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Microsoft® Office 2010 Inside Out

Book Description

Dive into the essential features in Microsoft Word 2010, Excel 2010, OneNote 2010, Outlook 2010, and PowerPoint 2010. This supremely organized reference is packed with hundreds of timesaving solutions, troubleshooting tips, and workarounds. It's all muscle and no fluff. Let the experts help you become at ease and proficient with every program in the Office family.

  • Create great-looking documents using expert formatting tips.

  • Build spreadsheets for complex calculations and data analysis.

  • Save notes, clippings, web pages, and more in a notebook.

  • Create dynamic slides and video-powered presentations.

  • Expertly manage your inbox and business information.

  • Protect your security and safeguard private information.

  • Collaborate with Windows Live SkyDrive and SharePoint.

  • Table of Contents

    1. Microsoft® Office 2010 Inside Out
    2. Dedication
    3. Acknowledgments
    4. Book Support and Resources
      1. Additional Resources
      2. Your Companion eBook
      3. Errata and Book Support
      4. We Want to Hear from You
      5. Stay in Touch
    5. Conventions and Features Used in This Book
      1. Text Conventions
      2. Design Conventions
    6. 1. Office Fundamentals
      1. 1. Inside Office 2010
        1. What’s New? What’s Changed?
        2. A Field Guide to Office 2010 Editions
        3. Word 2010
        4. Excel 2010
        5. OneNote 2010
        6. PowerPoint 2010
        7. Outlook 2010
        8. Sharing and Collaborating on Office Files
      2. 2. Installing and Updating Microsoft Office 2010
        1. Choosing an Office Edition
          1. System Requirements for Office 2010
          2. Choosing Between 32-Bit and 64-Bit Versions
        2. Setting Up Office
          1. Installing from Retail Media
          2. Installing from the Web with Click-to-Run
          3. Upgrading from Office 2010 Starter Edition
          4. Upgrading from an Earlier Office Version
          5. Using Office Anytime Upgrade
        3. Customizing Your Office Installation
        4. Validating and Activating Your Copy of Office
        5. Keeping Office Up to Date
        6. Saving and Restoring Settings and Data
      3. 3. Using and Customizing the Office Interface
        1. Managing Programs and Documents in Office Backstage View
          1. Backstage View in Word, Excel, and PowerPoint
            1. Save, Save As, Open, Close
            2. Info
            3. Recent
            4. New
            5. Print
            6. Save & Send
            7. Help
          2. Backstage View in OneNote and Outlook
        2. Using and Customizing the Ribbon
          1. Using the Ribbon
          2. Galleries and Live Previews
          3. Personalizing the Ribbon
        3. Customizing the Quick Access Toolbar
        4. Saving and Reusing Custom Ribbon and Toolbar Settings
        5. Using and Customizing the Status Bar
        6. Adjusting Program Options
        7. Finding Help and Support Options
        8. Using Keyboard Shortcuts
        9. Arranging and Switching Between Document Windows
      4. 4. Managing Office Files
        1. Which File Formats Does Office 2010 Support?
          1. Understanding the Office 2010 Default Formats: Office Open XML
          2. Setting a Default File Format
          3. Using Office 2010 Formats with Earlier Office Versions
          4. Checking for Compatibility with Earlier Office Versions
        2. Opening and Saving Documents
        3. Sharing Your Work in PDF and Other Formats
        4. Using Templates to Streamline Document Creation
        5. Organizing Office Documents Using File Properties and Details
        6. Finding Office Files
        7. Backup and Recovery Options
          1. Restoring Previous Versions Saved by AutoRecover
          2. Restoring Discarded Documents Saved by Autosave
      5. 5. Entering, Editing, and Formatting Text
        1. Entering and Selecting Text
          1. Entering Symbols and Other Special Characters
            1. Entering Characters with Insert Symbol
            2. Entering Characters with AutoCorrect
            3. Entering Characters with Character Codes
        2. Expert Text Editing Techniques
          1. Using Undo, Redo, and Repeat
          2. Entering Boilerplate and Other Oft-Used Text
          3. Entering Hyperlinks
          4. Entering Mathematical Equations
        3. Applying Text Formatting
          1. Applying Character Formatting
          2. Applying Paragraph Formatting
          3. Using and Managing Fonts
          4. Copying Formatting
        4. Using the Clipboard with Office Programs
          1. Using Paste Options
          2. Setting Default Paste Options
          3. Managing Multiple Clippings with the Office Clipboard
        5. Finding and Replacing Text and Formatting
        6. Checking Spelling
          1. Correcting a Single Word
          2. Correcting Spelling Throughout a Document
          3. Setting Options for Spelling Correction
          4. Using Custom Dictionaries
        7. Using the Thesaurus and Other References
        8. Setting Language and Regional Options
        9. Translating Text to Another Language
      6. 6. Working with Graphics and Pictures
        1. Working with Drawing Layers in Office Documents
          1. Selecting Graphics and Pictures
            1. Selecting Text Boxes and WordArt
            2. Working with Multiple Graphics and Pictures
          2. Positioning Objects
            1. Aligning and Evenly Distributing Objects
            2. Changing the Z-Order of Stacked Objects
          3. Resizing and Rotating Graphics and Pictures
          4. Grouping Objects
        2. Inserting Pictures into Office Documents
        3. Making Your Pictures Look Great
          1. Cropping Pictures
          2. Adjusting Colors and Applying Artistic Effects
          3. Applying Picture Styles
          4. Removing the Picture Background
          5. Undoing Picture Edits
        4. Finding and Using Clip Art
        5. Capturing and Inserting Screenshots
        6. Adding Shapes and Text Boxes
        7. Displaying Data Graphically with Charts
        8. Adding SmartArt to Documents
        9. Applying Text Effects with WordArt
        10. Drawing with Ink
        11. Using Office Themes
    7. 2. Word
      1. 7. Inside Word 2010
        1. What’s in a Word Document?
        2. Working in an Appropriate Document View
          1. Full Screen Reading View
          2. Web Layout View
          3. Outline View
          4. Draft View
          5. Switching Views and Zooming
        3. Creating and Editing Documents
          1. Using Tabs
          2. Inserting Special Characters
          3. Changing Case
          4. Controlling Line Breaks and Hyphenation
          5. Inserting the Date, Time, and Document Properties
        4. Navigating in Word Documents
          1. Navigating Within a Document
          2. Working with Multiple Document Windows
        5. Searching Within a Document
          1. Searching for Nonstandard Characters
          2. Including Formatting in Your Search Criteria
          3. Repeating a Search
          4. Searching and Replacing
        6. Making Your Documents Look Good
          1. Formatting Text
          2. Formatting Paragraphs
          3. Setting Page Layout Options
          4. Adding Headers, Footers, and Page Numbers
        7. Giving Your Documents a Consistent Appearance
          1. Applying Styles
          2. Making Global Changes to Your Document
          3. Tools for Working with Styles
          4. Creating a New Style
          5. Applying a Template to an Existing Document
          6. Saving and Modifying Templates
        8. Adding Pictures and Graphics
        9. Working with Bulleted and Numbered Lists
        10. Checking Grammar and Spelling
      2. 8. Working with Complex Documents
        1. Using Outlines to Plan, Organize, and Edit Documents
          1. Navigating in Long Documents
        2. Formatting Columns and Sections
          1. Creating a Multicolumn Layout
        3. Working with Tables
          1. Creating a Table
            1. Using the Insert Table Command
            2. Drawing a Table
            3. Converting Text to a Table
            4. Using Quick Tables
          2. Working with Table Data
            1. Selecting Table Data
            2. Sorting Table Data
            3. Using Formulas in Tables
          3. Formatting a Table
            1. Aligning Text
            2. Rotating Text
            3. Adding Borders and Shading
            4. Applying Styles
          4. Changing the Table Layout
            1. Adjusting Column Widths and Row Heights
            2. Adding and Removing Rows and Columns
            3. Merging and Splitting Table Cells
            4. Positioning a Table
            5. Working with Tables That Span a Page Break
          5. Deleting a Table
        4. Inserting References to Other Parts of a Document
          1. Defining Reference Targets
            1. Creating Captions for Equations, Figures, and Tables
          2. Inserting a Reference
        5. Creating Tables of Contents and Indexes
          1. Inserting a Table of Contents
          2. Preparing and Inserting an Index
            1. Marking Index Entries
            2. Generating the Index
      3. 9. Reviewing and Sharing Documents
        1. Using Review Comments in a Document
          1. Inserting a Comment
          2. Reviewing Comments
          3. Printing Comments
        2. Tracking and Highlighting Changes Made to a Document
          1. Changing View Options
          2. Reviewing Tracked Changes
          3. Setting Options for Tracking Changes
        3. Working Together with Other Authors
        4. Preparing a Document for Distribution
          1. Checking a Document
          2. Protecting a Document
        5. Saving a Document in a Shared Location
        6. Creating and Working with Forms
          1. Creating a Form Template
          2. Adding Form Fields
          3. Protecting and Using the Form
      4. 10. Word 2010 Inside Out
        1. Applying Advanced Text-Formatting Capabilities
          1. Applying Shadows, Reflections, and Other Text Effects
          2. Using Ligatures and Other Fine Typography Effects
          3. Beginning a Paragraph with a Drop Cap
          4. Understanding Linked Styles
        2. Using Word to Create and Edit Blog Posts
          1. Managing Blog Accounts
          2. Working with Blog Posts
        3. Combining Documents and Data with Mail Merge
          1. Using the Mail Merge Wizard
          2. Working with Data Files
          3. Inserting Data Fields in a Document
          4. Previewing the Merged Output
          5. Completing the Merge
        4. Printing a Document
        5. Using Building Blocks
          1. Using AutoText
          2. Creating Other Types of Building Blocks
        6. Using Fields to Automate Documents
          1. Working with Field Codes
          2. Inserting a Field
        7. Our Favorite Word Tweaks and Tips
          1. Applying Styles from the Quick Access Toolbar
          2. Customizing the Quick Access Toolbar and the Status Bar
          3. Customizing Backstage View
          4. Resetting Word Options
          5. Reading Document Text Aloud
          6. Printing Booklets
          7. Generating “Greek” Text
    8. 3. Excel
      1. 11. Inside Excel 2010
        1. What’s in an Excel Workbook?
        2. Navigating in Worksheets and Workbooks
          1. Using Cell Addresses and Range Names
          2. Using Keyboard Shortcuts
        3. Entering and Filling in Data and Series
        4. Using Formulas and Functions
          1. Creating and Editing Formulas
            1. Making Comparisons
            2. Concatenating Text
            3. Relative, Absolute, and Mixed References
            4. Controlling the Order of Calculation in a Formula
          2. Adding Functions to a Formula
          3. Mastering Excel’s Built-in Functions
            1. Financial Functions
            2. Date and Time Functions
            3. Text Functions
            4. Logical Functions
            5. Statistical Functions
            6. Math and Trigonometry Functions
            7. Engineering Functions
            8. Information Functions
            9. Lookup and Reference/Database/Cube Functions
        5. Formatting Cells and Ranges
          1. Number
          2. Currency and Accounting
          3. Date and Time
          4. Percentage
          5. Fraction
          6. Scientific
          7. Text
          8. Special
      2. 12. Managing Lists and Data
        1. Sorting Out Your Data Management Options
          1. Tables
          2. PivotTable Reports
          3. External Database Connections
        2. Formatting and Using Tables
          1. Formatting Tables with Table Styles
          2. Expanding (or Shrinking) a Table
          3. Adding Totals and Formulas to a Table
        3. Sorting, Filtering, and Outlining Data
          1. Sorting a Range, Region, or Table
          2. Filtering Data in a Table
          3. Outlining Data
        4. Using PivotTables
          1. Creating a PivotTable
          2. Customizing a PivotTable Layout
          3. Changing the Format of a PivotTable
        5. Importing, Exporting, and Connecting to Data Sources
      3. 13. Charts and Data Analysis
        1. Using Charts to Visualize Data
        2. Turning Data into a Chart
        3. Choosing the Right Chart Type
          1. Column Charts
          2. Line Charts
          3. Pie Charts
          4. Bar Charts
          5. Area Charts
          6. Scatter (XY) Charts
          7. Stock Charts
          8. Other Chart Types
        4. Linking Worksheet Data to Chart Elements
        5. Advanced Chart Formatting Options
        6. Highlighting Trends and Variations in Data
          1. Using Conditional Formatting to Highlight Cells Based on Their Content
          2. Using Sparklines to Visualize Trends Within a Range
      4. 14. Excel 2010 Inside Out
        1. Customizing the Worksheet View
          1. Hiding Rows and Columns
          2. Arranging Worksheet Windows
          3. Splitting, Freezing, and Locking Panes
        2. Advanced Worksheet Formatting
          1. Creating Custom Cell Formats
            1. Number Format Codes
            2. Date/Time Format Codes
            3. Text Format Codes
            4. Conditions
          2. Creating Custom Cell Styles
        3. Finding, Editing, Moving, and Copying Data
          1. Using the Clipboard to Transform Data
            1. Pasting Text and Formats into Multiple Worksheets
          2. Manipulating Text with Functions
        4. Printing a Worksheet
          1. Adjusting Print Settings
          2. Defining a Print Area
          3. Adjusting Page Breaks
        5. Using Data Validation to Control Data Entry
        6. Our Favorite Excel Tweaks and Tips
          1. Changing Default Formatting for a New Workbook
          2. Creating Links Between Workbooks and Worksheets
          3. Navigating with the Go To Dialog Box
          4. Entering and Sorting Data with Custom Series
          5. Generating Random Numbers
    9. 4. OneNote
      1. 15. Inside OneNote 2010
        1. What’s in a OneNote Notebook?
          1. Creating and Opening OneNote Files
        2. Filling a Notebook with Text, Pictures, Clippings, and More
          1. Text
            1. Text
            2. Lists
            3. Tables
            4. Pictures
            5. Web Clippings
            6. Screen Clippings
            7. Ink
            8. Equations
            9. E-Mail Messages and Other Outlook Items
            10. File Attachments
            11. Printouts
        3. Formatting Text
        4. Navigating in OneNote
          1. Opening and Moving Between Notebooks
          2. Working with Sections and Section Groups
          3. Working with Pages
          4. Using the OneNote Recycle Bin
        5. Customizing the Look and Feel of a Notebook Page
          1. Page Title
            1. Page Title
            2. Page Color
            3. Rule Lines
            4. Background Image
            5. Paper Size and Margins
        6. Personalizing the OneNote Interface
      2. 16. Tagging, Organizing, and Finding Information
        1. Using Tags to Highlight Important Notes
          1. Applying and Removing Tags
          2. Customizing Tags
          3. Copying Custom Tags to Another Copy of OneNote
        2. Using Links for Quick Connections
          1. Creating Links to Web Pages or Files
            1. Creating Links to Other Places in OneNote
          2. Editing and Removing Links
        3. Smart Search Strategies
          1. Searching on a Page
          2. Searching by Section or Notebook
          3. Reviewing Recently Modified Pages
          4. Finding Tagged Notes
        4. Expert Organizational Techniques
        5. Backing Up and Recovering Notebooks
      3. 17. OneNote 2010 Inside Out
        1. Using OneNote with Outlook
          1. Sending E-Mail Messages to OneNote
          2. Linking Outlook Contacts to OneNote Pages
          3. Connecting Appointments and Meetings to OneNote
          4. Using Outlook Tasks with OneNote
          5. Sending a OneNote Page via E-Mail
        2. Linking Notes to Documents and Web Pages
        3. Sharing and Synchronizing Notebooks
        4. Printing, Publishing, and Sharing Notes
        5. Recording Audio and Video
        6. Our Favorite OneNote Tweaks and Tips
          1. Managing the Recycle Bin and Page Versions
          2. Customizing the OneNote Taskbar Icon
          3. Using Side Notes
          4. Converting Printouts to Text
          5. Saving and Using Custom Page Templates
    10. 5. PowerPoint
      1. 18. Inside PowerPoint 2010
        1. What’s in a PowerPoint Presentation?
          1. Composing a Presentation
            1. Slide Basics
            2. Slide Layouts
          2. Presentation View Options
            1. Normal View (Slides or Outline)
            2. Slide Sorter View
            3. Reading View
            4. Notes Page View
            5. About Master Views
            6. Slide Show View
          3. Editing the Presentation Text
          4. Saving and Sharing a Presentation
            1. Compressing Your File
        2. Building a Presentation from Scratch
          1. Creating a New Presentation
            1. Adding Slides from an Outline
            2. Using a Template or Design
          2. Using Slide Sections
        3. Adding Graphics and Video Clips
          1. Inserting Graphics
          2. Working with Graphics
          3. Working with Video
            1. Inserting Video
            2. Editing Video
          4. Working with Audio
            1. Inserting Audio
            2. Editing Audio
        4. Customizing Your Presentation’s Design
          1. Formatting Text
          2. Setting Page Layout Options
          3. Applying Themes
          4. Adding Backgrounds
      2. 19. Polishing and Delivering a Presentation
        1. Adding Emphasis with Animations
          1. Need a Little Inspiration?
          2. Adding Animation
          3. Layering Animation Effects
          4. Setting Animation Timing
          5. Duplicating Animations with Animation Painter
          6. Triggering an Animation Effect
          7. Setting Additional Effect Options
        2. Using Transitions Between Slides
        3. Planning and Rehearsing a Presentation
          1. Recording Narration
        4. Delivering a Live Presentation
          1. Navigating in Slide Show View
          2. Adding Annotations During a Slide Show
          3. Turning Your Mouse into a Laser Pointer
          4. Working with Presenter View
        5. Creating Notes and Handouts
          1. Printing Notes
          2. Printing Handouts
          3. Adjusting Color Options
          4. Editing the Handout Header and Footer
          5. Editing Handouts in Word
      3. 20. PowerPoint 2010 Inside Out
        1. Broadcasting a Presentation
        2. Saving and Reusing Slides and Themes
          1. Reusing Slides
          2. Saving Themes
        3. Creating Custom Slide Shows
          1. Hiding Slides to Create Dynamic Presentations
          2. Defining a Custom Show
        4. Working Collaboratively on a Presentation
          1. Using Comments
          2. Merging and Comparing Presentations
        5. Laying the Groundwork for an Expert Presentation
          1. Customizing the Slide Master
          2. Creating a Custom Layout
          3. Customizing Other Masters
        6. Creating a Photo Album with PowerPoint
        7. Turning Your Presentation into a Video
        8. Our Favorite PowerPoint Tweaks and Tips
          1. Inserting Hyperlinks
          2. Inserting Action Buttons
          3. Embedding Fonts in a Presentation File
          4. Playing Music Behind Your Slides
          5. Creating a CD Presentation Package
          6. Creating Custom Bullets
    11. 6. Outlook
      1. 21. Inside Outlook 2010
        1. What’s in an Outlook Profile?
          1. Outlook Items
            1. E-Mail Messages
            2. Appointments
            3. Meetings
            4. Contacts
            5. Tasks
            6. Notes
            7. Journal Entries
        2. Personalizing the Outlook Interface
          1. Customizing the Navigation Pane
          2. Organizing the To-Do Bar
          3. Using the Reading Pane
        3. Setting Up Mail Accounts
          1. Using Internet-Standard Mail Servers
          2. Configuring Exchange Accounts
          3. Using Windows Live Hotmail with Outlook
          4. Setting Up a Webmail Account from a Non-Microsoft Service
        4. Organizing Your Contacts
          1. Using Contact Cards for Quick Viewing
          2. Browsing the Contents of a Contacts Folder
          3. Changing Display Names and Sort Order
          4. Searching for Contacts
          5. Creating and Using Contact Groups
          6. Dealing with Duplicate Contacts
        5. Managing Your Calendar
          1. Creating and Editing Appointments and Meetings
          2. Setting Up Recurring Appointments and Events
        6. Creating, Sending, and Receiving Messages
          1. Choosing the Right Message Format
          2. Adding and Editing E-Mail Signatures
      2. 22. Organizing Outlook Information
        1. Managing Outlook Data Files and Folders
          1. Managing Data Files
          2. Using and Managing Folders
        2. Mastering Outlook Search
          1. Changing the Scope of a Search
          2. Adding Criteria to a Search
          3. Building Search Queries with Keywords
          4. Creating and Using Search Folders
        3. Selecting and Customizing Views in Outlook
          1. Creating and Saving Custom Views
          2. Viewing E-Mail Conversations
        4. Organizing E-Mail Messages
          1. Configuring Quick Steps
          2. Using Rules to Manage Messages Automatically
        5. Using Address Books and Directory Services
      3. 23. Outlook 2010 Inside Out
        1. Setting Follow-up Flags and Reminders
        2. Sharing and Comparing Calendars
          1. Arranging Multiple Calendars
          2. Working with Meeting Invitations
          3. Sharing Contact and Calendar Items via E-Mail
          4. Sharing a Calendar via E-Mail or the Web
        3. Receiving and Synchronizing Data
        4. Importing and Exporting Outlook Data
        5. Archiving Outlook Data
          1. Quick Cleanup Techniques
          2. Archiving Messages Manually
          3. Automatic Archive Options
        6. Reading RSS Feeds in Outlook
        7. Using Outlook Social Connector and the People Pane
        8. Our Favorite Outlook Tweaks and Tips
          1. Changing Default Formatting for New E-Mail Messages
          2. Attaching Pictures to Contact Records
          3. Juggling Multiple Time Zones
          4. Managing Auto-Complete Lists and Suggested Contacts
          5. Repairing a Damaged Data File
    12. 7. Sharing and Collaborating
      1. 24. Security, Sharing, and Collaboration
        1. How Office 2010 Protects You
          1. What You Can and Can’t Do in Protected View
          2. Working Safely with File Attachments
          3. Inspecting and Removing Personal and Confidential Information
          4. Fine-Tuning Security Settings
        2. Working Together with Office 2010
          1. Inserting Comments for Review
          2. Tracking Changes to Documents
          3. Comparing Versions
        3. Simultaneous Editing with Multiple Authors
          1. Sharing Documents on a Network
          2. Sharing Documents from a SharePoint Site
      2. 25. Using Office in a Web Browser
        1. What Can You Do with Office on the Web?
        2. Storing and Using Office Documents on Windows Live SkyDrive
          1. Creating New Folders
            1. Creating New Folders
            2. Uploading One or More Files
            3. Creating a New File
            4. Setting Permissions
            5. Sharing Files and Folders with Other People
            6. Managing Files and Folders in SkyDrive
            7. Saving Files to SkyDrive from Office Programs
            8. Synchronizing Office Files with SkyDrive
        3. What You Can and Can’t Do with Office Web Apps
          1. Word
          2. Excel
          3. PowerPoint
          4. OneNote
      3. 26. Working with SharePoint 2010
        1. What’s in a SharePoint Site or Workspace?
          1. SharePoint Users, Groups, and Permissions
          2. Creating a New SharePoint Site
        2. How SharePoint and Office Work Together
        3. Customizing a SharePoint Site
          1. Creating and Using SharePoint Libraries
            1. Managing Files in a Document Library
            2. Changing Settings for a Document Library
          2. Creating, Viewing, and Editing SharePoint Lists
          3. Creating and Editing SharePoint Pages
        4. Connecting Lists, Calendars, and Discussions to Outlook
        5. Using Notifications and Feeds to Track SharePoint Activity
    13. Index
    14. About the Authors
    15. Copyright