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Absolute Beginner’s Guide to Microsoft® Office 2003

Book Description

Absolute Beginner's Guide to Microsoft Office 2003 covers Office 2003 for new users. The topics are organized in sections by application and cover the common Office tasks that the majority of readers want to accomplish. By focusing on key tasks in a concise way, the book packs enough information to bring readers up to speed quickly with all applications in the Office suite. This book starts with an introduction of what's new in this version of Office and what the major changes and advantages are when upgrading from older versions.

Table of Contents

  1. Copyright
    1. Dedication
  2. About the Author
  3. Acknowledgments
  4. We Want to Hear from You!
  5. Introduction
    1. How This Book Is Organized
    2. Conventions Used in This Book
    3. Web Page Addresses
    4. Special Elements
    5. Let Me Know What You Think
  6. I. Getting Your Feet Wet
    1. 1. A Quick Tour of Office
      1. Why Office?
      2. Tips for Upgrading from Previous Versions
        1. Back Up Anything You Can’t Lose
        2. Clean Up the Computer
        3. Be Prepared for the Unexpected
      3. Working with Letters and More with Word
        1. Document and Font Formatting
        2. Styles
        3. Spelling and Grammar
        4. Outlining and the Document Map
      4. Managing Your Day with Outlook
        1. Using Mail
        2. Faxing
        3. Using the Contacts Folder
        4. Using the Calendar Folder
        5. Using the Tasks and Notes Folders
        6. Using the Journal Folder
        7. Using Outlook Data Elsewhere
      5. Crunching Numbers with Excel
        1. Working with Numbers and Formulas
        2. Using Charts and Graphs
      6. Organizing Data with Access
        1. Tables, Queries, and Reports
      7. Using Slide Shows and Presentations with PowerPoint
    2. 2. Office Basics
      1. Installing Office
        1. Simple Installations
        2. Tips for Installing Office
          1. Customizing an Installation
          2. Installing from a Network Server
          3. Using Other Tools
      2. Starting Office Programs When and How You Want
        1. Starting Office Applications
        2. Starting Office Applications Automatically
        3. Using Switches to Control Startup
      3. Working with the Navigation Pane
      4. Working with More Than One Document at a Time
      5. Opening, Saving, and Closing Documents
      6. Using Handy Mouse and Keyboard Tips
      7. Undoing Changes
      8. Saving Office Settings
    3. 3. Help!
      1. Getting Quick Help
        1. Clicking the Question Mark
        2. Searching for Specific Topics
        3. Pressing the F1 Key
        4. Using the Help Menu
      2. Meeting (and Changing) the Office Assistant
      3. Working with Help Documents
      4. Updating Office
      5. Getting More Help on the Web
      6. What to Do When Office Crashes
  7. II. Contacts, Email, and Lots More with Outlook
    1. 4. Keeping Track of People and Places by Using Contacts
      1. Adding People to Your Contacts Folder
        1. Setting Other Contact Properties
        2. Saving a Contact
      2. Importing Addresses from Outlook Express
      3. Viewing the Contacts Folder in Different Ways
      4. Finding a Contact
      5. Finding Email Messages and Other Items Associated with a Contact
      6. Calling or Emailing a Contact
        1. Sending Email to a Contact
        2. Calling a Contact
      7. Sorting and Organizing Contacts
      8. Sharing Contacts
        1. Sharing Contacts with Users of Your Exchange Server
        2. Sharing Contacts from a Personal Folders File
    2. 5. All Your Email in One Handy Spot
      1. A Quick Tour of the Inbox
        1. Working in the Inbox
          1. Sorting Messages
          2. Moving or Hiding the Reading Pane
          3. Working with Different Views
          4. Expanding and Collapsing Message Groups
        2. Reading Messages
      2. Sending and Receiving Messages
        1. Sending Messages
        2. Receiving Messages
      3. Working with Attachments
      4. Using Bcc and Other Message Options
      5. Setting Up an Email Account
        1. Adding an Account
        2. Setting Up an Exchange Server Account
        3. Setting Up a POP3 or IMAP Account
        4. Setting Up an HTTP Account
        5. Specifying Where Outlook Should Deliver New Messages
      6. Adding More Sets of Folders
        1. Changing Account Settings
      7. Adding or Changing an Outlook Profile
        1. Adding a Profile
        2. Changing Settings in a Profile
        3. Switching Between Profiles
      8. Deleting, Archiving, and Recovering Messages
        1. Deleting a Message
        2. Recovering and Archiving Messages
      9. Managing Mail Folders
        1. Creating a Folder and Moving or Copying Items
        2. Sharing a Folder (with Exchange Server Only)
      10. Filtering Out Junk Mail
        1. Choosing a Junk Mail Protection Level
        2. Managing the Safe Senders, Safe Recipients, and Blocked Senders Lists
        3. Marking Messages as Junk or Not Junk
      11. Controlling Messages by Using Rules
        1. Creating a Rule
        2. Running a Rule Manually
      12. Opening Another Person’s Mailbox with Your Own
    3. 6. Keeping Track of Appointments and Other Big (or Small) Events
      1. A Quick Tour of the Calendar Folder
      2. Adding and Working with Events in the Calendar Folder
        1. Adding an Event
        2. Viewing and Changing an Event
        3. Group Scheduling
        4. Publishing Free/Busy Information
      3. Working with Reminders
      4. Coloring Certain Types of Events
        1. Applying Labels to Events
        2. Customizing Labels
        3. Coloring Events Automatically by Using Formatting
      5. Keeping Track of Holidays, Birthdays, and Other Special Events
        1. Adding Holidays
        2. Adding Birthdays and Other Special Events
      6. Printing a Calendar
      7. Creating a Recurring Appointment or Event
        1. Creating a Recurring Event
        2. Changing a Recurring Event
      8. Tracking Documents and Events by Using the Journal
        1. Using the Journal
        2. Creating a Journal Entry Manually
        3. Turning Off Journaling
    4. 7. Managing a To-Do List
      1. About Tasks and the Tasks Folder
      2. Creating Tasks
        1. Creating a Recurring Task
        2. Assigning a Task to Someone Else
          1. Assigning a Task
          2. Accepting or Declining an Assigned Task
      3. Viewing and Changing Task Status
        1. Viewing Task Status
        2. Changing Task Status
      4. Assigning Other Outlook Items (Such as Documents) to a Task
    5. 8. Outlook Settings to Change
      1. Controlling When and How Outlook Checks Your Mail
      2. Creating Custom Views
      3. Customizing the Navigation Pane
        1. Adding Outlook Shortcuts
        2. Adding Other Types of Shortcuts
      4. Setting How Outlook Handles Text for Replies and Forwards
      5. Changing How Outlook Notifies You of New Messages
      6. Setting the Default Mail Format and Editor
      7. Adding a Signature Block to Messages
      8. Changing the Reminder Sound and Default Time
      9. Turning Instant Messaging On and Off
      10. Setting Calendar Week and Weekend Options
      11. Controlling How Outlook Saves and Displays Contact Names
  8. III. Writing with Word
    1. 9. Creating and Editing Word Documents
      1. Starting or Opening a Document
        1. Starting a New Document
        2. Opening an Existing Document
      2. Adding Text Where You Want It
      3. Moving Around in a Document and Between Documents
      4. Becoming Familiar with Word
        1. The Menu and Toolbars
        2. Scrollbars
        3. Red Squiggly Underline
        4. Green Squiggly Underline
      5. Working with Different Word Views
      6. Selecting and Deselecting Text
      7. Cutting, Copying, and Moving Text
      8. Adding New Lines and Page Breaks
      9. Using Zoom In and Zoom Out
      10. Finding and Replacing Text
        1. Finding Text
        2. Replacing Text
      11. Showing/Hiding Hidden Characters
      12. Working with an Outline
        1. Using Outline View
        2. Adding and Changing Outline Headings
        3. Moving Around an Outline
    2. 10. Adding Pizzazz with Word
      1. Margins and Other Page Setup Features
        1. Setting Margins
        2. Setting Paper Size and Other Settings
        3. Setting Page Layout Options
          1. Using Line Numbers
          2. Using a Page Border
      2. Basic Paragraph Formatting
      3. Text Formatting: Fonts, Colors, and More
        1. Using Fonts, Font Styles, and Colors
      4. Tabs
        1. Setting Tabs
        2. Aligning Tabs and Using Leaders
        3. Clearing Tabs
      5. Bulleted and Numbered Lists
        1. Using Bulleted Lists
        2. Using Numbered Lists
        3. Continuing Numbering from a Previous List
        4. Restarting Numbering a List at a Specific Number
      6. Sections
        1. Inserting a Section Break
        2. Formatting a Section
      7. Templates and Styles
        1. Using Styles
          1. Creating a Style
          2. Applying Styles
          3. Changing a Style
        2. Using Templates
          1. Saving a Document as a Template
          2. Attaching a Template to a Document
          3. Starting a New Document from a Template
      8. Borders and Shading
    3. 11. Organizing with Tables and Columns
      1. Using Tables
        1. Setting Up a Table
          1. Inserting a Table
          2. Drawing a Table
        2. Merging and Splitting Cells
        3. Adding Text to a Table
        4. Converting Paragraphs to a Table and Vice Versa
          1. Converting Text to a Table
          2. Converting a Table to Text
        5. Adding Table Captions
        6. Sorting Text
      2. Using Columns
    4. 12. More Than Just Words
      1. Adding Headers, Footers, and Watermarks
        1. Adding Headers and Footers
        2. Adding Watermarks
      2. Inserting Graphics
        1. Inserting a Picture
        2. Inserting Clip Art
        3. Inserting Charts
      3. Moving and Resizing Images
        1. Moving and Resizing Images
    5. 13. Checking Spelling and Grammar
      1. Spell-Checking a Document
      2. Using Automatic Spell-Checking: AutoCorrect
      3. Checking That Grammar!
      4. Can You Say “Thesaurus”?
      5. Using Other Languages and Custom Dictionaries
        1. Customizing the Dictionary
        2. Adding a New Custom Dictionary
        3. Setting Language for Selected Text
    6. 14. Saving, Printing, Emailing, and Faxing Documents
      1. Filenames, Locations, and Formats
        1. Choosing Filenames and Locations
        2. Choosing a Format for Saving a File
      2. Having Word Automatically Save Documents
      3. Making Backup Copies
      4. Printing Documents
        1. Quick Printing
        2. Using a Different Printer
        3. Printing Pages or a Selection of Text
        4. Changing Other Common Print Settings
      5. Easy Ways to Email a Document
        1. Just Email It!
        2. Sending a Document as an Attachment
        3. Routing a Document with a Routing Slip
      6. Faxing a Document
        1. Faxing from the File Menu
        2. Printing to the Fax Printer
    7. 15. Mailing Lists, Form Letters, Envelopes, and Labels
      1. Mailing Lists: Using Outlook or Access Instead of Word
        1. Using Outlook for a Mailing List
      2. Working with Form Letters
        1. Setting Up a Form Letter
        2. Creating the Merged Document for an Outlook List
        3. Printing Envelopes
        4. Printing a Single Envelope
        5. Printing Many Envelopes
      3. Creating and Printing Labels
    8. 16. Word Settings to Change
      1. Adding More Recently Used Files
      2. Editing Text by Using Drag-and-Drop
      3. Controlling Text Selection
      4. Changing AutoRecover Time
      5. Changing Default File Locations
      6. Changing Your User Information
      7. Checking Spelling as You Type
      8. Understanding Macro Security
  9. IV. Number-Crunching with Excel
    1. 17. Once Around the Worksheet
      1. Spreadsheets 101
      2. Using Cells and Other Interesting Things
      3. Entering Numbers
      4. Entering Text in Cells
      5. Selecting Cells
      6. Changing Row and Column Properties
      7. Using Ranges and Names
        1. Jumping to a Named Cell or Range
        2. Identifying a Named Cell or Range
        3. Referencing a Named Cell in a Formula
        4. Using Row and Column Labels
        5. Defining Constants
    2. 18. From Simple Addition to What-ifs: Formulas
      1. Understanding Cell References and Operators
        1. Understanding Cell References
        2. Understanding Operators
          1. Arithmetic Operators
          2. Comparison Operators
          3. Text Operators
          4. Reference Operators
      2. Creating Simple Formulas
        1. Simple Formulas
        2. Understanding Functions
        3. Where Are Those Functions?
        4. Combining References and Functions
      3. Copying Formulas Between Cells
      4. Pulling Numbers from Other Worksheets
        1. Naming and Referencing Other Worksheets
        2. Copying and Linking Between Worksheets
        3. Referencing Other Workbooks
      5. Playing What-if
    3. 19. Jazzing Up Worksheets in Excel
      1. Formatting Numbers and Text
        1. Formatting Numbers
        2. Formatting Text
        3. Setting Alignment
      2. Using Borders, Boxes, Shading, and Other Jazz
        1. Using Borders
        2. Applying Shading and Patterns
      3. Other Ways to Work with Cells
        1. Merging and Splitting Cells
        2. Locking and Hiding Cells, Rows, and Columns
        3. Quickly Filling Cells with a Series
      4. Using Automatic Formatting
      5. Adding Comments to a Worksheet
        1. Adding Comments
        2. Editing and Deleting Comments
        3. Reviewing Comments
    4. 20. Pies, Bars, and Other Sweet Additions
      1. Inserting a Chart Quickly
        1. Adding a Chart
        2. Positioning and Resizing a Chart
        3. Changing Chart Type
        4. Moving a Chart to a Different Worksheet
      2. Working with Other Chart Properties
        1. Changing Fonts
        2. Adjusting Colors and Shading
        3. Working with Titles, Legends, and Data Labels
          1. Changing Titles
          2. Changing a Chart Legend
          3. Using Data Labels
      3. Printing Charts
    5. 21. Saving, Printing, and Emailing Workbooks
      1. Saving Excel Workbooks
        1. Choose a File Format
        2. Using Templates
      2. Printing Worksheets and Workbooks
        1. Printing a Worksheet or Workbook
        2. Printing Just a Selection of a Worksheet
        3. Designating Printing and Nonprinting Information by Using Print Areas
        4. Making It Fit
        5. Adding Headers and Footers
        6. Specifying Row and Column Titles
        7. Setting Miscellaneous Print Options
      3. Emailing a Workbook
    6. 22. Excel Settings to Change
      1. Changing How Comments Appear
      2. Turning Off Automatic Calculation
      3. Zooming/Scrolling by Using the Mouse Wheel
      4. Setting AutoRecover Time
      5. Changing the Direction Excel Moves the Cursor After You Press Enter
      6. Turning AutoComplete On and Off for Text Entries
      7. Adding More Recently Used Files
      8. Setting the Default File Location
      9. Opening Files Automatically at Startup
      10. Changing the Default Font
      11. Creating Custom Fill Series Lists
  10. V. Creating Presentations in PowerPoint
    1. 23. Quickly Creating a Basic Slide Show
      1. A Quick Tour of Microsoft PowerPoint
      2. Starting a Presentation by Using the AutoContent Wizard
      3. Adding Text to a Presentation
      4. Navigating, Inserting, Moving, and Deleting Slides
      5. Using the Slide Sorter View
        1. Inserting a Slide
        2. Moving a Slide
        3. Deleting a Slide
      6. Switching Slide Orientation Between Landscape and Portrait
      7. Saving a Presentation
      8. Controlling Look and Feel by Using a Slide Master
      9. Adding or Removing Slide Numbers and Dates
    2. 24. Adding Graphics and Other Flashy Stuff
      1. Adding Tables
      2. Adding Pictures and Video Clips
        1. Adding Pictures
        2. Adding Video Clips
      3. Adding Sounds
        1. Inserting a Sound from a File
        2. Playing a CD Track
      4. Animating Slides
      5. Using Slide Transitions
      6. Creating a Table of Contents or Summary Slide
      7. Adding Bullets and Numbered Lists
      8. Using Special Text Formatting
    3. 25. Organizing, Printing, and Presenting
      1. Using Personal Notes in a Presentation
        1. Adding Notes
        2. Printing Notes Pages
      2. Creating a Set of Handouts
      3. Packaging a Presentation on a CD
      4. Printing Slides
      5. Running a Slide Show
        1. Configuring Slide Show Options
        2. Running a Presentation
    4. 26. PowerPoint Settings to Change
      1. Setting Default File Location
      2. Setting the AutoRecover Interval
      3. Adding More Files to the Recently Used Files List
      4. Setting the Link/Embed File Size Limit
      5. Controlling Chart Fonts
      6. Adding More Undo Levels
      7. Adding and Removing Navigation Controls for Web Viewing
      8. Turning On and Off Animations for Web Viewing
  11. VI. Organizing Data with Access
    1. 27. Database Basics
      1. What Is a Database and Why Use One?
      2. Creating and Working with a New Database
        1. Creating a Blank Database
        2. Creating and Saving a Table
        3. Understanding Keys
        4. Switching Between Design View and Datasheet View
        5. Entering Data in Datasheet View
        6. Moving Around a Database
      3. Performing Simple Searches
      4. Forcing a Particular Format for a Field
        1. Using the Format Property
        2. Using Input Masks
        3. Using the Format and Input Mask Properties Together
      5. Using Templates: Access’s Canned Databases
    2. 28. Beyond the Basics
      1. Using Forms for Data Entry and Viewing
        1. Creating a Form by Using the Form Wizard
        2. Locking Controls on a Form
        3. Adding Controls and Associating Controls with Fields
        4. Using the Form Header and Footer
        5. Building a Database Interface with a Switchboard Form
      2. Sorting and Filtering Records
        1. Sorting a Table
        2. Filtering a Table
          1. Filtering by Form
          2. Using Advanced Filters
      3. Searching for and Selecting Data by Using Queries
        1. Creating a Select Query
        2. Modifying a Query
        3. Changing a Query’s Type
      4. Performing Calculations by Using Queries
      5. Importing Data from Other Sources
        1. Importing Data from Outlook
        2. Importing Data from Other Access Databases
        3. Linking Tables
    3. 29. From Table to Printer: Reports!
      1. What Is an Access Report?
      2. Creating a Report by Using the Report Wizard
      3. Viewing and Modifying Reports
        1. Changing a Report’s Layout and Design
        2. Adding or Modifying Grouping and Sorting
        3. Using Summary Information
        4. Adding Calculations to a Report
      4. Printing and Exporting Reports and Labels
        1. Setting Page Layout Options
        2. Printing a Report
        3. Using a Report in Word
        4. Printing Labels
    4. 30. Access Settings to Change
      1. Enabling Single-Clicking to Open Tables and Other Items
      2. Adding More Recently Used Files
      3. Changing the Default Search Method
      4. Controlling How Access Moves in a Record
      5. Setting Default Fonts and Colors
      6. Setting the Default Folder Location