Office 2003 Timesaving Techniques For Dummies

by Leonhard, Woody

• ISBN13: 9780764567612
• ISBN10: 0764567616
• Edition: 1st
• Format: Paperback
• Copyright: 2004-05-10
• Publisher: For Dummies

Summary

Wouldn' t it be a waste to go on a spectacular, exotic vacation abroad and just hang out at the hotel pool? Wouldn' t it be a waste to buy a new iPod, download four favorite songs, and play them over and over? Most people with Office 2003 are wasting a lot of software power and a lot of time. They do the same routine things in the same routine ways and haven' t begun to explore the capabilities of Office 2003. If you' re one of them, "Office 2003 Timesaving Techniques For Dummies gets you out of your rut and into action. It provides over 70 timesaving techniques for Word, Excel, Access, Outlook, and PowerPoint. (Most of the tips work with Office 2000 and Office XP, too.) You' ll customize Office to meet your needs and start working like a pro in no time with easy-to-use tricks, tips, and techniques for: Streamlining your toolbars (Word alone has dozens to choose from) Setting up Outlook, searching with folders, organizing with flags, and dealing with spam Taking proper security measures, including using and updating an antivirus package and avoiding potentially dangerous file extensions Editing and la

Author Biography

Woody Leonhard is a bestselling technology author and a true Windows and Office guru.
He publishes several e-zines on these topics for over 510,000 weekly subscribers.

Table of Contents

Introduction	1	(1)
About This Book	1	(1)
Foolish Assumptions	2	(1)
What's in This Book	2	(2)
Knocking Office Into Shape	3	(1)
Saving Time with Word	3	(1)
Streamlining Outlook	3	(1)
Exploiting Excel	3	(1)
Pushing PowerPoint	4	(1)
Assimilating Access	4	(1)
Combining the Applications	4	(1)
The Scary (Or Fun!) Stuff	4	(1)
Conventions Used in This Book	4	(1)
Icons Used in This Book	4	(1)
Where to Go from Here	5	(2)
Part I: Knocking Office Into Shape	7	(90)
Making Windows Safe for Office	9	(6)
Updating Windows Manually	9	(2)
Showing Filename Extensions	11	(1)
Using an Antivirus Product	12	(1)
Firewalling	13	(2)
Launching Office Quickly	15	(6)
Empowering Quick Launch	15	(1)
Putting Office Apps on the Quick Launch Toolbar	16	(2)
Changing Quick Launch Names	18	(1)
Changing Start Menu Names	19	(2)
Organizing My Documents for Speed	21	(4)
Understanding Your Requirements	21	(2)
Translating Requirements to Reality	23	(2)
Drilling Down with the My Places Bar	25	(8)
Checking Out the Default My Places Bar	26	(1)
Adding Locations to the My Places Bar	26	(1)
Showing More Icons on the My Places Bar	27	(1)
Moving Icons on the My Places Bar	28	(1)
Removing Icons You Added	28	(1)
Hiding Built-In Icons	28	(5)
Backing up your My Places settings	29	(1)
Tweaking My Places in the Registry	30	(3)
Backing Up Quickly and Effectively	33	(8)
Backing Up: Why Pay More?	33	(1)
Choosing a Third-Party Backup Program	34	(1)
Choosing Which Files to Back Up	34	(2)
Finding your Office files	35	(1)
Saving your settings	36	(1)
Running ZipBackup	36	(3)
Scheduling ZipBackup	39	(2)
Keeping Office Up-to-Date	41	(8)
Patching Jargon: A Rose by Any Other Name	41	(2)
Finding (And Using) Office Update	43	(1)
Applying Patches Manually	44	(1)
Identifying Versions to Get Help	45	(2)
Updating Office 97	47	(1)
Updating Office 2000	48	(1)
Updating Office XP	48	(1)
Disabling Automatic Hyperlinks	49	(4)
Understanding IntelliNONsense	49	(1)
Turning Off Automatic Hyperlinks	50	(2)
Creating a Manual Hyperlink---Quickly	52	(1)
Digging with Research---Quickly	53	(6)
Fixing the Research Pane	53	(2)
Finding Synonyms	55	(1)
Looking in the Dictionary	55	(1)
Using the Encarta Encyclopedia	56	(1)
Searching for Business	57	(2)
Copying and Pasting in a Nonce	59	(5)
Working with the Office Clipboard versus the Windows Clipboard	59	(2)
Moving Stuff Onto and Off the Office Clipboard	61	(1)
Customizing the Clipboard	62	(1)
Replacing the Office Clipboard	63	(1)
Keying Combinations Quickly	64	(6)
Exploiting Vital Shortcuts	64	(2)
Using Word Shortcuts	66	(2)
Using Outlook Shortcuts	68	(1)
Using Excel Shortcuts	68	(1)
Using PowerPoint Shortcuts	69	(1)
Drawing Quickly	70	(9)
Drawing on the Drawing Layer(s)	70	(3)
Sketching Basic Shapes	73	(3)
Constraining a line	73	(1)
Fletching an arrow	74	(1)
Rolling your own shapes	75	(1)
Adding AutoShapes	76	(2)
Grouping, Aligning, and Distributing	78	(1)
Shrinking Graphics	79	(4)
Picking Your Compression Battles	79	(2)
Compressing an Image	81	(2)
Modifying Toolbars	83	(6)
Using Toolbars Effectively	83	(2)
Rearranging Toolbar Icons	85	(1)
Adding Recommended Icons	85	(1)
Making Any Command a Toolbar Icon	86	(3)
Getting Help	89	(8)
Making Help Visible	89	(2)
Popping the Question	91	(1)
Drilling Down Fast	92	(1)
Digging Deeper: The Knowledge Base	93	(2)
Finding Help from Other Users	95	(2)
Part II: Saving Time with Word	97	(98)
Getting Word Settings Right	99	(9)
Blistering the Bouncing Menus	99	(1)
Seeing Clearly	100	(2)
Zapping the Drawing Canvas	102	(1)
Taking Back Your Mouse	103	(1)
Correcting AutoCorrect	104	(1)
Making Final Timesaving Changes	105	(2)
Saving Your Settings	107	(1)
Changing Your Normal Template	108	(8)
Customizing Blank Documents	108	(3)
Creating New Templates	111	(1)
Making Privacy Settings Stick	112	(1)
Setting Formatting for Drawings	113	(3)
Laying Out a Page---Quickly	116	(11)
Seeing Word's Way	116	(2)
Laying Out Forms with Tabs	118	(2)
Aligning Text with Tables	120	(2)
Cramming Lists with Snaking Columns	122	(3)
Linking Text with Text Boxes	125	(2)
Making Professional Labels	127	(9)
Creating and Printing Simple Labels	128	(1)
Customizing a Template for Fancy Labels	129	(4)
Filling In and Printing Labels from a Template	133	(1)
Micro-Adjusting Pictures	134	(2)
Editing Like a Pro	136	(9)
Editing in a SharePoint World	136	(1)
Tracking Changes	137	(3)
Turning on Track Changes	138	(1)
Working with Track Changes in Word 2003	139	(1)
Making Comments	140	(1)
Changing the Font of Tracked Changes and Comments	141	(1)
Reviewing and Finalizing a Document	142	(1)
Using Editing Tools the Timesaving Way	143	(2)
Finding and Replacing in the Wild	145	(10)
Streamlining Text Searches	145	(2)
Searching for More Than Plain Text	147	(2)
Matching Wildcards	149	(3)
Replacing with Care	152	(3)
Replacing with wildcards	152	(1)
Removing extra paragraph marks	153	(2)
Rapid-Fire Styles	155	(13)
Getting Styles	155	(1)
Applying Styles	156	(3)
Finding Styles	159	(2)
Remaking Word's Default Styles	161	(4)
Speaking style-name jargon	161	(1)
Modifying a style	161	(1)
Numbering headings automatically	162	(3)
Making New Styles	165	(1)
Refreshing Styles to Match a Template	166	(2)
Fast Links inside Documents	168	(4)
Creating a Linked Table of Contents Automatically	168	(1)
Linking Text to Headings in a Document	169	(1)
Creating Custom Links That Are Hard to Break	170	(2)
Setting Up Your Own Letterhead	172	(11)
Making Letterhead Decisions	172	(1)
Creating a New Letterhead Template	173	(1)
Laying Out the Letterhead	174	(1)
Altering Template Settings	175	(3)
Adding Text to Your Letterhead Template	178	(2)
Making Dates---With a Macro	180	(2)
Distributing the Letterhead Template	182	(1)
Positioning Pictures Just Right	183	(7)
Working with the Drawing Layer	183	(2)
Making a Picture Float	185	(3)
Working with Anchors	188	(1)
Moving Pictures Small Distances	188	(2)
Typing Fractions Fast	190	(5)
Creating Consistent-Looking Fractions	190	(1)
Building Your Own Fractions	191	(4)
Creating the fractions you want to use	191	(2)
Entering fraction sets in AutoCorrect	193	(2)
Part III: Streamlining Outlook	195	(50)
Getting Outlook Settings Right	197	(9)
Strolling through the Panes	197	(1)
Controlling the Navigation Pane	198	(1)
Displaying Your Contacts and Calendar in Separate Windows	199	(1)
Moving More Mall Faster	200	(3)
Slimming down the Message List pane	201	(1)
Navigating the Message list in a flash	202	(1)
Downloading only the images you want to see	202	(1)
Adjusting the E-Mail Editor Settings	203	(2)
Making Other Timesaving Changes	205	(1)
Searching with Folders	206	(6)
Using Search Folders	206	(2)
Creating Search Folders	208	(2)
Rationalizing Search Folders	210	(2)
Organizing with Flags	212	(5)
Marking Mail	212	(2)
Flagging mail you've received	212	(1)
Flagging mail before you send it	213	(1)
Tacking other information to a flag	213	(1)
Following Up on Flags	214	(1)
Choosing Flag Colors	215	(1)
Moving the Flag Column	215	(2)
Taming AutoComplete in Outlook	217	(5)
Understanding AutoComplete	217	(2)
Cleaning Up the Cache	219	(1)
Setting the Address Book Straight	219	(3)
Dealing with Spam	222	(7)
Employing an Ounce of Prevention	222	(4)
Deploying a Pound of Cure	226	(3)
Preventing Infection	229	(5)
Understanding the Classic Hooks	229	(2)
Phishing for Fun and Profit	231	(1)
Taking the Necessary Precautions	232	(2)
Safeguarding against attachments	232	(1)
Keeping phishers at bay	232	(2)
Working with E-mail Attachments	234	(5)
Understanding Draconian Blocks	234	(3)
Bypassing the Blocks	237	(2)
Securing Your Mail	239	(6)
Getting a Digital Certificate	239	(2)
Using a Digital Certificate	241	(1)
Encrypting Messages	242	(3)
Part IV: Exploiting Excel	245	(62)
Getting Excel Settings Right	247	(8)
Bagging the Bouncing Menus	247	(1)
Making Key Changes	248	(4)
Setting up the Options dialog box and AutoCorrect	249	(2)
Increasing the levels of undo	251	(1)
Modifying Your Default Spreadsheet	252	(3)
Building Self-Verifying Spreadsheets	255	(6)
Highlighting Conditionally	255	(2)
Running Self-Verifying Cross-Totals	257	(4)
Freezing Columns and Rows	261	(5)
Freezing Column Headings	261	(1)
Splitting the Screen	262	(1)
Printing Repeating Column Headings	263	(1)
Hiding Rows and Columns	264	(1)
Bending an Elbow at A1	264	(2)
Ripping through Lists	266	(5)
Making a List, Checking It Twice	266	(2)
Entering Data Manually with a Form	268	(1)
Filling In Data with AutoComplete	268	(1)
AutoFiltering to Find Stuff Fast	269	(2)
Running Subtotals	271	(5)
AutoFiltering Totals	271	(3)
Setting up data for AutoFiltering	271	(2)
Generating the totals	273	(1)
Showing Subtotals	274	(2)
Creating Custom AutoFill Series	276	(5)
Using Fill Lists	276	(3)
Making Your Own AutoFill Series	279	(2)
Grabbing the Best with Pivot Tables	281	(8)
Creating a Pivot Table	281	(2)
Manipulating a Pivot Table	283	(2)
Making a Pivot Table Boogie	285	(4)
Creating Pivot Charts That Work Right	289	(5)
Starting with a Good List	289	(1)
Building a Pivot Chart	290	(1)
Re-Creating a Pivot Chart	291	(1)
Changing the Chart Type	292	(1)
Gussying Up Pivot Charts	293	(1)
Setting Scenarios and Seeking Goals	294	(6)
Building a Loan Amortization Spreadsheet	295	(1)
Establishing Scenarios	296	(2)
Working Backward: Goal Seeking	298	(2)
Using the Lookup Wizard	300	(7)
Setting Up the Lookup Wizard	301	(1)
Primping a List for Lookup	301	(1)
Running a Comparative Lookup	302	(3)
Running an Exact Lookup	305	(2)
Part V: Pushing PowerPoint	307	(50)
Getting PowerPoint Settings Right	309	(5)
Working through the Changes	309	(1)
Blistering the Bouncing Menus	310	(1)
Setting the View	310	(1)
Showing More Files	311	(1)
Taking Back Control	311	(1)
Reversing a Privacy-Busting Setting	312	(1)
Installing All Your Templates	313	(1)
Choosing the Right PowerPoint File Type	314	(5)
Understanding PowerPoint File Types	314	(1)
Saving Files to Run Automatically	315	(1)
Adding a Custom Presentation Skeleton to the AutoContent Wizard	316	(3)
Changing Your Blank Presentation	319	(5)
Understanding Blank Presentations	319	(1)
Creating a Bare-Bones Blank Presentation	320	(2)
Using Slide Masters	322	(2)
Recording a Sound Track	324	(5)
Using Recorded Narrations	324	(1)
Creating a Narration	325	(2)
Playing a Narration	327	(1)
Editing a Narration	327	(2)
Making a Presentation Run Itself	329	(6)
Choosing Self-Running Transitions	329	(1)
Looping a Presentation Continuously	330	(1)
Getting the Slide Timings Just Right	331	(2)
Applying slide timing manually	331	(1)
Adding timing settings with a rehearsal timing	332	(1)
Adding Navigation Action Buttons	333	(2)
Answering Predictable Questions	335	(6)
Planning for the Predictable	335	(1)
Creating the Supporting Slide	336	(3)
Running Several Supporting Slides	339	(2)
Building toward a Goal	341	(5)
Reducing the Goal Slide	342	(2)
Building Forward to the Goal Slide	344	(2)
Tripping the Light Fantastic with Multimedia	346	(5)
Choosing the Right Player	346	(1)
Inserting Multimedia with Native PowerPoint Tools	347	(1)
Inserting a Media Player Movie	348	(3)
Taking a Presentation on the Road	351	(6)
Packaging for CD	351	(2)
Playing the Burned CD	353	(1)
Covering Your B...ases	354	(3)
Part VI: Assimilating Access	357	(44)
Getting Access Settings Right	359	(5)
Setting Access Startup Options	359	(2)
Changing Access Defaults	361	(3)
Adding a Cover Sheet to an Access Report	364	(6)
Generating a Report	364	(2)
Creating the Cover Sheet	366	(1)
Formatting the Report Cover Sheet	367	(3)
Centering the report title	367	(1)
Adding text to the cover sheet	368	(2)
Including Totals in an Access Report	370	(6)
Adding a Running Total	370	(3)
Setting up the totals	370	(2)
Setting up groups	372	(1)
Displaying Subtotals and Totals	373	(3)
Printing Labels in Access	376	(6)
Running the Access Label Wizard	376	(2)
Tweaking the Label Wizard's Results	378	(2)
Creating Custom Labels and Reports	380	(2)
Reducing Repetitive Formatting Tasks	382	(7)
Understanding Access Formatting	382	(1)
Setting Custom Defaults	383	(3)
Changing defaults via the Properties window	384	(1)
Changing defaults using an existing control	385	(1)
Creating a Form Template	386	(1)
Using a Form Template	387	(2)
Recycling Forms for Browsing and Data Entry	389	(6)
Understanding the Forms	389	(1)
Creating the Omnipotent Form	390	(1)
Modifying the Form	391	(3)
Using the Modified Form	394	(1)
Creating Your Own AutoFormat	395	(6)
Applying an AutoFormat	395	(2)
Customizing AutoFormat Styles	397	(2)
Deleting Old Styles	399	(2)
Part VII: Combining the Applications	401	(38)
Inserting a Spreadsheet in a Document	403	(8)
Choosing an Insertion Method	403	(1)
Copying Data	404	(2)
Embedding a Spreadsheet	406	(3)
Linking a Spreadsheet	409	(2)
Managing an Electronic Newsletter	411	(7)
Choosing to Start a Newsletter	411	(1)
Starting Small with Outlook	412	(3)
Creating and maintaining a subscriber list	412	(2)
Creating and sending the newsletter	414	(1)
Using a Newsletter Service	415	(2)
Growing Larger Gracefully	417	(1)
Turning a Word Document Into a Presentation	418	(6)
Understanding Outline Levels	418	(2)
Converting a TOC to a Presentation	420	(1)
Converting a Presentation to a TOC	421	(3)
Animating a Chart in PowerPoint	424	(9)
Building Charts in Excel	424	(2)
Putting a Chart on a Slide	426	(2)
Animating the Chart	428	(3)
Running Fine-Grain Animation	431	(2)
Rotating Text in a Word Document	433	(6)
Rotating Text with Word Tools	433	(2)
Making a Name Tent	435	(1)
Rotating Any Text	436	(3)
Part VIII: The Scary (Or Fun!) Stuff	439	(46)
Taking Over Word's Show/Hide	441	(4)
Seeing Word's Critical Marks	441	(1)
Building a Better Show/Hide	442	(1)
Writing the Macro	443	(2)
Inserting Unformatted Text in Word	445	(5)
Word Pasting 101	445	(2)
Writing a Pasting Macro	447	(1)
Assigning a Shortcut to the Pasting Macro	448	(2)
Inserting Unformatted Text in Excel	450	(5)
Recording a Macro	451	(2)
Editing an Excel Macro	453	(2)
Printing a Bunch of Spreadsheets --- Fast	455	(7)
Setting Up Excel for Macros	456	(1)
Building the PrintWorkbooks Macro	456	(3)
Running and Testing the Macro	459	(1)
Assigning the Macro to a Button	460	(2)
Protecting Your Privacy	462	(3)
Seeing the Hidden Stuff	462	(1)
Zapping the Embarrassing Stuff	463	(2)
Printing Personalized Greetings in Batches	465	(10)
Understanding Mass Mailing	465	(1)
Entering and Updating Contacts	466	(2)
Checking Contacts	468	(2)
Printing Personalized Newsletters	470	(2)
Printing Envelopes	472	(2)
E-mailing Holiday Greetings	474	(1)
Creating Versatile Watermarks	475	(5)
Setting a Standard Watermark	475	(1)
Modifying Watermark WordArt	476	(2)
Making Watermarks Appear on the First Page Only	478	(2)
Building (And Stealing) E-mail Stationery	480	(5)
Using Built-in Stationery	480	(3)
Setting up stationery in Word	481	(1)
Setting up stationery in Outlook	482	(1)
Stealing Incoming Stationery	483	(1)
Creating Your Own Stationery	483	(2)
Index	485