Mastering Microsoft Office 2003 for Business Professionals

by Courter, Gini; Marquis, Annette

• ISBN13: 9780782142280
• ISBN10: 0782142281
• Format: Paperback
• Copyright: 2004-02-20
• Publisher: Sybex

Summary

Get Down to Business-Maximize Your Efficiency with Office 2003Written for business-minded and experienced Office users, this task-oriented guide goes directly to the bottom line, revealing optimal ways to perform critical, challenging tasks. After fifteen years of teaching people how to be more productive with Office, Courter and Marquis know users' FAQs and understand the way you use Office-as an integrated suite rather than as a collection of separate applications. In Mastering Microsoft Office 2003 for Business Professionals they skip the basics and focus instead on precious time-saving techniques that help you streamline your day-to-day activities.Inside, you'll learn how to: Manage schedules, tasks, contacts (Outlook) Build and deliver convincing, animated presentations (PowerPoint) Create documents collaboratively (Word, Excel, PowerPoint) Streamline mailings and messaging (Word, Outlook, Access, Excel) Produce complex publications such as manuals, proposals, and contracts (Word, Binder, FrontPage) Publish documents on the Web (FrontPage, Excel) Organize and secure documents (Word, Excel, PowerPoint, Outlook) Build robust, foolproof workbooks (Excel) Design and develop data sources (Word, Excel, Access, Outlook) Create templates for repetitive tasks (Word, Excel, PowerPoint, FrontPage) Construct user input forms (Outlook, FrontPage, Word) Dissect data, and then present it in compelling ways (Excel, Access) Tweak Office to fit the way you work (Word, Excel, Outlook, PowerPoint) Use macros to do more with Office (Word, Excel)

Author Biography

Gini Courter and Annette Marquis are co-owners of TRIAD Consulting, a consulting firm specializing in computer training and customized solutions for business professionals who rely on Microsoft Office to get their jobs done. The authors regularly teach workshops at The International Association of Administrative Professionals conferences. They are the authors of numerous books, including Mastering Office XP, Mastering Outlook, Excel 2000 MOUS Study Guide, and Word 2000 MOUS Study Guide.

Table of Contents

Introduction	xix
What's New in Office 2003	1	(24)
Editions of Office 2003	1	(3)
Professional Edition 2003	2	(1)
Small Business Edition 2003	2	(1)
Professional Enterprise Edition 2003	2	(1)
Standard Edition 2003	2	(1)
Basic Edition 2003	3	(1)
Student and Teacher Edition 2003	3	(1)
Stand-alone Products	3	(1)
New Features That Span Applications	4	(2)
New Look and Feel	4	(1)
Support for Tablet PCs	4	(1)
The Research Pane	4	(1)
Windows SharePoint Services	5	(1)
Support for XML	5	(1)
Information Rights Management	6	(1)
What's New in Word 2003	6	(5)
Reading Layout View	6	(1)
Compare Documents Side by Side	7	(1)
Support for XML	7	(1)
Enhanced Document Protection	8	(2)
More International Features	10	(1)
What's New in Excel 2003	11	(1)
The Enhanced List Functionality	11	(1)
Enhanced Statistical Functions	12	(1)
What's New in PowerPoint 2003	12	(2)
Package for CD	12	(1)
Updated Viewer	13	(1)
Improved Media Support	13	(1)
Support for Smart Tags	13	(1)
The Slide Show Toolbar	14	(1)
Save Slide Show Ink Annotations	14	(1)
What's New in Access 2003	14	(5)
View Dependencies between Objects	14	(1)
Automatic Error Checking in User-Interface Objects	15	(1)
Property Propagation of Table and Query Field Properties	16	(1)
Smart Tag Support	17	(1)
Windows SharePoint Services	18	(1)
Macro Security	18	(1)
Context-Based Help to Make SQL Easier	19	(1)
What's New In Outlook 2003	19	(6)
The Navigation and Reading Panes	19	(1)
The Go Menu	20	(1)
The Junk E-mail Filter	20	(1)
Search Folders	21	(1)
Open Multiple Calendars Side by Side	21	(1)
Message Arrangements	22	(1)
Quick Flags	23	(1)
Desktop Alerts	23	(1)
The Select Names Dialog Box	23	(1)
The Contacts Form Supports Image Files	23	(1)
Exchange Enhancements	24	(1)
Digging Out of the E-Mail Avalanche	25	(36)
It's a Brand New Outlook	25	(4)
Using the New Navigation Pane	26	(2)
Reviewing Messages in Your Inbox	28	(1)
Previewing E-Mail in the Reading Pane	28	(1)
Accessing Blocked Message Content	29	(1)
Composing and Sending Mail	29	(8)
Addressing Messages	30	(4)
Setting Message Options	34	(3)
Setting General E-mail Options to Simplify Formatting and Message Handling	37	(8)
Setting Tracking Options	38	(1)
Setting Format Options Including Custom Signatures	39	(6)
Inserting Files and Items into Messages	45	(3)
Inserting a Copy of a File	46	(1)
Inserting the Text of a File	46	(1)
Inserting a Hyperlink to a File	47	(1)
Inserting Outlook Items into an E-mail Message	48	(1)
Sending Your Message	48	(1)
Finding, Organizing, and Storing Messages	49	(12)
Organizing Using the Ways To Organize Inbox Pane	49	(3)
Filing Junk Mail Where It Belongs	52	(3)
Flagging Messages that Require Your Attention	55	(1)
Creating and Using Search Folders to Simplify Organization	55	(6)
Taking Control of Your Time and Tasks	61	(34)
Managing Your Time and Your Life	61	(13)
Navigating Through Time	62	(2)
Appointment Basics	64	(7)
Color-Coding Appointments for Quick Reference	71	(1)
Setting Up Your Work Day and Other Options	72	(2)
Scheduling Meetings	74	(6)
Managing Schedules for a Group	80	(5)
Scheduling Multiple Meetings with the Same People	81	(2)
Printing Calendars	83	(2)
Meeting Deadlines for Yourself and Others	85	(10)
Creating a Task	86	(4)
Setting Up Recurring Tasks	90	(1)
Delegating Tasks	90	(4)
Creating Tasks from Other Outlook Items	94	(1)
Completing a Task	94	(1)
Unleashing the Power of Outlook Contact Management	95	(30)
Creating a Contact	95	(15)
Entering Names, Job Titles, and Companies	97	(1)
Entering Contact Telephone Numbers	98	(1)
Entering Contact Addresses	99	(4)
Entering Web Information	103	(1)
Entering Contact Comments	103	(1)
Associating Contacts with Other Contacts	103	(1)
Grouping Contacts with Categories	104	(2)
Adding Details	106	(1)
Tracking Activities	107	(1)
Viewing Certificate Information	108	(1)
Viewing All Fields	108	(1)
Saving a Contact	109	(1)
Deleting a Contact	109	(1)
Finding Contact Information When You Need It	110	(12)
Searching Using Find and Advanced Find	110	(2)
Using Predefined Views to View Contacts	112	(2)
Creating Custom Views	114	(2)
Printing Phone Lists and Directories	116	(2)
Dialing a Contact	118	(1)
Creating a Letter to a Contact	119	(1)
Mail Merging Contacts with Word Documents	119	(3)
Sharing Department or Workgroup Contacts	122	(1)
E-Mailing a Contact	122	(1)
Sharing a Contacts Folder	122	(1)
Creating Contacts from Other Sources	123	(2)
Beyond Text: Making an Impression with Multimedia	125	(46)
Organizing Your Clips with Microsoft Clip Organizer	126	(10)
Searching for the Clip You Want	127	(1)
Finding Similar Clips	128	(1)
Exploring Your Clip Collection	128	(3)
Creating a New Collection	131	(1)
Assigning Keywords to Clips	131	(2)
Improving Your Clip Collection	133	(3)
Gaining Control of Digital Photos with Microsoft Picture Manager	136	(4)
Locating and Managing Your Photo Collections	136	(1)
Editing Photos	136	(2)
Sharing Photos and Other Images	138	(1)
Changing Image Size	138	(2)
Adding Art to Enhance Documents	140	(4)
Resizing Clip Art	141	(1)
Gaining Control of Positioning and Wrapping	141	(2)
Modifying Pictures with the Picture Toolbar	143	(1)
Incorporating Photos and Scanned Images into Your Work	144	(2)
Inserting Scanned Graphics and Digital Photos	146	(1)
Creating Your Own Drawings and Diagrams with Microsoft Draw	146	(19)
Working with the Drawing Canvas	147	(2)
Inserting AutoShapes	149	(1)
Creating Flowcharts	150	(2)
Adding Line Art Objects	152	(2)
Designing WordArt	154	(2)
Formatting Objects	156	(6)
Constructing Diagrams and Organizational Charts	162	(3)
Taking PowerPoint to the Next Level	165	(6)
Creating Custom PowerPoint Backgrounds from Your Photos	165	(1)
Orchestrating the Soundtrack	166	(5)
Adding Electronic Punch to Your Presentations	171	(36)
Preparing a Presentation	172	(1)
Getting Started with PowerPoint	173	(10)
Starting from a Blank Presentation	174	(2)
Creating a Presentation from a Design Template	176	(2)
Using the AutoContent Wizard to Design a Presentation for You	178	(2)
Creating a Presentation Using Existing Content	180	(2)
Creating a Photo Album Presentation from Digital Photos	182	(1)
Switching Slide Views	183	(9)
Normal View	184	(1)
Working in the Notes Pane	185	(1)
Working in the Outline Pane	185	(4)
Working in the Slide Pane	189	(1)
Slide Sorter View	190	(1)
Slide Show View	191	(1)
Working with the Slide Masters	192	(4)
Modifying Master Slides	193	(2)
Adding Slide Footers	195	(1)
Customizing and Refining a Presentation's Design	196	(1)
Changing a Presentation's Color Scheme	196	(1)
Customizing the Background of a Presentation	197	(10)
Creating Custom Backgrounds from Your Photos	199	(1)
Formatting and Checking Text	200	(1)
Aligning Text	201	(1)
Replacing Fonts	201	(1)
Adjusting Line Spacing	202	(1)
Adjusting Tabs and Indents	202	(2)
Using the Style Checker	204	(3)
Pushing PowerPoint to the Limit	207	(40)
Adding Objects	207	(7)
Using Slide Layouts with Object Placeholders	208	(1)
Inserting Objects	208	(4)
Inserting Media Clips from Clip Organizer	212	(1)
Inserting Other Sound and Video Files	213	(1)
Customizing Bullets	214	(1)
Modifying and Adding Transitions	215	(2)
Setting Transition Speed and Sound	217	(1)
Adding Animation	217	(10)
Adding Custom Animation	218	(5)
Changing Speed, Timing, and Other Custom Animation Settings	223	(4)
Using Charts in Presentations	227	(3)
Animating Charts	228	(2)
Animating Video and Sound	230	(1)
Hiding Slides	230	(1)
Adding Links to Other Slides	230	(2)
Preparing Handouts and Notes	232	(2)
The Handout Master	232	(2)
Printing in PowerPoint	234	(1)
Creating Handouts in Word	235	(1)
Setting Slide Timings	236	(2)
Automated vs. Manual Advance	236	(1)
Setting Automatic Timings	236	(2)
Customizing Shows for Different Audiences	238	(1)
Setting Up the Slide Show	239	(2)
Viewing on Two Screens	239	(1)
Adjusting Performance	240	(1)
Displaying the Slide Show	241	(1)
Online Presentations	242	(1)
Drawing on Slides	242	(1)
Packing a Presentation for CD	243	(4)
Collaborating on Documents	247	(38)
Saving Versions of Word Documents	247	(3)
Tracking Changes in Documents, Worksheets, and Presentations	250	(1)
Tracking Changes in a Word Document	250	(6)
Choosing a Display for Review	253	(1)
Working with Changes in the Reviewing Pane	254	(1)
Accepting or Rejecting Changes	255	(1)
Printing Tracked Changes	255	(1)
Collaborating on Excel Workbooks	256	(6)
Sharing Workbooks	256	(1)
Working in a Shared Workbook	257	(2)
Merging Workbook Changes	259	(1)
Incorporating Feedback into a PowerPoint Presentation	260	(2)
Adding Your Two Cents through a Comment	262	(4)
Making Comments in Word	262	(3)
Commenting in Excel	265	(1)
Adding Comments to Presentations	265	(1)
Sending Documents, Workbooks, and Presentations for Review	266	(4)
Sending Files for Review	266	(1)
Using a Routing Slip	267	(2)
Using Compare and Merge	269	(1)
Collaborating Online	270	(2)
Holding a Virtual Meeting	270	(2)
Using a Windows SharePoint Site for Team Collaboration	272	(13)
Exploring a Windows SharePoint Services Site	273	(12)
Streamlining Mailings and Messaging	285	(34)
Making Sense of Mail Merge	285	(1)
Creating or Specifying the Main Document	286	(2)
Selecting Recipients	288	(12)
Using an Existing Data Source	288	(3)
Creating a New Data Source in Word	291	(7)
Using Outlook As a Data Source	298	(1)
Using a Word Table As a Data Source	299	(1)
Adding Merge Fields to a Main Document	300	(5)
Previewing the Merged Document	305	(1)
Creating Directories	306	(3)
Creating Envelopes and Labels	309	(4)
Preparing Labels	309	(1)
Preparing an Envelope	310	(2)
Using a Mail Merge Template for a Main Document	312	(1)
Using E-mail As Main Documents	312	(1)
Merging Documents	313	(2)
E-mailing to a Group	315	(4)
Addressing Mail to a Group or Distribution List	317	(2)
Taming Complex Publications	319	(22)
Documenting with Footnotes and Endnotes	319	(4)
Revising Footnotes and Endnotes	323	(1)
Deleting Notes	323	(1)
Using Bookmarks	323	(2)
Creating Cross-References	325	(3)
Hyperlinking Cross-References for On-Screen Viewing	327	(1)
Inserting Hyperlinks to Make Navigation Easy	328	(3)
Indexing for Easy Reference	331	(4)
Generating a Table of Contents	335	(3)
Managing Large Documents	338	(3)
Creating Master Documents and Subdocuments	338	(2)
Printing Master Documents	340	(1)
Creating and Modifying Documents for the Web	341	(32)
Filling Your Web Design Toolbox	342	(2)
Introducing the Best Web Tools	343	(1)
Setting Web Publishing Options	344	(3)
General Options	344	(1)
Browser Options	344	(1)
File Options	345	(1)
Picture Options	346	(1)
Encoding and Font Options	346	(1)
Saving Documents as Web Pages	347	(3)
Saving a Single File Web Page	348	(1)
Saving vs. Publishing	348	(1)
Managing Published Web Pages	349	(1)
Creating Web Pages with Word	350	(14)
Applying Themes	350	(1)
Adding Content to a Web Page	351	(1)
Creating Hyperlinks	351	(2)
Inserting Graphics	353	(2)
Using the Web Tools Toolbar	355	(3)
Viewing a Word Web Page in a Browser	358	(1)
Creating Web-Based Forms	358	(4)
Working with Frames	362	(2)
Making a Website Available for Others to View	364	(1)
Creating Web Pages with Excel	365	(4)
Publishing the Active Sheet	366	(2)
Appending to an Existing Web Page	368	(1)
Preparing Presentations for the Web	369	(4)
Saving a Presentation as a Web Page	369	(1)
Publishing a Web Presentation	369	(4)
Securing and Organizing Documents	373	(38)
Strategies for Document Protection	373	(15)
Saving a Document as Read-Only	374	(4)
Password Protection in Word, PowerPoint, and Excel	378	(2)
Protecting Excel Workbooks, Worksheets, and Ranges	380	(7)
Securing Access Databases	387	(1)
Organizing and Securing Outlook Items	388	(18)
Saving Outlook Items as Items	388	(1)
Creating Outlook Folders	389	(2)
Using Rules to Tame Your Wild Inbox	391	(8)
Using the Out of Office Assistant	399	(3)
Granting Other Users Permissions to Your Outlook Folders	402	(4)
Understanding Protection with Information Rights Management (IRM)	406	(5)
IRM Technology in Outlook	406	(2)
Using IRM in Word, Excel, and PowerPoint	408	(3)
Building Robust and Foolproof Workbooks	411	(38)
Changing Workbook Layout	411	(3)
Changing the Number of Sheets in a New Book	411	(1)
Inserting and Deleting Sheets	412	(1)
Moving and Copying Within a Workbook	412	(1)
Moving and Copying between Workbooks	413	(1)
Working with Excel's Functions	414	(2)
Relative and Absolute Cell References	415	(1)
Using Logical, Lookup, and Information Functions	416	(8)
Decision Making with IF	417	(7)
Using Lookups	424	(11)
Using VLookup	426	(2)
Using Lookup	428	(1)
Using Match and Index	429	(2)
Creating Complex Lookups Quickly	431	(4)
Trapping Errors with Logical Functions	435	(5)
Manipulating Dates with Functions	436	(4)
Using Names	440	(9)
Naming a Range Using the Name Box	441	(1)
Using the Define Name Dialog Box	441	(1)
Creating Names from a Row or Column	442	(1)
Using Names	442	(2)
Stretching Names to the Max	444	(5)
Designing and Building Data Sources	449	(42)
Storing Data in Office	449	(4)
Features to Look For in a Data Source Application	450	(1)
Storing Relational Data	451	(1)
Importing, Exporting, and Linking	451	(2)
Working with Word Data	453	(4)
Converting Text to Tables	454	(1)
Sorting Word Tables	455	(2)
Converting Word Tables to Excel	457	(1)
Building and Using Excel Lists	457	(13)
Quick Data Entry in Excel Lists	458	(2)
Sorting in Excel	460	(1)
Filtering an Excel List	461	(4)
Filtering on Complex Criteria	465	(2)
Using the New Create List Feature	467	(3)
Creating and Modifying Access Tables	470	(6)
Choosing (or Not) a Primary Key for a Table	472	(1)
Creating a Table Using the Table Wizard	472	(2)
Creating a Table in Design View	474	(2)
Validation: Making Sure Data is Correct	476	(15)
Validating Data in Excel	476	(7)
Validating Data in Access	483	(8)
Creating Templates to Handle Your Repetitive Tasks	491	(14)
Understanding Templates in Your Organization	491	(1)
Creating Presentation Templates in PowerPoint	492	(3)
Saving the Template with a Custom Name	493	(1)
Modifying the Template	493	(2)
Creating Templates in Excel	495	(4)
Saving a Template in Excel	495	(1)
Editing a Template	496	(1)
Creating Templates for Other Users	496	(3)
Creating Document Templates in Word	499	(2)
Storing Templates in Word	500	(1)
Applying a New Template to an Existing Document	501	(1)
Finding Templates Online	501	(4)
Constructing Forms for User Input	505	(50)
Which Application to Use?	505	(1)
Creating Word Forms	506	(12)
Building the Basic Form for Structured Data	507	(1)
Understanding the Word Form Controls	508	(1)
Using Tables as Your Form's Foundation	508	(1)
Providing User Clues with Borders and Shading	509	(2)
Adding Form Controls	511	(5)
Creating Forms for Unstructured Data	516	(2)
Building Forms in Excel	518	(9)
Creating an Excel Form	518	(9)
Creating Outlook Forms	527	(12)
Choosing a Form to Customize	527	(1)
Creating the Customized Membership Application	528	(9)
Assigning an Outlook Form as the Folder Default	537	(1)
Changing Items' Message Class	538	(1)
Creating Access Forms	539	(16)
Selecting a Form Layout	540	(2)
Creating AutoForms	542	(1)
Printing Forms	542	(1)
Creating Forms for Multiple Tables	543	(2)
Creating Forms with the Form Wizard	545	(1)
Modifying Access Form Design	546	(2)
Working with Form Controls	548	(1)
Adding and Formatting Labels and Controls	549	(2)
Relative Sizing and Alignment	551	(1)
Aligning, Sizing, and Spacing Controls	551	(1)
Rearranging the Tab Order	552	(1)
Formatting Subforms	552	(1)
Adding Controls to Existing Forms	553	(1)
Changing Properties of Forms and Controls	553	(1)
Changing Property Settings on Multiple Fields	554	(1)
Hiding Form Features	554	(1)
Dissecting, Importing, and Exporting Data	555	(48)
Answering Questions with Excel's Analysis Tools	556	(14)
Understanding Data Tables	556	(1)
Using the Forecasting Tools	557	(1)
Building a Good Worksheet Model	558	(1)
Using Goal Seek to Find a Specific Value	558	(2)
Solving Complex Business Problems	560	(6)
Making Your Case with Scenarios	566	(3)
Summarizing Scenarios	569	(1)
Totaling and Subtotaling Excel Lists	570	(4)
Using Functions with Lists	574	(2)
Summarizing Based on a Condition	574	(1)
Using the Database Functions	575	(1)
Creating Pivot Tables and Pivot Charts to Analyze Lists	576	(15)
Creating a Table with the Wizard	578	(2)
Changing PivotTable Layout	580	(3)
Changing the Summary and Format for Data Fields	583	(1)
Setting Pivot Table Options	583	(2)
Applying a Format	585	(1)
Using External Data Sources	586	(1)
Keeping Your Pivot Table Updated	587	(1)
Using Custom Calculations in Pivot Tables	588	(1)
Drilling Down in a Pivot Table	589	(1)
Creating Separate Pivot Tables	589	(1)
Creating Pivot Charts	590	(1)
Importing and Exporting Data in Office	591	(12)
Importing and Exporting in Word	591	(2)
Importing and Exporting in Access	593	(4)
Importing and Exporting in Excel	597	(1)
Parsing Imported Data with the Text Import Wizard	598	(1)
Using Refreshable Text Importing	599	(1)
Importing and Exporting in Outlook	600	(3)
Tweaking Office to Fit the Way You Work	603	(16)
Adding Shortcuts to Office 2003 Applications	603	(2)
Adding a Shortcut to the Quick Launch Bar	603	(1)
Adding a Shortcut to the Start Menu	604	(1)
Customizing Application Menus and Toolbars	605	(7)
Changing Toolbar Options	605	(2)
Adding Commands to Toolbars and Menus	607	(5)
Setting Application Options	612	(7)
Using Macros to Do More with Office	619	(30)
Creating Macros Using the Macro Recorder	620	(9)
Recording a Macro in PowerPoint	620	(2)
Recording a Macro in Excel	622	(4)
Recording a Macro in Word	626	(3)
Running Macros	629	(3)
Changing Macro Security Settings	629	(2)
Running Macros from the Macro Dialog Box	631	(1)
Viewing and Modifying Your VB Code	632	(4)
Finding Your Way Around the VB Editor	633	(1)
Unpacking the Code	633	(3)
Making Macros Easy to Use	636	(13)
Designing the User Interface	636	(1)
Adding Macros to Command Bars	636	(8)
Running a Macro from a Button	644	(5)
Appendix: Speech and Handwriting Recognition Tools	649	(16)
Preparing to Use Office 2003's Speech Recognition Tools	649	(3)
Setting Up Your Microphone	650	(1)
Training the Speech Recognition System	651	(1)
Using the Speech Recognition System	652	(8)
Dictating in Office 2003	652	(2)
Giving Voice Commands in Office 2003	654	(2)
Tweaking the Speech Recognition System	656	(2)
Creating a New Profile on Your Computer	658	(1)
Removing Speech Recognition Services	658	(1)
Working with the Language Bar	659	(1)
Handwriting Recognition	660	(4)
Using On-Screen Keyboards	660	(1)
Drawing On-Screen	661	(1)
Using Handwriting to Input Text	662	(2)
Finding Help for Speech and Handwriting Recognition	664	(1)
Index	665