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Documents, Presentations, and Workbooks: Using Microsoft® Office to Create Content That Gets Noticed

Book Description

Get expert techniques and best practices for creating professional-looking documents, slide presentations, and workbooks. And apply these skills as you work with Microsoft Word, PowerPoint, and Excel in Office 2010 or Office for Mac 2011. This hands-on guide provides constructive advice and advanced, timesaving tips to help you produce compelling content that delivers—in print or on screen.

Work smarter—and create content with impact!

  • Create your own custom Office themes and templates

  • Use tables and styles to help organize and present content in complex Word documents

  • Leave a lasting impression with professional-quality graphics and multimedia

  • Work with PowerPoint masters and layouts more effectively

  • Design Excel PivotTables for better data analysis and reporting

  • Automate and customize documents with Microsoft Visual Basic for Applications (VBA) and Open XML Formats

  • Boost document collaboration and sharing with Office Web Apps

  • Your companion web content includes:

  • All the book’s sample files for Word, PowerPoint, and Excel

  • Files containing Microsoft Visio samples—Visio 2010 is required for viewing

  • Table of Contents

    1. Documents, Presentations, and Workbooks: Using Microsoft® Office to Create Content That Gets Noticed
    2. Dedication
    3. A Note Regarding Supplemental Files
    4. Introduction
      1. Who Will Benefit Most from This Book
        1. Additional Resources for Reviewing the Basics
      2. What You Can Expect from This Book
    5. Companion Content
    6. Support for This Book
      1. Questions and Comments
      2. We Want to Hear from You
      3. Stay in Touch
    7. Acknowledgments
    8. I. Document Essentials
      1. 1. Welcome to Office 2010 and Office for Mac 2011
        1. Redefining Documents for a Connected World
        2. Introducing What’s New and Improved for Your Documents in Office 2010 and Office for Mac 2011
          1. Explore What’s New Across Both Versions
          2. Explore Your Environment
            1. Discovering the Office 2010 Interface
            2. Discovering the Office 2011 Interface
          3. Explore Key Exclusive Features in Office 2010
          4. Explore Key Exclusive Features in Office for Mac 2011
          5. Explore More New Word Features
          6. Explore More New PowerPoint Features
          7. Explore More New Excel Features
          8. Explore What’s New and Improved Across Both Versions
        3. Understanding the Office Open XML File Formats
          1. Understand the File Types
          2. Choose Your Format
            1. In Office 2010
              1. In Office 2010
              2. In Office 2011
          3. Understand File Structure
        4. Understanding How the Office Programs “Think”: Documents 101
          1. Benefit by Being Lazy
          2. Put Less Work In = Get Better Results Out
            1. Planning Your Documents
          3. Use Microsoft Office Effectively: Choose the Best Tools for the Task
            1. Word: The Organizer
            2. PowerPoint: The Efficiency Expert
            3. Excel: The Logician
        5. Putting It All Together
      2. 2. Collaborating and Sharing When and Where You Choose
        1. Moving Your Documents into the Cloud
          1. Introducing SkyDrive
          2. Introducing SharePoint 2010
            1. From an Office 2010 Program
              1. From an Office 2010 Program
              2. From an Office 2011 Program
        2. Exploring Office Web Apps: What Can You Really Do with Them?
          1. Understanding the Benefits of Office Web Apps
          2. Getting Started with Office Web Apps
          3. Editing Documents in Word Web App
          4. Editing Presentations in PowerPoint Web App
          5. Editing Workbooks in Excel Web App
          6. Editing Notebooks in OneNote Web App
        3. Working Together Without Waiting Your Turn
        4. Going Mobile
          1. Introducing Office Mobile for Windows Phone 7
            1. Accessing Files for Use with Office Mobile
            2. Exploring What You Can Do with Office Mobile
          2. Introducing OneNote Mobile for iPhone
          3. Understanding Office Web Apps Mobile: The Office Mobile Viewers
      3. 3. Understanding Electronic Documents
        1. Creating Documents for Electronic Sharing
          1. Consider the Importance of Document Construction
            1. Making a Professional Impression
            2. Ensuring That What You Send Is What They See
            3. Ensuring Easy Editing Online
        2. Understanding How Font Choices Can Impact What Recipients See
          1. Share Files Without Concern About Fonts
        3. Securing the Private Information in Your Documents
          1. Know the Simple Truth About Document Metadata and Hidden Data
            1. Defining Metadata
            2. Defining Hidden Data
        4. Managing Hidden Data
          1. Using the Document Inspector
            1. Using the Document Inspector
            2. Knowing What Data Is in Your Documents
            3. Saving to the PDF or XPS File Formats
              1. In the Office 2010 Programs
              2. In the Office 2011 Programs
            4. Using Options in Windows 7 to Manage Personal Information
      4. 4. Planning Your Documents
        1. Using the Best Tool for the Task
          1. Using Word
          2. Using PowerPoint
          3. Using Excel
          4. Using Programs Together
          5. Don’t Forget About OneNote
        2. Design Considerations
          1. How Will Your Document Be Delivered?
          2. Focusing On the Content
          3. Making the Right Statement About You and Your Business
        3. Content Planning
          1. Making Choices About Content
          2. Using Layout and Design to Organize Your Content
            1. Program-Specific Layout Considerations
        4. Linking Notes for Better Document Planning
      5. 5. Doing More with Less Work: Key Cross-Program Features
        1. Introducing Document Themes
          1. Understanding the Importance of Themes
          2. Exploring Theme Elements
            1. Explore Theme Colors
            2. Can You Control the Tint and Shade Percentages in the Theme Colors Palette?
            3. Explore Theme Fonts
            4. Explore Theme Effects
          3. Understanding How Themes Work
        2. Customizing Themes
          1. Mixing and Matching to Create Your Own Theme
          2. Creating a Complete Custom Theme
            1. Create Custom Theme Colors
            2. Create Custom Theme Fonts
            3. Share Custom Themes
        3. Exploring the Advanced Picture Formatting Tools
          1. Adjusting Images
          2. Cropping Images
          3. Using Picture Styles and Effects
          4. Replacing and Managing Images
        4. Sharing Content Across Programs
        5. Using Microsoft Office As Your Toolbox
    9. II. Word
      1. 6. Building Easy-to-Manage, Robust Documents
        1. Staying in Control: Be the Boss of Your Documents
          1. Exploring the Three Levels of Word Formatting
            1. Font Formatting
            2. Paragraph Formatting
            3. Section Formatting
            4. Using Reveal Formatting to Manage the Three Levels of Formatting
          2. Working with Objects and Stories
            1. The Story Behind Word Stories
            2. Stories, Objects, and Formatting
          3. Finding the Simple Approach to Any Task
        2. Bringing Yourself to the Document: Using Document Logic
          1. Working with Formatting Marks
            1. In Word 2010
              1. In Word 2010
              2. In Word 2011
          2. Using Views Effectively
        3. Monitoring the Health of Your Document
          1. Recognizing Document Corruption
          2. Using Open And Repair
        4. Creating Any Document with These Six Tools
      2. 7. Working with Text
        1. Introducing What’s New for Text Formatting in Word 2010 and Word 2011
        2. Introducing the OpenType Typography Tools
          1. Understanding the Difference Between Feature and Feature Support
          2. Exploring the OpenType Typography Features Available in Word
            1. Get Connected with Ligatures
            2. Get Stylish with Stylistic Sets
            3. Get Analytical with Number Forms and Number Spacing
            4. Get the Details with Contextual Alternates and Kerning
        3. Introducing Text Effects: The New Generation of WordArt
          1. Differentiating Between Text Effects and WordArt
        4. Using Font and Paragraph Formatting As Layout Tools
          1. Using Character Spacing and Positioning to Adjust Layout
          2. Using Line and Paragraph Spacing to Simplify Layout
          3. Using Line and Page Break Options to Manage Layout
      3. 8. Styles
        1. Understanding the Style Environment Today
          1. Exploring the Styles Pane
        2. Creating Effective Style Sets
          1. Considering Built-In vs. Custom Styles
          2. Benefits of Using Character Styles
          3. Making Effective Use of Base and Following Styles
            1. Using Base Styles
            2. Using Style for the Following Paragraph
          4. Understanding Linked Styles
          5. Creating Styles That Make User-Friendly Documents
          6. Using Quick Style Sets
        3. Mastering Lists
          1. Understanding Lists
          2. Simplifying Your Work with Lists
            1. Using Key Best Practices to Create and Manage Lists
            2. Demystifying the Apparent Madness of Lists
          3. Sharing Lists Between Documents and Templates
        4. Working with Table Styles
          1. Creating Table Styles
          2. Setting a Default Table Style
        5. Managing Styles
          1. Using the Manage Styles Dialog Box
          2. Inspecting Your Styles
      4. 9. Tables
        1. Getting Organized
        2. Creating Tables That Work
          1. Choose Between Paragraph Formatting and Table Formatting
            1. Paragraph Spacing vs. Row Height
            2. Paragraph Spacing vs. Cell Margins
            3. How Paragraph Spacing and Vertical Cell Alignment Are Related
            4. Paragraph Indents vs. Cell Margins
            5. Paragraph Borders vs. Cell Borders
            6. Paragraph Styles vs. Table Styles
            7. Which Paragraph Formatting Option Is Best?
          2. Use Table Properties to Simplify Table Setup
            1. Setting Column and Table Widths As a Percentage of the Whole
            2. Indenting Tables
            3. Setting Cell Options
          3. Simplify Table Behavior with AutoFit Options
        3. Creating Page Layouts Using Tables
          1. Create an Effective Host Table
          2. Understand Nested Tables vs. Text Wrap Around Tables
          3. Manage Nested Tables
        4. Formatting Financial Tables
          1. Decimally Align Numbers and Currency Symbols
        5. Managing Tables from Other Sources
          1. Considerations for Tables That Originate in Excel
          2. Considerations for Tables That Originate on the Web
      5. 10. Managing Graphics
        1. Introducing the New and Improved Graphics Tools in Word 2010 and Word 2011
        2. Using the Best Program for the Graphic Task
        3. Understanding Differences for Working with Pictures and Objects
          1. Linking and Embedding Objects Between Microsoft Office Programs
          2. Converting Embedded or Linked Objects to Pictures
          3. Editing Linked and Embedded Objects
          4. Determining the Best Picture Type for Your Graphic
        4. Simplifying Graphic Layout
          1. Using the In Line With Text Layout
            1. In Word 2010
              1. In Word 2010
              2. In Word 2011
            2. Recognizing Graphic Layout
          2. Using Table Cells As Graphic Placeholders
          3. Using Text Wrap When You Must
        5. Working in Publishing Layout View in Word 2011
          1. Using the Features You Already Know
          2. Using Features Designed Just for Publishing Layout View
          3. Sharing Publishing Layout View Documents Online and Across Platforms
      6. 11. Sections
        1. Determining Whether You Need a Section Break
          1. Knowing When to Use a Section Break
          2. Knowing When Not to Use a Section Break
        2. Keeping Sections Simple
          1. Understanding How Section Formatting Is Stored
          2. Understanding Section Break Types
        3. Using Headers and Footers
          1. Working with Page Numbers
          2. Managing the Different First Page and Different Odd & Even Pages Headers and Footers
          3. Understanding Link To Previous
          4. Simplifying Book-Style Page Layout
          5. Creating Watermarks
      7. 12. Dynamic Content
        1. Working with Content Controls
          1. Types of Content Controls
          2. Using Content Controls
          3. Creating Content Controls
          4. Formatting Controls and Editing Properties
            1. Editing Control Properties
            2. Working in Design Mode
            3. Formatting Placeholder and User-Edited Control Content
          5. Nesting Controls
        2. Understanding Document Protection Options for Content Controls
          1. Grouping Content Controls
          2. Using Restrict Editing Options
        3. Using Document Property Quick Parts
        4. Understanding Building Blocks: The Evolution of Documents
          1. Inserting Building Block Entries
          2. Creating Your Own Building Blocks
          3. Managing Building Blocks
        5. Working with Fields
          1. Understanding Field Construction
          2. Creating Fields
            1. Customizing Fields
            2. LISTNUM Fields
            3. STYLEREF Fields
          3. Editing Fields
            1. Converting Fields to Static Results
          4. Nesting Fields
    10. III. PowerPoint
      1. 13. Creating Presentations: From Theme to Master to Slide
        1. Exploring What’s New for PowerPoint Presentations in Office 2010 and Office for Mac 2011
          1. Sharing More Easily
          2. Simplifying Slide Editing
        2. Understanding the Themes–PowerPoint Connection
          1. Exploring the Evolution of PowerPoint Design Templates
          2. Examining Theme Structure
        3. Creating Documents That Live in PowerPoint
        4. Setting Up a Presentation
          1. Control the Layout—Don’t Let It Control You
          2. Managing Page Setup
            1. Understanding Slide Resolution
            2. Understanding Screen Size vs. Slide Size
            3. Managing Slide Orientation
          3. Understanding Headers and Footers
        5. Working with Masters and Layouts
          1. Exploring the Master–Layout Relationship
          2. Managing Masters and Layouts
          3. Customizing Slide Masters
          4. Customizing and Creating Slide Layouts
          5. Creating Effective Slides and Layouts
        6. Managing Slides and Slide Elements
          1. Working with Charts
          2. Working with Text
            1. Exploring Paragraph Formatting
            2. Exploring Font Formatting
          3. Working with PowerPoint Tables
          4. Working with Embedded Objects
          5. Managing Slides
            1. Using Slide Sections to Organize Presentations
            2. Using the Compare And Merge Feature
      2. 14. Creating Professional Presentation Graphics
        1. Exploring What’s New for Presentation Graphics
        2. Determining When to Use Office Art
        3. Determining the Best Diagram for Your Content
        4. Making Smart Choices with SmartArt
          1. Creating a SmartArt Diagram
          2. Selecting a Diagram Layout
          3. Understanding and Using SmartArt Styles and Formatting
          4. Editing SmartArt Diagram Content
        5. Using Drawing Tools to Their Fullest
          1. Getting It “Perfect” Is Easier than “Close Enough”
          2. Accessing and Managing Shapes
            1. Using the Selection And Visibility Pane in Office 2010
            2. Using Dynamic Reordering in PowerPoint 2011
          3. Formatting Shapes Effectively
          4. Sizing and Positioning Objects
          5. Organizing Content Precisely with the Arrange Tools
          6. Using Drawing Guides
        6. Editing Shapes
          1. Changing Shapes
          2. Edit Points to Create Virtually Anything
        7. Getting Your Graphic into Other Programs
        8. Getting Your Vector Graphics into Microsoft Office
      3. 15. Creating Multimedia Presentations
        1. Embedding and Managing Media
          1. Insert Video or Audio into Your Presentation
            1. In PowerPoint 2010
              1. In PowerPoint 2010
              2. In PowerPoint 2011
          2. Work with Linked Media Files
            1. Insert a Video from a Website in PowerPoint 2010
          3. Compress Media and Improve Compatibility
            1. Compress Media in PowerPoint 2010
            2. Optimize Media Compatibility in PowerPoint 2010
            3. Compress Media and Improve Compatibility on Your Own
          4. Create a Video of Your Presentation
            1. Create a Video Using External Tools
        2. Formatting Videos
          1. Adjust and Format Video Right on the Slide
          2. Create Better Slides Using Video Poster Frame
        3. Editing Video and Audio in PowerPoint 2010
          1. Trim Video and Audio Files
          2. Use Bookmarks to Navigate or Choreograph Your Media
      4. 16. Putting on a Show
        1. Using Slide Transitions
        2. Working with Animations
          1. Introducing Animation Painter in PowerPoint 2010
          2. Understanding Bookmarks and Triggers
        3. Using Animation and Transitions Effectively
        4. Setting Up and Delivering Your Show
          1. Presenting Your Show
    11. IV. Excel
      1. 17. Data-Based Documents: Formatting and Managing Worksheets
        1. Formatting Documents That Live in Excel
        2. Streamlining Worksheet Formatting
          1. Working with Themes in Excel
          2. Using Cell Styles
          3. Formatting Ranges As Tables
            1. In Excel 2010
              1. In Excel 2010
              2. In Excel 2011
          4. Managing Page Layout Effectively
            1. Editing Headers and Footers
        3. Treating Your Workbooks Like the Documents They Are
      2. 18. Working with Data
        1. Crunching Numbers in Excel 2010 and Excel for Mac 2011: What’s New
          1. Excel 2010
          2. Excel 2011
        2. Using Tables As a Data Tool
        3. Creating Formulas—Working with Functions
          1. If There’s Logic to It, Excel Functions Can Do It
          2. Nesting Formulas
          3. Defining Names and Using Structured References
            1. Creating and Using Defined Names
            2. Using Structured References to Table Content
          4. Managing Formulas
            1. Tracking Down Errors—Formula Auditing
            2. Avoiding Errors and Managing Data with Data Validation
        4. Simplifying Data Organization
        5. Using External Data
      3. 19. Data Visualization
        1. Exploring What’s New for Conditional Formatting
        2. Increasing Your Options with Conditional Formatting
          1. Setting Additional Data Visualization Options
            1. Customizing Icon Sets
            2. Data Bar Formatting Essentials
          2. Managing the Rules in Your Workbook
        3. Creating Sparklines: Power in a Small Package
          1. Understanding Sparkline Types
          2. Adding Sparklines to Your Data
          3. Managing Sparklines
          4. Customizing Sparklines
            1. Formatting Sparklines
            2. Customizing Axes
      4. 20. Charts
        1. Exploring Chart Creation Essentials
        2. Formatting Fighter-Pilot-Cool Charts
          1. Using Chart Quick Styles
          2. Customizing Chart Elements
            1. Chart Text
            2. Axes
            3. Gridlines
            4. Chart and Axis Titles
          3. Combining Chart Types
          4. Using Secondary Axes
          5. Adding Drawing Objects to Charts
        3. Timesaving Techniques for Adding or Editing Chart Data
          1. Reorder Data Series and Set Data Display Options
        4. Creating Advanced Chart Types
          1. Creating Bubble Charts
          2. Creating Price/Volume Charts
      5. 21. Powerful Reporting, Easier Than You Think: A PivotTable Primer
        1. Why Use a PivotTable?
        2. Creating a PivotTable
          1. Setting Up Your Data
          2. Creating the Table
          3. Understanding PivotTable Field Areas
            1. Filter PivotTable Fields
        3. Managing PivotTables
          1. Working with Field Settings
            1. Remove Subtotals
              1. In Excel 2010
              2. In Excel 2011
            2. Use the Field Settings Dialog Box
            3. Create Calculated Fields
          2. Modifying Table Options
        4. Formatting PivotTables
        5. Slicing and Dicing Your Data: Introducing the PivotTable Slicer for Excel 2010
          1. Create a Slicer
            1. Create a Slicer
          2. Exploring Slicer Essentials
            1. Connect Multiple PivotTables to a Slicer
        6. Using PivotCharts
          1. Creating and Using a PivotChart
          2. Managing the Connection Between PivotTable and PivotChart
        7. Creating and Formatting a PivotTable: A Quick Reference
    12. V. Templates, Automation, and Customization
      1. 22. The Many Faces of Microsoft Office Templates
        1. Understanding Template Types
        2. Creating a Template File
          1. Use Content Templates
          2. Use Design Templates
          3. Use Form Templates
          4. Understand Feature-Specific Templates
            1. Create Building Blocks
            2. Create Quick Style Sets
            3. Create Excel Chart Templates
          5. Differentiate Between Automated Templates, Global Templates, and Add-Ins
            1. Save a Global Template
            2. Save an Add-In
          6. Locate Template Folders
            1. Access User Templates
            2. Access Built-in and Master Templates
        3. Considering Best Practices for Word Templates
        4. Considering Best Practices for PowerPoint Templates
        5. Considering Best Practices for Excel Templates
        6. Sharing Themes
        7. The Office 2010 and Office 2011 Automation Story
      2. 23. VBA Primer
        1. Understanding When and Why to Use VBA
        2. Introducing the VBA Language and Code Structure
          1. Recording Macros
          2. Reading VBA Code
          3. Understanding Statements, Procedures, Modules, and Projects
        3. Using the Visual Basic Editor
          1. Introducing the Code Window
          2. Introducing Project Explorer
          3. Introducing the Properties Window
          4. Setting Up Your Workspace
        4. Writing, Editing, and Sharing Simple Macros
          1. Creating Modules and Starting Procedures
          2. Learning the Language of Objects, Properties, and Methods
          3. Introducing Object Models
          4. Using Auto Lists
          5. Understanding Variables
            1. Introducing Variable Data Types
            2. Declaring Variables
            3. Sharing Variables Throughout a Project
            4. Understanding Document Variables and Data Storage Options
            5. Working with Object Model Member Arguments
          6. Using Constants
          7. Understanding Collection Objects
          8. Grouping Statements
          9. Looping Code
            1. Using For Each…Next and For…Next Loops
            2. Using Do Loops
          10. Using Conditional Structures
            1. Creating If Statements
            2. Creating Select Case Statements
          11. Using Operators
          12. Introducing Message Boxes and Input Boxes
            1. Using Message Boxes
            2. Using Input Boxes
          13. Running One Macro from Another
          14. Setting Macros to Conditionally Stop Executing Commands
          15. Running Macros and Compiling Projects
            1. Compiling Projects
          16. Getting Help
          17. Saving and Sharing Macros
            1. Sharing Projects
        5. Working with VBA: Next Steps
      3. 24. Office Open XML Essentials
        1. Introducing XML Basics for Reading Your Documents
          1. Reading a Markup Language
          2. Understanding Key Terms
          3. Selecting Your Tools for Editing Office Open XML
        2. Getting to Know the Office Open XML Formats
          1. Breaking In to Your Document
          2. Understanding the Office Open XML File Structure
          3. Taking a Closer Look at Key Document Parts
          4. Building a Basic Word Document from Scratch
            1. Create the Folder Structure
            2. Create the Main Document File
            3. Create the Content_Types File
            4. Create the .rels File
            5. Compile and Open Your New Document
            6. Add More Content Types, Document Parts, and Relationships
            7. Find and Fix Errors
        3. Editing and Managing Documents Through XML
          1. Understanding Units of Measure
          2. Editing Text and Formatting
            1. Edit Text and Settings in document.xml
            2. Add Formatting to Text in document.xml
            3. Edit Styles in styles.xml
        4. Working with the Office Open XML Formats: Next Steps
    13. Index
    14. About the Author
    15. Copyright