User manual | Microsoft Office Professional 2010 Step by Step eBook

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Microsoft Press
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Copyright © 2011 by Online Training Solutions, Inc. and Curtis Frye
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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
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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
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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

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