Absolute Beginner's Guide to Microsoft Office 2003

by Boyce, Jim

• ISBN13: 9780789729675
• ISBN10: 0789729679
• Edition: 1st
• Format: Paperback
• Copyright: 2003-09-24
• Publisher: Que Pub

Summary

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

Author Biography

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

Table of Contents

Introduction	1	(1)
How This Book Is Organized	1	(1)
Conventions Used in This Book	2	(2)
Web Page Addresses	3	(1)
Special Elements	3	(1)
Let Me Know What You Think	4	(1)
I Getting Your Feet Wet	5	(56)
1 A Quick Tour of Office	7	(22)
In this chapter	7	(1)
Why Office?	8	(1)
Tips for Upgrading from Previous Versions	9	(2)
Back Up Anything You Can't Lose	9	(1)
Clean Up the Computer	10	(1)
Be Prepared for the Unexpected	11	(1)
Working with Letters and More with Word	11	(4)
Document and Font Formatting	12	(1)
Styles	13	(1)
Spelling and Grammar	14	(1)
Outlining and the Document Map	14	(1)
Managing Your Day with Outlook	15	(8)
Using Mail	15	(2)
Faxing	17	(1)
Using the Contacts Folder	17	(2)
Using the Calendar Folder	19	(1)
Using the Tasks and Notes Folders	20	(1)
Using the Journal Folder	21	(2)
Using Outlook Data Elsewhere	23	(1)
Crunching Numbers with Excel	23	(2)
Working with Numbers and Formulas	23	(1)
Using Charts and Graphs	24	(1)
Organizing Data with Access	25	(1)
Tables, Queries, and Reports	25	(1)
Using Slide Shows and Presentations with PowerPoint	26	(3)
2 Office Basics	29	(18)
In this chapter	29	(1)
Installing Office	30	(4)
Simple Installations	30	(2)
Tips for Installing Office	32	(2)
Starting Office Programs When and How You Want	34	(3)
Starting Office Applications	35	(1)
Starting Office Applications Automatically	36	(1)
Using Switches to Control Startup	36	(1)
Working with the Navigation Pane	37	(2)
Working with More Than One Document at a Time	39	(1)
Opening, Saving, and Closing Documents	40	(2)
Using Handy Mouse and Keyboard Tips	42	(1)
Undoing Changes	43	(1)
Saving Office Settings	44	(3)
3 Help!	47	(14)
In this chapter	47	(1)
Getting Quick Help	48	(5)
Clicking the Question Mark	48	(1)
Searching for Specific Topics	48	(2)
Pressing the F1 Key	50	(1)
Using the Help Menu	51	(2)
Meeting (and Changing) the Office Assistant	53	(2)
Working with Help Documents	55	(2)
Updating Office	57	(1)
Getting More Help on the Web	57	(1)
What to Do When Office Crashes	58	(3)
II Contacts, Email, and Lots More with Outlook	61	(104)
4 Keeping Track of People and Places by Using Contacts	63	(18)
In this chapter	63	(1)
Adding People to Your Contacts Folder	64	(4)
Setting Other Contact Properties	66	(2)
Saving a Contact	68	(1)
Importing Addresses from Outlook Express	68	(1)
Viewing the Contacts Folder in Different Ways	69	(2)
Finding a Contact	71	(1)
Finding Email Messages and Other Items Associated with a Contact	72	(1)
Calling or Emailing a Contact	73	(2)
Sending Email to a Contact	73	(1)
Calling a Contact	74	(1)
Sorting and Organizing Contacts	75	(1)
Sharing Contacts	76	(5)
Sharing Contacts with Users of Your Exchange Server	77	(2)
Sharing Contacts from a Personal Folders File	79	(2)
5 AII Your Email in One Handy Spot	81	(38)
In this chapter	81	(1)
A Quick Tour of the Inbox	82	(5)
Working in the Inbox	82	(3)
Reading Messages	85	(2)
Sending and Receiving Messages	87	(2)
Sending Messages	87	(2)
Receiving Messages	89	(1)
Working with Attachments	89	(2)
Using Bcc and Other Message Options	91	(2)
Setting Up an Email Account	93	(6)
Adding an Account	94	(1)
Setting Up an Exchange Server Account	95	(2)
Setting Up a POPS or IMAP Account	97	(2)
Setting Up an HTTP Account	99	(1)
Specifying Where Outlook Should Deliver New Messages	99	(1)
Adding More Sets of Folders	99	(3)
Changing Account Settings	101	(1)
Adding or Changing an Outlook Profile	102	(1)
Adding a Profile	102	(1)
Changing Settings in a Profile	102	(1)
Switching Between Profiles	103	(1)
Deleting, Archiving, and Recovering Messages	103	(3)
Deleting a Message	104	(1)
Recovering and Archiving Messages	104	(2)
Managing Mail Folders	106	(3)
Creating a Folder and Moving or Copying Items	106	(1)
Sharing a Folder (with Exchange Server Only)	107	(2)
Filtering Out Junk Mail	109	(4)
Choosing a Junk Mail Protection Level	110	(1)
Managing the Safe Senders, Safe Recipients, and Blocked Senders Lists	111	(1)
Marking Messages As Junk or Not Junk	112	(1)
Controlling Messages by Using Rules	113	(4)
Creating a Rule	113	(3)
Running a Rule Manually	116	(1)
Opening Another Person's Mailbox with Your Own	117	(2)
6 Keeping Track of Appointments and Other Big for Small) Events	119	(22)
In this chapter	119	(1)
A Quick Tour of the Calendar Folder	120	(1)
Adding and Working with Events in the Calendar Folder	121	(6)
Adding an Event	121	(1)
Viewing and Changing an Event	122	(1)
Group Scheduling	123	(2)
Publishing Free/Busy Information	125	(2)
Working with Reminders	127	(1)
Coloring Certain Types of Events	127	(3)
Applying Labels to Events	128	(1)
Customizing Labels	128	(1)
Coloring Events Automatically by Using Formatting	129	(1)
Keeping Track of Holidays, Birthdays, and Other Special Events	130	(2)
Adding Holidays	130	(1)
Adding Birthdays and Other Special Events	131	(1)
Printing a Calendar	132	(1)
Creating a Recurring Appointment or Event	133	(2)
Creating a Recurring Event	134	(1)
Changing a Recurring Event	135	(1)
Tracking Documents and Events by Using the Journal	135	(6)
Using the Journal	137	(1)
Creating a Journal Entry Manually	138	(1)
Turning Off Journaling	138	(3)
7 Managing a To-Do List	141	(12)
In this chapter	141	(1)
About Tasks and the Tasks Folder	142	(1)
Creating Tasks	142	(5)
Creating a Recurring Task	143	(1)
Assigning a Task to Someone Else	144	(3)
Viewing and Changing Task Status	147	(2)
Viewing Task Status	147	(1)
Changing Task Status	148	(1)
Assigning Other Outlook Items (Such as Documents) to a Task	149	(4)
8 Outlook Settings to Change	153	(12)
In this chapter	153	(1)
Controlling When and How Outlook Checks Your Mail	154	(1)
Creating Custom Views	155	(2)
Customizing the Navigation Pane	157	(1)
Adding Outlook Shortcuts	157	(1)
Adding Other Types of Shortcuts	158	(1)
Setting How Outlook Handles Text for Replies and Forwards	158	(1)
Changing How Outlook Notifies You of New Messages	159	(1)
Setting the Default Mail Format and Editor	160	(1)
Adding a Signature Block to Messages	161	(1)
Changing the Reminder Sound and Default Time	161	(1)
Turning Instant Messaging On and Off	162	(1)
Setting Calendar Week and Weekend Options	162	(1)
Controlling How Outlook Saves and Displays Contact Names	163	(2)
III Writing with Word	165	(114)
9 Creating and Editing Word Documents	167	(20)
In this chapter	167	(1)
Starting or Opening a Document	168	(3)
Starting a New Document	168	(2)
Opening an Existing Document	170	(1)
Adding Text Where You Want It	171	(1)
Moving Around in a Document and Between Documents	171	(1)
Becoming Familiar with Word	172	(3)
The Menu and Toolbars	173	(1)
Scrollbars	174	(1)
Red Squiggly Underline	174	(1)
Green Squiggly Underline	175	(1)
Working with Different Word Views	175	(1)
Selecting and Deselecting Text	176	(1)
Cutting, Copying, and Moving Text	177	(1)
Adding New Lines and Page Breaks	177	(1)
Using Zoom In and Zoom Out	178	(2)
Finding and Replacing Text	180	(2)
Finding Text	180	(1)
Replacing Text	181	(1)
Showing/Hiding Hidden Characters	182	(1)
Working with an Outline	183	(4)
Using Outline View	183	(1)
Adding and Changing Outline Headings	183	(1)
Moving Around an Outline	184	(3)
10 Adding Pizzazz with Word	187	(22)
In this chapter	187	(1)
Margins and Other Page Setup Features	188	(4)
Setting Margins	188	(1)
Setting Paper Size and Other Settings	189	(1)
Setting Page Layout Options	189	(3)
Basic Paragraph Formatting	192	(1)
Text Formatting: Fonts, Colors, and More	193	(2)
Using Fonts, Font Styles, and Colors	194	(1)
Tabs	195	(1)
Setting Tabs	195	(1)
Aligning Tabs and Using Leaders	195	(1)
Clearing Tabs	196	(1)
Bulleted and Numbered lists	196	(3)
Using Bulleted Lists	196	(2)
Using Numbered Lists	198	(1)
Continuing Numbering from a Previous List	199	(1)
Restarting Numbering a List at a Specific Number	199	(1)
Sections	199	(2)
Inserting a Section Break	200	(1)
Formatting a Section	201	(1)
Templates and Styles	201	(5)
Using Styles	201	(3)
Using Templates	204	(2)
Borders and Shading	206	(3)
11 Organizing with Tables and Columns	209	(12)
In this chapter	209	(1)
Using Tables	210	(8)
Setting Up a Table	210	(3)
Merging and Splitting Cells	213	(1)
Adding Text to a Table	213	(1)
Converting Paragraphs to a Table and Vice Versa	213	(2)
Adding Table Captions	215	(2)
Sorting Text	217	(1)
Using Columns	218	(3)
12 More Than Just Words	221	(12)
In this chapter	221	(1)
Adding Headers, Footers, and Watermarks	222	(1)
Adding Headers and Footers	222	(4)
Adding Watermarks	224	(2)
Inserting Graphics	226	(1)
Inserting a Picture	226	(3)
Inserting Clip Art	227	(1)
Inserting Charts	228	(1)
Moving and Resizing Images	229	(4)
Moving and Resizing Images	229	(4)
13 Checking Spelling and Grammar	233	(10)
In this chapter	233	(1)
Spell-Checking a Document	234	(1)
Using Automatic Spell-Checking: AutoCorrect	235	(2)
Checking That Grammar!	237	(1)
Can You Say "Thesaurus"	238	(1)
Using Other Languages and Custom Dictionaries	239	(4)
Customizing the Dictionary	240	(1)
Adding a New Custom Dictionary	240	(1)
Setting Language for Selected Text	241	(2)
14 Saving, Printing, Emailing, and Faxing Documents	243	(14)
In this chapter	243	(1)
Filenames, Locations, and Formats	244	(1)
Choosing Filenames and Locations	244	(1)
Choosing a Format for Saving a File	245	(1)
Having Word Automatically Save Documents	245	(1)
Making Backup Copies	246	(2)
Printing Documents	248	(3)
Quick Printing	248	(1)
Using a Different Printer	248	(1)
Printing Pages or a Selection of Text	249	(1)
Changing Other Common Print Settings	250	(1)
Easy Ways to Email a Document	251	(3)
Just Email It!	251	(1)
Sending a Document as an Attachment	252	(1)
Routing a Document with a Routing Slip	252	(2)
Faxing a Document	254	(3)
Faxing from the File Menu	254	(1)
Printing to the Fax Printer	255	(2)
15 Mailing Lists, Form Letters, Envelopes, and Labels	257	(14)
In this chapter	257	(1)
Mailing Lists: Using Outlook or Access Instead of Word	258	(2)
Using Outlook for a Mailing List	258	(2)
Working with Form Letters	260	(5)
Setting Up a Form Letter	260	(1)
Creating the Merged Document for an Outlook List	260	(5)
Printing Envelopes	265	(2)
Printing a Single Envelope	265	(1)
Printing Many Envelopes	266	(1)
Creating and Printing Labels	267	(4)
16 Word Settings to Change	271	(8)
In this chapter	271	(1)
Adding More Recently Used Files	272	(1)
Editing Text by Using Drag-and-Drop	273	(1)
Controlling Text Selection	273	(1)
Changing AutoRecover Time	274	(1)
Changing Default File Locations	275	(1)
Changing Your User Information	276	(1)
Checking Spelling as You Type	276	(1)
Understanding Macro Security	277	(2)
IV Number-Crunching with Excel	279	(78)
17 Once Around the Worksheet	281	(14)
In this chapter	281	(1)
Spreadsheets 101	282	(1)
Using Cells and Other Interesting Things	283	(1)
Entering Numbers	284	(1)
Entering Text in Cells	285	(1)
Selecting Cells	286	(1)
Changing Row and Column Properties	287	(2)
Using Ranges and Names	289	(6)
Jumping to a Named Cell or Range	290	(1)
Identifying a Named Cell or Range	290	(1)
Referencing a Named Cell in a Formula	291	(1)
Using Row and Column Labels	291	(2)
Defining Constants	293	(2)
18 From Simple Addition to What-ifs: Formulas	295	(16)
In this chapter	295	(1)
Understanding Cell References and Operators	296	(5)
Understanding Cell References	296	(2)
Understanding Operators	298	(3)
Creating Simple Formulas	301	(3)
Simple Formulas	301	(1)
Understanding Functions	302	(1)
Where Are Those Functions?	302	(1)
Combining References and Functions	303	(1)
Copying Formulas Between Cells	304	(1)
Pulling Numbers from Other Worksheets	304	(4)
Naming and Referencing Other Worksheets	305	(1)
Copying and Linking Between Worksheets	306	(1)
Referencing Other Workbooks	306	(2)
Playing What-if	308	(3)
19 Jazzing Up Worksheets in Excel	311	(16)
In this chapter	311	(1)
Formatting Numbers and Text	312	(4)
Formatting Numbers	312	(2)
Formatting Text	314	(1)
Setting Alignment	314	(2)
Using Borders, Boxes, Shading, and Other Jazz	316	(3)
Using Borders	316	(1)
Applying Shading and Patterns	317	(2)
Other Ways to Work with Cells	319	(3)
Merging and Splitting Cells	319	(1)
Locking and Hiding Cells, Rows, and Columns	320	(1)
Quickly Filling Cells with a Series	321	(1)
Using Automatic Formatting	322	(1)
Adding Comments to a Worksheet	323	(4)
Adding Comments	324	(1)
Editing and Deleting Comments	324	(1)
Reviewing Comments	325	(2)
20 Pies, Bars, and Other Sweet Additions	327	(12)
In this chapter	327	(1)
Inserting a Chart Quickly	328	(3)
Adding a Chart	328	(1)
Positioning and Resizing a Chart	329	(1)
Changing Chart Type	330	(1)
Moving a Chart to a Different Worksheet	331	(1)
Working with Other Chart Properties	331	(7)
Changing Fonts	331	(1)
Adjusting Colors and Shading	332	(2)
Working with Titles, Legends, and Data Labels	334	(4)
Printing Charts	338	(1)
21 Saving, Printing, and Emailing Workbooks	339	(10)
In this chapter	339	(1)
Saving Excel Workbooks	340	(2)
Choose a File Format	340	(1)
Using Templates	341	(1)
Printing Worksheets and Workbooks	342	(5)
Printing a Worksheet or Workbook	342	(1)
Printing Just a Selection of a Worksheet	342	(1)
Designating Printing and Nonprinting Information by Using Print Areas	343	(1)
Making It Fit	343	(2)
Adding Headers and Footers	345	(1)
Specifying Row and Column Titles	346	(1)
Setting Miscellaneous Print Options	347	(1)
Emailing a Workbook	347	(2)
22 Excel Settings to Change	349	(8)
In this chapter	349	(1)
Changing How Comments Appear	350	(1)
Turning Off Automatic Calculation	350	(2)
Zooming/Scrolling by Using the Mouse Wheel	352	(1)
Setting AutoRecover Time	353	(1)
Changing the Direction Excel Moves the Cursor After You Press Enter	353	(1)
Turning AutoComplete On and Off for Text Entries	354	(1)
Adding More Recently Used Files	354	(1)
Setting the Default File Location	354	(1)
Opening Files Automatically at Startup	354	(1)
Changing the Default Font	355	(1)
Creating Custom Fill Series lists	355	(2)
V Creating Presentations in PowerPoint	357	(36)
23 Quickly Creating a Basic Slide Show	359	(12)
In this chapter	359	(1)
A Quick Tour of Microsoft PowerPoint	360	(1)
Starting a Presentation by Using the AutoContent Wizard	360	(3)
Adding Text to a Presentation	363	(1)
Navigating, Inserting, Moving, and Deleting Slides	364	(1)
Using the Slide Sorter View	364	(2)
Inserting a Slide	365	(1)
Moving a Slide	365	(1)
Deleting a Slide	365	(1)
Switching Slide Orientation Between Landscape and Portrait	366	(1)
Saving a Presentation	366	(1)
Controlling Look and Feel by Using a Slide Master	367	(1)
Adding or Removing Slide Numbers and Dates	368	(3)
24 Adding Graphics and Other Flashy Stuff	371	(8)
In this chapter	371	(1)
Adding Tables	372	(1)
Adding Pictures and Video Clips	373	(1)
Adding Pictures	373	(1)
Adding Video Clips	374	(1)
Adding Sounds	374	(1)
Inserting a Sound from a File	374	(1)
Playing a CD Track	374	(1)
Animating Slides	375	(1)
Using Slide Transitions	376	(1)
Creating a Table of Contents or Summary Slide	377	(1)
Adding Bullets and Numbered Lists	378	(1)
Using Special Text Formatting	378	(1)
25 Organizing, Printing, and Presenting	379	(8)
In this chapter	379	(1)
Using Personal Notes in a Presentation	380	(1)
Adding Notes	380	(1)
Printing Notes Pages	381	(1)
Creating a Set of Handouts	381	(1)
Packaging a Presentation on a CD	382	(2)
Printing Slides	384	(1)
Running a Slide Show	384	(3)
Configuring Slide Show Options	384	(1)
Running a Presentation	385	(2)
26 PowerPoint Settings to Change	387	(6)
In this chapter	387	(1)
Setting Default File Location	388	(1)
Setting the AutoRecover Interval	388	(1)
Adding More Files to the Recently Used Files List	389	(1)
Setting the Link/Embed File Size Limit	389	(1)
Controlling Chart Fonts	390	(1)
Adding More Undo Levels	390	(1)
Adding and Removing Navigation Controls for Web Viewing	390	(1)
Turning On and Off Animations for Web Viewing	391	(2)
VI Organizing Data with Access	393	(64)
27 Database Basics	395	(18)
In this chapter	395	(1)
What Is a Database and Why Use One?	396	(10)
Creating and Working with a New Database	397	(2)
Creating a Blank Database	399	(1)
Creating and Saving a Table	400	(2)
Understanding Keys	402	(1)
Switching Between Design View and Datasheet View	403	(1)
Entering Data in Datasheet View	403	(2)
Moving Around a Database	405	(1)
Performing Simple Searches	406	(1)
Forcing a Particular Format for a Field	407	(3)
Using the Format Property	407	(1)
Using Input Masks	408	(2)
Using the Format and Input Mask Properties Together	410	(1)
Using Templates: Access's Canned Databases	410	(3)
28 Beyond the Basics	413	(22)
In this chapter	413	(1)
Using Forms for Data Entry and Viewing	414	(8)
Creating a Form by Using the Form Wizard	414	(2)
Locking Controls on a Form	416	(2)
Adding Controls and Associating Controls with Fields	418	(2)
Using the Form Header and Footer	420	(1)
Building a Database Interface with a Switchboard Form	421	(1)
Sorting and Filtering Records	422	(3)
Sorting a Table	423	(1)
Filtering a Table	423	(2)
Searching for and Selecting Data by Using Queries	425	(3)
Creating a Select Query	426	(1)
Modifying a Query	427	(1)
Changing a Query's Type	427	(1)
Performing Calculations by Using Queries	428	(2)
Importing Data from Other Sources	430	(5)
Importing Data from Outlook	430	(2)
Importing Data from Other Access Databases	432	(1)
Linking Tables	433	(2)
29 From Table to Printer: Reports!	435	(16)
In this chapter	435	(1)
What Is an Access Report?	436	(1)
Creating a Report by Using the Report Wizard	436	(3)
Viewing and Modifying Reports	439	(8)
Changing a Report's Layout and Design	440	(2)
Adding or Modifying Grouping and Sorting	442	(1)
Using Summary Information	443	(3)
Adding Calculations to a Report	446	(1)
Printing and Exporting Reports and Labels	447	(4)
Setting Page Layout Options	447	(1)
Printing a Report	448	(1)
Using a Report in Word	448	(1)
Printing Labels	448	(3)
30 Access Settings to Change	451	(6)
In this chapter	451	(1)
Enabling Single-Clicking to Open Tables and Other Items	452	(1)
Adding More Recently Used Files	452	(1)
Changing the Default Search Method	453	(1)
Controlling How Access Moves in a Record	454	(1)
Setting Default Fonts and Colors	455	(1)
Setting the Default Folder Location	455	(2)
Index	457