advertising a trademarked product, you might want to search your marketing materials to check that every occurrence of the product’s name is correctly identified as a trademark. Clicking the Find button (not the arrow) in the Editing group on the Home tab displays the Navigation task pane with the Search tab active. As you type characters in the Search Document box at the top of the task pane, Word highlights all occurrences of those characters in the document and displays them in the search results list in the Navigation task pane. Keyboard Shortcut Press Ctrl+F to display the Search tab of the Navigation task pane. The Navigation task pane shows enough of the text surrounding the search term to identify its context. 74 Chapter 3 Edit and Proofread Text When you point to a particular search result in the Navigation task pane, a ScreenTip displays the number of the page on which that result appears. You can click a search result to scroll the document to display the result’s location. Tip The beauty of the Navigation task pane is that you can continue editing your document as you normally would, without closing the pane. If you want to be more specific about the text you are looking for—for example, if you want to look for occurrences that match the exact capitalization of your search term— click the arrow at the right end of the Search Document box in the Navigation task pane and then click Advanced Find to display the Find page of the Find And Replace dialog box. Clicking More in the lower-left corner expands the dialog box to make additional search options available. You can make a search more specific by using the criteria in the Search Options area of the Find And Replace dialog box. Finding and Replacing Text 75 In the expanded dialog box, you can do the following: ● Guide the direction of the search by selecting Down, Up, or All from the Search list. ● Locate only text that matches the capitalization of the Find What text by selecting the Match Case check box. ● Exclude occurrences of the Find What text that appear within other words by selecting the Find Whole Words Only check box. ● Find two similar words, such as effect and affect by selecting the Use Wildcards check box and then entering a wildcard character in the Find What box. The two most common wildcard characters are: ❍ ?, which represents any single character in this location in the Find What text. ❍ *, which represents any number of characters in this location in the Find What text. Tip To see a list of the available wildcards, use Help to search for the term wildcards. ● Find occurrences of the search text that sound the same but are spelled differently, such as there and their, by selecting the Sounds Like check box. ● Find occurrences of a particular word in any form, such as try, tries, and tried, by selecting the Find All Word Forms check box. You can match a prefix or a suffix, and you can ignore punctuation and white space. ● Locate formatting, such as bold, or special characters, such as tabs, by selecting them from the Format or Special list. See Also For information about finding and replacing formatting, see the sidebar “Finding and Replacing Formatting” in Chapter 4, ”Change the Look of Text.” If you want to substitute a specific word or phrase for another, you can use the Replace feature. Clicking the Replace button in the Editing group of the Home tab displays the Replace page of the Find And Replace dialog box. 76 Chapter 3 Edit and Proofread Text Correcting errors and inconsistencies is easy with the Replace feature. Keyboard Shortcut Press Ctrl+H to display the Replace page of the Find And Replace dialog box. Tip If the Navigation task pane is open, you can click the arrow at the right end of the Search Document box and then click Replace. The Find And Replace dialog box opens with the search term from the Navigation task pane already in the Find What box. On the Replace page, you can click the following: ● Find Next Finds the first occurrence or leaves the selected occurrence as it is and locates the next one ● Replace Replaces the selected occurrence with the text in the Replace With box and moves to the next occurrence ● Replace All Replaces all occurrences with the text in the Replace With box Tip Before clicking Replace All, ensure that the replacement is clearly defined. For example, if you want to change trip to journey, be sure to tell Word to find only the whole word trip; otherwise, triple could become journeyle. As on the Find page, clicking More displays the options you can use to carry out more complicated replacements. In this exercise, you’ll find a phrase and make a correction to the text. Then you’ll replace one phrase with another throughout the entire document. SET UP You need the RulesRegulations_start document located in your Chapter03 practice file folder to complete this exercise. Open the RulesRegulations_start document, and save it as RulesRegulations. Then follow the steps. 1. With the cursor at the beginning of the document, on the Home tab, in the Editing group, click the Find button (not its arrow). The Navigation task pane opens, displaying the Search tab. 2. With the cursor in the Search Document box, type Board. (Don’t type the period.) Finding and Replacing Text 77 The Navigation task pane displays 62 matches with the word Board and highlights every occurrence in the document. In the Navigation task pane, you can click each match to view its corresponding location in the document. 3. In the Navigation task pane, click the fifth match in the search results to jump to page 2. Notice that under the heading 4. Storage, Word has highlighted the board portion of skateboards. You need to restrict the search to the whole word Board. 4. In the Navigation task pane, click the arrow at the right end of the Search Document box. A menu of options for refining the search appears. You can click options that allow you to find specific types of objects as well as text. 5. In the top part of the list, click Advanced Find. The Find And Replace dialog box opens with the Find page displayed. The Find What box already contains the search term from the Navigation task pane. 78 Chapter 3 Edit and Proofread Text 6. In the lower-left corner of the dialog box, click More. The dialog box expands to display options for refining the search. 7. In the Search Options area of the dialog box, select the Match case and Find whole words only check boxes. Then click Reading Highlight, click Highlight All, and click Close. Under the 4. Storage heading, the word skateboards is no longer highlighted. 8. Press Ctrl+Home to move the cursor to the beginning of the document. 9. In the Navigation task pane, display the search options list again, and then click Replace. The Find And Replace dialog box opens with the Replace page active. The Find What box retains the entry from the previous search, and the Match Case and Find Whole Words Only check boxes are still selected. 10. Click Less to reduce the size of the box, and then drag the box by its title bar toward the top of the document. 11. Click the Replace with box, type Association Board, and then click Find Next. Word highlights the first occurrence of Board. 12. In the dialog box, click Replace. Word replaces the first occurrence of Board with Association Board and then finds the next occurrence. If you don’t want to replace an occurrence, click Find Next to skip it. Fine-Tuning Text 79 13. Having tested the replacement, click Replace All. 14. When Word tells you how many replacements it made, click OK to close the message 15. Press Ctrl+Home to move to the beginning of the document. box. Then in the Find and Replace dialog box, click Close. In the Updated and Approved line of text, the word Association is now duplicated. 16. Use your new find and replace skills to replace any instances of Association Association in the document with Association. CLEAN UP Close the Navigation task pane. Then save and close the RulesRegulations document. Fine-Tuning Text Language is often contextual—you use different words and phrases in a marketing brochure than you would in a letter requesting immediate payment of an invoice or in an informal memo about a social gathering after work. To help you ensure that you’re using the words that best convey your meaning in any given context, Word provides a thesaurus where you can look up alternative words, called synonyms, for a selected word. The Thesaurus is one of a set of research services provided by Word. To look up alternatives for a word, you can right-click the word, and then click Synonyms to display a list from which you can choose the one you want. Alternatively, you can select the word and then click the Thesaurus button in the Proofing group on the Review tab. The Research task pane opens, displaying the selected word in the Search For box and synonyms for that word in the Thesaurus list. Keyboard Shortcut Press Shift+F7 to open the Research task pane and display Thesaurus entries for the active word, which is also displayed in the Search For box. 80 Chapter 3 Edit and Proofread Text You can click a synonym to display its synonyms and click again to repeat that process until you find exactly the word you want. To replace the selected word with a synonym, point to your chosen synonym, click the arrow that appears, and then click Insert. In addition to the Thesaurus, the Research task pane provides access to a variety of informational resources. You first open the Research task pane by clicking the Research button in the Proofing group and then enter a topic in the Search For box, specifying in the box below which resource Word should use to look for information about that topic. Fine-Tuning Text 81 Keyboard Shortcut Press the Alt key and click anywhere in the document to display the Research task pane. You can choose a specific resource from the list or click All Reference Books or All Research Sites to widen the search. Clicking Research Options at the bottom of the Research task pane displays the Research Options dialog box. In this dialog box, you can specify which of a predefined set of reference materials and other Internet resources will be available from the list. 82 Chapter 3 Edit and Proofread Text You can click Add Services to include your favorite reference resources in the list. Word also comes with three translation tools with which you can quickly translate words and phrases, or even entire documents. ● Mini Translator You turn the Mini Translator on or off by clicking the Translate button in the Language group of the Review tab and then clicking Mini Translator. When the Mini Translator is turned on, you can point to a word or selected phrase to display a translation in the specified language. When the box containing the translation is displayed, you can click the Expand button to display the Research task pane, where you can change the translation language. You can also copy the translated word or phrase, or hear the word or phrase spoken for you. Using the Mini Translator is the quickest way to obtain the translation of a selection. Fine-Tuning Text 83 ● Online bilingual dictionary To obtain the translation of a word that does not appear in the text of a document, you can click Translate Selected Text in the Translate menu to display the Research task pane, type the word in the Search For box, specify the language you want, and then click Start Searching. Word consults the online bilingual dictionary for the language you chose and displays the result. You can then click Insert to enter a translated word in the document at the cursor. You can use the bilingual dictionary to translate a selected word or the word you type in the Search For box. 84 Chapter 3 Edit and Proofread Text ● Online machine translator To translate an entire document, you can click Translate Document on the Translate menu. When Word displays a message that the document will be sent for translation by the Microsoft Translator service (which is free), click Send. The document and its translation then appear side by side in your Web browser. You can set the translation from and translation to languages in the boxes at the top of the Web page and click buttons to change the view. The Microsoft Translator service translates complete documents into the language you select. To change the default language used by the Mini Translator or the machine translator, you click Choose Translation Language on the Translate menu. Then in the Translation Language Options dialog box, you can select different language pairs for each type of translator. You can translate from and to many languages, including Arabic, Chinese, Greek, Hebrew, Italian, Japanese, Korean, Polish, Portuguese, Russian, Spanish, and Swedish. In this exercise, you’ll use the Thesaurus to replace one word with another. Then you’ll experiment with the Mini Translator. Fine-Tuning Text 85 SET UP You need the Brochure_start document located in your Chapter03 practice file folder to complete this exercise. Open the Brochure_start document, and save it as Brochure. Then follow the steps. 1. Double-click the word acclaimed in the second line of the first paragraph. 2. On the Review tab, in the Proofing group, click the Thesaurus button. The Research task pane opens, listing synonyms for the word acclaimed. 3. In the task pane, under much-admired, click commended. The word commended replaces acclaimed in the Search For box at the top of the task pane. Synonyms for commended are now listed in the task pane. 86 Chapter 3 Edit and Proofread Text 4. Point to the word celebrated, click the arrow that appears to its right, and then click Insert. The word celebrated replaces acclaimed in the document. 5. Close the Research task pane. Tip You can open the Research task pane at any time by clicking the Research button in the Proofing group on the Review tab. 6. In the Language group, click the Translate button, and then click Choose Translation Language. The Translation Language Options dialog box opens. 7. Under Choose Mini Translator language, click the Translate to arrow, click 8. In the Language group, click the Translate button, and then click Mini Translator French (France) in the list, and then click OK. [French (France)]. The Mini Translator is now turned on. 9. In the last paragraph of the document, point to the word wardrobe, and then move the pointer over the shadow box that appears above the word. The Mini Translator appears, showing two French translations for the word wardrobe: armoire and garde-robe. You can click the Play button to hear the translated word. Correcting Spelling and Grammatical Errors 87 10. In the Mini Translator box, click the Expand button. The Research task pane opens, displaying the settings for translating from English into French. 11. Under Bilingual Dictionary in the Research task pane, double-click armoire to select it. 12. Right-click the selection, and click Copy. 13. In the document, double-click the word wardrobe. 14. Right-click the selection, and under Paste Options in the list, point to (don’t click) the Keep Text Only button. Word displays a live preview of what the text will look like if you replace wardrobe with armoire. 15. Press the Esc key to close the shortcut menu and leave the word wardrobe in the text. CLEAN UP Close the Research task pane, and turn off the Mini Translator by clicking the Translate button in the Language group and clicking Mini Translator. Then save and close the Brochure document. Correcting Spelling and Grammatical Errors In the days of handwritten and typewritten documents, people might have tolerated a typographical or grammatical error or two because correcting such errors without creating a mess was difficult. Word-processing programs such as Word have built-in spelling and grammar checkers, so now documents that contain these types of errors are likely to reflect badly on their creators. Tip Although Word can help you eliminate misspellings and grammatical errors, its tools are not infallible. You should always read through your document to catch any problems that the Word tools can’t detect—for example, homonyms such as their, there, and they’re. 88 Chapter 3 Edit and Proofread Text Word provides these three tools to help you with the chore of eliminating spelling and grammar errors: ● AutoCorrect This feature corrects commonly misspelled words, such as adn to and, so that you don’t have to correct them yourself. AutoCorrect comes with a long list of frequently misspelled words and their correct spellings. If you frequently misspell a word that AutoCorrect doesn’t change, you can add it to the list in the AutoCorrect dialog box. If you deliberately mistype a word and don’t want to accept the AutoCorrect change, you can reverse the correction by clicking the Undo button before you type anything else. ● Error indicators Word underlines potential spelling errors with red wavy under- lines and grammatical errors with green wavy underlines. You can right-click an underlined word or phrase to display suggested corrections in a shortcut menu. ● Spelling and Grammar dialog box If you want to check the spelling or grammar of the entire document, you can click the Spelling & Grammar button in the Proofing group on the Review tab. Word then works its way through the document and displays the Spelling And Grammar dialog box if it encounters a potential error. The buttons in the Spelling And Grammar dialog box are dynamic and reflect the type of error found. Keyboard Shortcut Press F7 to start checking the spelling and grammar from your current location in the document. If the error is a misspelling, the Spelling And Grammar dialog box suggests corrections; if the error is a breach of grammar rules, the Spelling And Grammar dialog box tells you which rule you have broken and suggests corrections. You can implement a suggestion by double-clicking it in the Suggestions box. Correcting Spelling and Grammatical Errors 89 In this exercise, you’ll change an AutoCorrect setting and add a word to the AutoCorrect list. You’ll check the spelling in the document and add terms to the custom dictionary, and then you’ll find, review, and correct a grammatical error. SET UP You need the Letter_start document located in your Chapter03 practice file folder to complete this exercise. Open the Letter_start document, and save it as Letter. Then follow the steps. 1. Click immediately to the left of negative in the last line of the first paragraph, and then type coresponding, followed by a space. As soon as you press the Spacebar, AutoCorrect changes coresponding to corresponding. 2. Click the File tab to display the Backstage view, and then click Options. 3. In the left pane of the Word Options dialog box, click Proofing, and then on the Proofing page, click AutoCorrect Options. The AutoCorrect dialog box opens, displaying the AutoCorrect page. A selected check box indicates an error that AutoCorrect will automatically correct. 90 Chapter 3 Edit and Proofread Text Tip You can clear the check box of any item you don’t want corrected. For example, if you don’t want AutoCorrect to capitalize the first letter that follows a period, clear the Capitalize First Letter Of Sentences check box. 4. In the Replace box, type avalable. Word scrolls the list below to show the entry that is closest to what you typed. 5. Press the Tab key to move the cursor to the With box, and then type available. 6. Click Add to add the entry to the correction list, and then click OK. 7. Click OK to close the Word Options dialog box. 8. Position the cursor at the end of the second paragraph, press the Spacebar, and then type Sidney will not be avalable May 10-14 followed by a period. The word avalable changes to available. 9. In the first paragraph, right-click sorces, the first word with a red wavy underline. Word lists possible correct spellings for this word. The shortcut menu also lists actions you might want to carry out, such as adding the word to the AutoCorrect list. 10. In the list, click sources. Word removes the red wavy underline and inserts the correction. Correcting Spelling and Grammatical Errors 91 Tip Word’s grammar checker helps identify phrases and clauses that don’t follow traditional grammatical rules, but it’s not always accurate. It’s easy to get in the habit of ignoring green wavy underlines. However, it’s wise to scrutinize them all to be sure that your documents don’t contain any embarrassing mistakes. 11. Press Ctrl+Home to move to the beginning of the document, and then on the Review tab, in the Proofing group, click the Spelling & Grammar button. The Spelling And Grammar dialog box opens, with the duplicate word to in red in the Repeated Word box. Behind the dialog box, Word has highlighted the duplicate to in the document. Troubleshooting If the errors we mention don’t appear to be in the practice file, click Options at the bottom of the Spelling And Grammar dialog box. Then in the Word Options dialog box, under When Correcting Spelling And Grammar In Word, click Recheck Document. Click Yes to reset the spelling and grammar checkers, and then click OK. 12. Click Delete. Word deletes the second to and then displays the first word it does not recognize, commited, in red in the Not In Dictionary box. 13. With committed selected in the Suggestions box, click AutoCorrect. Word adds the misspelling and the selected correction to the AutoCorrect list, so that the next time you type commited by mistake, the spelling will be corrected for you as you type. The program then identifies a possible grammatical error. 92 Chapter 3 Edit and Proofread Text This grammatical error is identified as an incorrect use of a comma. You need to read the sentence and then decide whether and how to correct the error. In this case, the error is not related to the comma after venture but to the fact that there is no verb in the first half of the sentence. 14. In the Comma Use box, double-click the word An at the beginning of the sentence with the error, and type The import business is an. Then click Change. Word flags Contoso as a word it doesn’t recognize. Troubleshooting If Word does not proceed to the next potential error after you click Change, click Resume to tell Word to continue with the spelling and grammar check. Contoso is a proper noun and is spelled correctly. You could click Ignore All to cause Word to skip over any other instances of this word in this document. However, if this name appears frequently in your documents, you can prevent Word from continuing to flag it by adding the word to the custom dictionary. 15. Click Add to Dictionary. Word displays a message indicating that it has finished checking the spelling and grammar of the document. 16. Click OK to close the message box. Tip The grammar checker doesn’t always catch awkward phrasing. For example, note the error in the second sentence of the first paragraph of the Letter document. It’s a good example of why you should always proofread your documents, to catch the things that Word doesn’t. CLEAN UP Save the Letter document, and then close it. Inserting Saved Text 93 Viewing Document Statistics As you type, Word keeps track of the number of pages and words in your document and displays this information at the left end of the status bar. To see the number of words in only part of the document, such as a few paragraphs, simply select that part. The status bar then displays the number of words in the selection, expressed as a fraction of the total, such as 250/800. You can see more statistics in the Word Count dialog box, which you open by clicking the Word Count button in the Proofing group on the Review tab. In addition to counting pages and words, Word counts characters, paragraphs, and lines. Word also gives you the option of including or excluding words in text boxes, footnotes, and endnotes. Inserting Saved Text Another way to ensure consistency in your documents while also saving time is to use building blocks. These are saved items that are available for use in any document. Word 2010 comes with many built-in building blocks for formatted items such as cover pages, headers and footers, tables, and text boxes. You can also save your own building blocks by using the Quick Parts feature. See Also For information about the building blocks that come with Word, see “Inserting Building Blocks” in Chapter 6, “Add Simple Graphic Elements.” A custom building block can be a simple phrase or sentence that you type often, or it can include multiple paragraphs, formatting, graphics, and so on. The trick is to first ensure that the text is exactly the way you want it. Then you can save the building block and use it confidently wherever you need it. 94 Chapter 3 Edit and Proofread Text To create a building block, you select the item you want to save, click Quick Parts in the Text group on the Insert tab, and save the selection in the Quick Parts gallery with an assigned name. You can then insert the building block at the cursor by clicking Quick Parts to display the gallery and clicking the thumbnail of the building block you want. Or you can insert it elsewhere by right-clicking the thumbnail in the gallery and then clicking one of the specified locations. You can insert a custom building block by selecting a location from a list. Tip In a document, you can type the name of any building block and then press the F3 key to insert it at the cursor. When you create a custom building block, Word saves it in a special file called the Building Blocks template. When you exit Word, you’ll be asked whether you want to save this template. If you want to discard the building blocks you have created in this Word session, click Don’t Save. If you want them to be available for future documents, click Save. In this exercise, you’ll save a company contact-information block and the Latin name of a plant as building blocks so that you can insert them elsewhere in a document. SET UP You need the Bamboo_start document located in your Chapter03 practice file folder to complete this exercise. Open the Bamboo_start document, and save it as Bamboo. Then follow the steps. 1. At the top of the document, select the first four lines by using any of the selection techniques described earlier in this chapter. 2. On the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery. The Create New Building Block dialog box opens. Inserting Saved Text 95 Word suggests the first few words of the selection as the name of the building block. 3. In the Name box, type Contact Block, and then click OK. Word saves the selection in the Quick Parts gallery. 4. In the third paragraph of the document, select obatea acuminata aztectorum (don’t select the period). Then in the Text group, click the Quick Parts button. Notice that the company contact information now appears as a building block in the Quick Parts gallery. The Quick Parts gallery displays only the building blocks you create. The built-in building blocks are available from other galleries, such as the Cover Page gallery. 5. Click Save Selection to Quick Part Gallery, type oaa in the Name box, and 6. Press Ctrl+End to move the cursor to the end of the document, and then press then click OK. the Spacebar. 96 Chapter 3 Edit and Proofread Text 7. Type In particular, we recommend oaa (don’t type a period). 8. Press F3, and then type a period. Word replaces oaa with its building block, obatea acuminata aztectorum. Troubleshooting Pressing F3 substitutes the corresponding building block only if there is a space to the left of the building block name and the cursor is immediately to its right. If you want to enter a building block in existing text (rather than at the end of it), you need to ensure that there is a space after the cursor. Type two spaces, position the cursor between them, type the building block name, and then press F3. 9. Press Enter. Then in the Text group, click the Quick Parts button, and in the gallery, click the Contact Block entry. The company contact information appears at the cursor. The two custom building blocks are inserted with just a few clicks. CLEAN UP Save the Bamboo document, and then close it. When you exit Word, remember to click Don’t Save when you are asked whether you want to save changes to the Building Blocks template. Key Points 97 Inserting One Document into Another Sometimes you’ll want to insert one saved document into another document. For example, you might want to compile four quarterly reports so that you can edit them to create an annual report. In this situation, it would be tedious to have to select and copy the text of each report and then paste it into the annual document. Instead, you can have Word insert the existing documents for you. Here’s how: 1. Position the cursor where you want to insert the existing document, and then on the Insert tab, in the Text group, click the Object arrow. 2. In the list, click Text From File. The Insert File dialog box opens. 3. Locate the file you want, and double-click it to insert it at the cursor. Key Points ● You can cut or copy text and paste it elsewhere in the same document or in a different document. Cut and copied text is stored on the Clipboard. ● Undo one action or the last several actions you performed by clicking the Undo button (or its arrow) on the Quick Access Toolbar. Click the Redo button if you change your mind again. ● You can find each occurrence of a word or phrase and replace it with another. ● Rely on AutoCorrect to correct common misspellings. Correct other spelling and grammatical errors individually as you type or by checking the entire document in one pass. ● You don’t have to type and proof the same text over and over again. Instead, save the text as a building block and insert it with a few mouse clicks. Chapter at a Glance Quickly format text, page 100 Change a document’s theme, page 106 Manually change the look of characters, page 111 Create and modify lists, page 130 Manually change the look of paragraphs, page 119 4 Change the Look of Text In this chapter, you will learn how to ✔ Quickly format text. ✔ Change a document’s theme. ✔ Manually change the look of characters. ✔ Manually change the look of paragraphs. ✔ Create and modify lists. The appearance of your documents helps to convey their message. Microsoft Word 2010 can help you develop professional-looking documents whose appearance is appropriate to their contents. You can easily format the characters and paragraphs so that key points stand out and your arguments are easy to grasp. You can also change the look of major elements within a document by applying predefined sets of formatting called Quick Styles, and you can change the look of selected text by applying predefined combinations called text effects. In addition, you can change the fonts, colors, and effects throughout a document with one click by applying one of the built-in themes. Tip A font consists of alphabetic characters, numbers, and symbols that share a common design. In this chapter, you’ll first experiment with built-in Quick Styles and text effects, and then you’ll change the theme applied to a document. You’ll change the look of individual words, and then you’ll change the indentation, alignment, and spacing of individual paragraphs. You’ll also add borders and shading to make paragraphs stand out. Finally, you’ll create and format both bulleted and numbered lists. Practice Files Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter04 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book. 99 100 Chapter 4 Change the Look of Text Quickly Formatting Text You don’t have to know much about character and paragraph formatting to be able to format your documents in ways that will make them easier to read and more professional looking. With a couple of mouse clicks, you can easily change the look of words, phrases, and paragraphs by using Quick Styles. Word has several types of predefined Quick Styles, but the simplest are those you can apply to text. ● Paragraph styles You apply these to entire paragraphs, such as headings. ● Character styles You apply these to words. ● Linked styles You apply these to either paragraphs or words. By default, Word makes just a few of the predefined Quick Styles available in the Quick Styles gallery in the Styles group on the Home tab. Quick Styles apply a combination of character formatting (such as font, size, and color) and paragraph formatting (such as line spacing). The Quick Styles gallery. The styles displayed as thumbnails in the Quick Styles gallery have been designed to go well together, so applying styles from the gallery produces a harmonious effect. After you apply styles from the current set of styles, you can easily change the look of the Quickly Formatting Text 101 entire document by switching to a different style set. The Quick Style names are the same; only their defined formatting changes. So if you have applied the Heading 1 style to a paragraph, you can change its formatting simply by changing the style set. You display the list of available style sets by clicking the Change Styles button and then clicking Style Set. Clicking one of these style sets displays thumbnails of its styles in the Quick Styles gallery. You can point to any style set in the list to see a live preview of how the applied styles in a set will look, and you can click a style set to apply its definitions to the document. See Also For information about creating custom styles, refer to Microsoft Word 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010). In addition to applying Quick Styles to quickly change the look of paragraphs and characters, you can apply predefined text effects to a selection to add more zing. Clicking the Text Effects button in the Font group on the Home tab displays a gallery of effects to choose from. 102 Chapter 4 Change the Look of Text You can apply any predefined effect in the gallery to selected text, or you can click options at the bottom of the gallery and define a custom effect. These effects are dramatic, so you’ll probably want to restrict their use to document titles and similar elements to which you want to draw particular attention. In this exercise, you’ll experiment with Quick Styles and text effects. SET UP You need the AgendaA_start document located in your Chapter04 practice file folder to complete this exercise. Open the AgendaA_start document, and save it as AgendaA. Then follow the steps. 1. In the lower-right corner of the program window, at the left end of the Zoom Slider, click the Zoom Out button until you can see all of the text. For example, if your current view is 100% and your resolution is 1024x768, you can click the Zoom Out button three times to set the zoom percentage to 70%. 2. Ensure that the cursor is located at the top of the document, at the beginning of the Building Association paragraph. Then on the Home tab, in the Styles group, point to each thumbnail in the displayed row of the Quick Styles gallery. The formatting of the first line changes to show you a live preview of how its text will look if you click the style you are pointing to. You don’t have to actually apply the formatting to see its effect. 3. Without making a selection, click the Down arrow to the right of the gallery. The next row of the Quick Styles gallery appears. Quickly Formatting Text 103 4. Point to each thumbnail in this row of the Quick Styles gallery. Only the styles that are paragraph or linked styles affect the text. You cannot see a live preview of character styles unless the cursor is within a word or multiple words are selected. 5. To the right of the Quick Styles gallery, click the More button. Word displays the entire Quick Styles gallery. The style applied to the paragraph containing the cursor is surrounded by a border. 6. In the gallery, click the Title thumbnail. Word applies that style to the paragraph containing the cursor. 7. Click anywhere in the Annual General Meeting line, and then in the gallery, 8. Click anywhere in the Agenda line, and then in the gallery, click the Heading 1 click the Heading 1 thumbnail. thumbnail. Notice that although you applied the same Heading 1 style to ANNUAL GENERAL MEETING and Agenda, the first heading looks bigger because of the use of all capital letters. The styles make it easy to distinguish information. Tip We have hidden formatting marks for this exercise. 9. Point in the selection area to the left of the Preliminaries line, and click to select the line. Then hold down the Ctrl key while clicking adjacent to the following lines: Approval of Minutes Board Reports Election of Board Members New Business Adjournment 104 Chapter 4 Change the Look of Text 10. Apply the Heading 1 style to the selected lines. Then without moving the selection, click the More button and, in the gallery, click Emphasis. Applying the Emphasis character style on top of the Heading 1 paragraph style makes these headings italic, which looks lighter. 11. Select the Date and Time lines, and then in the Quick Styles gallery, click the No 12. Apply the No Spacing style to the three lines under Preliminaries, the two lines 13. Press Ctrl+Home to release the selection and move the cursor to the top of the Spacing thumbnail. under Board Reports, and the two lines under Election of Board Members. document. As you can see, the results look very professional. You have clearly defined the hierarchy of the agenda with just a few clicks. 14. In the Styles group, click the Change Styles button, point to Style Set, and then point to each style set in turn, watching the effect on the document. 15. When you finish exploring, click Formal. The formatting of the document changes and the headings and text take on the look assigned to this style set. Quickly Formatting Text 105 The Title, Heading 1, and Emphasis style definitions in the Formal style set produce a different look from those in the default set. 16. Select the document title. Then in the Font group, click the Text Effects button. Word displays the Text Effects gallery. 17. Point to each thumbnail in the gallery, observing the effect on the title behind the gallery. 18. Click the right-most thumbnail in the third row (Fill - Red, Accent 2, Double Outline - Accent 2). Then click away from the title to release the selection. The effect applied to the title makes it really stand out. By using text effects, you can apply complex sets of formatting with a few clicks. CLEAN UP Save the AgendaA document, and then close it. 106 Chapter 4 Change the Look of Text Changing a Document’s Theme To enhance the look of a Word document whose components have been styled, you can apply a predefined theme. A theme is a combination of colors, fonts, and effects that project a certain feeling or tone. For example, the Flow theme uses a palette of blues and greens, the Calibri and Constantia fonts, and understated effects. You apply a theme to the entire document by clicking the Themes button in the Themes group on the Page Layout tab, and then making a selection from the Themes gallery. The Themes gallery. Changing a Document’s Theme 107 If you like the colors of one theme and the fonts of another, you can mix and match theme elements. First apply the theme that most closely resembles the look you want, and then in the Themes group, change the colors by clicking the Theme Colors button or the fonts by clicking the Theme Fonts button. If you create a combination of colors and fonts that you would like to be able to use with other documents, you can save the combination as a new theme. By saving the theme in the default Document Themes folder, you make the theme available in the Themes gallery. However, you don’t have to store custom themes in the Document Themes folder; you can store them anywhere on your hard disk, on removable media, or in a network location. To use a theme that is stored in a different location, you click the Themes button, and then click Browse For Themes at the bottom of the gallery. Locate the theme you want in the Choose Theme Or Themed Document dialog box, and then click Open to apply that theme to the current document. Tip The bottom section of the Themes gallery displays themes downloaded from the Microsoft Office Online Web site. You can visit this Web site at office.microsoft.com to find additional themes and templates created by Microsoft and by other people. In this exercise, you’ll apply a theme to an existing document and change the colors and fonts. Then you’ll save the new combination as a custom theme. SET UP You need the AgendaB_start document located in your Chapter04 practice file folder to complete this exercise. Open the AgendaB_start document, and save it as AgendaB. Then follow the steps. 1. On the Page Layout tab, in the Themes group, click the Themes button. The Themes gallery appears. 2. Point to each thumbnail in turn to display a live preview of the theme. (Scroll through the gallery so that you can explore all the themes.) 3. In the Themes gallery, click Trek. The colors and fonts change to those defined for the selected theme. 4. In the Themes group, click the Theme Colors button. The Theme Colors gallery appears. (The currently selected color set, which is not shown in the graphic on the next page, is indicated by a border.) 108 Chapter 4 Change the Look of Text The Theme Colors gallery. 5. Preview any color set that interests you, and then in the gallery, click Newsprint. The Newsprint colors replace the Trek colors, but nothing else in the document changes. 6. In the Themes group, click the Theme Fonts button. The Theme Fonts gallery appears. The currently selected font set is highlighted. Each built-in option includes a set of two fonts—the first is used for headings and the second for body text. Changing a Document’s Theme 109 The Theme Fonts gallery. 7. Preview any set of fonts that interests you, and then in the gallery, click Apex. The Apex fonts replace the Trek fonts, but the colors remain the same. 8. In the Themes group, click the Themes button, and then below the gallery, click Save Current Theme. The Save Current Theme dialog box opens and displays the contents of the Document Themes folder. (This dialog box resembles the Save As dialog box.) The Document Themes folder is the default location for saving any new themes you create. 9. In the File name box, replace the suggested name with My Theme, and then click Save. 10. In the Themes group, click the Themes button to display the gallery. Your new theme appears in the Custom section at the top of the gallery. 110 Chapter 4 Change the Look of Text You can apply the custom theme to any document. 11. Click away from the gallery to close it without making a selection. CLEAN UP Save the AgendaB document, and then close it. Tip If you want to delete the theme you created in this topic, open Windows Explorer and navigate to the C:\Users\<user name>\AppData\Roaming\Microsoft\Templates\Document Themes folder. (In Windows 7, you can click the Start button, type Document Themes in the Search box at the bottom of the Start menu, and then click the folder in the search results.) Then select My Theme, and press Delete. Manually Changing the Look of Characters 111 Manually Changing the Look of Characters As you have seen, Word 2010 makes changing the look of content in a styled document almost effortless. But styles can’t do everything. To be able to precisely control the look of your text, you need to know how to manually change individual elements. When you type text in a document, it is displayed in a particular font. By default the font used for text in a new Word document is Calibri, but you can change the font of any element at any time. The available fonts vary from one computer to another, depending on the programs installed. Common fonts include Arial, Verdana, and Times New Roman. You can vary the look of a font by changing the following attributes: ● Size Almost every font comes in a range of sizes, which are measured in points from the top of letters that have parts that stick up (ascenders), such as h, to the bottom of letters that have parts that drop down (descenders), such as p. A point is approximately 1/72 of an inch (about 0.04 centimeters). ● Style Almost every font comes in a range of styles. The most common are regular (or plain), italic, bold, and bold italic. ● Effect Fonts can be enhanced by applying effects, such as underlining, small capital letters (small caps), or shadows. ● Color A palette of coordinated colors is available, and you can also specify custom colors. ● Character spacing You can alter the spacing between characters by pushing them apart or squeezing them together. Although some attributes might cancel each other out, they are usually cumulative. For example, you might use a bold font in various sizes and various shades of green to make words stand out in a newsletter. Collectively, the font and its attributes are called character formatting. You apply character formatting from one of three locations: ● Mini Toolbar Several common formatting buttons are available on the Mini Toolbar that appears when you point to selected text. The Mini Toolbar is transparent until you point to it. 112 Chapter 4 Change the Look of Text ● Font group on the Home tab This group includes buttons for changing the font and most of the font attributes you are likely to use. The Font group. ● Font dialog box If you are looking for an attribute, such as small caps, and don’t see it in the Font group, click the Font dialog box launcher. All the attributes are gathered together on the Font page of the dialog box, except character spacing, which is on the Advanced page. The Font page of the Font dialog box. Manually Changing the Look of Characters 113 In this exercise, you’ll format the text in a document by changing its font, style, size, color, and character spacing. You’ll also highlight a few words. Then you’ll return selected text to its original condition by clearing some formatting you no longer want. SET UP You need the OrientationDraft_start document located in your Chapter04 practice file folder to complete this exercise. Open the OrientationDraft_start document, and save it as OrientationDraft. Then follow the steps. 1. In the Employee Orientation heading, click anywhere in the word Orientation. 2. On the Home tab, in the Font group, click the Underline button. Keyboard Shortcut Press Ctrl+U to underline the active word or selection. The word containing the cursor is now underlined. Notice that you did not have to select the entire word. Tip If you click the Underline arrow, you can choose an underline style and color from the Underline gallery. 3. In the same heading, click anywhere in the word Employee, and then on the Quick Access Toolbar, click the Repeat button. Keyboard Shortcut Press Ctrl+Y to repeat an action. Word repeats the previous formatting command. Again, although you did not select the entire word, it is now underlined. 4. In the selection area, click adjacent to Employee Orientation to select the entire heading. Word displays a transparent version of the Mini Toolbar. You can use the common commands on the Mini Toolbar to quickly change the look of the selection. 5. Point to the Mini Toolbar to make it fully visible. Then on the Mini Toolbar, click the Bold button. Keyboard Shortcut Press Ctrl+B to make the active word or selection bold. 114 Chapter 4 Change the Look of Text The heading is now bold. The active buttons on the Mini Toolbar and in the Font group on the Home tab indicate the attributes you applied to the selection. The ribbon reflects the settings in the Mini Toolbar. Troubleshooting The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the beginning of this book. 6. On the Mini Toolbar, click the Format Painter button. Then move the pointer into the selection area to the left of the Proposal heading, and click the mouse button. Tip The Format Painter button is also available in the Clipboard group on the Home tab. Word applies the formatting of Employee Orientation to Proposal. 7. Select Employee Orientation, and then on the Home tab, in the Font group, click the Font arrow. The Font gallery appears. Manually Changing the Look of Characters 115 Word comes with many fonts. 8. Scroll through the gallery of available fonts, and then click Impact. Troubleshooting If Impact is not available, select any heavy font that catches your attention. The Employee Orientation heading now appears in the new font. 116 Chapter 4 Change the Look of Text 9. In the Font group, click the Font Size arrow, and then in the list, click 20. The size of the heading text decreases to 20 points. Tip You can increase or decrease the font size in set increments by clicking the Grow Font and Shrink Font buttons in the Font group, or by clicking the same buttons on the Mini Toolbar that appears when you select text. You can also press Ctrl+> or Ctrl+<. 10. Click the Font dialog box launcher. Keyboard Shortcut Press Ctrl+Shift+F to display the Font dialog box. The Font dialog box opens. 11. Click the Underline style arrow, and then in the list, click (none). 12. In the Effects area, select the Small caps check box. 13. Click the Advanced tab. Notice that the Spacing option is currently set to Expanded. The Advanced page of the Font dialog box. Manually Changing the Look of Characters 117 14. To the right of the Spacing option, in the By box, select 0.25 pt, type 10 pt (the pt stands for points), and click OK. Then press Home to release the selection. The manually formatted text appears in small capital letters with the spacing between the characters expanded by 10 points. You can expand and contract the spacing between letters to create different effects. 15. Select Employee Orientation again. In the Font group, click the Font Color arrow, and then under Theme Colors in the palette, click the box at the right end of the top row (Lime, Accent 6). The selected words are now lime green. Tip To apply the Font Color button’s current color, you can simply click the button (not its arrow). If you want to apply a color that is not shown under Theme Colors or Standard Colors, click More Colors at the bottom of the palette, and in the Colors dialog box, click the color you want in the color wheel. 16. In the first bullet point, select the phrase concept of service. Then in the Font group, click the Text Highlight Color arrow, and click the Turquoise box in the top row. The selected phrase is now highlighted in turquoise, and the Text Highlight Color button shows turquoise as its active color. Tip If you click the Text Color Highlight button without first making a selection, the shape of the mouse pointer changes to a highlighter that you can drag across text. Click the button again, or press Esc, to turn off the highlighter. 17. In the fifth bullet point, double-click the word brainstorming. Then hold down the Ctrl key while double-clicking planning and leadership. 118 Chapter 4 Change the Look of Text 18. In the Font group, click the Change Case button, and click UPPERCASE. Then click away from the bullet point to release the selection. The selected words now appear in all capital letters. Instead of retyping, you can have Word change the case of words. 19. Select the Proposal line. Then on the Home tab, in the Font group, click the Clear Formatting button. Keyboard Shortcut Press Ctrl+Spacebar to clear manually applied formatting. The formatting of the selected text is removed. Tip You cannot click the Clear Formatting button to remove highlighting. If the highlight is the same color as that shown on the Text Highlight Color button, you can select the text and click the button to remove the highlighting. If the button shows a different color, select the text, click the Text Highlight Color arrow, and then click No Color. CLEAN UP Save the OrientationDraft document, and then close it. Manually Changing the Look of Paragraphs 119 Character Formatting and Case Considerations The way you use case and character formatting in a document can influence its visual impact on your readers. Used judiciously, case and character formatting can make a plain document look attractive and professional, but excessive use can make it look amateurish and detract from the message. For example, using too many fonts in the same document is the mark of inexperience, so don’t use more than two or three. Bear in mind that lowercase letters tend to recede, so using all uppercase (capital) letters can be useful for titles and headings or for certain kinds of emphasis. However, large blocks of uppercase letters are tiring to the eye. Tip Where do the terms uppercase and lowercase come from? Until the advent of computers, individual characters made of lead were assembled to form the words that would appear on a printed page. The characters were stored alphabetically in cases, with the capital letters in the upper case and the small letters in the lower case. Manually Changing the Look of Paragraphs As you know, you create a paragraph by typing text and then pressing the Enter key. The paragraph can consist of one word, one sentence, or multiple sentences. You can change the look of a paragraph by changing its indentation, alignment, and line spacing, as well as the space before and after it. You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting. In Word, you don’t define the width of paragraphs and the length of pages by defining the area occupied by the text; instead you define the size of the white space—the left, right, top, and bottom margins—around the text. You click the Margins button in the Page Setup group on the Page Layout tab to define these margins, either for the whole document or for sections of the document. See Also For information about setting margins, see “Previewing and Adjusting Page Layout” in Chapter 7, “Preview, Print, and Distribute Documents.” For information about sections, see “Controlling What Appears on Each Page” in the same chapter. 120 Chapter 4 Change the Look of Text Although the left and right margins are set for a whole document or section, you can vary the position of the paragraphs between the margins. The quickest way to indent a paragraph from the left is to click the Increase Indent button; clicking the Decrease Indent button has the opposite effect. You cannot increase or decrease the indent beyond the margins. Another way to control the indentation of lines is by dragging markers on the horizontal ruler to indicate where each line of text starts and ends. ● First Line Indent Begins a paragraph’s first line of text at this marker ● Hanging Indent Begins a paragraph’s second and subsequent lines of text at this marker at the left end of the ruler ● Left Indent Indents the text to this marker ● Right Indent Wraps the text when it reaches this marker at the right end of the ruler You display the ruler by clicking the Ruler check box in the Show group on the View tab, or by clicking the View Ruler button located at the top of the vertical scroll bar. You can manually change a paragraph’s indentation by moving markers on the horizontal ruler. Setting a right indent indicates where the lines in a paragraph should end, but sometimes you might want to specify where only one line should end. For example, you might want to break a title after a particular word to make it look balanced on the page. You can end an individual line by inserting a text wrapping break (more commonly known as a line break). After positioning the cursor where you want the break to occur, you click the Breaks button in the Page Setup group on the Page Layout tab, and then click Text Wrapping. Word indicates the line break with a bent arrow. Inserting a line break does not start a new paragraph, so when you apply paragraph formatting to a line of text that ends with a line break, the formatting is applied to the entire paragraph, not just that line. Manually Changing the Look of Paragraphs 121 Keyboard Shortcut Press Shift+Enter to insert a line break. You can also determine the positioning of a paragraph between the left and right margins by changing its alignment. You can click buttons in the Paragraph group on the Home tab to align paragraphs. ● Align Left Aligns each line of the paragraph at the left margin, with a ragged right edge Keyboard Shortcut Press Ctrl+L to left-align a paragraph. ● Center Aligns the center of each line in the paragraph between the left and right margins, with ragged left and right edges Keyboard Shortcut Press Ctrl+E to center-align a paragraph. ● Align Right Aligns each line of the paragraph at the right margin, with a ragged left edge Keyboard Shortcut Press Ctrl+R to right-align a paragraph. ● Justify Aligns each line between the margins, creating even left and right edges Keyboard Shortcut Press Ctrl+J to justify a paragraph. Tip If you know that you want to create a centered paragraph, you don’t have to type the text and then align the paragraph. You can use the Click And Type feature to create appropriately aligned text. Move the pointer to the center of a blank area of the page, and when the pointer’s shape changes to an I-beam with centered text attached, double-click to insert the cursor in a centered paragraph. Similarly, you can double-click at the left edge of the page to enter left-aligned text and at the right edge to enter right-aligned text. You can align lines of text in different locations across the page by using tab stops. The easiest way to set tab stops is to use the horizontal ruler. By default, Word sets left-aligned tab stops every half inch (1.27 centimeters), as indicated by gray marks below the ruler. To set a custom tab stop, you start by clicking the Tab button located at the left end of the ruler until the type of tab stop you want appears. You have the following options: ● Left Tab Aligns the left end of the text with the tab stop ● Center Tab Aligns the center of the text with the tab stop ● Right Tab Aligns the right end of the text with the tab stop ● Decimal Tab Aligns the decimal point in the text (usually a numeric value) with the tab stop ● Bar Tab Draws a vertical line at the position of the tab stop 122 Chapter 4 Change the Look of Text After selecting the type of tab stop you want to set, you simply click the ruler where you want the tab stop to be. Word then removes any default tab stops to the left of the one you set. This ruler has a custom left-aligned tab stop at the 1.5 inch mark and default tab stops every half inch to the right of the custom tab stop. To change the position of an existing custom tab stop, you drag it to the left or right on the ruler. To delete a custom tab stop, you drag it away from the ruler. To align the text to the right of the cursor with the next tab stop, you press the Tab key. The text is then aligned on the tab stop according to its type. For example, if you set a center tab stop, pressing Tab moves the text so that its center is aligned with the tab stop. Tip To fine-tune the position of tab stops, click the Paragraph dialog box launcher on either the Home or Page Layout tab. In the Paragraph dialog box, click Tabs to display the Tabs dialog box. You might also open this dialog box if you want to use tab leaders—visible marks such as dots or dashes connecting the text before the tab with the text after it. For example, tab leaders are useful in a table of contents to carry the eye from the text to the page number. To make it obvious where one paragraph ends and another begins, you can add space between them by adjusting the Spacing After and Spacing Before settings in the Paragraph group on the Page Layout tab. You can adjust the spacing between the lines in a paragraph by clicking the Line And Paragraph Spacing button in the Paragraph group on the Home tab. The Line Spacing options. Manually Changing the Look of Paragraphs 123 When you want to make several adjustments to the alignment, indentation, and spacing of selected paragraphs, it is sometimes quicker to use the Paragraph dialog box than to click buttons and drag markers. Clicking the Paragraph dialog box launcher on either the Home tab or the Page Layout tab opens the Paragraph dialog box. The Indents And Spacing page of the Paragraph dialog box. You can do a lot with the options in the Paragraph dialog box, but to make a paragraph really stand out, you might want to put a border around it or shade its background. (For real drama, you can do both.) Clicking the Border arrow in the Paragraph group on the Home tab displays a gallery of border options. 124 Chapter 4 Change the Look of Text The Borders gallery. Clicking Borders And Shading at the bottom of the list displays the Borders And Shading dialog box, where you can select the style, color, width, and location of the border. The Border page of the Borders And Shading dialog box. Manually Changing the Look of Paragraphs 125 In this exercise, you’ll change text alignment and indentation, insert and modify tab stops, modify paragraph and line spacing, and add borders and shading to paragraphs. SET UP You need the Information_start document located in your Chapter04 practice file folder to complete this exercise. Open the Information_start document, and save it as Information. Then click the Show/Hide ¶ button to turn on the display of formatting marks, and follow the steps. 1. Set the zoom percentage so that you can see almost all of the paragraphs in the document. Then on the View tab, in the Show group, select the Ruler check box. Tip In the following steps, we give measurements in inches. You can substitute approximate measurements in your own measuring system. If you want to change the measuring system Word uses, display the Backstage view, click Options, and in the Word Options dialog box, display the Advanced page. Then under Display, click the system you want in the Show Measurements In Units Of list, and click OK. 2. Select the first two paragraphs (Welcome! and the next paragraph). Then on the Home tab, in the Paragraph group, click the Center button. The lines are now centered between the margins. Tip When applying paragraph formatting, you don’t have to select the entire paragraph. 3. After the comma in the second paragraph, click to the left of your. Then on the Page Layout tab, in the Page Setup group, click the Breaks button, and click Text Wrapping. Word inserts a line break character and moves the part of the paragraph that follows that character to the next line. The bent arrow after cottage indicates that you have inserted a line break. See Also For information about page and section breaks, see “Controlling What Appears on Each Page” in Chapter 7, “Preview, Print, and Distribute Documents.” 4. Click anywhere in the next paragraph, and then on the Home tab, in the Paragraph group, click the Justify button. Word inserts space between the words in the lines of the paragraph so that the edges of the paragraph are flush against both the left and right margins. 126 Chapter 4 Change the Look of Text 5. Without moving the cursor, on the horizontal ruler, drag the Left Indent marker to the 0.5 inch mark. The First Line Indent and Hanging Indent markers move with the Left Indent marker. 6. At the right end of the ruler, drag the Right Indent marker to the 6 inch mark. The paragraph is now indented a half inch in from each of the side margins. Left and right indents are often used to make paragraphs such as quotations stand out. 7. Click in the Be careful paragraph, and then in the Paragraph group, click the 8. Select the Pillows, Blankets, Towels, and Dish towels paragraphs, and with the Increase Indent button. Left Tab stop active at the left end of the ruler, click the ruler at the 2 mark. Word removes the default tab stops (indicated by gray lines below the ruler) up to the 2-inch mark and inserts a custom left-aligned tab at that location on the ruler. 9. Click to the left of There in the Pillows paragraph, and press the Tab key. Then insert tabs to the left of You, These, and There in the next three paragraphs. The part of each paragraph that follows the colon is now aligned at the 2-inch mark, producing more space than you need. 10. Select the four paragraphs containing tabs, and on the ruler, drag the Left Tab 11. Without changing the selection, on the ruler, drag the Hanging Indent marker to stop to the 1.25 mark. the 1.25 mark. Then press Home to release the selection. The Left Indent marker has moved as well, causing the second line of the second selected paragraph to start in the same location as the tab stop. Manually Changing the Look of Paragraphs 127 Hanging indents are often used to create table-like effects. 12. At the bottom of the document, select the three paragraphs containing dollar 13. Insert a tab to the left of each dollar amount. amounts. Where the horizontal and vertical rulers meet, click the Tab button until the Decimal Tab button is displayed and then click the ruler at the 3 mark. Word aligns the three paragraphs on the decimals. 14. Select the first paragraph containing tabs (Pillows), hold down the Ctrl key, and then select the paragraphs that begin with the following: Blankets Towels Limousine winery tour In-home massage 15. On the Home tab, in the Paragraph group, click the Line Spacing button, and click Remove Space After Paragraph. Then press the Home key. Now only the last paragraphs of the two lists have extra space after them. Removing internal space from lists makes them easier to read. 128 Chapter 4 Change the Look of Text 16. Scroll up until the top of the document is in view, and click anywhere in the Please 17. Click anywhere in the Be careful paragraph, click the Border arrow, and then at take a few minutes paragraph. On the Home tab, in the Paragraph group, click the Border arrow, and then click Outside Borders. the bottom of the list, click Borders and Shading. The Borders And Shading dialog box opens, with the Borders page displayed. 18. Under Setting, click the 3-D icon to select that border style. Scroll through the Style list and click the fourth style from the bottom. Then click the Color arrow, and under Theme Colors in the palette, click the Red, Accent 2 box. Tip If you want only one, two, or three sides of the selected paragraphs to have a border, click the buttons surrounding the image in the Preview area. 19. Click the Shading tab. You can use the options on this page to format the background of the selected paragraph. The Shading page of the Borders And Shading dialog box. Manually Changing the Look of Paragraphs 129 20. Click the Fill arrow, and under Theme Colors, click the lightest color in the red column (Red, Accent 2, Lighter 80%). Then click OK to close the Borders and Shading dialog box. A border surrounds the paragraph, and a light red color fills its background. The border stretches all the way to the right margin. 21. To achieve a more balanced look, in the Paragraph group, click the Decrease Indent button. Then click the Center button. The paragraph is now centered between the page margins and within its surrounding box. A combination of a border and shading really makes text stand out. Don’t overdo it! CLEAN UP Leave the rulers and formatting marks displayed for the next exercise, but change the zoom percentage back to 100%. Save the Information document, and then close it. 130 Chapter 4 Change the Look of Text Finding and Replacing Formatting In addition to searching for words and phrases in the Find And Replace dialog box, you can use the dialog box to search for a specific format and replace it with a different one. See Also For information about finding and replacing text, see “Finding and Replacing Text” in Chapter 3, “Edit and Proofread Text.” To search for a specific format and replace it with a different format: 1. On the Home tab, in the Editing group, click the Replace button. Keyboard Shortcut Press Ctrl+H to display the Replace tab of the Find And Replace dialog box. The Find And Replace dialog box opens, displaying the Replace tab. 2. Click More to expand the dialog box. Then click Format, and on the Format menu, click either Font or Paragraph. Tip You can click Style to search for paragraph styles or character styles. The Find Font or Find Paragraph dialog box opens. 3. In the dialog box, click the format you want to find, and then click OK. 4. Click the Replace With text box, click Format, click Font or Paragraph, click the format you want to substitute for the Find What format, and then click OK. 5. Click Find Next to search for the first occurrence of the format, and then click Replace to replace that one occurrence or Replace All to replace every occurrence. Creating and Modifying Lists Lists are paragraphs that are usually formatted with a hanging indent so that the first line of each paragraph is longer than subsequent lines. Fortunately, Word takes care of the formatting of lists for you. You simply indicate the type of list you want to create. When the order of items is not important—for example, for a list of supplies needed to carry out a task—a bulleted list is the best choice. And when the order is important—for example, for the steps in a procedure—you will probably want to create a numbered list. Creating and Modifying Lists 131 You can indicate the start of a list as follows: ● Bulleted list Type * (an asterisk) at the beginning of a paragraph, and then press the Spacebar or the Tab key before entering the list item text. Or click the Bullets button in the Paragraph group on the Home tab. ● Numbered list Type 1. (the number 1 followed by a period) at the beginning of a paragraph, and then press the Spacebar or the Tab key before entering the list item text. Or click the Numbering button in the Paragraph group on the Home tab. When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list. When you press Enter to start a new item, Word continues the formatting to the new paragraph. Typing items and pressing Enter adds subsequent bulleted or numbered items. To end the list, press Enter twice; or click the Bullets arrow or Numbering arrow in the Paragraph group on the Home tab, and then in the library, click None. Tip If you want to start a paragraph with an asterisk or number but don’t want to format the paragraph as a bulleted or numbered list, click the AutoCorrect Options button that appears after Word changes the formatting, and then in the list, click the appropriate Undo option. You can also click the Undo button on the Quick Access Toolbar. If you want to create a list that has multiple levels, you start off by creating the list in the usual way. Then when you want the next paragraph to be a level lower (indented more), you press the Tab key after pressing Enter and before you type the text of the item. If you want the next paragraph to be a level higher (indented less), you press Shift+Tab after pressing Enter. In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list, Word changes the type of numbering used, based on a predefined numbering scheme. Tip To create a multilevel numbered list with a scheme that is different from the default, you can click the Multilevel List button in the Paragraph group of the Home tab and then select a scheme from the List gallery. You can also define your own scheme. If you type a set of paragraphs containing a series of items and then decide you want to turn the set into a list, you can select the paragraphs and then click the Bullets or Numbering button. After you create a list, you can modify, format, and customize the list as follows: ● You can move items around in a list, insert new items, or delete unwanted items. If the list is numbered, Word automatically updates the numbers. ● You can sort items in a bulleted list into ascending or descending order by clicking the Sort button in the Paragraph group on the Home tab. ● For a bulleted list, you can change the bullet symbol by clicking the Bullets arrow in the Paragraph group and making a selection from the Bullets gallery. You can also define a custom bullet (even a picture bullet) by clicking Define New Bullet. 132 Chapter 4 Change the Look of Text ● For a numbered list, you can change the number style by clicking the Numbering arrow in the Paragraph group and making a selection from the Numbering gallery. You can also define a custom style by clicking Define New Number Format. ● You can modify the indentation of the list by dragging the indent markers on the horizontal ruler. You can change both the overall indentation of the list and the relationship of the first line to the other lines. See Also For information about paragraph indentation, see “Manually Changing the Look of Paragraphs" earlier in this chapter. In this exercise, you’ll create a bulleted list and a numbered list and then modify lists in various ways. SET UP You need the RulesDraft_start document located in your Chapter04 practice file folder to complete this exercise. Open the RulesDraft_start document, and save it as RulesDraft. Then follow the steps. 1. With formatting marks and the rulers displayed, select the first four paragraphs under The rules fall into four categories, and then on the Home tab, in the Paragraph group, click the Bullets button. The selected paragraphs are reformatted as a bulleted list. Word indents the list and precedes each item with a bullet and a tab. The program also removes the space after all paragraphs except the last one. 2. With the paragraphs still selected, in the Paragraph group, click the Bullets arrow. The Bullets gallery appears. The Bullets gallery offers several predefined bullet choices. Creating and Modifying Lists 133 3. Under Bullet Library, point to each bullet character to display a live preview of its effect on the selected list items, and then click the bullet composed of four diamonds. The bullet character that begins each item in the selected list changes. Different bullets are suited to different types of documents. 4. Select the two paragraphs below the Definitions heading, and then in the Paragraph group, click the Numbering button. Word numbers the two selected paragraphs sequentially. 5. Select the first four paragraphs below the General Rules heading, and then click the Numbering button. Word restarts the second numbered list from 1. 6. Select the next three paragraphs, and then in the Paragraph group, click the Bullets button. Word formats the paragraphs as a bulleted list, using the symbol you specified earlier. These three bullets are a second-level list of the preceding numbered item and should be indented. 7. With the three bulleted items still selected, in the Paragraph group, click the Increase Indent button. The bulleted paragraphs move to the right. Tip You can also adjust the indent level of a bulleted list by selecting its paragraphs, and on the horizontal ruler, dragging the Left Indent marker to the left or right. You can move just the Hanging Indent marker to adjust the space between the bullets and their text. 8. Select the remaining three paragraphs, and click the Numbering button. Word restarts this numbered list from 1, but you want it to continue the sequence of the previous numbered list. 9. Click anywhere in the No large dogs item, and then click the Numbering arrow. The Numbering gallery appears. 134 Chapter 4 Change the Look of Text The Numbering gallery offers several predefined number formats. 10. At the bottom of the gallery, click Set Numbering Value. The Set Numbering Value dialog box opens. In this dialog box, you specify how this numbered list relates to the previous one. Creating and Modifying Lists 135 11. Change the Set value to setting to 5, and then click OK. Word renumbers the list after the bullet items so that it continues from the previous list. 12. In the No large dogs numbered item, click to the left of Seeing, press Enter, and then press Tab. Word first creates a new number 6 item and renumbers all subsequent items. However, when you press Tab to make the item second level, Word changes the 6 to a, indents the item, and restores the original numbers to the subsequent items. 13. Press the End key, and then press Enter. Then type The Board reserves the right 14. Click the Numbering arrow, click Change List Level at the bottom of the gallery, to make exceptions to this rule. (type the period), and press Enter. and click the first 1. option. Then in the new first-level item, type All pets must reside within their Owners’ Apartments. The lists are now organized hierarchically. Word takes the work out of creating hierarchical lists. 15. Select the three bulleted paragraphs, and then in the Paragraph group, click the Sort button. 136 Chapter 4 Change the Look of Text Formatting Text as You Type The Word list capabilities are just one example of the program’s ability to intuit how you want to format an element based on what you type. You can learn more about these and other AutoFormatting options by exploring the AutoCorrect dialog box. Display the Backstage view, click Options, click Proofing in the left pane of the Word Options dialog box, and then on the Proofing page, click AutoCorrect Options. On the AutoFormat As You Type page, you can see the options Word implements by default, including bulleted and numbered lists. You can select and clear options to control AutoFormatting behavior. The AutoFormat As You Type page of the AutoCorrect dialog box. One interesting option is Border Lines. When this check box is selected, typing three consecutive hyphens (-) or three consecutive underscores (_) and pressing Enter draws a single line across the page. Three consecutive equal signs (=) draw a double line, and three consecutive tildes (~) draw a zigzag line. Key Points 137 The Sort Text dialog box opens. You can sort text in lists in ascending or descending order. 16. With the Ascending option selected, click OK. The order of the bulleted items changes to ascending alphabetical order. CLEAN UP If you want, turn off the rulers and formatting marks. Then save and close the RulesDraft document. Key Points ● Quick Styles and style sets make it simple to apply combinations of character and paragraph formatting to give your documents a professional look. ● The same document can look very different depending on the theme applied to it. Colors, fonts, and effects can be combined to create just the look you want. ● You can format characters with an almost limitless number of combinations of font, size, style, and effect. For best results, resist the temptation to use more than a handful of combinations. ● You can change the look of paragraphs by varying their indentation, spacing, and alignment and by setting tab stops and applying borders and shading. Use these formatting options judiciously to create a balanced, uncluttered look. ● Bulleted and numbered lists are a great way to present information in an easy-to-read, easy-to-understand format. If the built-in bulleted and numbered formats don’t provide what you need, you can define your own formats. Chapter at a Glance Present information in columns, page 140 Create tabbed lists, page 147 Present information in tables, page 149 Format tables, page 160 8 Set Up a Workbook In this chapter, you will learn how to ✔ Create workbooks. ✔ Modify workbooks. ✔ Modify worksheets. ✔ Customize the Excel 2010 program window. When you start Microsoft Excel 2010, the program presents a blank workbook that contains three worksheets. You can add or delete worksheets, hide worksheets within the workbook without deleting them, and change the order of your worksheets within the workbook. You can also copy a worksheet to another workbook or move the worksheet without leaving a copy of the worksheet in the first workbook. If you and your colleagues work with a large number of documents, you can define property values to make your workbooks easier to find when you and your colleagues attempt to locate them by using the Windows search facility. Another way to make Excel easier to use is by customizing the Excel program window to fit your work style. If you have several workbooks open at the same time, you can move between the workbook windows quickly. However, if you switch between workbooks frequently, you might find it easier to resize the workbooks so they don’t take up the entire Excel window. If you do this, you just need to click the title bar of the workbook you want to modify to switch to it. The Microsoft Office User Experience team has enhanced your ability to customize the Excel user interface. If you find that you use a command frequently, you can add it to the Quick Access Toolbar so it’s never more than one click away. If you use a set of commands frequently, you can create a custom ribbon tab so they appear in one place. You can also hide, display, or change the order of the tabs on the ribbon. In this chapter, you’ll learn how to create and modify workbooks, create and modify worksheets, make your workbooks easier to find, and customize the Excel 2010 program window. 227 228 Chapter 8 Set Up a Workbook Practice Files Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter08 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book. Creating Workbooks Every time you want to gather and store data that isn’t closely related to any of your other existing data, you should create a new workbook. The default new workbook in Excel has three worksheets, although you can add more worksheets or delete existing worksheets if you want. Creating a new workbook is a straightforward process—you just click the File tab, click New, identify the type of workbook you want, and click the Create button. The New page of the Backstage view. Creating Workbooks 229 When you start Excel, the program displays a new, blank workbook; you can begin to type data into the worksheet’s cells or open an existing workbook. In this book’s exercises, you’ll work with workbooks created for Consolidated Messenger, a fictional global shipping company. After you make changes to a workbook, you should save it to preserve your work. Tip Readers frequently ask, “How often should I save my files?” It is good practice to save your changes every half hour or even every five minutes, but the best time to save a file is whenever you make a change that you would hate to have to make again. When you save a file, you overwrite the previous copy of the file. If you have made changes that you want to save, but you also want to keep a copy of the file as it was when you saved it previously, you can use the Save As command to specify a name for the new file. You also can use the controls in the Save As dialog box to specify a different format for the new file and a different location in which to save the new version of the file. For example, Lori Penor, the chief operating officer of Consolidated Messenger, might want to save an Excel file that tracks consulting expenses as an Excel 2003 file if she needs to share the file with a consulting firm that uses Excel 2003. After you create a file, you can add information to make the file easier to find when you use the Windows search facility to search for it. Each category of information, or property, stores specific information about your file. In Windows, you can search for files based on the file’s author or title, or by keywords associated with the file. A file tracking the postal code destinations of all packages sent from a vendor might have the keywords postal, destination, and origin associated with it. To set values for your workbook’s built-in properties, you can click the File tab, click Info, click Properties, and then click Show Document Panel to display the Document Properties panel just below the ribbon. The standard version of the Document Properties panel has fields for the file’s author, title, subject, keywords, category, and status, and any comments about the file. You can also create custom properties by clicking the arrow located just to the right of the Document Properties label, and clicking Advanced Properties to display the Properties dialog box. 230 Chapter 8 Set Up a Workbook General workbook properties are based on the file and cannot be edited. On the Custom page of the Properties dialog box, you can click one of the existing custom categories or create your own by typing a new property name in the Name field, clicking the Type arrow and selecting a data type (for example, Text, Date, Number, or Yes/No), selecting or typing a value in the Value field, and then clicking Add. If you want to delete an existing custom property, point to the Properties list, click the property you want to get rid of, and click Delete. After you finish making your changes, click the OK button. To hide the Document Properties panel, click the Close button in the upper-right corner of the panel. In this exercise, you’ll create a new workbook, save the workbook with a new name, assign values to the workbook’s standard properties, and create a custom property. SET UP You need the ExceptionSummary_start workbook located in your Chapter08 practice file folder to complete this exercise. Start Excel, and open the ExceptionSummary_start workbook. Then follow the steps. 1. Click the File tab, and then click Close. The ExceptionSummary_start workbook closes. 2. Click the File tab, and then click New. The New Workbook page of the Backstage view appears. Creating Workbooks 231 3. Click Blank Workbook, and then click Create. A new, blank workbook opens. 4. Click the File tab, and then click Save As. The Save As dialog box opens. By default, the Save As dialog box displays the contents of your Documents library or the last folder you accessed from the dialog box. 5. Navigate to your Chapter08 practice file folder. In the File name field, type 6. Click the Save button. Exceptions 2010. Excel 2010 saves your work, and the Save As dialog box closes. 7. Click the File tab, click Info, click Properties, and then click Show Document Panel. The Document Properties panel opens. 8. In the Keywords field, type exceptions, regional, percentage. 9. In the Category field, type performance. 10. Click the arrow at the right end of the Document Properties button, and then click Advanced Properties. The Exceptions 2010 Properties dialog box opens. 232 Chapter 8 Set Up a Workbook 11. Click the Custom tab. The Custom page is displayed. 12. In the Name field, type Performance. 13. In the Value field, type Exceptions. You can specify custom properties for a workbook. 14. Click the Add button, and then click OK. The Exceptions 2010 Properties dialog box closes. 15. On the Quick Access Toolbar, click the Save button to save your work. Keyboard Shortcut Press Ctrl+S to save a workbook. CLEAN UP Close the Exceptions 2010 workbook. Modifying Workbooks 233 Modifying Workbooks Most of the time, you create a workbook to record information about a particular activity, such as the number of packages that a regional distribution center handles or the average time a driver takes to complete all deliveries on a route. Each worksheet within that workbook should represent a subdivision of that activity. To display a particular worksheet, just click the worksheet’s tab on the tab bar (just below the grid of cells). In the case of Consolidated Messenger, the workbook used to track daily package volumes could have a separate worksheet for each regional distribution center. New Excel workbooks contain three worksheets; because Consolidated Messenger uses nine regional distribution centers, you would need to create six new ones. To create a new worksheet, click the Insert Worksheet button at the right edge of the tab bar. Insert Worksheet When you create a worksheet, Excel assigns it a generic name such as Sheet4. After you decide what type of data you want to store on a worksheet, you should change the default worksheet name to something more descriptive. For example, you could change the name of Sheet1 in the regional distribution center tracking workbook to Northeast. When you want to change a worksheet’s name, double-click the worksheet’s tab on the tab bar to highlight the worksheet name, type the new name, and press Enter. Another way to work with more than one worksheet is to copy a worksheet from another workbook to the current workbook. One circumstance in which you might consider copying worksheets to the current workbook is if you have a list of your current employees in another workbook. You can copy worksheets from another workbook by right-clicking the tab of the sheet you want to copy and, on the shortcut menu, clicking Move Or Copy to display the Move Or Copy dialog box. 234 Chapter 8 Set Up a Workbook Selecting the Create A Copy check box leaves the copied worksheet in its original workbook, whereas clearing the check box causes Excel to delete the worksheet from its original workbook. After the worksheet is in the target workbook, you can change the worksheets’ order to make the data easier to locate within the workbook. To change a worksheet’s location in the workbook, you drag its sheet tab to the desired location on the tab bar. If you want to remove a worksheet from the tab bar without deleting the worksheet, you can do so by right-clicking the worksheet’s tab on the tab bar and clicking Hide on the context menu. When you want Excel to redisplay the worksheet, right-click any visible sheet tab and then click Unhide. In the Unhide dialog box, click the name of the sheet you want to display, and click OK. To differentiate a worksheet from others, or to visually indicate groups or categories of worksheets in a multiple-worksheet workbook, you can easily change the color of a worksheet tab. To do so, right-click the tab, point to Tab Color, and then click the color you want. Tip If you copy a worksheet to another workbook, and the destination workbook has the same Office Theme applied as the active workbook, the worksheet retains its tab color. If the destination workbook has another theme applied, the worksheet’s tab color changes to reflect that theme. For more information on Office themes, see Chapter 11, “Change Workbook Appearance.” If you determine that you no longer need a particular worksheet, such as one you created to store some figures temporarily, you can delete the worksheet quickly. To do so, rightclick its sheet tab, and then click Delete. In this exercise, you’ll insert and rename a worksheet, change a worksheet’s position in a workbook, hide and unhide a worksheet, copy a worksheet to another workbook, change a worksheet’s tab color, and delete a worksheet. Modifying Workbooks 235 SET UP You need the ExceptionTracking_start workbook located in your Chapter08 practice file folder to complete this exercise. Open the ExceptionTracking_start file, and save it as ExceptionTracking. Then follow the steps. 1. On the tab bar, click the Insert Worksheet button. A new worksheet is displayed. 2. Right-click the new worksheet’s sheet tab, and then click Rename. Excel highlights the new worksheet’s name. 3. Type 2010, and then press Enter. 4. On the tab bar, double-click the Sheet1 sheet tab. Excel highlights the worksheet’s name. 5. Type 2009, and then press Enter. 6. Right-click the 2009 sheet tab, point to Tab Color, and then, in the Standard Colors area of the color palette, click the green square. Excel changes the 2009 sheet tab to green. 7. On the tab bar, drag the 2010 sheet tab to the left of the Scratch Pad sheet tab. 8. Right-click the 2010 sheet tab, and then click Hide. Excel hides the 2010 worksheet. 9. Right-click the 2009 sheet tab, and then click Move or Copy. The Move Or Copy dialog box opens. You must specify the destination of the moved or copied worksheet. 10. Click the To book arrow, and then in the list, click (new book). 236 Chapter 8 Set Up a Workbook 11. Select the Create a copy check box. 12. Click OK. A new workbook opens, containing only the worksheet you copied into it. 13. On the Quick Access Toolbar, click Save. The Save As dialog box opens. 14. In the File name field, type 2009 Archive, and then press Enter. Excel saves the workbook, and the Save As dialog box closes. 15. On the View tab, click the Switch Windows button, and then click ExceptionTracking. The ExceptionTracking workbook is displayed. 16. On the tab bar, right-click the Scratch Pad sheet tab, and then click Delete. In the dialog box that opens, click Delete to confirm the operation. The Scratch Pad worksheet is deleted. 17. Right-click the 2009 sheet tab, and then click Unhide. The Unhide dialog box opens. The Unhide dialog box lists all hidden worksheets. 18. Click 2010, and then click OK. The Unhide dialog box closes, and the 2010 worksheet is displayed in the workbook. CLEAN UP Save and close the ExceptionTracking workbook and the 2009 Archive workbook. Modifying Worksheets 237 Modifying Worksheets After you put up the signposts that make your data easy to find, you can take other steps to make the data in your workbooks easier to work with. For example, you can change the width of a column or the height of a row in a worksheet by dragging the column’s right border or the row’s bottom border to the desired position. Increasing a column’s width or a row’s height increases the space between cell contents, making your data easier to read and work with. Tip You can apply the same change to more than one row or column by selecting the rows or columns you want to change and then dragging the border of one of the selected rows or columns to the desired location. When you release the mouse button, all the selected rows or columns change to the new height or width. Modifying column width and row height can make a workbook’s contents easier to work with, but you can also insert a row or column between cells that contain data to make your data easier to read. Adding space between the edge of a worksheet and cells that contain data, or perhaps between a label and the data to which it refers, makes the workbook’s contents less crowded. You insert rows by clicking a cell and clicking the Home tab on the ribbon. Then, in the Cells group, in the Insert list, click Insert Sheet Rows. Excel inserts a row above the row that contains the active cell. You insert a column in much the same way, by choosing Insert Sheet Columns from the Insert list. When you do this, Excel inserts a column to the left of the active cell. When you insert a row, column, or cell in a worksheet that has had formatting applied, the Insert Options button appears. Clicking the Insert Options button displays a list of choices you can make about how the inserted row or column should be formatted. The following table summarizes your options. Option Action Format Same As Above Applies the formatting of the row above the inserted row to the new row Format Same As Below Applies the formatting of the row below the inserted row to the new row Format Same As Left Applies the formatting of the column to the left of the inserted column to the new column Format Same As Right Applies the formatting of the column to the right of the inserted column to the new column Clear Formatting Applies the default format to the new row or column 238 Chapter 8 Set Up a Workbook If you want to delete a row or column, right-click the row or column head and then, on the shortcut menu that appears, click Delete. You can temporarily hide rows or columns by selecting those rows or columns and then, on the Home tab, in the Cells group, clicking the Format button, pointing to Hide & Unhide, and then clicking either Hide Rows or Hide Columns. The rows or columns you selected disappear, but they aren’t gone for good, as they would be if you’d used Delete. Instead, they have just been removed from the display until you call them back. To return the hidden rows to the display, select the row or column headers on either side of the hidden rows or columns. Then, on the Home tab, in the Cells group, click the Format button, point to Hide & Unhide, and then click either Unhide Rows or Unhide Columns. Important If you hide the first row or column in a worksheet, you must click the Select All button in the upper-left corner of the worksheet (above the first row header and to the left of the first column header) or press Ctrl+A to select the entire worksheet. Then, on the Home tab, in the Cells group, click Format, point to Hide & Unhide, and then click either Unhide Rows or Unhide Columns to make the hidden data visible again. Just as you can insert rows or columns, you can insert individual cells into a worksheet. To insert a cell, click the cell that is currently in the position where you want the new cell to appear. On the Home tab, in the Cells group, in the Insert list, click Insert Cells to display the Insert dialog box. In the Insert dialog box, you can choose whether to shift the cells surrounding the inserted cell down (if your data is arranged as a column) or to the right (if your data is arranged as a row). When you click OK, the new cell appears, and the contents of affected cells shift down or to the right, as appropriate. In a similar vein, if you want to delete a block of cells, select the cells, and on the Home tab, in the Cells group, in the Delete list, click Delete Cells to display the Delete dialog box—complete with options that enable you to choose how to shift the position of the cells around the deleted cells. Tip The Insert dialog box also includes options you can click to insert a new row or column; the Delete dialog box has similar options for deleting an entire row or column. If you want to move the data in a group of cells to another location in your worksheet, select the cells you want to move and use the mouse pointer to point to the selection’s border. When the pointer changes to a four-pointed arrow, you can drag the selected cells to the desired location on the worksheet. If the destination cells contain data, Excel displays a dialog box asking whether you want to overwrite the destination cells’ contents. If you want to replace the existing values, click OK. If you don’t want to overwrite the existing values, click Cancel and insert the required number of cells to accommodate the data you want to move. In this exercise, you’ll insert a column and row into a worksheet, specify insert options, hide a column, insert a cell into a worksheet, delete a cell from a worksheet, and move a group of cells within the worksheet. Modifying Worksheets 239 SET UP You need the RouteVolume_start workbook located in your Chapter08 practice file folder to complete this exercise. Open the RouteVolume_start workbook, and save it as RouteVolume. Then follow the steps. 1. On the May 12 worksheet, select cell A1. 2. On the Home tab, in the Cells group, click the Insert arrow, and then in the list, click Insert Sheet Columns. A new column A appears. 3. In the Insert list, click Insert Sheet Rows. A new row 1 appears. 4. Click the Insert Options button that appears below the lower-right corner of the selected cell, and then click Clear Formatting. Excel removes the formatting from the new row 1. 5. Right-click the column header of column E, and then click Hide. Column E disappears. Hiding a row or column also hides the accompanying row or column header. 240 Chapter 8 Set Up a Workbook 6. On the tab bar, click the May 13 sheet tab. The worksheet named May 13 appears. 7. Click cell B6. 8. On the Home tab, in the Cells group, click the Delete arrow, and then in the list, click Delete Cells. The Delete dialog box opens. When deleting cells, you can specify whether to affect the column or row. 9. If necessary, click Shift cells up, and then click OK. The Delete dialog box closes and Excel deletes cell B6, moving the cells below it up to fill in the gap. 10. Click cell C6. 11. In the Cells group, in the Insert list, click Insert Cells. The Insert dialog box opens. 12. If necessary, click Shift cells down, and then click OK. The Insert dialog box closes, and Excel creates a new cell C6, moving cells C6:C11 down to accommodate the inserted cell. 13. In cell C6, type 4499, and then press Enter. 14. Select cells E13:F13. 15. Point to the border of the selected cells. When your mouse pointer changes to a four-pointed arrow, drag the selected cells to cells B13:C13. The dragged cells replace cells B13:C13. Customizing the Excel 2010 Program Window 241 You can drag cell content to another location. CLEAN UP Save the RouteVolume workbook, and then close it. Customizing the Excel 2010 Program Window How you use Excel 2010 depends on your personal working style and the type of data collections you manage. The Excel product team interviews customers, observes how differing organizations use the program, and sets up the user interface so that many users won’t need to change it to work effectively. If you do want to change the Excel program window, including the user interface, you can. You can change how Excel displays your worksheets; zoom in on worksheet data; add frequently used commands to the Quick Access Toolbar; hide, display, and reorder ribbon tabs; and create custom tabs to make groups of commands readily accessible. 242 Chapter 8 Set Up a Workbook Zooming In on a Worksheet One way to make Excel easier to work with is to change the program’s zoom level. Just as you can “zoom in” with a camera to increase the size of an object in the camera’s viewer, you can use the zoom setting to change the size of objects within the Excel 2010 program window. For example, if Peter Villadsen, the Consolidated Messenger European Distribution Center Manager, displayed a worksheet that summarized his distribution center’s package volume by month, he could click the View tab and then, in the Zoom group, click the Zoom button to display the Zoom dialog box. The Zoom dialog box contains controls that he can use to select a preset magnification level or to type in a custom magnification level. He could also use the Zoom control in the lower-right corner of the Excel 2010 window. Zoom Out Zoom In You can zoom in or out incrementally or set a specific magnification level. Clicking the Zoom In control increases the size of items in the program window by 10 percent, whereas clicking the Zoom Out control decreases the size of items in the program window by 10 percent. If you want more fine-grained control of your zoom level, you can use the slider control to select a specific zoom level or click the magnification level indicator, which indicates the zoom percentage, and use the Zoom dialog box to set a custom magnification level. The Zoom group on the View tab also contains the Zoom To Selection button, which fills the program window with the contents of any selected cells, up to the program’s maximum zoom level of 400 percent. Tip The minimum zoom level in Excel 2010 is 10 percent. Customizing the Excel 2010 Program Window 243 Arranging Multiple Workbook Windows As you work with Excel, you will probably need to have more than one workbook open at a time. For example, you could open a workbook that contains customer contact information and copy it into another workbook to be used as the source data for a mass mailing you create in Microsoft Word 2010. When you have multiple workbooks open simultaneously, you can switch between them by clicking the View tab and then, in the Window group, clicking the Switch Windows button and clicking the name of the workbook you want to view. You can arrange your workbooks within the Excel window so that most of the active workbook is shown but the others are easily accessible. To do so, click the View tab and then, in the Window group, click the Arrange All button. Then, in the Arrange Windows dialog box, click Cascade. The best arrangement depends on the number and content of the open windows. Many Excel 2010 workbooks contain formulas on one worksheet that derive their value from data on another worksheet, which means you need to change between two worksheets every time you want to see how modifying your data changes the formula’s result. However, an easier way to approach this is to display two copies of the same workbook simultaneously, displaying the worksheet that contains the data in the original window and displaying the worksheet with the formula in the new window. When you change the data in either copy of the workbook, Excel updates the other copy. To display two copies of the same workbook, open the desired workbook and then, in the View tab’s Window group, click New Window. Excel opens a second copy of the workbook. To display the workbooks side by side, on the View tab, in the Window group, click Arrange All. Then, in the Arrange Windows dialog box, click Vertical and then click OK. If the original workbook’s name is Exception Summary, Excel 2010 displays the name Exception Summary:1 on the original workbook’s title bar and Exception Summary:2 on the second workbook’s title bar. 244 Chapter 8 Set Up a Workbook Arranging windows vertically. Troubleshooting The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our images, see “Modifying the Display of the Ribbon” at the beginning of this book. Adding Buttons to the Quick Access Toolbar As you continue to work with Excel 2010, you might discover that you use certain commands much more frequently than others. If your workbooks draw data from external sources, for example, you might find yourself using the Refresh All button on the Data tab quite often than the program’s designers might have expected. You can make any button accessible with one click by adding the button to the Quick Access Toolbar, located just above the ribbon. To add a button to the Quick Access Toolbar, display the Customize The Quick Access Toolbar page of the Excel Options dialog box. This page contains two panes. The pane on the left lists all of the controls that are available within a given category, and the pane on the right lists the controls currently displayed on the Quick Access Toolbar. In the Choose Commands From list, click the category that contains the control you want to add. Excel 2010 displays the available commands in the box below the Choose Commands From field. Click the control you want, and then click the Add button. Customizing the Excel 2010 Program Window 245 You can change a button’s position on the Quick Access Toolbar by clicking its name in the right pane and then clicking either the Move Up or Move Down button at the right edge of the dialog box. To remove a button from the Quick Access Toolbar, click the button’s name in the right pane, and then click the Remove button. When you’re done making your changes, click the OK button. If you prefer not to save your changes, click the Cancel button. If you saved your changes but want to return the Quick Access Toolbar to its original state, click the Reset button and then click either Reset Only Quick Access Toolbar, which removes any changes you made to the Quick Access Toolbar, or Reset All Customizations, which returns the entire ribbon interface to its original state. You can also choose whether your Quick Access Toolbar changes affect all your workbooks or just the active workbook. To control how Excel applies your change, in the Customize Quick Access Toolbar list, click either For All Documents to apply the change to all of your workbooks or For Workbook to apply the change to the active workbook only. If you’d like to export your Quick Access Toolbar customizations to a file that can be used to apply those changes to another Excel 2010 installation, click the Import/Export button and then click Export All Customizations. Use the controls in the dialog box that opens to save your file. When you’re ready to apply saved customizations to Excel, click the Import/Export button, click Import Customization File, select the file in the File Open dialog box, and click Open. 246 Chapter 8 Set Up a Workbook Customizing the Ribbon Excel 2010 enhances your ability to customize the entire ribbon by enabling you to hide and display ribbon tabs, reorder tabs displayed on the ribbon, customize existing tabs (including tool tabs, which appear when specific items are selected), and to create custom tabs. To begin customizing the ribbon, click the File tab and then click Options. In the Excel Options dialog box, click Customize Ribbon to display the Customize The Ribbon page. The Customize The Ribbon page of the Excel Options dialog box. To select which tabs appear in the tabs pane on the right side of the screen, click the Customize The Ribbon field’s arrow and then click either Main Tabs, which displays the tabs that can appear on the standard ribbon; Tool Tabs, which displays the tabs that appear when you click an item such as a drawing object or PivotTable; or All Tabs. Tip The procedures taught in this section apply to both the main tabs and the tool tabs. Each ribbon tab’s name has a check box next to it. If a tab’s box is selected, then that tab appears on the ribbon. You can hide a tab by clearing the check box and bring it back by selecting the check box. You can also change the order in which the tabs are displayed on the ribbon. To do so, click the name of the tab you want to move and then click the Move Up or Move Down arrows to reposition the selected tab. Customizing the Excel 2010 Program Window 247 Just as you can change the order of the tabs on the ribbon, you can change the order of groups on a tab. For example, the Page Layout tab contains five groups: Themes, Page Setup, Scale To Fit, Sheet Options, and Arrange. If you use the Themes group infrequently, you could move the group to the right end of the tab by clicking the group’s name and then clicking the Move Down button until the group appears in the desired position. You can add, remove, and change the order of groups on a tab. To remove a group from a built-in ribbon tab, click the name of the group in the right pane and click the Remove button. If you remove a group from a built-in tab and later decide you want to put it back on the tab, display the tab in the right pane. Then, click the Choose Commands From field’s arrow and click Main Tabs. With the tab displayed, in the left pane, click the expand control (which looks like a plus sign) next to the name of the tab that contains the group you want to add back. You can now click the name of the group in the left pane and click the Add button to put the group back on the selected ribbon tab. The built-in ribbon tabs are designed efficiently, so adding new command groups might crowd the other items on the tab and make those controls harder to find. Rather than adding controls to an existing ribbon tab, you can create a custom tab and then add groups and commands to it. To create a custom ribbon tab, click the New Tab button on the Customize The Ribbon page of the Excel Options dialog box. When you do, a new tab named New Tab (Custom), which contains a group named New Group (Custom), appears in the tab list. 248 Chapter 8 Set Up a Workbook You can add an existing group to your new ribbon tab by clicking the Choose Commands From field’s arrow, selecting a collection of commands, clicking the group you want to add, and then clicking the Add button. You can also add individual commands to your ribbon tab by clicking a command in the command list and clicking the Add button. To add a command to your tab’s custom group, click the new group in the right tab list, click the command in the left list, and then click the Add button. If you want to add another custom group to your new tab, click the new tab, or any of the groups within that tab, and then click New Group. The New Tab (Custom) name doesn’t tell you anything about the commands on your new ribbon tab, so you can rename it to reflect its contents. To rename any tab on the ribbon, display the Customize The Ribbon page of the Excel Options dialog box, click the tab you want to modify, and then click the Rename button. Type the tab’s new name in the Rename dialog box, and click OK. To rename any group on the ribbon, click the name of the group, and then click Rename. When you do, a different version of the Rename dialog box appears. Click the symbol that you want to use to represent the group on the ribbon, type a new name for the group in the Display Name box, and click OK. You can select a symbol to represent a group of commands on the ribbon. If you’d like to export your ribbon customizations to a file that can be used to apply those changes to another Excel 2010 installation, click the Import/Export button and then click Export All Customizations. Use the controls in the dialog box that opens to save your file. When you’re ready to apply saved customizations to Excel, click the Import/Export button, click Import Customization File, select the file in the File Open dialog box, and click Open. Customizing the Excel 2010 Program Window 249 When you’re done customizing the ribbon, click the OK button to save your changes or click Cancel to keep the user interface as it was before you started this round of changes. You can also change a ribbon tab, or the entire ribbon, back to the state it was in when you installed Excel. To restore a single ribbon tab, click the tab you want to restore, click the Reset button, and then click Reset Only Selected Ribbon Tab. To restore the entire ribbon, including the Quick Access Toolbar, click the Reset button and then click Reset All Customizations. Maximizing Usable Space in the Program Window You can increase the amount of space available inside the program window by hiding the ribbon, the formula bar, or the row and column labels. To hide the ribbon, double-click the active tab label. The tab labels remain visible at the top of the program window, but the tab content is hidden. To temporarily redisplay the ribbon, click the tab label you want. Then click any button on the tab, or click away from the tab, to rehide it. To permanently redisplay the ribbon, double-click any tab label. Keyboard Shortcut Press Ctrl+F1 to hide and unhide the ribbon. To hide the formula bar, clear the Formula Bar check box in the Show/Hide group on the View tab. To hide the row and column labels, clear the Headings check box in the Show/Hide group on the View tab. In this exercise, you’ll change your worksheet’s zoom level, zoom in to emphasize a selected cell range, switch between multiple open workbooks, cascade multiple open workbooks within the Excel program window, add a button to the Quick Access Toolbar, and customize the ribbon. SET UP You need the PackageCounts_start and MisroutedPackages_start workbooks located in your Chapter08 practice file folder to complete this exercise. Open the PackageCounts_start and MisroutedPackages_start workbooks, and save them as PackageCounts and MisroutedPackages, respectively. Then follow the steps. 1. In the MisroutedPackages workbook, in the lower-right corner of the Excel 2010 window, click the Zoom In control five times. The worksheet’s zoom level changes to 150%. 2. Select cells B2:C11. 3. On the View tab, in the Zoom group, click the Zoom to Selection button. Excel displays the selected cells so they fill the program window. 250 Chapter 8 Set Up a Workbook Magnifying selected cells. 4. On the View tab, in the Zoom group, click the Zoom button. The Zoom dialog box opens. You can select a preset magnification level or enter a custom magnification level. 5. Click 100%, and then click OK. The worksheet returns to its default zoom level. Customizing the Excel 2010 Program Window 251 6. On the View tab, in the Window group, click the Switch Windows button, and then click PackageCounts. The PackageCounts workbook opens. 7. On the View tab, in the Window group, click the Arrange All button. The Arrange Windows dialog box opens. 8. Click Cascade, and then click OK. Excel cascades the open workbook windows within the program window. Switch among cascaded windows by clicking the visible part of a window frame. 9. Click the File tab, and then click Options. The Excel Options dialog box opens. 10. Click Quick Access Toolbar. The Customize The Quick Access Toolbar page opens. 11. Click the Choose commands from arrow, and then in the list, click Review Tab. The commands in the Review Tab category appear in the command list. 12. Click the Spelling command, and then click Add. Excel adds the Spelling command to the Quick Access Toolbar. 252 Chapter 8 Set Up a Workbook Adding commands to the Quick Access Toolbar. 13. Click Customize Ribbon. The Customize The Ribbon page of the Excel Options dialog box appears. 14. If necessary, click the Customize the Ribbon box’s arrow and click Main Tabs. In the right tab list, click the Review tab and then click the Move Up button three times. Excel moves the Review tab between the Insert and Page Layout tabs. 15. Click the New Tab button. A tab named New Tab (Custom) appears below the most recently active tab in the Main Tabs list. 16. Click the New Tab (Custom) tab name, click the Rename button, type My Commands in the Display Name box, and click OK. The new tab’s name changes to My Commands. 17. Click the New Group (Custom) group and then click Rename. In the Rename dialog box, click the icon that looks like a paint palette (second row, fourth from the right). Then type Formatting in the Display name box, and click OK. The new group’s name changes to Formatting. 18. In the right tab list, click the My Commands tab name. Then, on the left side of the dialog box, click the Choose Commands From box’s arrow and click Main Tabs. The Main Tabs group of ribbon tabs appears in the left tab list. Key Points 253 19. In the left tab list, click the Home tab’s expand control, click the Styles group’s name, and then click the Add button. The Styles group is added to the My Commands tab. 20. In the left tab list, under the Home tab, click the Number group’s expand control. The commands in the Number group appear. 21. In the right tab list, click the Formatting group you created earlier. Then, in the left tab list, click the Number Format item and click the Add button. Excel 2010 adds the Number Format item to the Formatting custom group. 22. Click OK to save your ribbon customizations, and then click the My Commands tab on the ribbon. Your custom tab. Important The remaining exercises in this book assume you are using Excel 2010 as it was installed on your computer. CLEAN UP Reset the ribbon to its original configuration, and then save and close all open workbooks. If you are not continuing directly to the next chapter, exit Excel. Key Points ● Save your work whenever you do something you’d hate to have to do again. ● Assigning values to a workbook’s properties makes it easier to find your workbook using the Windows search facility. ● Be sure to give your worksheets descriptive names. ● If you want to use a worksheet’s data in another workbook, you can send a copy of the worksheet to that other workbook without deleting the original worksheet. ● You can delete a worksheet you no longer need, but you can also hide a worksheet in the workbook. When you need the data on the worksheet, you can unhide it. ● You can save yourself a lot of bothersome cutting and pasting by inserting and deleting worksheet cells, columns, and rows. ● Customize your Excel 2010 program window by changing how it displays your workbooks, zooming in on data, adding frequently used buttons to the Quick Access Toolbar, and rearranging or customizing the ribbon to meet your needs. Chapter at a Glance Move data within a workbook, page 260 Enter and revise data, page 256 Find and replace data, page 264 Define Excel tables, page 274 Correct and expand upon worksheet data, page 269 9 Work with Data and Excel Tables In this chapter, you will learn how to ✔ Enter and revise data. ✔ Move data within a workbook. ✔ Find and replace data. ✔ Correct and expand upon worksheet data. ✔ Define Excel tables. With Microsoft Excel 2010, you can visualize and present information effectively by using charts, graphics, and formatting, but the data is the most important part of any workbook. By learning to enter data efficiently, you will make fewer data entry errors and give yourself more time to analyze your data so you can make decisions about your organization’s performance and direction. Excel provides a wide variety of tools you can use to enter and manage worksheet data effectively. For example, you can organize your data into Excel tables, which enables you to store and analyze your data quickly and efficiently. Also, you can enter a data series quickly, repeat one or more values, and control how Excel formats cells, columns, and rows moved from one part of a worksheet to another with a minimum of effort. With Excel, you can check the spelling of worksheet text, look up alternative words by using the Thesaurus, and translate words to foreign languages. In this chapter, you’ll learn how to enter and revise Excel data, move data within a workbook, find and replace existing data, use proofing and reference tools to enhance your data, and organize your data by using Excel tables. Practice Files Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter09 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book. 255 256 Chapter 9 Work with Data and Excel Tables Entering and Revising Data After you create a workbook, you can begin entering data. The simplest way to enter data is to click a cell and type a value. This method works very well when you’re entering a few pieces of data, but it is less than ideal when you’re entering long sequences or series of values. For example, Craig Dewar, the Vice President of Marketing for Consolidated Messenger, might want to create a worksheet listing the monthly program savings that large customers can realize if they sign exclusive delivery contracts with Consolidated Messenger. To record those numbers, he would need to create a worksheet tracking each customer’s monthly program savings. The process of entering repeated content can be simplified by using the AutoFill option. Repeatedly entering the sequence January, February, March, and so on can be handled by copying and pasting the first occurrence of the sequence, but there’s an easier way to do it: use AutoFill. With AutoFill, you enter the first element in a recognized series, click and hold the mouse button down on the fill handle at the lower-right corner of the cell, and drag the fill handle until the series extends far enough to accommodate your data. Using a similar tool, FillSeries, you can enter two values in a series and use the fill handle to extend the series in your worksheet. For example, if you want to create a series starting at 2 and increasing by 2, you can put 2 in the first cell and 4 in the second cell, select both cells, and then use the fill handle to extend the series to your desired end value. Entering and Revising Data 257 You do have some control over how Excel extends the values in a series when you drag the fill handle. For example, if you drag the fill handle up (or to the left), Excel extends the series to include previous values. If you type January in a cell and then drag that cell’s fill handle up (or to the left), Excel places December in the first cell, November in the second cell, and so on. Another way to control how Excel extends a data series is by holding down the Ctrl key while you drag the fill handle. For example, if you select a cell that contains the value January and then drag the fill handle down, Excel extends the series by placing February in the next cell, March in the cell after that, and so on. If you hold down the Ctrl key while you drag the fill handle, however, Excel repeats the value January in each cell you add to the series. Tip Be sure to experiment with how the fill handle extends your series and how pressing the Ctrl key changes that behavior. Using the fill handle can save you a lot of time entering data. Other data entry techniques you’ll use in this section are AutoComplete, which detects when a value you’re entering is similar to previously entered values; Pick From Drop-Down List, from which you can choose a value from among the existing values in a column; and Ctrl+Enter, which you can use to enter a value in multiple cells simultaneously. Troubleshooting If an AutoComplete suggestion doesn’t appear as you begin typing a cell value, the option might be turned off. To turn on AutoComplete, click the File tab, and then click Options. In the Excel Options dialog box, display the Advanced page. In the Editing Options area of the page, select the Enable AutoComplete For Cell Values check box, and then click OK. The following table summarizes these data entry techniques. Method Action AutoFill Enter the first value in a recognized series and use the fill handle to extend the series. FillSeries Enter the first two values in a series and use the fill handle to extend the series. AutoComplete Type the first few letters in a cell, and if a similar value exists in the same column, Excel suggests the existing value. Pick From Drop-Down List Right-click a cell, and then click Pick From Drop-Down List. A list of existing values in the cell’s column is displayed. Click the value you want to enter into the cell. Ctrl+Enter Select a range of cells, each of which you want to contain the same data, type the data in the active cell, and press Ctrl+Enter. 258 Chapter 9 Work with Data and Excel Tables Another handy feature in Excel is the AutoFill Options button that appears next to data you add to a worksheet by using the fill handle. The AutoFill options allow you to specify the manner in which Excel fills a range of cells. Clicking the AutoFill Options button displays a list of actions Excel can take regarding the cells affected by your fill operation. The options in the list are summarized in the following table. Option Action Copy Cells This copies the contents of the selected cells to the cells indicated by the fill operation. Fill Series This action fills the cells indicated by the fill operation with the next items in the series. Fill Formatting Only This copies the format of the selected cell to the cells indicated by the fill operation, but does not place any values in the target cells. Fill Without Formatting This action fills the cells indicated by the fill operation with the next items in the series, but ignores any formatting applied to the source cells. Fill Days, Weekdays, and so on The appearance of this option changes according to the series you extend. For example, if you extend the values Wed, Thu, and Fri, Excel presents two options, Fill Days and Fill Weekdays, and you can select the one you want. If you do not use a recognized sequence, this option does not appear. Entering and Revising Data 259 In this exercise, you’ll enter data by using multiple methods and control how Excel formats an extended data series. SET UP You need the Series_start workbook located in your Chapter09 practice file folder to complete this exercise. Start Excel, open the Series_start workbook, and save it as Series. Then follow the steps. 1. On the Monthly worksheet, select cell B3, and then drag the fill handle down until it covers cells B3:B7. Excel repeats the value Fabrikam in cells B4:B7. 2. Select cell C3, hold down the Ctrl key, and drag the fill handle down until it covers cells C3:C7. Excel repeats the value January in cells C4:C7. 3. Select cell B8, and then type the letter F. Excel displays the characters abrikam in reverse colors. Excel suggests completed words based on those already present in the worksheet. 4. Press Tab to accept the value Fabrikam for the cell. 5. In cell C8, type February. 6. Right-click cell D8, and then click Pick From Drop-down List. A list of values in column D appears below cell D8. 260 Chapter 9 Work with Data and Excel Tables You can restrict cell entries by defining them in a drop-down list. 7. From the list, click 2Day. 8. In cell E8, type 11802.14, and then press Tab or Enter. 9. Select cell B2, and then drag the fill handle so that it covers cells C2:E2. Excel replaces the values in cells C2:E2 with the value Customer. 10. Click the AutoFill Options button, and then click Fill Formatting Only. Excel restores the original values in cells C2:E2 but applies the formatting of cell B2 to those cells. CLEAN UP Save the Series workbook, and then close it. Moving Data Within a Workbook You can move to a specific cell in lots of ways, but the most direct method is to click the desired cell. The cell you click will be outlined in black, and its contents, if any, will appear in the formula bar. When a cell is outlined, it is the active cell, meaning that you can modify its contents. You use a similar method to select multiple cells (referred to as a cell range)—just click the first cell in the range, hold down the left mouse button, and drag the mouse pointer over the remaining cells you want to select. After you select the cell or cells you want to work with, you can cut, copy, delete, or change the format of the contents of the cell or cells. For instance, Gregory Weber, the Northwest Distribution Moving Data Within a Workbook 261 Center Manager for Consolidated Messenger, might want to copy the cells that contain a set of column labels to a new page that summarizes similar data. Important If you select a group of cells, the first cell you click is designated as the active cell. You’re not limited to selecting cells individually or as part of a range. For example, you might need to move a column of price data one column to the right to make room for a column of headings that indicate to which service category (ground, three-day express, two-day express, overnight, or priority overnight) a set of numbers belongs. To move an entire column (or entire columns) of data at a time, you click the column’s header, located at the top of the worksheet. Clicking a column header highlights every cell in that column and enables you to copy or cut the column and paste it elsewhere in the workbook. Similarly, clicking a row’s header highlights every cell in that row, enabling you to copy or cut the row and paste it elsewhere in the workbook. When you copy a cell, cell range, row, or column, Excel copies the cells’ contents and formatting. In previous versions of Excel, you would paste the cut or copied items and then click the Paste Options button to select which aspects of the cut or copied cells to paste into the target cells. The problem with using the Paste Options button was that there was no way to tell what your pasted data would look like until you completed the paste operation. If you didn’t like the way the pasted data looked, you had to click the Paste Options button again and try another option. With the new Paste Live Preview capability in Excel, you can see what your pasted data will look like without committing to the paste operation. To preview your data using Paste Live Preview, cut or copy worksheet data and then, on the Home tab of the ribbon, in the Clipboard group, click the Paste button’s arrow to display the Paste gallery, and point to one of the icons. When you do, Excel displays a preview of how your data will appear if you click the paste option you’re pointing to. 262 Chapter 9 Work with Data and Excel Tables If you position your mouse pointer over one icon in the Paste gallery and then move it over another icon without clicking, Excel will update the preview to reflect the new option. Depending on the cells’ contents, two or more of the paste options might lead to the same result. Troubleshooting If pointing to an icon in the Paste gallery doesn’t result in a live preview, that option might be turned off. To turn Paste Live Preview on, click the File tab and click Options to display the Excel Options dialog box. Click General, select the Enable Live Preview check box, and click OK. After you click an icon to complete the paste operation, Excel displays the Paste Options button next to the pasted cells. Clicking the Paste Options button displays the Paste Options palette as well, but pointing to one of those icons doesn’t generate a preview. If you want to display Paste Live Preview again, you will need to press Ctrl+Z to undo the paste operation and, if necessary, cut or copy the data again to use the icons in the Home tab’s Clipboard group. Troubleshooting If the Paste Options button doesn’t appear, you can turn the feature on by clicking the File tab and then clicking Options to display the Excel Options dialog box. In the Excel Options dialog box, display the Advanced page and then, in the Cut, Copy, And Paste area, select the Show Paste Options Buttons When Content Is Pasted check box. Click OK to close the dialog box and save your setting. After cutting or copying data to the Clipboard, you can access additional paste options from the Paste gallery and from the Paste Special dialog box, which you display by clicking Paste Special at the bottom of the Paste gallery. You can conduct mathematical operations on cut or copied content when you paste it into another location. Moving Data Within a Workbook 263 In the Paste Special dialog box, you can specify the aspect of the Clipboard contents you want to paste, restricting the pasted data to values, formats, comments, or one of several other options. You can perform mathematical operations involving the cut or copied data and the existing data in the cells you paste the content into. You can transpose data—change rows to columns and columns to rows—when you paste it, by clicking Transpose in the Paste gallery or by selecting the Transpose check box in the Paste Special dialog box. In this exercise, you’ll copy a set of data headers to another worksheet, move a column of data within a worksheet, and use Paste Live Preview to control the appearance of copied data. SET UP You need the 2010Q1ShipmentsByCategory_start workbook located in your Chapter09 practice file folder to complete this exercise. Open the 2010Q1ShipmentsByCategory_start workbook, and save it as 2010Q1ShipmentsByCategory. Then follow the steps. 1. On the Count worksheet, select cells B2:D2. 2. On the Home tab, in the Clipboard group, click the Copy button. Excel copies the contents of cells B2:D2 to the Clipboard. Keyboard Shortcut Press Ctrl+C to copy worksheet contents to the Clipboard. 3. On the tab bar, click the Sales tab to display that worksheet. 4. Select cell B2. 5. On the Home tab, in the Clipboard group, click the Paste button’s arrow, point to the first icon in the Paste group, and then click the Keep Source Formatting icon (the final icon in the first row of the Paste gallery.) Excel displays how the data would look if you pasted the copied values without formatting, and then pastes the header values into cells B2:D2, retaining the original cells’ formatting. 6. Right-click the column header of column I, and then click Cut. Excel outlines column I with a marquee. 7. Right-click the header of column E, and then, under Paste Options, click Paste. 264 Chapter 9 Work with Data and Excel Tables Excel pastes the contents of column I into column E. Keyboard Shortcut Press Ctrl+V to paste worksheet contents exactly as they appear in the original cell. Cutting and pasting a column removes the column from its original location. Troubleshooting The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the beginning of this book. CLEAN UP Save the 2010Q1ShipmentsByCategory workbook, and then close it. Finding and Replacing Data Excel worksheets can hold more than one million rows of data, so in large data collections it’s unlikely that you would have the time to move through a worksheet one row at a time to locate the data you want to find. You can locate specific data in an Excel worksheet by using the Find And Replace dialog box, which has two pages (one named Find, the other named Replace) that you can use to search for cells that contain particular values. Using the controls on the Find page identifies cells that contain the data you specify; using the controls on the Replace page, you can substitute one value for another. For example, if one of Consolidated Messenger’s customers changes its company name, you can change every instance of the old name to the new name by using the Replace functionality. When you need more control over the data that you find and replace, for instance, if you want to find cells in which the entire cell value matches the value you’re searching for, you can click the Options button to expand the Find And Replace dialog box. Finding and Replacing Data 265 You can limit your search to the current worksheet or expand it to include all worksheets in the workbook. One way you can use the extra options in the Find And Replace dialog box is to use a specific format to identify data that requires review. As an example, Consolidated Messenger’s Vice President of Marketing, Craig Dewar, could make corporate sales plans based on a projected budget for the next year and mark his trial figures using a specific format. After the executive board finalizes the numbers, he could use the Find Format capability in the Find And Replace dialog box to locate the old values and change them by hand. The following table summarizes the Find And Replace dialog box controls’ functions. Control Function Find What field Contains the value you want to find or replace Find All button Selects every cell that contains the value in the Find What field Find Next button Selects the next cell that contains the value in the Find What field Replace With field Contains the value to overwrite the value in the Find What field Replace All button Replaces every instance of the value in the Find What field with the value in the Replace With field Replace button Replaces the highlighted occurrence of the value in the Find What field and highlights the next cell that contains that value Options button Expands the Find And Replace dialog box to display additional capabilities (continued) 266 Chapter 9 Work with Data and Excel Tables Control Function Format button Displays the Find Format dialog box, which you can use to specify the format of values to be found or values to be replaced Within box Enables you to select whether to search the active worksheet or the entire workbook Search box Enables you to select whether to search by rows or by columns Look In box Enables you to select whether to search cell formulas or values Match Case check box When checked, requires that all matches have the same capitalization as the text in the Find What field (for example, cat doesn’t match Cat) Match Entire Cell Contents check box Requires that the cell contain exactly the same value as in the Find What field (for example, Cat doesn’t match Catherine) Close button Closes the Find And Replace dialog box To change a value by hand, select the cell, and then either type a new value in the cell or, in the formula bar, select the value you want to replace and type the new value. You can also double-click a cell and edit its contents within the cell. In this exercise, you’ll find a specific value in a worksheet, replace every occurrence of a company name in a worksheet, and find a cell with a particular formatting. SET UP You need the AverageDeliveries_start workbook located in your Chapter09 practice file folder to complete this exercise. Open the AverageDeliveries_start workbook, and save it as AverageDeliveries. Then follow the steps. 1. If necessary, click the Time Summary sheet tab. The Time Summary worksheet is displayed. 2. On the Home tab, in the Editing group, click Find & Select, and then click Find. The Find And Replace dialog box opens with the Find tab displayed. Keyboard Shortcut Press Ctrl+F to display the Find tab of the Find And Replace dialog box. 3. In the Find what field, type 114. 4. Click Find Next. Finding and Replacing Data 267 Excel highlights cell B16, which contains the value 114. You can conduct a simple text search, or expand the dialog box and select other options. 5. Delete the value in the Find what field, and then click the Options button. The Find And Replace dialog box expands to display additional search options. 6. Click Format. The Find Format dialog box opens. 7. Click the Font tab. The Font page is displayed. 268 Chapter 9 Work with Data and Excel Tables The Font list displays the fonts that are installed on your computer. 8. In the Font style list, click Italic. 9. Click OK. The Find Format dialog box closes. 10. Click Find Next. Excel highlights cell D25. 11. Click Close. The Find And Replace dialog box closes. 12. On the tab bar, click the Customer Summary sheet tab. The Customer Summary worksheet is displayed. 13. On the Home tab, in the Editing group, click Find & Select, and then click Replace. The Find And Replace dialog box opens with the Replace tab displayed. Keyboard Shortcut Press Ctrl+H to display the Replace tab of the Find And Replace dialog box. Correcting and Expanding Upon Worksheet Data 269 You can replace text, formatting, and formula elements. 14. Click the Format arrow to the right of the Find what field, and then in the list, click Clear Find Format. The format displayed next to the Find What field disappears. 15. In the Find what field, type Contoso. 16. In the Replace with field, type Northwind Traders. 17. Click Replace All. A message box appears, indicating that Excel made three replacements. 18. Click OK to close the message box. 19. Click Close. The Find And Replace dialog box closes. CLEAN UP Save the AverageDeliveries workbook, and then close it. Correcting and Expanding Upon Worksheet Data After you enter your data, you should take the time to check and correct it. You do need to verify visually that each piece of numeric data is correct, but you can make sure that your worksheet’s text is spelled correctly by using the Excel spelling checker. When the spelling checker encounters a word it doesn’t recognize, it highlights the word and offers suggestions representing its best guess of the correct word. You can then edit the word directly, pick the proper word from the list of suggestions, or have the spelling checker ignore the misspelling. You can also use the spelling checker to add new words to a custom dictionary so that Excel will recognize them later, saving you time by not requiring you to identify the words as correct every time they occur in your worksheets. 270 Chapter 9 Work with Data and Excel Tables Tip After you make a change in a workbook, you can usually remove the change as long as you haven’t closed the workbook. To undo a change, click the Undo button on the Quick Access Toolbar. If you decide you want to keep a change, you can use the Redo command to restore it. If you’re not sure of your word choice, or if you use a word that is almost but not quite right for your intended meaning, you can check for alternative words by using the Thesaurus. Several other research tools are also available, such as the Bing decision engine and the Microsoft Encarta dictionary, to which you can refer as you create your workbooks. To display those tools, on the Review tab, in the Proofing group, click Research to display the Research task pane. You can choose a research resource from the list in the top section of the Research task pane. Correcting and Expanding Upon Worksheet Data 271 Finally, if you want to translate a word from one language to another, you can do so by selecting the cell that contains the value you want to translate, displaying the Review tab, and then, in the Language group, clicking Translate. The Research task pane opens (or changes if it’s already open) and displays controls you can use to select the original and destination languages. You can translate words and phrases into many different languages. Important Excel translates a sentence by using word substitutions, which means that the translation routine doesn’t always pick the best word for a given context. The translated sentence might not capture your exact meaning. 272 Chapter 9 Work with Data and Excel Tables In this exercise, you’ll check a worksheet’s spelling, add terms to a dictionary, search the Thesaurus for an alternative word, and translate a word from English into French. SET UP You need the ServiceLevels_start workbook located in your Chapter09 practice file folder to complete this exercise. Open the ServiceLevels_start workbook, and save it as ServiceLevels. Then follow the steps. 1. On the Review tab, in the Proofing group, click Spelling. The Spelling dialog box opens. The first misspelled word in the worksheet is displayed in the Not In Dictionary field. 2. Verify that the word shipped is highlighted in the Suggestions pane, and then click Change. Excel corrects the word and displays the next questioned word: withn. 3. Click Change. Excel corrects the word and displays the next questioned word: TwoDay. 4. Click Add to Dictionary. Excel adds the word to the dictionary and displays the next questioned word: ThreeDay. 5. Click Add to Dictionary. Excel adds the word to the dictionary. 6. In the Spelling dialog box, click Close. A message box indicates that the spelling check is complete. 7. Click OK to close the message box. Correcting and Expanding Upon Worksheet Data 273 8. Click cell B6. 9. On the Review tab, in the Proofing group, click Thesaurus. The Research task pane opens. The Thesaurus displays synonyms for the word Overnight. 10. On the Review tab, in the Language group, click Translate. The Research task pane displays the translation tools. 11. If necessary, in the From list, click English (U.S.). 12. In the To list, click French (France). The Research task pane displays French words that mean overnight. 274 Chapter 9 Work with Data and Excel Tables You can translate the same word into another language by choosing one from the To list. CLEAN UP Save the ServiceLevels workbook, and then close it. Defining Excel Tables With Excel, you’ve always been able to manage lists of data effectively, enabling you to sort your worksheet data based on the values in one or more columns, limit the data displayed by using criteria (for example, show only those routes with fewer than 100 stops), and create formulas that summarize the values in visible (that is, unfiltered) cells. In Excel 2007, the Excel product team extended your ability to manage your data by introducing Excel tables. Excel 2010 offers you the same capability. Defining Excel Tables 275 Converting a data range to an Excel table provides many data-management capabilities. To create an Excel table, type a series of column headers in adjacent cells, and then type a row of data below the headers. Click any header or data cell into which you just typed, and then, on the Home tab, in the Styles group, click Format As Table. In the gallery that opens, click the table style you want to apply. In the Format As Table dialog box, verify that the cells in the Where Is The Data For Your Table? field reflect your current selection and that the My Table Has Headers check box is selected, and then click OK. Excel can also create an Excel table from an existing cell range as long as the range has no blank rows or columns within the data and there is no extraneous data in cells immediately below or next to the list. To create the Excel table, click any cell in the range and then, on the Home tab, in the Styles group, click the Format As Table button and select a table style. If your existing data has formatting applied to it, that formatting remains applied to those cells when you create the Excel table. If you want Excel to replace the existing formatting with the Excel table’s formatting, right-click the table style you want to apply and then click Apply And Clear Formatting. When you want to add data to an Excel table, click the rightmost cell in the bottom row of the Excel table and press the Tab key to create a new row. You can also select a cell in the row immediately below the last row in the table or a cell in the column immediately to the right of the table and type a value into the cell. After you enter the value and move out of the cell, the AutoCorrect Options action button appears. If you didn’t mean to include the data in the Excel table, you can click Undo Table AutoExpansion to exclude the cells from the Excel table. If you never want Excel to include adjacent data in an Excel table again, click Stop Automatically Expanding Tables. Tip To stop Table AutoExpansion before it starts, click the File tab, and then click Options. In the Excel Options dialog box, click Proofing, and then click the AutoCorrect Options button to display the AutoCorrect dialog box. Click the AutoFormat As You Type tab, clear the Include New Rows And Columns In Table check box, and then click OK twice. 276 Chapter 9 Work with Data and Excel Tables You can add rows and columns to an Excel table, or remove them from an Excel table without deleting the cells’ contents, by dragging the resize handle at the Excel table’s lower-right corner. If your Excel table’s headers contain a recognizable series of values (such as Region1, Region2, and Region3), and you drag the resize handle to create a fourth column, Excel creates the column with the label Region4—the next value in the series. Excel tables often contain data you can summarize by calculating a sum or average, or by finding the maximum or minimum value in a column. To summarize one or more columns of data, you can add a Total row to your Excel table. The Total row automatically calculates the total of the preceding values. When you add the Total row, Excel creates a formula that summarizes the values in the rightmost Excel table column. To change that summary operation, or to add a summary operation to any other cell in the Total row, click the cell, click the arrow that appears, and then click the summary operation you want to apply. Clicking the More Functions menu item displays the Insert Function dialog box, from which you can select any of the functions available in Excel. Much as it does when you create a new worksheet, Excel gives your Excel tables generic names such as Table1 and Table2. You can change an Excel table’s name to something easier to recognize by clicking any cell in the table, clicking the Design contextual tab, and then, in the Properties group, editing the value in the Table Name box. Changing an Excel table name might not seem important, but it helps make formulas that summarize Excel table data much easier to understand. You should make a habit of renaming your Excel tables so you can recognize the data they contain. See Also For more information about using the Insert Function dialog box and about referring to tables in formulas, see “Creating Formulas to Calculate Values” in Chapter 10, “Perform Calculations on Data.” Defining Excel Tables 277 If for any reason you want to convert your Excel table back to a normal range of cells, click any cell in the Excel table and then, on the Design contextual tab, in the Tools group, click Convert To Range. When Excel displays a message box asking if you’re sure you want to convert the table to a range, click OK. In this exercise, you’ll create an Excel table from existing data, add data to an Excel table, add a Total row, change the Total row’s summary operation, and rename the Excel table. SET UP You need the DriverSortTimes_start workbook located in your Chapter09 practice file folder to complete this exercise. Open the DriverSortTimes_start workbook, and save it as DriverSortTimes. Then follow the steps. 1. Select cell B2. 2. On the Home tab, in the Styles group, click Format as Table, and then select a table style. The Format As Table dialog box opens. The dialog box automatically displays the data range that includes the selected cell. 3. Verify that the range =$B$2:$C$17 is displayed in the Where is the data for your table? field and that the My table has headers check box is selected, and then click OK. Excel creates an Excel table from your data and displays the Design contextual tab. 4. In cell B18, type D116, press Tab, type 100 in cell C18, and then press Enter. Excel includes the data in your Excel table. 5. Select a cell in the table. Then on the Design contextual tab, in the Table Style Options group, select the Total Row check box. A Total row appears at the bottom of your Excel table. 6. Select cell C19, click the arrow that appears at the right edge of the cell, and then click Average. Excel changes the summary operation to Average. 278 Chapter 9 Work with Data and Excel Tables You can change the summary operation performed in a table. 7. On the Design contextual tab, in the Properties group, type the value SortTimes in the Table Name field, and then press Enter. Excel renames your Excel table. 8. On the Quick Access Toolbar, click the Save button to save your work. CLEAN UP Close the DriverSortTimes workbook. If you are not continuing directly to the next chapter, exit Excel. Key Points 279 Key Points ● You can enter a series of data quickly by typing one or more values in adjacent cells, selecting the cells, and then dragging the fill handle. To change how dragging the fill handle extends a data series, hold down the Ctrl key. ● Dragging a fill handle displays the Auto Fill Options button, which you can use to specify whether to copy the selected cells’ values, extend a recognized series, or apply the selected cells’ formatting to the new cells. ● With Excel, you can enter data by using a list, AutoComplete, or Ctrl+Enter. You should experiment with these techniques and use the one that best fits your circumstances. ● When you copy (or cut) and paste cells, columns, or rows, you can use the new Paste Live Preview capability to preview how your data will appear before you commit to the paste operation. ● After you paste cells, rows, or columns into your worksheet, Excel displays the Paste Options action button. You can use its controls to change which aspects of the cut or copied elements Excel applies to the pasted elements. ● By using the options in the Paste Special dialog box, you can paste only specific aspects of cut or copied data, perform mathematical operations, transpose data, or delete blank cells when pasting. ● You can find and replace data within a worksheet by searching for specific values or by searching for cells that have a particular format applied. ● Excel provides a variety of powerful proofing and research tools, enabling you to check your workbook’s spelling, find alternative words by using the Thesaurus, and translate words between languages. ● With Excel tables, you can organize and summarize your data effectively. Chapter at a Glance Name groups of data, page 282 Create formulas to calculate values, page 286 Summarize data that meets specific conditions, page 296 Find and correct errors in calculations, page 300 10 Perform Calculations on Data In this chapter, you will learn how to ✔ Name groups of data. ✔ Create formulas to calculate values. ✔ Summarize data that meets specific conditions. ✔ Find and correct errors in calculations. Microsoft Excel 2010 workbooks give you a handy place to store and organize your data, but you can also do a lot more with your data in Excel. One important task you can perform is to calculate totals for the values in a series of related cells. You can also use Excel to discover other information about the data you select, such as the maximum or minimum value in a group of cells. By finding the maximum or minimum value in a group, you can identify your best salesperson, product categories you might need to pay more attention to, or suppliers that consistently give you the best deal. Regardless of your bookkeeping needs, Excel gives you the ability to find the information you want. And if you make an error, you can find the cause and correct it quickly. Many times, you can’t access the information you want without referencing more than one cell, and it’s also often true that you’ll use the data in the same group of cells for more than one calculation. Excel makes it easy to reference a number of cells at once, enabling you to define your calculations quickly. In this chapter, you’ll learn how to streamline references to groups of data on your worksheets and how to create and correct formulas Practice Files Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter10 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book. 281 282 Chapter 10 Perform Calculations on Data Naming Groups of Data When you work with large amounts of data, it’s often useful to identify groups of cells that contain related data. For example, you can create a worksheet in which cells C4:I4 hold the number of packages Consolidated Messenger’s Northeast processing facility handled from 5:00 P.M. to 12:00 A.M. on the previous day. You can name a range of data and reference the entire range by using only the name. Instead of specifying the cells individually every time you want to use the data they contain, you can define those cells as a range (also called a named range). For example, you can group the items from the cells described in the preceding paragraph into a range named NortheastPreviousDay. Whenever you want to use the contents of that range in a calculation, you can simply use the name of the range instead of specifying each cell individually. Tip Yes, you could just name the range Northeast, but if you use the range’s values in a formula in another worksheet, the more descriptive range name tells you and your colleagues exactly what data is used in the calculation. To create a named range, select the cells you want to include in your range, click the Formulas tab, and then, in the Defined Names group, click Define Name to display the New Name dialog box. In the New Name dialog box, type a name in the Name field, verify that the cells you selected appear in the Refers To field, and then click OK. You can also add a comment about the range in the Comment field and select whether you want to make the name available for formulas in the entire workbook or just on an individual worksheet. If the cells you want to define as a named range have labels in a row or column that’s part of the cell group, you can use those labels as the names of the named ranges. For example, if your data appears in worksheet cells B4:I12 and the values in column B are Naming Groups of Data 283 the row labels, you can make each row its own named range. To create a series of named ranges from a group of cells, select all of the data cells, including the labels, display the Formulas tab and then, in the Defined Names group, click Create From Selection to display the Create Names From Selection dialog box. In the Create Names From Selection dialog box, select the check box that represents the labels’ position in the selected range, and then click OK. You can name ranges by their row or column labels. A final way to create a named range is to select the cells you want in the range, click in the Name box next to the formula box, and then type the name for the range. Name box You can display the ranges available in a workbook by clicking the Name arrow. 284 Chapter 10 Perform Calculations on Data To manage the named ranges in a workbook, display the Formulas tab, and then, in the Defined Names group, click Name Manager to display the Name Manager dialog box. When you click a named range, Excel displays the cells it encompasses in the Refers To field. Clicking the Edit button displays the Edit Name dialog box, which is a version of the New Name dialog box, enabling you to change a named range’s definition; for example, by adding a column. You can also use the controls in the Name Manager dialog box to delete a named range (the range, not the data) by clicking it, clicking the Delete button, and then clicking OK in the confirmation dialog box that opens. Tip If your workbook contains a lot of named ranges, you can click the Filter button in the Name Manager dialog box and select a criterion to limit the names displayed in the Name Manager dialog box. In this exercise, you’ll create named ranges to streamline references to groups of cells. SET UP You need the VehicleMiles_start workbook located in your Chapter10 practice file folder to complete this exercise. Start Excel, open the VehicleMiles_start workbook, and save it as VehicleMiles. Then follow the steps. 1. Select cells C4:G4. You are intentionally leaving cell H4 out of this selection. You will edit the named range later in this exercise. Naming Groups of Data 285 2. In the Name box at the left end of the formula bar, type V101LastWeek, and then press Enter. Excel creates a named range named V101LastWeek. 3. On the Formulas tab, in the Defined Names group, click Name Manager. The Name Manager dialog box opens. 4. Click the V101LastWeek name. The cell range to which the V101LastWeek name refers appears in the Refers To box at the bottom of the Name Manager dialog box. 5. Edit the cell range in the Refers to box to =MilesLastWeek!$C$4:$H$4 (change the G to an H), and then click the check mark button to the left of the box. Excel changes the named range’s definition. You can make changes to a named range in the Name Manager dialog box. 6. Click Close. The Name Manager dialog box closes. 7. Select the cell range C5:H5. 8. On the Formulas tab, in the Defined Names group, click Define Name. The New Name dialog box opens. 286 Chapter 10 Perform Calculations on Data 9. In the Name field, type V102LastWeek. 10. Verify that the definition in the Refers to field is =MilesLastWeek!$C$5:$H$5. 11. Click OK. Excel creates the name and closes the New Name dialog box. CLEAN UP Save the VehicleMiles workbook, and then close it. Creating Formulas to Calculate Values After you add your data to a worksheet and define ranges to simplify data references, you can create a formula, which is an expression that performs calculations on your data. For example, you can calculate the total cost of a customer’s shipments, figure the average number of packages for all Wednesdays in the month of January, or find the highest and lowest daily package volumes for a week, month, or year. To write an Excel formula, you begin the cell’s contents with an equal (=) sign; when Excel sees it, it knows that the expression following it should be interpreted as a calculation, not text. After the equal sign, type the formula. For example, you can find the sum of the numbers in cells C2 and C3 by using the formula =C2+C3. After you have entered a formula into a cell, you can revise it by clicking the cell and then editing the formula in the formula box. For example, you can change the preceding formula to =C3-C2, which calculates the difference between the contents of cells C2 and C3. Troubleshooting If Excel treats your formula as text, make sure that you haven’t accidentally put a space before the equal sign. Remember, the equal sign must be the first character! Typing the cell references for 15 or 20 cells in a calculation would be tedious, but Excel makes it easy to enter complex calculations. To create a new calculation, click the Formulas tab, and then in the Function Library group, click Insert Function. The Insert Function dialog box opens, with a list of functions, or predefined formulas, from which you can choose. Creating Formulas to Calculate Values 287 You can locate a function, if you don’t know its name, by entering key descriptors in the Search For A Function box and then clicking Go. The following table describes some of the most useful functions in the list. Function Description SUM Finds the sum of the numbers in the specified cells AVERAGE Finds the average of the numbers in the specified cells COUNT Finds the number of entries in the specified cells MAX Finds the largest value in the specified cells MIN Finds the smallest value in the specified cells Two other functions you might use are the NOW and PMT functions. The NOW function displays the time Excel updated the workbook’s formulas, so the value will change every time the workbook recalculates. The proper form for this function is =NOW(). To update the value to the current date and time, just press the F9 key or display the Formulas tab and then, in the Calculation group, click the Calculate Now button. You could, for example, use the NOW function to calculate the elapsed time from when you started a process to the present time. 288 Chapter 10 Perform Calculations on Data The PMT function is a bit more complex. It calculates payments due on a loan, assuming a constant interest rate and constant payments. To perform its calculations, the PMT function requires an interest rate, the number of payments, and the starting balance. The elements to be entered into the function are called arguments and must be entered in a certain order. That order is written as PMT(rate, nper, pv, fv, type). The following table summarizes the arguments in the PMT function. Argument Description rate The interest rate, to be divided by 12 for a loan with monthly payments, by 4 for quarterly payments, and so on nper The total number of payments for the loan pv The amount loaned (pv is short for present value, or principal) fv The amount to be left over at the end of the payment cycle (usually left blank, which indicates 0) type 0 or 1, indicating whether payments are made at the beginning or at the end of the month (usually left blank, which indicates 0, or the end of the month) If Consolidated Messenger wanted to borrow $2,000,000 at a 6 percent interest rate and pay the loan back over 24 months, you could use the PMT function to figure out the monthly payments. In this case, the function would be written =PMT(6%/12, 24, 2000000), which calculates a monthly payment of $88,641.22. You can also use the names of any ranges you defined to supply values for a formula. For example, if the named range NortheastPreviousDay refers to cells C4:I4, you can calculate the average of cells C4:I4 with the formula =AVERAGE(NortheastPreviousDay). With Excel, you can add functions, named ranges, and table references to your formulas more efficiently by using the Formula AutoComplete capability. Just as AutoComplete offers to fill in a cell’s text value when Excel recognizes that the value you’re typing matches a previous entry, Formula AutoComplete offers to help you fill in a function, named range, or table reference while you create a formula. Creating Formulas to Calculate Values 289 As an example, consider a worksheet that contains a two-column Excel table named Exceptions. The first column is labeled Route; the second is labeled Count. You can reference and entire column in a formula by using the column name. You refer to a table by typing the table name, followed by the column or row name in square brackets. For example, the table reference Exceptions[Count] would refer to the Count column in the Exceptions table. To create a formula that finds the total number of exceptions by using the SUM function, you begin by typing =SU. When you type the letter S, Formula AutoComplete lists functions that begin with the letter S; when you type the letter U, Excel narrows the list down to the functions that start with the letters SU. 290 Chapter 10 Perform Calculations on Data The AutoComplete list suggests functions that begin with the letters you type. To add the SUM function (followed by an opening parenthesis) to the formula, click SUM and then press Tab. To begin adding the table reference, type the letter E. Excel displays a list of available functions, tables, and named ranges that start with the letter E. Click Exceptions, and press Tab to add the table reference to the formula. Then, because you want to summarize the values in the table’s Count column, type a left square bracket and then, in the list of available table items, click Count. To finish creating the formula, type a right square bracket followed by a right parenthesis to create the formula =SUM(Exceptions[Count]). If you want to include a series of contiguous cells in a formula, but you haven’t defined the cells as a named range, you can click the first cell in the range and drag to the last cell. If the cells aren’t contiguous, hold down the Ctrl key and select all of the cells to be included. In both cases, when you release the mouse button, the references of the cells you selected appear in the formula. Creating Formulas to Calculate Values 291 You can enter cells and cell ranges in a formula by selecting the cells while creating the formula. Troubleshooting The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the beginning of this book. After you create a formula, you can copy it and paste it into another cell. When you do, Excel tries to change the formula so that it works in the new cells. For instance, suppose you have a worksheet where cell D8 contains the formula =SUM(C2:C6). Clicking cell D8, copying the cell’s contents, and then pasting the result into cell D16 writes =SUM(C10:C14) into cell D16. Excel has reinterpreted the formula so that it fits the surrounding cells! Excel knows it can reinterpret the cells used in the formula because the formula uses a relative reference, or a reference that can change if the formula is copied to another cell. Relative references are written with just the cell row and column (for example, C14). 292 Chapter 10 Perform Calculations on Data Relative references are useful when you summarize rows of data and want to use the same formula for each row. As an example, suppose you have a worksheet with two columns of data, labeled SalePrice and Rate, and you want to calculate your sales representative’s commission by multiplying the two values in a row. To calculate the commission for the first sale, you would type the formula =B4*C4 in cell D4. The formula is displayed in the formula bar, and its result is displayed in the cell. Selecting cell D4 and dragging the fill handle until it covers cells D4:D9 copies the formula from cell D4 into each of the other cells. Because you created the formula using relative references, Excel updates each cell’s formula to reflect its position relative to the starting cell (in this case, cell D4.) The formula in cell D9, for example, is =B9*C9. Creating Formulas to Calculate Values 293 Copying a formula to other cells automatically updates cell references to reflect the new location. You can use a similar technique when you add a formula to an Excel table column. If the sale price and rate data were in an Excel table and you created the formula =B4*C4 in cell D4, Excel would apply the formula to every other cell in the column. Because you used relative references in the formula, the formulas would change to reflect each cell’s distance from the original cell. 294 Chapter 10 Perform Calculations on Data In an Excel table, changing a formula in one cell automatically changes it in related cells. If you want a cell reference to remain constant when the formula using it is copied to another cell, you can use an absolute reference. To write a cell reference as an absolute reference, type $ before the row letter and the column number. For example, if you want the formula in cell D16 to show the sum of values in cells C10 through C14 regardless of the cell into which it is pasted, you can write the formula as =SUM($C$10:$C$14). Tip Another way to ensure your cell references don’t change when you copy the formula to another cell is to click the cell that contains the formula, copy the formula’s text in the formula bar, press the Esc key to exit cut-and-copy mode, click the cell where you want to paste the formula, and press Ctrl+V. Excel doesn’t change the cell references when you copy your formula to another cell in this manner. One quick way to change a cell reference from relative to absolute is to select the cell reference in the formula box and then press F4. Pressing F4 cycles a cell reference through the four possible types of references: ● Relative columns and rows (for example, C4) ● Absolute columns and rows (for example, $C$4) ● Relative columns and absolute rows (for example, C$4) ● Absolute columns and relative rows (for example, $C4) Creating Formulas to Calculate Values 295 In this exercise, you’ll create a formula manually, revise it to include additional cells, create a formula that contains an Excel table reference, create a formula with relative references, and change the formula so it contains absolute references. SET UP You need the ITExpenses_start workbook located in your Chapter10 practice file folder to complete this exercise. Open the ITExpenses_start workbook, and save it as ITExpenses. Then follow the steps. 1. If necessary, display the Summary worksheet. Then, in cell F9, type =C4, and press Enter. The value $385,671.00 appears in cell F9. 2. Select cell F9 and type =SU. Excel erases the existing formula, and Formula AutoComplete displays a list of possible functions to use in the formula. 3. In the Formula AutoComplete list, click SUM, and then press Tab. Excel changes the contents of the formula bar to =SUM(. 4. Select the cell range C3:C8, type a right parenthesis ( ) ) to make the formula bar’s contents =SUM(C3:C8), and then press Enter. The value $2,562,966.00 appears in cell F9. 5. In cell F10, type =SUM(C4:C5), and then press Enter. 6. Select cell F10, and then in the formula box, select the cell reference C4, and press F4. Excel changes the cell reference to $C$4. 7. In the formula box, select the cell reference C5, press F4, and then press Enter. Excel changes the cell reference to $C$5. 8. On the tab bar, click the JuneLabor sheet tab. The JuneLabor worksheet opens. 9. In cell F13, type =SUM(J. Excel displays JuneSummary, the name of the table in the JuneLabor worksheet. 10. Press Tab. Excel extends the formula to read =SUM(JuneSummary. 296 Chapter 10 Perform Calculations on Data 11. Type [, and then in the Formula AutoComplete list, click Labor Expense, and press Tab. Excel extends the formula to read =SUM(JuneSummary[Labor Expense. The Formula AutoComplete list suggests suitable formula elements. 12. Type ]) to complete the formula, and then press Enter. The value $637,051.00 appears in cell F13. CLEAN UP Save the ITExpenses workbook, and then close it. Summarizing Data That Meets Specific Conditions Another use for formulas is to display messages when certain conditions are met. For instance, Consolidated Messenger’s Vice President of Marketing, Craig Dewar, might have agreed to examine the rates charged to corporate customers who were billed for more than $100,000 during a calendar year. This kind of formula is called a conditional formula; one way to create a conditional formula in Excel is to use the IF function. To create a conditional formula, you click the cell to hold the formula and open the Insert Function dialog box. From within the dialog box, click IF in the list of available functions, and then click OK. When you do, the Function Arguments dialog box opens. Summarizing Data That Meets Specific Conditions 297 The IF function returns one value if a specified condition is true, and another if it is false. When you work with an IF function, the Function Arguments dialog box has three boxes: Logical_test, Value_if_true, and Value_if_false. The Logical_test box holds the condition you want to check. If the customer’s year-to-date shipping bill appears in cell G8, the expression would be G8>100000. Now you need to have Excel display messages that indicate whether Craig Dewar should evaluate the account for a possible rate adjustment. To have Excel print a message from an IF function, you enclose the message in quotes in the Value_if_true or Value_if_false box. In this case, you would type “High-volume shipper—evaluate for rate decrease.” in the Value_if_true box and “Does not qualify at this time.” in the Value_if_false box. Excel also includes several other conditional functions you can use to summarize your data, shown in the following table. Function Description AVERAGEIF Finds the average of values within a cell range that meet a given criterion AVERAGEIFS Finds the average of values within a cell range that meet multiple criteria COUNT Counts the number of cells in a range that contain a numerical value COUNTA Counts the number of cells in a range that are not empty COUNTBLANK Counts the number of cells in a range that are empty COUNTIF Counts the number of cells in a range that meet a given criterion COUNTIFS Counts the number of cells in a range that meet multiple criteria IFERROR Displays one value if a formula results in an error and another if it doesn’t SUMIF Finds the sum of values in a range that meet a single criterion SUMIFS Finds the sum of values in a range that meet multiple criteria 298 Chapter 10 Perform Calculations on Data You can use the IFERROR function to display a custom error message, instead of relying on the default Excel error messages to explain what happened. For example, you could use an IFERROR formula when looking up the CustomerID value from cell G8 in the Customers table by using the VLOOKUP function. One way to create such a formula is =IFERROR(VLOOKUP(G8,Customers,2,false),”Customer not found”). If the function finds a match for the CustomerID in cell G8, it displays the customer’s name; if it doesn’t find a match, it displays the text Customer not found. See Also For more information about the VLOOKUP function, refer to Microsoft Excel 2010 Step by Step, by Curtis Frye (Microsoft Press, 2010). Just as the COUNTIF function counts the number of cells that meet a criterion and the SUMIF function finds the total of values in cells that meet a criterion, the AVERAGEIF function finds the average of values in cells that meet a criterion. To create a formula using the AVERAGEIF function, you define the range to be examined for the criterion, the criterion, and, if required, the range from which to draw the values. As an example, consider a worksheet that lists each customer’s ID number, name, state, and total monthly shipping bill. A sample worksheet containing values necessary to create a formula. If you want to find the average order of customers from the state of Washington (abbreviated in the worksheet as WA), you can create the formula =AVERAGEIF(D3:D6, ”WA”, E3:E6). Summarizing Data That Meets Specific Condition 299 The AVERAGEIFS, SUMIFS, and COUNTIFS functions extend the capabilities of the AVERAGEIF, SUMIF, and COUNTIF functions to allow for multiple criteria. If you want to find the sum of all orders of at least $100,000 placed by companies in Washington, you can create the formula =SUMIFS(E3:E6, D3:D6, “=WA”, E3:E6, “>=100000”). The AVERAGEIFS and SUMIFS functions start with a data range that contains values that the formula summarizes; you then list the data ranges and the criteria to apply to that range. In generic terms, the syntax runs =AVERAGEIFS(data_range, criteria_ range1, criteria1[,criteria_range2, criteria2…]). The part of the syntax in square brackets (which aren’t used when you create the formula) is optional, so an AVERAGEIFS or SUMIFS formula that contains a single criterion will work. The COUNTIFS function, which doesn’t perform any calculations, doesn’t need a data range—you just provide the criteria ranges and criteria. For example, you could find the number of customers from Washington who were billed at least $100,000 by using the formula =COUNTIFS(D3:D6, “=WA”, E3:E6, “>=100000”). In this exercise, you’ll create a conditional formula that displays a message if a condition is true, find the average of worksheet values that meet one criterion, and find the sum of worksheet values that meet two criteria. SET UP You need the PackagingCosts_start workbook located in your Chapter10 practice file folder to complete this exercise. Open the PackagingCosts_start workbook, and save it as PackagingCosts. Then follow the steps. 1. In cell G3, type the formula =IF(F3>=35000, ”Request discount”, ”No discount available”), and press Enter. Excel accepts the formula, which displays Request discount if the value in cell F3 is at least 35,000 and displays No discount available if not. The value Request discount appears in cell G3. 2. Click cell G3, and drag the fill handle down until it covers cell G14. Excel copies the formula in cell G3 to cells G4:G14, adjusting the formula to reflect the cells’ addresses. The results of the copied formulas appear in cells G4:G14. 300 Chapter 10 Perform Calculations on Data 3. In cell I3, type the formula =AVERAGEIF(C3:C14, “=Box”, F3:F14), and press Enter. The value $46,102.50, which represents the average cost per category of boxes, appears in cell I3. 4. In cell I6, type =SUMIFS(F3:F14, C3:C14, “=Envelope”, E3:E14, “=International”). The value $45,753.00, which represents the total cost of all envelopes used for international shipments, appears in cell I6. You can create a formula anywhere on a worksheet. CLEAN UP Save the PackagingCosts workbook, and then close it. Finding and Correcting Errors in Calculations Including calculations in a worksheet gives you valuable answers to questions about your data. As is always true, however, it is possible for errors to creep into your formulas. With Excel, you can find the source of errors in your formulas by identifying the cells used in a given calculation and describing any errors that have occurred. The process of examining a worksheet for errors is referred to as auditing. Excel identifies errors in several ways. The first way is to display an error code in the cell holding the formula generating the error. Finding and Correcting Errors in Calculations 301 Error codes begin with a number sign (#). When a cell with an erroneous formula is the active cell, an Error button is displayed next to it. Pointing to the Error button displays an arrow. Clicking the arrow displays a menu with options that provide information about the error and offer to help you fix it. The following table lists the most common error codes and what they mean. Error code Description ##### The column isn’t wide enough to display the value. #VALUE! The formula has the wrong type of argument (such as text in a cell where a numerical value is required). #NAME? The formula contains text that Excel doesn’t recognize (such as an unknown named range). #REF! The formula refers to a cell that doesn’t exist (which can happen whenever cells are deleted). #DIV/0! The formula attempts to divide by zero. Another technique you can use to find the source of formula errors is to ensure that the appropriate cells are providing values for the formula. For example, you might want to calculate the total number of deliveries for a service level, but you could accidentally create a formula referring to the service levels’ names instead of their package quantities. You can identify the source of an error by having Excel trace a cell’s precedents, which are the cells with values used in the active cell’s formula. To do so, click the Formulas tab, and then in the Formula Auditing group, click Trace Precedents. When you do, Excel identifies those cells by drawing a blue tracer arrow from the precedents to the active cell. 302 Chapter 10 Perform Calculations on Data You can also audit your worksheet by identifying cells with formulas that use a value from a given cell. For example, you might use one region’s daily package total in a formula that calculates the average number of packages delivered for all regions on a given day. Cells that use another cell’s value in their calculations are known as dependents, meaning that they depend on the value in the other cell to derive their own value. As with tracing precedents, you can click the Formulas tab, and then in the Formula Auditing group, click Trace Dependents. Excel draws blue arrows from the active cell to those cells that have calculations based on that value. If the cells identified by the tracer arrows aren’t the correct cells, you can hide the arrows and correct the formula. To hide the tracer arrows on a worksheet, display the Formulas tab, and then in the Formula Auditing group, click Remove Arrows. If you prefer to have the elements of a formula error presented as text in a dialog box, you can use the Error Checking dialog box to view the error and the formula in the cell in which the error occurs. To display the Error Checking dialog box, display the Formulas tab, and then in the Formula Auditing group, click the Error Checking button. You can use the controls in the Error Checking dialog box to move through the formula one step at a time, to choose to ignore the error, or to move to the next or the previous error. If you click the Options button in the dialog box, you can also use the controls in the Excel Options dialog box to change how Excel determines what is an error and what isn’t. Finding and Correcting Errors in Calculations 303 You can have the Error Checking tool ignore formulas that don’t use every cell in a region (such as a row or column). Tip If you clear the Formulas That Omit Cells In A Region check box, you can create formulas that don’t add up every value in a row, column, or range without Excel displaying an error. For times when you just want to display the results of each step of a formula and don’t need the full power of the Error Checking tool, you can use the Evaluate Formula dialog box to move through each element of the formula. To display the Evaluate Formula dialog box, you display the Formulas tab and then, in the Formula Auditing group, click the Evaluate Formula button. The Evaluate Formula dialog box is much more useful for examining formulas that don’t produce an error but aren’t generating the result you expect. Finally, you can monitor the value in a cell regardless of where in your workbook you are by opening a Watch Window that displays the value in the cell. For example, if one of your formulas uses values from cells in other worksheets or even other workbooks, you can set a watch on the cell that contains the formula and then change the values in the other cells. To set a watch, click the cell you want to monitor, and then on the Formulas tab, in the Formula Auditing group, click Watch Window. Click Add Watch to have Excel monitor the selected cell. As soon as you type in the new value, the Watch Window displays the new result of the formula. When you’re done watching the formula, select the watch, click Delete Watch, and close the Watch Window. 304 Chapter 10 Perform Calculations on Data In this exercise, you’ll use the formula-auditing capabilities in Excel to identify and correct errors in a formula. SET UP You need the ConveyerBid_start workbook located in your Chapter10 practice file folder to complete this exercise. Open the ConveyerBid_start workbook, and save it as ConveyerBid. Then follow the steps. 1. Click cell D20. 2. On the Formulas tab, in the Formula Auditing group, click Watch Window. The Watch Window opens. In the Watch Window, you can monitor the results of selected formulas. 3. Click Add Watch, and then in the Add Watch dialog box, click Add. Cell D20 appears in the Watch Window. 4. Click cell D8. =SUM(C3:C7) appears in the formula bar. 5. In the Formula Auditing group, click the Trace Precedents button. A blue arrow begins at the cell range C3:C7 and points to cell D8. Finding and Correcting Errors in Calculations 305 The auditing arrow indicates that the cells in the range C3:C7 provide the value for the formula in cell D8. 6. In the Formula Auditing group, click the Remove Arrows button. The arrow disappears. 7. Click cell A1. 8. In the Formula Auditing group, click the Error Checking button. The Error Checking dialog box opens. The dialog box displays the error found in cell D1. 306 Chapter 10 Perform Calculations on Data 9. Click Next. Excel displays a message box indicating that there are no more errors in the worksheet. 10. Click OK. The message box and the Error Checking dialog box close. 11. In the Formula Auditing group, click the Error Checking arrow, and then in the list, click Trace Error. Blue arrows appear, pointing to cell D21 from cells C12 and D19. These arrows indicate that using the values (or lack of values, in this case) in the indicated cells generates the error in cell D21. 12. In the Formula Auditing group, click Remove Arrows. The arrows disappear. 13. In the formula box, delete the existing formula, type =C12/D20, and press Enter. The value 14% appears in cell D21. 14. Click cell D21. 15. In the Formula Auditing group, click the Evaluate Formula button. The Evaluate Formula dialog box opens. The dialog box displays the formula from cell D21. 16. Click Evaluate three times to step through the formula’s elements, and then click Close. The Evaluate Formula dialog box closes. Key Points 307 17. In the Watch Window, click the watch in the list. 18. Click Delete Watch. The watch disappears. 19. On the Formulas tab, in the Formula Auditing group, click Watch Window. The Watch Window closes. CLEAN UP Save the ConveyerBid workbook, and then close it. If you are not continuing directly to the next chapter, exit Excel. Key Points ● You can add a group of cells to a formula by typing the formula, and then at the spot in the formula in which you want to name the cells, selecting the cells by using the mouse. ● By creating named ranges, you can refer to entire blocks of cells with a single term, saving you lots of time and effort. You can use a similar technique with table data, referring to an entire table or one or more table columns. ● When you write a formula, be sure you use absolute referencing ($A$1) if you want the formula to remain the same when it’s copied from one cell to another, or use relative referencing (A1) if you want the formula to change to reflect its new position in the worksheet. ● Instead of typing a formula from scratch, you can use the Insert Function dialog box to help you on your way. ● You can monitor how the value in a cell changes by adding a watch to the Watch Window. ● To see which formulas refer to the values in the selected cell, use Trace Dependents; if you want to see which cells provide values for the formula in the active cell, use Trace Precedents. ● You can step through the calculations of a formula in the Evaluate Formula dialog box or go through a more rigorous error-checking procedure by using the Error Checking tool. Chapter at a Glance Define styles, page 316 Format cells, page 310 Apply workbook themes and Excel table styles, page 320 Change the appearance of data based on its value, page 332 Make numbers easier to read, page 327 Add images to worksheets, page 339
* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project
Related manuals
Download PDF
advertisement