Office 2011 for Mac All-in-One For Dummies (For Dummies (Computer/Tech)) [1 ed.] 0470903716, 9780470903711

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Office 2011 for Mac All-in-One For Dummies (For Dummies (Computer/Tech)) [1 ed.]
 0470903716, 9780470903711

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About the Author Bob LeVitus, often referred to as “Dr. Mac,” has written nearly 60 popular computer books, including iPhone For Dummies, iPad For Dummies, Incredible iPad Apps For Dummies, and Incredible iPhone Apps For Dummies for Wiley Publishing, Inc.; Stupid Mac Tricks and Dr. Macintosh for Addison-Wesley; and The Little iTunes Book and The Little iDVD Book for Peachpit Press. His books have sold more than a million copies worldwide. Bob has penned the popular Dr. Mac column for the Houston Chronicle for the past ten years and has been published in dozens of computer magazines over the past 16 years. His achievements have been documented in major media around the world. (Yes, that was him juggling a keyboard in USA Today a few years back!) Bob is known for his expertise, trademark humorous style, and ability to translate techie jargon into usable and fun advice for regular folks. Bob is also a prolific public speaker, presenting more than 100 Macworld Expo training sessions in the U.S. and abroad, keynote addresses in three countries, and Macintosh training seminars in many U.S. cities. (He also won the Macworld Expo MacJeopardy World Championship three times before retiring his crown.) Bob is considered one of the world’s leading authorities on Mac OS. From 1989 to 1997, he was a contributing editor/columnist for MacUser magazine, writing the Help Folder, Beating the System, Personal Best, and Game Room columns at various times. In his copious spare time, Bob heads up a team of expert technical consultants who do nothing but provide technical help and training to Mac users, via telephone, e-mail, and/or our unique Internet-enabled remote control software, which allows them to see and control your Mac no matter where in the world you may be. If you’re having problems with your Mac, you ought to give them a try. You’ll find them at www.boblevitus.com or 408-627-7577. Prior to giving his life over to computers, LeVitus spent years at Kresser/ Craig/ D.I.K. (a Los Angeles advertising agency and marketing consultancy) and its subsidiary, L & J Research. He holds a BS in Marketing from California State University.

Dedication This book is dedicated to my wife, Lisa, who taught me almost everything I know about almost everything I know except technology. And to my awesome kids, Allison and Jacob, who love Apple technology almost as much as I love them (my kids, not my Macs, iPhones, iPads, etc.).

Author’s Acknowledgments Special thanks to the tireless teams at Microsoft and Edelman P.R. (you know who you are), who worked overtime to help me turn this book around in record time: I couldn’t have done it without you. Thanks also to super-agent Carole McClendon, for deal-making and moral support, yet again. You’ve been my agent for over 21 years and you’re still the best. Big-time thanks to the gang at Wiley — all of the editors, production, graphics, marketing, sales, and other personnel who worked tirelessly to make this book a success. You guys totally rock! I’d also like to extend extra special thanks to Mark Chambers, for revising a number of chapters when I was juggling three books in production at once. Thanks to my family and friends, for putting up with me during my all-too lengthy absences during this book’s gestation. And last, but certainly not least, thanks to you, gentle reader, for buying this book.

Part VI: The Part of Tens .......................................... 371 Chapter 21: Ten Things in Office 2011 That Didn’t Fit Elsewhere ........................... 373 Chapter 22: Ten Timesaving Shortcuts and Tips for Enhanced Productivity ....... 381 Chapter 23: Ten Ways to Customize Office ................................................................ 389

Index ...................................................................... 397

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Office 2011 for Mac For Dummies Saving (And Using) Documents “In the Cloud” .......................................... 43 Saving a file on a SkyDrive or SharePoint location .......................... 44 Sharing a file you’ve saved using SkyDrive or SharePoint.............. 44 Opening a file you’ve saved on your SkyDrive or SharePoint location .............................................................................................. 44 What’s Your Preference? Understanding Application Preferences ........ 45 Application preferences: Why? .......................................................... 46 Application preferences: How? .......................................................... 46 Help: It’s more than just a Beatles movie ......................................... 49

Part II: Mastering Microsoft Word ............................... 51 Chapter 4: Getting to Know Microsoft Word . . . . . . . . . . . . . . . . . . . . . .53 Using a Variety of Versatile Views............................................................... 54 Draft view .............................................................................................. 55 Print Layout view ................................................................................. 56 Full Screen view ................................................................................... 57 Notebook Layout and Publishing Layout views ...................................58 Outline view .......................................................................................... 61 Web Layout view .................................................................................. 62 Zoom, zoom, zoom .............................................................................. 63 Getting Around in Your Document.............................................................. 64 A scroll new world: Navigating by using the mouse ....................... 64 Navigating by using keyboard navigation......................................... 66

Chapter 5: Processing Documents with Word . . . . . . . . . . . . . . . . . . . .69 Adding Text and Graphics to Your Document........................................... 69 Entering text in your document ......................................................... 70 Inserting an image in your document ............................................... 70 Selecting Text for Editing and Formatting .................................................. 73 Formatting Text, Paragraphs, and Images.................................................. 76 Changing the look of the font ............................................................. 76 Changing the look of paragraphs ....................................................... 78 Changing the look of images............................................................... 80 Copying Words and Images from Other Sources ...................................... 83 Dragging and dropping........................................................................ 83 Copying and pasting ............................................................................ 84 Other Document Elements ........................................................................... 85 Working with elements in your document ....................................... 85

Chapter 6: Refining and Editing Documents with Word . . . . . . . . . . . .89 Moving Text and Images in Your Documents ............................................ 89 Moving items easily within a document ........................................... 90 Using special Word features that make moving stuff easier .......... 91

Table of Contents Check It Out: Checking Your Spelling, Grammar, and Hyphenation ....... 95 Double-checking your spelling and grammar .................................. 95 Correcting your errors automatically with AutoCorrect ................ 98 Hypnotic hyphenation....................................................................... 101 Discovering the Word Reference Tools .................................................... 102 The thoroughly terrific thesaurus ................................................... 102 The online reference tools ................................................................ 104 Saving Time with the Find and Replace Feature...................................... 107 Finding and replacing text ................................................................ 107 Using Find and Replace to make formatting changes ................... 108 Using advanced search options to get even more done fast ....... 109

Chapter 7: Going for the Designer Look: Using Templates and Other Design Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113 Canned Design: Working with Word Templates ...................................... 114 Getting started with the Document Gallery.................................... 114 Sample project: Starting a custom invoice from a template ........ 115 Customizing a Word template .......................................................... 116 Saving your customized template ................................................... 117 Adding Basic Design Elements to Your Document ................................. 118 Imagine that: Adding and resizing an image................................... 119 Moving images around documents ................................................. 120 Creating headers and footers ........................................................... 122 Adding lines to your header or footer............................................. 124 Arranging text with some help from tabs ....................................... 125 Setting Tabs, Margins, and Other Types of Indents ................................ 125 Setting tabs ......................................................................................... 126 Making your margins ......................................................................... 129 Indents: Like margins, but for selected text ................................... 130 Columns and Lists and Text Boxes (Oh, My)........................................... 132 Column creation................................................................................. 132 Lists made easy (and pretty) ........................................................... 134 Text anywhere with text boxes ........................................................ 136 Working with Tables ................................................................................... 137 Creating a table .................................................................................. 137 Formatting a table .............................................................................. 139

Chapter 8: This and That: Advanced and Collaboration Features . . .143 Going in Style: Defining Styles for Easy Formatting ................................ 144 The easy way: Defining a style by example .................................... 144 The harder way: Defining a style by dialog .................................... 146 Customizing Toolbars, Menus, and Keyboard Shortcuts ....................... 147 Customizing toolbars and menus .................................................... 147 Customizing keyboard shortcuts..................................................... 151 Creating a Table of Contents Automatically ............................................ 153 Using Collaboration Features..................................................................... 156

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Office 2011 for Mac For Dummies Addressing Envelopes and Creating Labels ............................................. 160 Creating and printing an envelope .................................................. 160 Creating labels.................................................................................... 162 Creating Web Pages..................................................................................... 165

Part III: Powerful Presentations with Microsoft PowerPoint ........................................ 167 Chapter 9: Getting to Know Microsoft PowerPoint . . . . . . . . . . . . . . .169 Viewing Slides with the Various Views ..................................................... 170 Normal view ........................................................................................ 171 Slide Sorter view ................................................................................ 172 Slide Show view .................................................................................. 173 Notes Page view ................................................................................. 174 Presenter view.................................................................................... 175 Planning Your Presentation: A Few Tips for Making Your Slide Shows Better.......................................................................... 176 Use the 10/20/30 rule ......................................................................... 176 Start with an outline .......................................................................... 177

Chapter 10: Creating Slide Shows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .179 Getting Started ............................................................................................. 180 Giving Your Presentation a Visual Theme................................................ 180 Using a theme “as is” ......................................................................... 180 Customizing a theme’s colors or fonts ........................................... 181 Using Labor-Saving Slide Layouts.............................................................. 183 Mastering Slide Masters .................................................................... 184 Working with title and text objects ................................................. 188 Working with PowerPoint Objects ............................................................ 191 Formatting tables ............................................................................... 192 Creating a chart.................................................................................. 193 Get smart: Use SmartArt ................................................................... 197 More media: Adding images, movies, or sounds ........................... 199 Using Quick Styles and Effects ......................................................... 201 Aligning, arranging, and distributing objects ................................. 204

Chapter 11: Making Your Slide Shows Sing . . . . . . . . . . . . . . . . . . . . .211 Using Transitions to Create a Polished-Looking Presentation .............. 211 Applying transitions .......................................................................... 212 Transition options ............................................................................. 214 Using Custom Animation ............................................................................ 215 Animating text or graphics ............................................................... 215 Animating a chart or SmartArt graphic........................................... 222 Creating Interactivity with Action Buttons .............................................. 223 Share and Share Alike ................................................................................. 225 Printing hard copy ............................................................................. 225 Exporting (saving) your presentations as files .............................. 229

Table of Contents Chapter 12: Presentation Mastery. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237 Using the PowerPoint Tools for More Effective Slides ........................... 237 Working with the basic PowerPoint tools ...................................... 237 Using hyperlinks ................................................................................ 241 Recording narration .......................................................................... 242 Making the Most of Your PowerPoint Presentation ................................ 243 Rehearsing and setting slide timings .............................................. 243 Using the presenter tools ................................................................. 244 Working with a single display .......................................................... 244

Part IV: Crunching Data with Microsoft’s Most Excellent Excel ................................................. 249 Chapter 13: Getting to Know Microsoft Excel. . . . . . . . . . . . . . . . . . . .251 Interfacing with Excel’s User Interface ..................................................... 252 Understanding the Concept of Rows, Columns, and Cells ..................... 252 Using the Views............................................................................................ 254 Navigating within Your Spreadsheets....................................................... 254

Chapter 14: Crunching Numbers (And Data) with Excel . . . . . . . . . . .257 Working with Templates............................................................................. 257 Choosing a local template ................................................................ 258 Working with online templates ........................................................ 259 Entering, Formatting, and Editing Data in Cells ....................................... 260 Copying and Pasting Data (And Formatting) Between Cells .................. 261 AutoFilling Cells ........................................................................................... 263 Understanding Formulas and Functions .................................................. 265 Creating a formula ............................................................................. 265 Keeping track of Excel formulas with the Formula Builder .......... 266 Using the Error Checking Feature ............................................................. 268 Sorting and Filtering Data ........................................................................... 271 Sorting data ........................................................................................ 271 Using filters to narrow your data searches .................................... 272 Finding and Replacing Data ........................................................................ 273

Chapter 15: Enhancing and Printing Your Excel Spreadsheets. . . . .277 Creating and Formatting Charts ................................................................ 278 Including Pictures and Shapes ................................................................... 281 Adding Formatting and Special Effects ..................................................... 283 Creating and Sorting Custom Lists ............................................................ 286 Creating a custom list........................................................................ 286 Sorting a list ........................................................................................ 287 Adding Headers and Footers...................................................................... 288 Creating a header or footer .............................................................. 289 Editing a header or footer ................................................................. 289

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Office 2011 for Mac For Dummies Printing Your Spreadsheets ....................................................................... 291 Preparing for printing with Page Setup ........................................... 292 Ready, set, print ................................................................................. 294

Chapter 16: Advanced Spreadsheeting . . . . . . . . . . . . . . . . . . . . . . . . .297 Customizing Excel ....................................................................................... 297 Preferences ......................................................................................... 297 Toolbars and menus .......................................................................... 302 Conditional Formatting ............................................................................... 302 Naming a Cell Range .................................................................................... 304 Working with Multiple Worksheets ........................................................... 305 Hyperlinking ................................................................................................. 306 Collaboration and Revision Tracking (a.k.a. Change Tracking) ............ 308 Sharing a workbook ........................................................................... 308 Tracking your changes ...................................................................... 309 Accepting and rejecting your changes ............................................ 310

Part V: Microsoft Outlook: Miraculous Manager of Most Things.......................................................... 313 Chapter 17: Getting to Know Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . .315 Taking a Quick Tour of Outlook................................................................. 316 The Mail module ................................................................................ 316 The Contacts module ........................................................................ 317 The Calendar module ........................................................................ 318 The Notes and Tasks modules ......................................................... 319

Chapter 18: Outlook Online. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .321 Setting Up Outlook for E-Mail ..................................................................... 321 Setting up your e-mail automatically............................................... 322 Setting up your e-mail account manually ....................................... 324 Sending, Receiving, and Managing Your E-Mail ....................................... 327 Creating and sending messages ....................................................... 327 Receiving messages ........................................................................... 332 Dealing with junk mail ....................................................................... 334 Managing your e-mail ........................................................................ 336

Chapter 19: Managing Your Affairs with Outlook . . . . . . . . . . . . . . . .341 Managing Your Crew with the Contacts Module ..................................... 342 Adding and removing contacts ........................................................ 342 Working with contacts ...................................................................... 346 Delving into the Home tab ................................................................ 350

Table of Contents Scheduling Events with the Calendar ....................................................... 352 Understanding Notes .................................................................................. 357 Tracking Progress with the Tasks Module ............................................... 359

Chapter 20: Getting Advanced with Outlook . . . . . . . . . . . . . . . . . . . . .361 Customizing: It’s Not Just for Hot Rods Anymore ................................... 361 Tweakin’ the toolbar and reducin’ the Ribbon .............................. 362 Fine-Tuning Your Outlook Layout ............................................................. 363 Concentrating on columns ............................................................... 364 Hiding and showing interface elements .......................................... 365 The fast way to start an Advanced Search ..................................... 366 What’s Your Preference? ............................................................................ 367 Colonel Parker, meet General Preferences ..................................... 367 Roll over, Beethoven, and catch the E-Mail preferences .............. 368 Everything but the Kitchen Sync ............................................................... 369

Part VI: The Part of Tens ........................................... 371 Chapter 21: Ten Things in Office 2011 That Didn’t Fit Elsewhere . . .373 My Day .......................................................................................................... 373 Microsoft Messenger ................................................................................... 374 Clip Gallery ................................................................................................... 375 Free Online Content for Clip Gallery ......................................................... 375 Holidays on Your Calendar ........................................................................ 376 Play Windows Media Files Free ................................................................. 376 Official Microsoft Web Sites ....................................................................... 377 The Database Utility (For Outlook) ........................................................... 378 A Multitude of Fonts .................................................................................... 378 Microsoft Communicator ........................................................................... 379

Chapter 22: Ten Timesaving Shortcuts and Tips for Enhanced Productivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .381 Memorize Keyboard Shortcuts .................................................................. 381 Get to Know Your Preferences .................................................................. 382 Save a Document As a PDF File .................................................................. 383 Save Time by Using the Share➪E-Mail (As Attachment) Menu Item .... 384 Save Time and Effort with Automator Work Flows ................................. 384 Use the Open Recent Feature to Open Items from the Dock ................. 385 Get Help ........................................................................................................ 386 Use the Format Painter ............................................................................... 386 Choose the Notebook Layout for Lectures (Word Only) ....................... 387 Don’t Forget Your Free SkyDrive ............................................................... 388

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Office 2011 for Mac For Dummies Chapter 23: Ten Ways to Customize Office . . . . . . . . . . . . . . . . . . . . . .389 Make Your Toolbars and Menus Work Harder for You .......................... 389 Hide the Standard Toolbar Completely .................................................... 390 Modify Existing Toolbars............................................................................ 391 Modify Existing Menus ................................................................................ 391 Create a New Toolbar for Frequently Used Commands ......................... 392 Deal with Frequently Used Documents .................................................... 393 Remove Unused Keyboard Shortcuts ....................................................... 394 Change an Existing Keyboard Shortcut .................................................... 394 Create a New Keyboard Shortcut .............................................................. 395 Create Your Own Templates ...................................................................... 395

Index ....................................................................... 397

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Office 2011 for Mac For Dummies

Conventions Used in This Book To get the most out of this book, you need to know how I do things and why. I use a few conventions in this book to make your life easier: ✓ When I want you to open an item on a menu, I write something like “Choose File➪Open,” which means, “Pull down the File menu and choose the Open command.” ✓ Stuff you’re supposed to type appears in bold type, like this. ✓ Sometimes an entire a sentence is in boldface, as you see when I present a numbered list of steps. In those cases, I leave the bold off what you’re supposed to type, like this. ✓ Web addresses and characters that appear onscreen are shown in a special monofont typeface, like this. ✓ For keyboard shortcuts, I write something like Command+A, which means to hold down the Command key (the one with the little pretzel or Ú symbol on it) and then press the A key on the keyboard. If you see Command+Shift+A, you hold down the Command and Shift keys while pressing the A key. Again, for absolute clarity, I never refer to the Command key with the Ú symbol, even though some keyboards display both symbols on that particular key.

Foolish Assumptions Although I know what happens when you make assumptions, I’ve made a few, anyway. First, I assume that you, gentle reader, know nothing about using Office — beyond knowing what it is, that you want to use it, that you want to understand it without digesting an incomprehensible technical manual, and that you made the right choice by selecting this particular book. And so, I do my best to explain each new concept in full and loving detail. Maybe that’s foolish, but — oh, well. Oh, and I also assume that you can read. If you can’t, just ignore this paragraph.

Introduction

How This Book Is Organized Office 2011 for Mac For Dummies is divided into six parts. As you probably know, For Dummies books are designed to give you the information you need about a feature or task without having to read the book from cover to cover, so feel free to skip around and read the parts that interest you most. Here’s a summary of what the parts contain: ✓ Part I: Introduction to the Microsoft Office 2011 Suite: This first part amounts to basic training. Along the way, you can find out about the three different Office editions, how to install Office, and how to ensure that the version you use is always updated in a timely fashion. ✓ Part II: Mastering Microsoft Word: In this part, you discover everything you need to know about using spreadsheets. Just kidding. You get to know spreadsheets in Part IV, whereas in this part, I tell you lots of important stuff about processing words with Microsoft Word. ✓ Part III: Powerful Presentations with Microsoft PowerPoint: This part is all about letting it slide. I mean slide shows, of course. Microsoft PowerPoint is the Office application you use to create presentations, also known as slide shows. So, in Part III, you get the goods on PowerPoint and how to create great slide shows. ✓ Part IV: Crunching Data with Microsoft’s Most Excellent Excel: Microsoft Excel is the spreadsheet application of the Office suite, so of course, Part IV delves into the wonderful world of numbers — in rows, columns, formulas, and notebooks. Not only that, but this part shows you how to spiff up those numbers to make them look really pretty. ✓ Part V: Microsoft Outlook: Miraculous Manager of Most Things: In Part V, you meet the last of the Big Four applications in the Office suite: Microsoft Outlook. This virtual smorgasbord of functionality includes an e-mail client, address book, and appointment calendar, plus notes, tasks, a to-do list, and project managers. ✓ Part VI: The Part of Tens: Finally, “The Part of Tens” (which might have started life as a David Letterman rip-off) includes ten things you should know about that didn’t fit elsewhere in the book, plus ten timesaving shortcuts and ten ideas for customizing Office so that it works the way you want it to work.

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Office 2011 for Mac For Dummies

Chapter 2: A Sweet Suite: Introducing the Office 2011 Applications Style named “Bullet” Styles

Figure 2-3: The new Word 2011 Visual Styles let you easily discern the relationship between Word styles and Word content.

Style guides

Direct Formatting Guides

PowerPoint Among the new features in PowerPoint 2011, a few stand apart from the rest: ✓ Web Broadcasting of Slide Shows: Broadcast your slide show to anyone, anywhere, over the Internet by sending them a link (a URL); your audience follows along in their browsers while you present the slide show in PowerPoint. Everyone you invited watches a synchronized view of your slide show in their Web browser. To broadcast your slide show, you must use the PowerPoint Broadcast Service to host the slide show. It’s free, but you must have a Windows Live ID to use it.

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Part I: Introduction to the Microsoft Office 2011 Suite tab is beyond the purview of this book, I urge you to take a few minutes to familiarize yourself with the items on the toolbars, Toolbox palettes, and ribbons of all the Office applications.

Customizing Toolbars, Menus, and Keyboard Shortcuts You can’t customize the Toolbox or Ribbon much, so think of them as etched in stone, with few (if any) choices about how they appear or behave. Toolbars, menus, and keyboard shortcuts, however, are a whole ’nother subject. You see, you can add, delete, and rearrange items to your liking. You can even create your own toolbars from scratch and add or change the keyboard shortcuts for most commands. To customize a toolbar or menu, follow these steps: 1. Choose View➪Toolbars➪Customize Toolbars and Menus. The Customize Toolbars and Menus dialog appears. To ensure that toolbars or menus you want to modify are visible, click the Toolbars and Menus tab. 2. Locate, in the scrolling list, the toolbars or menus you want to modify and then click the Show check box for each one. The toolbars or menus appear onscreen. 3. Click the Commands tab. The Commands pane appears, as shown in Figure 3-6. 4. In the Categories list, select the category that contains the command or tool you want to add. In Figure 3-6, I’ve selected the Windows and Help category. 5. Drag a command from the Commands list into position on a toolbar or menu. In Figure 3-6, I’m dragging the PowerPoint Help command to the File menu and have already dragged PowerPoint Help to the Formatting Palette. So now PowerPoint Help appears on my File menu and Formatting Palette but not on yours (unless, of course, you’ve already read this section). 6. Repeat Step 5 for any additional modifications you want to make. 7. Click OK to close the Customize Toolbars and Menus dialog.

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Part I: Introduction to the Microsoft Office 2011 Suite

Save versus Save As In addition to letting you name and save a document that has never been saved, Save As has another reason to exist: It lets you resave a file that has already been saved, by giving it a different name. Why would you want to do that? Here’s a good (albeit somewhat rude) example: Suppose that you have two cousins: Kate and Nancy. You write Kate a long, chatty letter and save this document with the name Letter to Kate. At some point afterward, you decide to send almost the same letter to Nancy, but with a few changes. So you change the part about your date last night (Nancy isn’t as liberated as Kate) and replace all references to Kate’s husband, Kevin, with the name of Nancy’s husband, Norman. (Aren’t computers grand?) So you make all these changes to Letter to Kate, but you haven’t saved this document yet. And, although the document on your screen is a letter to Nancy, its filename is still Letter to Kate. Think of what would happen if you were to save the letter now without using the Save As feature: Letter to Kate reflects the changes you just made. (The material in the letter meant for Kate is blown away, replaced by the material

you write to Nancy.) Thus, the filename Letter to Kate is inaccurate. Even worse, you would no longer have a copy of the letter you sent to Kate! The solution? Just use Save As to rename this file Letter to Nancy by choosing File➪Save As. A Save As sheet appears, in which you can type a different filename in the Save As field. You can also navigate to another folder, if you like, and save the newly named version of the file there. Now you have two distinct files: Letter to Kate and Letter to Nancy. Both contain the material they should, but both started life from the same file. That’s what Save As is for. An even better idea is to choose Save As just before you begin modifying the document and give it the new name. That way, when you’re done with your changes, you don’t have to remember to choose Save As — you can just perform your habitual Save. It also protects you from accidentally saving part of the letter to Nancy without changing its name first (which you’re likely to do if you’re following my advice about saving often). So, when you decide you’re going to reuse a document, choose Save As before you begin working on it, just to be safe.

Options? We got your Save Options right here The Options button in the Save As sheet gives you (what else?) options that apply to saving documents. Although they’re slightly different in each Office application, two check boxes are the same. This list describes what happens when you select each one: ✓ Always Create Backup Copy: Tells the application to automatically save a second copy of a file when you save it. For the document I show as being saved in Figure 3-9, I’d have a file named X and the City and a second file named Backup of X and the City in the folder named The X Files 2011. If you worry about losing data, turn on this option.

Chapter 3: Common Knowledge: Things That Work the Same in Office Applications

Figure 3-11: The Word, Excel, Outlook, and PowerPoint Preferences dialogs.

To see the items in a category, click the category’s icon or name. When you do so, the Preferences dialog magically changes to display that category’s preference pane. Figure 3-12 shows the Outlook Notifications and Sounds pane, which offers most of the features — such as check boxes, radio buttons, buttons, pop-up menus, and hyperlinks — that you’re likely to encounter in preference panes.

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Chapter 5: Processing Documents with Word Left margin

Figure 5-6: The arrow, insertion point, and I-beam cursors.

Insertion-point cursor

I-beam cursor

Arrow cursor

You can get a little fancy with this selection technique and see how to select a larger chunk of text. To do so, follow these steps: 1. Click where you want the selection to start. 2. Press the Shift key and keep it pressed. 3. Click again somewhere else. Everything between the two clicks is selected. If you click in a block of text, all text between the insertion point and your second click is selected. If you click in the left margin, every line of text between your first and second click is selected. Sometimes, you want to select text that isn’t contiguous. The methods of selection I’ve discussed in this section select only contiguous blocks of text. What if you want to select a sentence in the middle of the first paragraph, not select the remainder of the first paragraph, and then select the entire second paragraph, as the text is selected earlier, in Figure 5-5? The secret here is the Command key. Here’s how it works: 1. Select the first piece of text. 2. Release the mouse button. 3. Press the Command key and keep it pressed. 4. Click and drag across the second piece of text you want to select.

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Chapter 5: Processing Documents with Word To modify an image — clip art or photo — in your document, click the image to select it. When an image is selected, it displays handles on each corner and in the middle of each side. It also displays a green rotation handle that extends from the middle handle on the top side, as shown in Figure 5-11. Rotation handle Handles

Handles

Figure 5-11: A selected image (or another object) has eight handles and one rotation handle.

Handles

If you click and drag any of the eight regular handles, the image stretches or shrinks in that direction. If you drag a corner handle, the aspect ratio remains the same and the height and width change simultaneously. If you drag a handle in the middle of a side, the image stretches or shrinks in only that direction. Give it a try and see how it feels. You can make additional image modifications in a couple of ways: ✓ My favorite is to use the Ribbon’s Format Picture tab. To display it, double-click the image you want to modify; the Format Picture tab appears on the Ribbon. The second way is to use the Format Picture dialog by single-clicking the image you want to modify to select it and then choosing Format➪Picture. The Format Picture dialog offers a whopping 13 different screens — Fill, Line, Shadow, Glow & Soft Edges, Reflection, 3-D Format, 3-D Rotation, Adjust Picture, Artistic Filters, Crop, Text Box, Size, and Layout. The following step list shows you an example of choosing settings in the Format Picture dialog. (See Figure 5-12 for the results of the selections described here.) With an image selected and the Format Picture dialog open, do this:

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Part II: Mastering Microsoft Word Scrapbook icon (in Toolbox)

Figure 6-3: The Office Scrapbook is one of the most useful Toolbox options.

Add menu Add button

To move text or graphics from a document into the Scrapbook, first select the text or graphic in the document, and then do one of the following: ✓ Drag it to the Scrapbook and drop it. ✓ Click the Add button (refer to Figure 6-3) and choose Add Selection from the drop-down menu that appears. If you’ve already copied or cut the text or graphic you want to add to the Scrapbook, you can choose Add from Clipboard from the Add menu. Or, to add an image from a file on your hard disk, rather than from an open document, choose Add File from the Add menu (in Figure 6-3, the file being moved is 054338 Ch02_A2) and then do one of the following: ✓ Drag it to the document and drop it where you want it to appear. ✓ Move the cursor to the place you want the text or graphic from the Scrapbook to appear and then click the Paste button. To remove an item from the Scrapbook, select the item and then click the Delete button.

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Part II: Mastering Microsoft Word Click the disclosure triangle to reveal additional information about the word you searched for, as shown in Figure 6-12. You can expand results in any Toolbox panel by clicking and dragging the resizer dots (refer to Figure 6-11) downward, as shown in Figure 6-12. Results with big blue dots next to them denote Web links. Click the link to launch your Web browser and view additional information.

Figure 6-12: Click any Web link to launch your Web browser and find out more.

Web links

The other online reference tools work much the same as the Thesaurus. Here’s a brief description of each one: ✓ Dictionary: Displays the dictionary definition in your choice of language ✓ Bilingual Dictionary: Lets you look up a word in one language and see a translation of its definition in another language ✓ Translation: Translates words, phrases, or even entire documents from one language to another

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Part II: Mastering Microsoft Word As you can see in Figure 6-14, you can use a number of criteria for any find or replace operation: ✓ Match Case: Makes the find and replace operation case-sensitive. For example, if you search for the word rat and replace it with the word rodent, any time Rat is the first word in a sentence, it’s replaced — properly — with Rodent rather than rodent. ✓ Find Whole Words Only: Finds only whole words. For example, if you enable this option and then search for do and replace it with perform, it doesn’t change words that contain the word do, such as dog, doughnut, or domestic. When this option is deselected, the first two letters in each of those words is replaced with perform, so they read performg, performughnut, and performmestic. ✓ Use Wildcards: Lets you choose wildcard items, such as Any Character, from the Special menu near the bottom of the dialog. ✓ Sounds Like: Lets you search for homonyms. Searching for so with this option enabled would also find sew and sow. ✓ Find All Word Forms: Finds all forms of the word you search for. For example, if you enable this option and then search for show and replace it with display, it finds showed, showing, and shows and replaces them with displayed, displaying, and displays, respectively. You can fine-tune your search or replace operation even further with choices from the Format and Special menus. On the Format menu, you can specify font, paragraph, highlight, style, language, and other attributes that you want to either search for or use in your replacement text. The Special menu lets you search for invisible attributes, such as tab and paragraph marks, column and page breaks, and more. You may recall the earlier example where I made all instances of the word Dinga-Ling appear in bold, red, and italic text. Another way to have resolved that situation is with these advanced search options. Notice that, in Figure 6-14, the Replace operation finds Ding-a-Ling and replaces it with Ding-a-Ling formatted in bold, italic, and red. Clicking the Replace All button (refer to Figure 6-14) gives me the same results as the four-step process I describe earlier in this chapter — all occurrences of the word Ding-a-Ling would now be red, bold, and italic. Here’s how to make every occurrence of Ding-a-Ling appear in bold and italic type, using the advanced search options:

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Chapter 7: Going for the Designer Look: Using Templates and Other Design Elements shown in the footer of Figure 7-8 (you may have to adjust where you put your tabs and Returns if you want to format your contact information differently): 1. Type your full name or company name and then press Tab. 2. Type your street address and then press Tab. 3. Type your city, state, and zip code, and then press Return. 4. Type your phone number and then press Tab. 5. Type your e-mail address and then press Tab. 6. Type your Web site (or fax number or iChat handle or whatever). Don’t worry if the words line up funny; I show you how to fix that problem in the following section, about tabs.

Arranging text with some help from tabs Word tabs let you line up text consistently across the page. When you press the Tab key, an invisible Tab character is inserted in your text before the next visible character you type. Click the Show All Nonprinting Characters icon on the Standard toolbar (shown in the margin), and each of the tabs you type appears on the screen as a little blue arrow (also shown in the margin). Word creates two tabs automatically in every header and footer. The locations of tabs appear on the ruler at the top of the document window. Fortunately, for the letterhead example, the default tabs are right where we (well, at least, where I) want ’em. If they’re not right where you want them, you can find out more about setting tabs in the following section.

Setting Tabs, Margins, and Other Types of Indents Tabs, margins, and indents all have to do with the way text lines up relative to the page and the text above or below it, or both. Tabs let you determine where on a line text begins, is centered, or ends. Margins govern how much white space appears at the top, bottom, left, or right of your page. And, indents determine how far from the margin your text begins or ends. In this section, you work with all three.

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Working with Tables Sometimes, the best way to present information is in the form of a table. Tables can allow you to organize and analyze ideas or data that would be tedious to slog through and hard to comprehend in regular paragraph form. In Word, you can easily create tables — sometimes called grids — anywhere in your documents. In this section, you find out how to create and format tables. Although tables are important enough to have a whole Ribbon tab of their own in Word, I have only so much space to devote to them here. That’s the bad news. The good news is that much of what you find out about tables in the Excel chapters can be applied to tables you create in Word. So, be sure to check out Part IV (Chapters 13 through 16) to find out more about Excel tables. Whatever you do, go ahead and dive into creating and using tables in Word.

Creating a table Word offers several different ways to make a table. Perhaps the easiest way is to click the Tables tab on the Ribbon, click the New Table button, and drag down and to the right, as shown in Figure 7-19. The table appears in your document at the insertion point. Another way to create a table is by using the Insert Table dialog. To do so, follow these steps: 1. Choose Table➪Insert➪Table. The Insert Table dialog appears. 2. Specify the number of rows and columns you want and then set the following options (if you want): • Initial Column Width: Determine the width of each column. • AutoFit to Contents: Columns expand automatically to fit the content you type. • AutoFit to Window: Columns are evenly sized and distributed across the width of the page from the left margin to the right. • AutoFormat: The Table AutoFormat dialog opens. (You can read more about this feature in Chapter 6.) • Make Default for New Tables: Select this check box to use the current Insert Table dialog settings for all future tables. 3. Click OK. The table appears in your document at the insertion point.

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Part III: Powerful Presentations with Microsoft PowerPoint ✓ Share a presentation with others via Web sites such as SlideShare (www. slideshare.net) or authorGEN (www.authorgen.com) or save it as a QuickTime movie and upload it to YouTube (www.youtube.com). ✓ Print the presentation so that you can provide it to others as a hard copy (sans any audio or video you’ve added, of course). Furthermore, all PowerPoint files you create on the Mac work fine in PowerPoint for Windows, and vice versa. In this chapter, I introduce you to Microsoft PowerPoint 2011 for Mac and get you comfortable with its interface elements and how they work. You explore the PowerPoint menus, Ribbon, toolbars, and palettes; check out its various views; find out how to navigate the program; and understand how to get a presentation started by organizing your thoughts in an outline. Creating PowerPoint presentations isn’t hard, but creating good ones takes some thought and planning. Don’t worry: If you read the entire chapter, you’ll know how to create a decent slide show — and how not to. So, without further ado, go ahead and start working with PowerPoint.

Viewing Slides with the Various Views You can view your work in PowerPoint in five ways: Normal view, Slide Sorter view, Slide Show view, Notes Page view, and Presenter view. The program also has three Master views — Slide, Handout, and Notes — which I cover in Chapter 10. You can choose any view from the View menu, or you can click the buttons in the lower left corner of every document window to easily switch to any of the first three (Normal, Slide Sorter, and Slide Show), as shown in Figure 9-1. (That’s pretty good thinking on Microsoft’s part because these three views are the ones you use most often.)

Figure 9-1: These buttons invoke the three views used most often in PowerPoint.

Chapter 10: Creating Slide Shows Here’s what the options mean: ✓ Header Row: The header row is the first row and contains the labels for columns (Q1, Q2, Q3, Q4, and Total in Figure 10-10). ✓ Total Row: The total row is the last row and contains the totals for the columns (640, 540, 580, 840, and 2,600 in Figure 10-10). ✓ First Column: The first column is the first column (d’oh!) and contains labels for the rows (North, East, Midwest, West, and Total in Figure 10-10). ✓ Last Column: The last column is the last column (d’oh!) and contains the totals for the rows (500, 600, 700, 800, and 2,600 in Figure 10-10). Choosing any of these options changes two qualities about that row or column. First, the values appear in a contrasting color (which is black in Figure 10-10). And second, those rows or columns are separated from the other values by a line (which is orange in Figure 10-10). The idea is that these options make the first and last row and column stand out and appear different from the rest of the data as shown. ✓ Banded Rows: The Banded Rows option shades alternating rows differently to provide contrast and make it easier to discern individual rows from their neighbors. In Figure 10-10, for example, the East and West rows are slightly darker than the North and Midwest rows. ✓ Banded Columns: The Banded Columns option shades alternating columns differently to provide contrast and make it easier to discern each individual column from its neighbors. This option isn’t enabled in Figure 10-10. After you create a table and add data to it, you can click other thumbnails to try different styles or choose Format➪Font to make changes to individual attributes in selected table text, such as font size and font color. From the Table Layout tab, you can change border color and shading fill or add effects to the table frame itself. The ready-made table styles save you a lot of time. After I clicked OK in the Insert Table dialog, it took me fewer than five minutes to create the nicelooking table shown in Figure 10-10, and most of that time was spent entering data. Considering how little time I spent formatting the table, I think it looks darn nice.

Creating a chart Sometimes, a graphical representation of numerical data conveys information better than a grid full of numbers. If so, a chart may be just the ticket. To add a chart to a slide, follow these steps: 1. Click the Charts tab on the Ribbon. You see the Insert Chart group on the far left side of the Charts tab.

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Part III: Powerful Presentations with Microsoft PowerPoint 2. Choose a chart type by clicking its icon. Click the appropriate type of chart for the data this chart will represent. Your choices are Column, Line, Pie, Bar, Area, Scatter, and Other (which includes Stock, Surface, Doughnut, Bubble, and Radar). 3. Choose a chart style by clicking its thumbnail. Each chart type has several styles, as shown for the pie chart in Figure 10-13, shown a little later in this chapter. When you click a thumbnail, Microsoft Excel automatically opens with sample chart data for that chart type and style, ready for you to edit. Here are the steps to create the sample chart shown in Figure 10-13: 1. Select the data in the first two columns of the table shown earlier, in Figure 10-10. 2. Choose Edit➪Copy to copy the data to the Clipboard. 3. Switch to Microsoft Excel, which opened automatically when you clicked the thumbnail in Step 3 of the previous set of instructions. 4. Click in the first cell of the sample data (North, in Figure 10-11). 5. Choose Edit➪Paste to paste the data into Excel. It replaces the sample chart data, and the result should look something like Figure 10-11.

Figure 10-11: I pasted this data into Excel to generate the chart shown in Figure 10-13.

When I switched back to PowerPoint, a pie chart depicting first-quarter sales by region had been created automatically. I clicked the chart to select it and clicked the Chart Layout tab in the Ribbon, and then clicked the Data Labels icon to add data labels, as shown in Figure 10-12. Next, I double-clicked the blue frame surrounding the pie chart to open the Format Chart Area dialog, where I made the data label font larger. Figure 10-13 illustrates the final result.

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Part III: Powerful Presentations with Microsoft PowerPoint The other items on the Align menu do exactly what you expect them to do: The first six align selected objects on their left, center, right, top, middle, or bottom. If you choose Align Selected Objects, the objects are lined up in the same approximate location on the slide; if you choose Align to Slide, they’re aligned with the slide’s left, center, right, top, middle, or bottom rather than with each others’.

Distribution isn’t just a mathematical term any more You may at some point want to distribute objects so that the space between them is equal. In this case, you need to select at least three objects. With the objects selected, revisit the Arrange icon — and then choose Distribute Horizontally from the Align or Distribute menu to produce the results you see in Figure 10-25. When you distribute objects, they’re spread between the leftmost point on the leftmost object and the rightmost point on the rightmost object or the topmost and bottommost, if you distribute vertically. Note that Objects A and C have not moved. They define the outer limits. Object B is the only element that has moved, so there’s now an equal amount of space between it and Objects A and C.

Aligning objects with dynamic guides One feature that you might find handy is the PowerPoint dynamic guides. They’re turned on by default, but to make sure that they’re active on your Mac, choose View➪Guides and ensure that the Dynamic Guides item has a check mark next to it. This command is a toggle, so if it already has a check mark, you’re good to go; if it doesn’t already have a check mark, select it and the check mark appears. Dynamic Guides are alignment tools that appear only when you need them; hence the Dynamic part of their name. When you drag an object or objects on a slide, the Dynamic Guides try to determine what other objects on the slide you might want to align them with. For example, in Figure 10-26, Object B is being dragged from the middle of the slide toward the right corner. The Dynamic Guides are the lines indicating that if Object B is dropped now, its top, middle, and bottom are aligned with Object A.

Chapter 11: Making Your Slide Shows Sing Had I selected the As One Object option instead, all four slices of the pie chart would have appeared at one time. Again, when you preview animation by clicking the Play button on the Animations tab, the slide’s animation plays from start to finish automatically without your having to click. Therefore, to make sure that the pie slices (or whatever) respond to your clicks as expected, you have to look at them in an actual slide show. Again, choose View➪Slide Show and click your heart out.

Creating Interactivity with Action Buttons Action buttons let you add interactivity or navigation buttons (or both) to your slide shows. You can add them to any individual slide or to your Slide Masters, if you want them to appear on all slides. PowerPoint has a dozen different button designs available by choosing them from the Action Buttons submenu (choose Slide Show➪Action Buttons), as shown in Figure 11-9.

Figure 11-9: Action Buttons menu items (top) and the buttons themselves (bottom).

Note that in real life, the buttons don’t appear below the menu, as shown in Figure 11-9. I added them to the illustration so that you can see what each button looks like. In Figure 11-9, the buttons are (from left to right) ✓ Top row: Custom, Home, Help, Information, Previous Slide, Next Slide ✓ Bottom row: First Slide, Last Slide, Last Slide Viewed, Document, Sound, Movie

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Exporting (saving) your presentations as files Perhaps you consider ink on paper to be too “old school” and prefer to offer your presentation as an electronic file that can be e-mailed, downloaded, burned onto a CD or DVD, shared on a network, or even accessed as Web pages. Well, I have good news: PowerPoint offers a number of digital export options so that you can save your presentation as a digital file in a variety of formats. These formats include QuickTime movies, picture files, or PDF files. You can also save your presentation to your Microsoft SkyDrive or a SharePoint library. Read on to see how it all works.

Exporting a presentation as a QuickTime movie Sometimes, you can’t be there to present a slide show but you want to share it, anyway. If you know for sure that the recipients have a copy of PowerPoint and know how to use it, you could send them the actual PowerPoint file. But this strategy assumes that they have the same version of PowerPoint as yours, have the same fonts installed, and won’t screw up your slide show before they get a chance to view it. The answer is to export the presentation as a QuickTime movie. Here’s how: 1. Choose File➪Save as Movie. The Save As sheet appears. 2. Click the Movie Options button near the bottom of the Save As sheet. The Movie Options dialog appears, as shown in Figure 11-14. 3. Do the following on the Movie Settings tab: a. Choose an optimization from the pop-up menu. Your options are Size, Smooth Playback, Quality, and Automatic (Normal). You can’t go wrong sticking with Automatic. b. Change the movie size, if you want. Bear in mind that if you make it much smaller than the default (640 x 480), it may not be legible. c. On the Slide Transitions pop-up menu, choose either Follow Slide Show Settings to use the transitions you applied or None to eliminate all transitions.

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Chapter 11: Making Your Slide Shows Sing To export your presentation to iPhoto, follow these steps: 1. Choose File➪Share➪Send To iPhoto. The Send to iPhoto dialog appears. 2. Type a name for this slide show in the New Album Name field. 3. Choose a file format — JPEG or PNG — from the Format pop-up menu. 4. To send the slides you’ve already selected in Slide Sorter view, click the Selected radio button. If you want to send only some slides to iPhoto (instead of all of them), don’t forget to start by selecting the slides you want to send in either Normal view or Slide Sorter view. 5. Click the Send to iPhoto button. iPhoto opens and displays a new album containing your slides.

Exporting a presentation as a PDF file PDF, as you may already know, stands for Portable Document Format — the file format created by Adobe Systems for exchanging documents without regard for hardware, software, operating system, or installed fonts. So, a PDF file you create on a Mac will look exactly the same, regardless of the type of hardware, software, or operating system that is used to view it. The PDF feature is built into Mac OS X and is available in any application that has a Print dialog. The good news is that you have the same options as you have when printing hard copy. So, you can export a PDF file of slides, handouts (2, 3, 4, 6, or 9 slides per page), notes, or an outline. You can also select a subset of your slides in Slide Sorter view and create a PDF that contains only those slides. Exporting a PDF file couldn’t be easier. To export your presentation as a PDF, follow these steps: 1. Choose File➪Print. The Print dialog appears. 2. Set any print options in the Print dialog, as described in the previous section. You’re not going to print the presentation, but this is what you need to do to specify the following for your PDF file: a. To include some (but not all) of your slides in the PDF, do one of the following: To include a range of contiguous slides (such as Slides 6 to 9 or Slides 2 to 11), click the From radio button and specify the starting and ending slide numbers in the From and To fields.

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Part III: Powerful Presentations with Microsoft PowerPoint Menu and toolbar customization Customizing PowerPoint is easy; you can add or delete any command on any toolbar or menu, if you care to. In Chapter 3, I cover customizing in all your Office applications, but in case you don’t feel like flipping to that chapter, here are the steps for customizing a toolbar or menu: 1. Choose View➪Toolbars➪Customize Toolbars and Menus to open the Customize Toolbars and Menus dialog. 2. Click the Toolbars and Menus tab. 3a. To customize a menu, select the Show check box next to Menu Bar. A smaller representation of the menu bar appears below the real menu bar. 3b. To customize a toolbar, select the Show check box next to that toolbar’s name. The toolbar you selected appears, ready to be customized. To move or delete an item on a toolbar or menu, click to select it and then drag the item off the menu. Drop the item anywhere except on another menu or toolbar and — poof — it’s gone! If you want to move an item on any menu or toolbar to another menu or toolbar, just click and drag the item to the new location.

Proofing and reference tools The spelling checker in PowerPoint works the same as the one in Word, as do all the reference tools in the PowerPoint Toolbox — the thesaurus and two dictionaries plus the Translation and Web Search tools. If you need help using any of these tools, refer to Chapter 6. The one thing Word has that PowerPoint doesn’t have is grammar checking. If you aren’t confident in your grammatical prowess, you might want to export your presentation in a format that Word can relate to and use the Word grammar checker on the text in your slide show. To do so, follow these steps: 1. Click the Outline button at the top of the left pane of your presentation. 2. Click anywhere in your outline and then choose Edit➪Select All (or press Command+A). 3. Choose Edit➪Copy (or press Command+C) to copy the text to the Clipboard. 4. Launch Word and choose File➪New Blank Document to create a new, blank document. Note that this step may not be necessary. If a blank document appears on your screen when you launch Word, you can simply launch Word. 5. Choose Edit➪Paste (or press Command+V) to paste the text from the Clipboard into the Word document.

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Using the presenter tools PowerPoint offers a set of tools that help you rehearse and present your slides. If your computer has two monitors connected, as it does when you’re using a projector, you can see Presenter view on your laptop screen and show slides on the second screen (the projector). But even if you have only one display available, Presenter view is handy for rehearsing your presentation. A picture is worth a thousand words, so Figure 12-3 shows Presenter view in action. Here’s a blow-by-blow description of how you can use each tool: ✓ Thumbnails: Gain immediate access to any slide in the show. Without thumbnails, you might have to click repeatedly, or even stop and restart the show, to display an earlier (or later) slide out of sequence. ✓ Current Time: Display the current time in the upper left corner. ✓ Timer: Keep track of how long you’ve been speaking. Click the Play/Pause button in the Elapsed display to start and pause the timer, or click the Reset icon (which looks like a circular arrow) to reset the elapsed time display. ✓ Audience view: Show the material being projected on the second screen in a two-screen setup. ✓ Next and Previous Slide buttons: Display the next and previous slides. (D’oh.) ✓ Preview window: Show the next slide or, if you’ve added animation to a slide, the next object that will appear. ✓ Speaker Notes: Display any notes you may have added to your slides. ✓ Meeting Notes: Type notes in this box while you present.

Working with a single display If you don’t have two displays available, don’t fret. Although you can’t use the Presenter Tools screen during your slide show, PowerPoint still has some tools you can use.

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Part IV: Crunching Data with Microsoft’s Most Excellent Excel Just as it does for Word, PowerPoint, and Entourage, Office 2011 offers Excel templates via the Microsoft Workbook Gallery — these local templates are installed as part of Office and you don’t have to be online to access them. Just as Word templates provide a starting point when you want to create a specific type of word processing document (for example, a newsletter or a flyer), Excel templates give you a head start and framework for creating specific spreadsheet documents or performing common spreadsheet tasks (such as managing a household budget or computing and structuring a home mortgage). And don’t forget that Internet thing. Excel also offers online templates contributed by other Excel users. You can find a huge number of templates covering all sorts of common spreadsheet tasks. You can also find specific templates for DVD movie collections, billing statements, timesheets, and more. Heck, you can find templates for purposes you’d never expect. Of course, you need an active Internet connection in order to load these templates. The following sections provide more details about finding and taking advantage of Excel templates.

Choosing a local template The Workbook Gallery collects all the Microsoft-supplied local Excel templates in subcategories, as described in this list: ✓ My Templates contains the templates you’ve created and saved yourself. ✓ Time Management includes calendars, to-do lists, and a helpful Pros versus Cons comparison list for decision-making. ✓ Business Essentials includes a number of templates that are perfect for the small-business owner, such as time and inventory tracking, a customer list, and a price list. ✓ Personal Finance provides a household budget, loan calculator, and wedding budget template. ✓ Business Finance includes expense report, invoice, budget, and cash flow templates for your business. ✓ Graph Paper includes templates for specifically sized and formatted grids. To create a document from a local Workbook Gallery template, follow these steps:

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Absolute versus relative references At first blush, cell references give the impression that the cell you name is the cell you get, but that isn’t the case. For example, when you construct a formula in B1 that totals the values in A1:A10, you specify =SUM(A1:A10). But when you copy the formula in B1 into D1, the copy in D1 appears as =SUM(C1:C10). That’s because Excel stores the cell locations by their position relative to the cell containing the formula — this is what relative references means. This behavior is normally what to want, at least if you’re anything like the generations of spreadsheet users who have preceded you. After all, you’re likely to want to total or average multiple columns more often than you want to repeat a total or average in multiple places (and you can do that in the preceding example by just placing a formula such as =B1 in cell

D1). Relative references also come in handy as you add or remove columns and rows because, even as a cell’s address changes (for example, removing column E makes column F the new column E), the reference still points to the same cell. Sometimes, though, you want an absolute address (for example, referencing a list of commission rates or sales tax percentages), and Excel obliges this desire at the cost of typing an additional character or two. Those characters are dollar signs ($). For example, $A$10 always means cell A10, absolutely, and this gives you absolute references. You can even have mixed references, where the row is absolute and the column is relative (or vice versa), such as $A10 or A$10.

Keeping track of Excel formulas with the Formula Builder With the multitude of Excel built-in functions, many sporting somewhat cryptic names and taking multiple arguments, remembering just which function you need at any given time can be a daunting task. Excel eases the pain with the Formula Builder. You can display the Formula Builder palette (shown in Figure 14-7) by clicking the Formula Builder icon on the Formulas tab — it’s the third icon from the left. You can adjust the height of this list box by dragging the handle (the three dots) beneath it up or down. Also, you can click the More Help on This Function link in the Description box to call Excel Help and display a full description of the selected function. Selecting a function in the list gives you a brief description of it, as shown in Figure 14-7, but double-clicking the function name expands the Formula Builder’s window (as shown in Figure 14-8), which is ready for you to start plugging in argument values as Excel starts building your formula in the selected cell.

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Part IV: Crunching Data with Microsoft’s Most Excellent Excel 3. Enter the target text or number in the Find What text box. 4. Enter the replacement value in the Replace With text box. 5. (Optional) Choose from the Within pop-up menu to specify whether to search only in the current sheet or all sheets in the workbook. Choose from the Search pop-up menu to search by row or column. The Match Case check box makes a text search case-sensitive, and the Find Entire Cells Only check box confines the search to exact matches. (For example, a search for Frank doesn’t match a cell containing Frank Sinatra.) 6. Click Find Next. 7. If you want to replace the found value with your replacement value, click Replace. 8. Repeat Steps 6 and 7 as often as you want. 9. (Optional) To perform a blanket replacement without inspecting the found values, click Replace All rather than perform Steps 6 through 8. 10. Click Close when you’re done.

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Creating and Formatting Charts Fred Barnard is credited with coining the maxim “A picture is worth a thousand words” and attributing it to a Chinese proverb. The proverb is even more appropriate in reference to numbers rather than words — at least in the opinion of the USA Today editorial staff (and most other mainstream media), in which charts and graphs abound when presenting statistical information. Excel offers a wide range of chart categories. Each category includes two or more of the following variations on the theme, enabling you to graphically communicate your data: ✓ A column chart is useful when you want to illustrate a comparison of values over time, such as monthly receipts or expenses. ✓ A line chart is most often used to track trends, such as stock prices or inventory levels over time, where each data point is connected to the next one by a line. ✓ A pie chart is an incredibly popular way to demonstrate which portion of a whole each category comprises (for example, which percentage of all vehicles sold were Fords). ✓ A bar chart is used to illustrate comparisons among individual items. Essentially, it’s a column chart, rotated 90 degrees, that’s less likely than a column chart to be time-based. ✓ An area chart is, in effect, an aggregate line chart, showing a total and which portion of the total each subtotal contributes. ✓ A scatter chart (or XY chart) is used to show data distribution and is handy for locating cluster points. ✓ A bubble chart employs a third value to form a bubble around the cluster points in a scatter chart. ✓ A stock chart is generally used (as its name implies) to illustrate high, low, and closing stock prices. ✓ A surface chart acts similarly to a complex area chart, allowing you to visually demonstrate interactions of multiple values, such as longitude, latitude, and elevation (for a topographic map). ✓ A doughnut chart is similar to a pie chart in that it illustrates which portion of a whole each component comprises. However, in contrast to a pie chart, a doughnut chart can show the apportionment of multiple wholes in nested concentric rings. ✓ A radar chart plots each row’s values along separate axes drawn from the center to the vertex of a regular polygon. (Four rows result in a quadrilateral, five result in a pentagon, eight in an octagon, and so on.)

Chapter 15: Enhancing and Printing Your Excel Spreadsheets Using the controls on the Ribbon’s Format Picture tab, you can recolor, crop, and adjust, nondestructively, the appearance of any selected picture on your sheet. You can even right-click the picture and choose Change Picture to substitute a new image in place of the existing image without losing any other formatting you’ve performed on the old image. Or, you can click the Reset icon on the Format Picture tab and remove any adjustments you’ve made to the image.

Adding Formatting and Special Effects Mac OS X is a graphics powerhouse, and the Office Ribbon takes extensive advantage of its available features. In addition to all the expected text formatting capabilities, the Ribbon is context-sensitive, which means that when you select a chart or graphic on a sheet, tabs appear that let you tweak those objects’ appearance. The Ribbon offers so many ways for you to adjust appearance that comprehensive coverage would far exceed the size of this book. I hit just a few high points here, but rest assured that the general techniques involved remain the same for all formatting features, with details tailored to the particular object you’re formatting. The Format Picture tab, shown in Figure 15-7, includes the following tools to let you alter a selected image: ✓ Recolor: Adjust the image color. ✓ Crop: Adjust the image size. ✓ Set Transparent Color (from the Recolor pop-up menu): Make a specific color transparent. ✓ Effects: Apply a plethora of Photoshop-like special effects and filters. ✓ Reset: Undo all applied formatting and effects. Figure 15-7: The Format Picture tab lets you apply both fine and coarse adjustments to your graphics.

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Chapter 16: Advanced Spreadsheeting ✓ Standard font: As its name implies, use this text box (or the associated pop-up menu) to specify your preferred font. The default is the aptly named Body Font — better known as Calibri. (You can also specify a default size for your chosen font by using the Size text box and pop-up menu.) ✓ Open Excel Workbook Gallery: If you work primarily with existing documents and find the Gallery an unnecessary addition when you first launch Excel, deselect this check box and the application immediately displays a new, blank workbook. ✓ Preferred file location: This feature is a really nice touch. You can specify a default folder path to display in the Open and Save dialogs. If you don’t specify a default, Excel presents you with the last folder in which you opened or saved a file in Excel.

View pane The View pane controls what Excel features are visible and how some features are displayed. You find options in these boxes to establish default behaviors: ✓ Settings: You can hide or show either the Formula Bar or the status bar (both are shown by default) and specify whether new sheets appear in Normal or Page Layout view. Excel’s default is to display new sheets in Normal view. ✓ For Comments, Show: Controls whether and how comments are shown. See the section “Collaboration and Revision Tracking (a.k.a. Change Tracking),” later in this chapter, for a discussion of comments. ✓ For Objects, Show: Controls whether non-cell data, such as graphics, charts, text boxes, and WordArt, are shown in their entirety, displayed as gray rectangles, or completely hidden. ✓ Window Options: Holds most of the truly interesting settings. This box controls how Excel displays your sheets. Show Formulas controls whether Excel displays a cell’s formula or the formula’s calculated result.

Edit pane The Edit pane controls how Excel behaves while you’re editing a sheet (for example, when you enter data and how you interact with cells). On this pane, you can specify how Excel interprets two-digit year values when you enter a date. By default, Excel interprets 00 to 29 as 2000 to 2029 and 30 to 99 as 1930 to 1999. As you can see in Chapter 14, you can turn the Paste and AutoFill (Insert) smart buttons off and on in the Edit pane.

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Part IV: Crunching Data with Microsoft’s Most Excellent Excel AutoCorrect pane In the AutoCorrect pane, you can access the Excel subset of Word’s AutoCorrect preferences. Check out Chapter 6 for the scoop on Word’s AutoCorrect.

Chart pane The Chart pane has two main areas. The first area is available only when a chart is selected and is named, unoriginally, Selected Chart. In this area, you specify whether empty cells should be ignored, plotted as zeroes, or interpolated (assigned a value based on adjoining values), and whether hidden cells should be included in the chart. The Chart ScreenTips area (in the center of the pane) lets you specify whether values and/or chart names should appear in tip rectangles when the cursor hovers over the chart or a point on the chart.

Calculation pane The Calculation pane, which appears when you click the Calculation button in the Formulas and Lists row, has three sections: ✓ Calculate Sheets: Lets you specify whether formulas recalculate automatically (for example, when any referenced cell’s value, name, or formula changes). The default is Automatically, but you can choose Automatically Except for Data Tables or Manually as well. ✓ Iteration: Use these controls to limit how many calculations Excel performs when it encounters a circular reference or performs a goal-seeking calculation. (The default is 100.) Similarly, you can tell Excel to stop recalculating when results differ from the previous result by less than a set limit. (The default is 0.001.) ✓ Workbook Options: Lets you specify whether to use the 1904 date system (the date system based on the Macintosh system clock, in which time began at midnight, January 1, 1904). You can also have Excel store values retrieved from external links (the default setting). By default, Excel stores everything to 15 decimal places; however, if you select Set Precision As Displayed, Excel stores only as many decimal places as you set for display precision. (The default display precision can be set in the Editing preference pane.)

Error Checking pane The Error Checking pane controls which errors are flagged. (See Chapter 14 for more details about error checking.)

Chapter 16: Advanced Spreadsheeting Custom Lists pane In the Custom Lists pane, you can add to the four Custom Lists with which Excel ships. See Chapter 15 for a fuller discussion.

AutoComplete pane AutoComplete preferences tell Excel when and how to suggest values while you type, such as for function names (see Chapter 14) and text values.

Tables pane By default, Excel references table names in formulas and resizes tables automatically if they span more than one column or row. You can turn off this perfectly legitimate behavior from the Tables preference pane.

Filter pane Talk about overkill! This pane has just one setting: By default, Excel displays dates grouped by year/month/day in a filtered column. Disable the Show Dates in Groups check box to turn off this feature. The third preference category, Sharing and Privacy, includes the Save preference pane, in which you can tell Excel how frequently you want it to autosave (the default is every ten minutes) and whether you want it to save a preview picture for new files. (If you have Tiger, which doesn’t have Snow Leopard’s Quick Look functionality available, you may find saving preview pictures especially useful.)

Compatibility pane The Compatibility pane is a major destination, especially if you plan to share your workbooks with other users. In addition to pointing out when you use features not available in other Excel versions on either the Mac or on Windows, you can specify the default file format in which Excel saves workbooks. By default, Excel saves workbooks in .xlsx format (an XML-based format introduced in Excel 2007 on Windows), but if you need to interact with users of older versions, you should probably opt for the older .xls format, used by Excel 97 through Excel 2004. (Other formats are available, including various interchange formats, such as comma-separated and tab-delimited text.)

Security pane In the Security pane, remove personal information (such as the authorship information on the File Info Summary tab), and activate a warning that appears when you’re opening a workbook that contains macros. Even though Excel 2011 doesn’t allow you to create new macros or edit or execute existing macros, you can still be a Typhoid Mary, passing on macro viruses while remaining immune.

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Ribbon pane As you might expect, the Ribbon gets the attention it deserves in the Excel preferences, including the ability to show or hide individual tabs and even to change the order of the tabs to match your needs. If you need to turn off the Ribbon completely, just disable the Turn On the Ribbon check box.

Toolbars and menus The View menu houses one very useful customization feature: the Customize Toolbars and Menus command (choose View➪Toolbars➪Customize Toolbars and Menus). This feature would be right at home in Excel preferences and seems (to me, anyway) somewhat ill-placed on the View menu. You’re unlikely to find a model home in which every aspect is exactly the way you want it. The home might be slightly more expensive than is comfortable, you might want to repaint a room, or you might decide to replace the living room carpeting. A perfect match is rare. Like the model home, Excel might be close to what you want but still leave you feeling the need to tweak it. For example, you might find Excel’s menus cluttered with features you don’t need; for example, if you use Excel almost exclusively as a List Manager, you probably don’t need Pivot Tables (which appears on the Data menu). Similarly, you might want a single toolbar that contains the tools and commands you use most often or a keyboard shortcut assigned to a frequently used menu command. Look no further than the Customize Toolbars and Menus dialog for all such activity.

Conditional Formatting Excel, like other spreadsheets, has its genesis in VisiCalc, an electronic ledger. One common practice in ledgers is to use different ink colors to highlight specific characteristics: For example, red ink can indicate a loss or negative value, and black ink can indicate a positive value. These color uses have become part of common English vernacular — something’s “in the red” when it’s losing money and “in the black” when it’s showing a profit.

Chapter 16: Advanced Spreadsheeting Similarly to how you can name a specific cell, you can also name a cell or range of cells and use that name in formulas rather than use the less descriptive cell references. To name a cell range, follow these steps: 1. Select the cells you want to name. 2. In the Formula Bar’s Name box (the box at the far left end of the bar), type a descriptive name for your choice. Names must start with a letter or an underscore; consist of only letters, digits, periods, or underscores; be different from any cell reference; and be no longer than 255 characters. You can use both uppercase and lowercase characters, but Excel treats names as case-insensitive, so unit_cost and Unit_Cost are considered the same name. You can now reference the cell range by name in formulas. For example, entering =AVERAGE(Unit_Cost) in the preceding example is the same as entering =AVERAGE(B5:H5), but you can more easily recognize which cells the first formula is describing.

Working with Multiple Worksheets Excel workbooks can contain more than one sheet. In fact, previous versions of Excel defaulted to three sheets in newly created workbooks. (Excel 2011 defaults to one, but you can change that number in Excel’s General preference pane by typing a new value into the Sheets in New Workbook text box.) Also, you can add sheets to your existing workbooks when you have the need (or desire). You may wonder why you’d want multiple sheets in a workbook. There are as many answers to that as there are to why you’d want to have multiple pages in a notebook. A teacher might want a grade book that contains one sheet for every class taught — keeping related data in one file is surely more convenient than managing multiple files. Or, you might want to consolidate your financial data into one book, with separate sheets for checking accounts, savings accounts, brokerage accounts, and credit cards. Excel offers many ways to add sheets to an existing workbook: ✓ Choose Insert➪Sheet and then choose the type of sheet from the submenu that appears (Blank, Chart, Macro, or Dialog). ✓ Click the plus (+) tab near the bottom of the workbook window to add a new, empty sheet. ✓ To add a new, empty sheet, right-click any sheet’s name tab and choose Insert from the shortcut menu that appears.

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Part IV: Crunching Data with Microsoft’s Most Excellent Excel Removing a hyperlink is simplicity itself. Right-click a cell that contains a hyperlink and select Remove Hyperlink from the shortcut menu that appears. Similarly, if you want to modify or otherwise edit an existing hyperlink, rightclick the cell containing the hyperlink and choose Edit Hyperlink.

Collaboration and Revision Tracking (a.k.a. Change Tracking) Sometimes, it takes a village (or, at least, a group) to create a spreadsheet. If your project requires input from multiple parties, you’ll truly appreciate Excel’s support for collaboration (or what Microsoft calls workbook sharing) and revision tracking. When you turn on change tracking, Excel automatically turns on workbook sharing, which disables a number of Excel features, including ✓ Creating or modifying conditional formatting ✓ Merging cells ✓ Adding or changing charts, pictures, shapes, and hyperlinks So, if you want to perform any of these tasks, do so before you turn on change tracking and workbook sharing (or simply don’t even turn them on).

Sharing a workbook To turn on workbook sharing, follow these steps: 1. Choose Tools➪Share Workbook. The Share Workbook dialog appears, as shown in Figure 16-6. 2. If the Editing pane isn’t already visible, click the Editing tab and then select the Allow Changes By More Than One User at the Same Time check box. 3. Click the Advanced tab. 4. (Optional) Set a new value for the number of days you want Excel to track changes in the Keep Change History for ___ Days text box. (The default is 30 days.) Although Excel retains any changed data before the number of specified days passes, it “forgets” which data was changed or which user made the change. In other words, after the number of days passes, the change is automatically accepted.

Chapter 16: Advanced Spreadsheeting 2. Specify the types of changes you want to consider (the default is All, but you can limit the considered changes to a specific user, timeframe, or cell range) by choosing from the pop-up menu and click OK. The Accept or Reject Changes dialog appears (see Figure 16-9). Figure 16-9: Step through the change history in the Accept or Reject Changes dialog.

3. Click the Accept or Reject button for each change. Excel proceeds to the next change. Alternatively, you can click Accept All or Reject All to have Excel perform a blanket acceptance or rejection of all subsequent changes, without your input for each individual change. 4. Click Close when you finish. The Accept or Reject Changes dialog closes, and you return to your worksheet. With this sort of control, you can relate to the Mel Brooks line in History of the World, Part I — “It’s good to be king!”

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Chapter 18: Outlook Online

How to obtain information about your e-mail account In case you don’t know what type of account you have or you don’t know any of the information you need to set up your account manually, here are some ways to find it:

✓ Search on your e-mail provider’s Web site. ✓ Call your e-mail provider on the telephone.

✓ Look in the documentation or paperwork you received with your cable or DSL modem or router.

Now you need to type something into each of those fields, and here’s the lowdown on what they are: ✓ User Name: Your name. It appears in the From field in outgoing e-mail messages, so don’t get cute here. ✓ E-Mail Address: The e-mail address for this e-mail account, which you entered earlier. ✓ Incoming Server: The name of the mail server that receives your mail. ✓ Outgoing Server: The name of the SMTP server that sends your mail. Filling in this field might get a little tricky. If you don’t know the name of your mail and SMTP servers off the top of your head, refer to the nearby sidebar “How to obtain information about your e-mail account.” ✓ Password: The password for this e-mail account, which you entered earlier. When you’ve finished filling in these fields, click Add Account. Alas, when you set up an account manually, no verification procedure takes place. It either works or it doesn’t. To find out, send yourself an e-mail message by following these steps: 1. Choose File➪New➪Mail Message (or press Command+N). If you prefer buttons, click the Home tab on the Ribbon and click the E-mail button (which is the first button in the Home group). 2. If you have more than one account, choose the one you just set up manually on the From pop-up menu. 3. Type the e-mail address of this account in the To field.

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Part V: Microsoft Outlook: Miraculous Manager of Most Things Accounts pane As you might recall if you’ve read earlier chapters of this book, the Accounts pane lets you add and manage your e-mail accounts — it’s the repository of All Things Technical for all your e-mail providers.

Notification and Sounds pane The Notification and Sounds pane lets you determine which kind of alert (if any) you want when new mail arrives and also lets you turn on or off individual mail sounds (New Message, Mailbox Sync Error, or Reminder, for example).

Categories pane You can manage your Outlook categories from the Categories pane: add, edit, and delete categories; change the color associated with them; and specify which categories should appear in the Navigation pane.

Fonts pane The Fonts pane lets you choose default fonts for both HTML and plain-text e-mail messages as well as the font size to use for lists.

AutoCorrect pane In the Spelling pane, you can turn on or off many aspects of AutoCorrect and AutoFormat and adjust spelling and grammar rules.

Roll over, Beethoven, and catch the E-Mail preferences The following five panes deal specifically with the Mail module.

Reading pane The Reading pane lets you specify what happens after you delete or file an open message. You can also configure how Outlook handles threaded conversations and whether Mail should automatically download embedded pictures that appear in e-mail messages.

Composing pane You use the Composing pane to specify how to format replies and forwarded messages and whether to add attribution text to mail automatically. This pane also offers options that specify Outlook’s default behavior when

Chapter 20: Getting Advanced with Outlook handling replies and forwarded e-mail messages. (Note that the two tabs let you separately configure HTML and plain text messages.)

Signatures pane Refer to Chapter 18 for the skinny on adding signatures to your e-mail messages using the settings on the Signatures pane.

Rules pane You can use the settings on the Rules pane to help automate message handling within Outlook — Chapter 18 demonstrates rules in action.

Schedules pane Why not allow Outlook to take care of mundane chores such as sending and receiving mail or emptying the Deleted Items folder? You can automate these tasks by using schedules, as I demonstrate in Chapter 18.

Everything but the Kitchen Sync The last section of the Outlook Preferences window lumps together a number of panes that address specific modules and features — I guess they don’t fit anywhere else. (I’ll have to leave myself a note in Outlook to ask Microsoft.)

Calendar pane Customize the Calendar module to match your workday and the duration of your workweek, set the default reminder time, and set the default time zone.

Why you should bother with synchronization You have a compelling reason for using synchronization, other than just to import Address Book data into Outlook and be done with it. The reason is that many applications can access data in Address Book but not in Outlook. For example, I have a label printer that can use Address Book but not Outlook to look up and print address labels.

If you synchronize the data, the contents of the Outlook Contacts module should be exactly the same as the contents of the Mac OS X Address Book.

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Chapter 22: Ten Timesaving Shortcuts and Tips for Enhanced Productivity Here’s another example: I rarely want to convert URLs (Internet addresses) to hyperlinks in my Office documents so that I can avoid accidentally opening Web pages by clicking, rather than selecting, links. So I always turn off that option in an application’s AutoCorrect preference pane. I have no way to predict which preference settings will make your life better, so I encourage you to find some time to try them all.

Save a Document As a PDF File Sometimes you want to send someone a Word, Excel, or PowerPoint document but, for some reason, not the actual Word, Excel, or PowerPoint file. Why might you not want to send the file? Maybe you’re not sure that your recipient has a copy of Office. Perhaps you don’t want him to be able to edit (change) the document. Or, you might have used fonts that you don’t think the recipient has installed and you want to ensure that the document looks right when it’s opened. The solution to all these dilemmas is to send a PDF file. The Portable Document Format (PDF), invented by Adobe in 1993, has become the de facto standard for sharing documents among different applications, operating systems, hardware configurations, and installed fonts. A PDF file always looks exactly the same, regardless of your computer type (such as Dell, HP, or Apple), operating system (Mac, Windows, or Linux, for example), application software (such as Adobe Reader or Preview), or fonts used in the original document. To be sure that the recipient sees what you intended for her to see, your best bet is to send a PDF file instead of a Word, Excel, or PowerPoint document. To create a PDF document from one of these document types, follow these steps: 1. Choose File➪Print. The Print dialog appears. 2. Choose Save As PDF from the menu that opens when you click the PDF in the lower-left corner of the dialog. The standard Save File dialog appears. 3. Name the file. 4. Navigate to the folder you want to save the file in. 5. Click the Save button.

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Chapter 23: Ten Ways to Customize Office For example, the text in this book uses more than 30 different styles, so I created a new toolbar and added to it every style I use in this book. I discuss this toolbar in Chapter 8. Using the toolbar was an incredible timesaver compared to the other ways I might have applied styles to text. Any of my other options — scrolling the Styles menu on the Formatting toolbar or Styles panel of the Toolbox or opening the Styles dialog (by choosing Format➪Styles) and scrolling the list of styles there — would have taken considerably more time and effort each time. And, when you consider that you might apply a style a hundred times in a lengthy document you’re working on, creating your own toolbar can add up to a lot of time and effort saved. So think about creating a custom toolbar for commands (or styles) you use often.

Deal with Frequently Used Documents If you work on the same document regularly, you can usually reopen it quickly by choosing File➪Open Recent. And, if you don’t see the document on the Open Recent submenu, you can choose File➪Open Recent➪More to open the Project Gallery, which shows you a longer list of recently used files. Unfortunately, if you haven’t worked on the document for a while, it may not appear in either place — the Open Recent submenu or the Project Gallery’s Recent tab. Fortunately, you can choose Word➪Preferences, click the General icon, and then increase the number of documents displayed on the Open Recent submenu. (The maximum is 99.) Unfortunately, a submenu with 99 items on it is unwieldy, to say the least. Fortunately, you can add to the Work menu (next to Help) any document you like. To add the document you’re working on, simply choose Work➪Add to Work Menu. From now on, you can open that document by selecting it from the Work menu. This technique offers two advantages over the Open Recent submenu and the Project Gallery’s Recent tab: ✓ The document never disappears from the Work menu, even if you have opened hundreds of files since the last time you opened it. ✓ Unless you add a lot of documents to the Work menu, the menu is relatively short, making it easy to find the documents you want to open.

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•C• Calculation pane (Excel Preferences), 300 Calendar module (Outlook) activating, 352 deleting events, 357 invitations to meetings, sending, 356 overview, 318–319 printing events, 357 scheduling appointments and meetings, 353–356 views, 353, 354 Calendar pane (Outlook Preferences), 369 categories assigning to contacts, 351 creating, editing, and deleting, 351 Categories pane (Outlook), 368 Categorize button (Outlook Contacts), 351 cells. See Excel, cells Chambers, Mark (Mac OS X Snow Leopard All-in-One For Dummies), 319 Change Picture command, 283, 284 Chart Layout, Ribbon, 31–32, 194, 195, 279–280 Chart pane (Excel Preferences), 300 Chart Screen Tips area (Excel), 300 charts animating in PowerPoint, 222–223 creating Excel, 278–279 in PowerPoint, 193–197 formatting Excel, 278–280 Sparklines, 23 types, 278 Charts tab, Ribbon, 86, 193, 196, 279 Clip Art Browser, 72 clip art images, 70–72, 281, 375–376 Clip Gallery, 70–71, 375–376 Clip, 70–71, 375–376 Clipboard, 93 cloud-based file storage, 15–16, 43–45 co-authoring, 18 collaboration features accepting or rejecting changes, 158–160 Excel, 308–311 PowerPoint, 239–240 tracking changes, 157 Word, 156–160

color customizing PowerPoint theme, 181 font, 78 Colors menu (PowerPoint), 182 column chart, 278, 281 columns creating in Word, 132–134 names in Excel, 253 Outlook, 364–365 PowerPoint tables, 192–193 resizing table, 139–140 Columns button, 132–133 Columns dialog (Word), 133–134 Command key, selecting text with, 74–76 Command Properties dialog (Office), 391 commands adding and removing menu, 391–392 toolbar, 31, 391 keyboard shortcuts, 394–395 comments, 158–159, 239–240 Communicator, Microsoft, 379 Compatibility pane (Excel), 301 Compatibility Report palette, 33 Composing pane (Outlook), 368–369 conditional formatting, 23, 302–304 Contact Group icon (Outlook), 349 Contacts list (Outlook) adding and removing contacts, 342–345 Advanced Search header, 348 finding contacts in, 346–348 groups, 349–350 resizing, 347 sorting, 346 Contacts module (Outlook) activating, 342 adding senders of e-mail message as contact, 344–345 categories, 351 creating a contact, 343–344 finding contacts, 346–348 groups, creating, 348–350 importing vCards, 342 List view, 347 overview, 317–318, 342 removing a contact, 345, 351 tools, Ribbon, 350–352 Contacts pane (Outlook Preferences), 370

Index Contacts Search (Outlook), 328, 346, 347 content placeholders, 191 Copy Format command, 152 copying and pasting Excel cell data, 261–263 images and text, 84–85, 90 cover page, deleting, 87–88 Create Contact window (Outlook), 343, 345 Crop tool, 283 cursor blinking, 70 move cursor, 279 selecting text with, 74 Custom Animation palette (PowerPoint), 216–218, 222 custom lists (Excel) creating, 286–287 sorting, 287–288 Custom Lists pane (Excel), 286–287, 301 Customer Experience Improvement Program, 12, 13 Customize Keyboard dialog, 35–37, 151, 152, 394–395 Customize Toolbar sheet (Outlook), 362–363 Customize Toolbars and Menus dialog Excel, 302 Office, 34–35, 389–392 PowerPoint, 238 Word, 147–151, 152 cutting and pasting, 90

•D• data labels, 194, 195 data recovery services, 378 Data tab, Ribbon, 272 Database Utility (Outlook), 378 Day view (Outlook Calendar), 353, 354 Default Signature menu (Outlook), 331 design elements (Word) headers and footers, 122–125 images, 119–122 indents, 130–132 margins, 129–130 overview, 118–119 tabs, 125, 126–129 Dialog Text dialog (Outlook), 340

Dictionary (Word), 104–106 disclosure triangle, 105–106, 145–146 display, for PowerPoint presentation, 244–247 distributing objects on slides, 208, 209 Dock icon, 385 Document Connection, 15–16 Document dialog (Word), 129 Document Elements tab, Ribbon, 85, 86 documents. See also Word backup copy, 42 creating Office, 37–39 with typewriter, 53 with word processor, 54 elements, 85–88 linking information in, 26 moving in documents, 64–66, 89–95 opening Office, 37–39 saving, 40–45 “in the cloud,” 43–45 as PDF file, 383–384 as Web page, 165–166 Word Notebook Layout type, 59–60 Word Publishing Layout type, 59–60 zooming in or out of, 63 domain, 335, 336 Double Strikethrough font option, 78 doughnut chart, 278 Draft view (Word), 55–56, 69–70 dragging and dropping images, 71–73, 83–84, 90 PowerPoint slides, 173 text, 83–84, 90 drawing a table, 138–139 Dreamweaver, 165–166 DriveSavers, 378 drop shadow effect, 188, 189 Dynamic Guides, PowerPoint, 208, 210 Dynamic Reordering, 22

•E• Edit menu, moving items to Formatting toolbar, 148, 149–150 Edit pane (Excel Preferences), 299 Edit Rule dialog (Outlook), 339, 340 Edit Schedule dialog (Outlook), 333

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Office 2011 for Mac For Dummies Effect Options menu (PowerPoint), 214, 216 effects adding to Excel, 284–286 drop shadow, 188, 189 PowerPoint animation, 215–223 Quick Styles and, 201–204 elements adding, 85–86 modifying, 87 removing, 87–88 ellipsis (...), 28 e-mail account setup automatic, 322–324 deciphering error messages, 326–327 manual, 324–327 adding sender as a contact, 344–345 attachments, 384 junk mail, 334–336 messages attachments, 330 creating, 327–328 formatting, 329–330 organizing in folders, 336–337 receiving, 332–334 searching, 337–338 signatures, 331–332 rules, 338–340 sending PDF files, 384 sharing file by, 44 E-Mail button (Outlook), 327, 350 Emphasis Effects (PowerPoint), 215–223 Entourage, 17, 24 Entrance Effects (PowerPoint), 215–223 envelopes, 160–162 Erase pen, 246 Error Checking (Excel), 268– 271, 300 Esc key, 28 Excel cells autofilling, 263–264 cell references, 265, 266, 304–305 copy and pasting data between, 261–263 data entry, editing, and formatting, 260–261 names, 252–254 naming ranges, 304–305 references, 265, 266 selecting, 255

changes accepting, 310–311 rejecting, 310–311 tracking, 309–310 collaboration, 308–311 column names, 253 custom lists creating, 286–287 sorting, 287–288 customizing Preferences, 297–302 toolbars and menus, 302 data copying and pasting, 261–263 entering, 260–261 filtering, 272–273 finding and replacing, 273–276 sorting, 271–272 described, 16 Error Checking, 268–271, 300 footers creating, 289 editing, 289–291 in Page Layout view, 288 formatting adding, 283–286 cell data, 260–261 cells, 262–263 conditional, 23, 302–304 Formula Bar, 260–261 formulas cell range name in, 305 creating, 265 Formula AutoComplete, 268 Formula Builder, 266–268 overview, 265 functions overview, 265 headers creating, 289 editing, 289–291 in Page Layout view, 288 hyperlinks, 306–308 keyboard shortcuts, 254–255 menus, 252 navigating, 254–255 new features, 22–24 overview, 251 pictures, adding, 281–283 Preferences dialog, 48, 297–302

Index printing spreadsheets, 291–295 selecting text and objects, 252 shapes, adding, 281–283 spread effects, adding, 283–286 templates online, 259–260 overview, 257–258 selecting, 258–259 user interface, 252 views, 254 worksheets, multiple, 305–306 Exchange, Microsoft, 322, 356–357 Exit Effects (PowerPoint), 215–223 exporting PowerPoint presentations, 229–236 PowerPoint slides as picture files, 231–232 eXtensible Markup Language (XML), 41

•F• Feedback pane Excel Preferences, 302 Outlook Preferences, 370 file format, 41 files opening, 37, 44–45 saving, 40–45 Filter pane (Excel Preferences), 301 filtering Excel data, 272–73 Outlook categories, 351 Find and Replace dialog (Word), 109–111 Find dialog (Excel), 273–275 Finder, 37 finding data in Excel, 273–275 Outlook contacts, 346–348 Flip4Mac, 377 folders, for e-mail messages, 336–337 Font dialog (Word), 76–78 Font Style, 76 fonts customizing PowerPoint theme, 181 formatting, 76–78, 193 installed with Office, 378–379 ligatures in, 20 in PowerPoint table, 193 previewing, 379 Show Typefaces in Font Menus option, 390

Fonts pane (Outlook Preferences), 368 footers adding lines to, 124–125 creating in Word, 122–124 Excel creating, 289 editing, 289–291 values of, 288 Forefront Invoice template, 115–116 Format Background dialog (PowerPoint), 187 format button, 262 Format Chart Area dialog (PowerPoint), 194, 195–196 Format Data Labels dialog (PowerPoint), 195 Format Data Point dialog (PowerPoint), 195, 196 Format Data Series dialog Excel, 279–280, 281 PowerPoint, 195, 196 Format menu, 110 Format Painter, 153, 386 Format Picture dialog Excel, 285–286 PowerPoint, 202, 204 Word, 81–82 Format Picture tab, Ribbon, 81, 121, 283–286 Format pop-up menu, 41 Format Shape dialog (PowerPoint), 188 Format tab, Ribbon, 136, 196 Format Text dialog (PowerPoint), 189 Format tool (Excel), 263, 304 formatting elements in documents, 87 e-mail message text, 329–330 Excel cell data, 260–261 cells, 262–263 charts, 278–280 conditional formatting, 302–304 with Format Painter, 386 images, 80–82 paragraphs, 78–80 tables in PowerPoint, 192–193 tables in Word, 139–142 text, 76–80 with Word styles, 144–147

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Office 2011 for Mac For Dummies Formatting Palette PowerPoint, 197 Word, 154 Formatting toolbar, 30, 79–80, 148, 391 Formula AutoComplete (Excel), 268 Formula Bar, Excel, 260–261 Formula Builder (Excel), 266–268 formulas, Excel, 265–268, 305 Full Screen view (Word), 57–58 functions, Excel, 265

•G• Gallery Recent Documents, 44–45, 385 templates in, 38–39, 114–115 Word Document, 114–115 Workbook, 258–259 Garage Technology Ventures, 176 General pane Excel Preferences, 298–299 Outlook Preferences, 367 Global Slide Master, 184–185 Google Groups, 315 grammar checking, 95–98, 238–239 graphics. See also images animating in PowerPoint, 215–222 Excel adding to spreadsheet, 281–283 formatting, 283–286 inline, 120 SmartArt, 197–199, 222–223 grayed-out menu items, 28, 29 grids, 137. See also tables Group window (Outlook), 349–350 groups, creating in Outlook, 348–350 guides, dynamic, 208, 210

•H• handles, 281–282 Handout Master (PowerPoint), 187 handouts, PowerPoint, 227 Header and Footer dialog (PowerPoint), 186–187 Header and Footer tab, Ribbon, 122–123 Header dialog (Excel), 293

header row, 271 Header/Footer tab, Excel Page Setup dialog, 293 Header/Footer toolbar (Excel), 289–291 headers adding lines to, 124–125 creating in Word, 122–124 Excel creating, 289 editing, 289–291 values of, 288 on PowerPoint slides, 186–187 Help feature, 19, 25, 49–50, 386 hiding text, 78 Highlight Changes dialog Excel, 309–310 Word, 157 holidays, importing to calendar, 376 Home tab, Ribbon, 79, 350–352 homonyms, 110 hyperlinks inserting in Excel, 306–307 in PowerPoint presentation, 241–242 removing in Excel, 308 hyphenation automatic, 102 manual, 101–102

•I• I-beam cursor, 74, 75 iCal, 318–319, 345 iChat, 374 icons hiding Ribbon, 365 toolbar, 67, 363 used in book, 4 IM button (Outlook Contacts), 351 images adding to Excel spreadsheet, 281–283 to Outlook note, 358–359 to PowerPoint presentation, 199–201 to Word document, 70–73, 119–120 clip art, 70–72, 281, 375–376 copying and pasting, 84–85, 90 dragging and dropping, 83–84, 90

Index exporting PowerPoint slides as, 231–232 formatting Excel, 283–286 Word, 80–82 moving in documents, 89–95 resizing, 120 rotating, 282 iMovie, 200, 231 Import dialog Clip Gallery, 376 Outlook Calendar, 376 indents, 130–132 Index and Tables dialog (Word), 154–156 Insert Hyperlink dialog Excel, 306–307 PowerPoint, 241 Insert menu (PowerPoint), 187 Insert Table dialog PowerPoint, 192–193 Word, 137 insertion point cursor, 70, 74, 75 installing Office 2011, 10 Instant Messenger, 374 Invite button (Outlook Calendar), 356 invoice template, 115–116 iPhone, 318 iPhoto, 73, 200, 231, 232–233, 281 iTunes, 200, 231 iWeb, 165

•J• Junk E-Mail Protection dialog (Outlook), 334–336 junk mail, 334–336

•K• Kawasaki, Guy (founder of Garage Technology Ventures), 176 keyboard shortcuts creating new, 395 customizing, 35–37, 151–153, 394–395 Excel, 254–255 memorizing, 381–382 navigating with, 66 removing, 394 table of, 66

Keyboard Shortcuts pane (Word), 152 known issues, 25

•L• Label Options dialog (Word), 163 labeling icons, 67 labels, creating, 161–165 Labels dialog (Word), 162–164 languages, 11–12 Layout Placeholders (PowerPoint), 187 layout, PowerPoint slide, 183 Layout Slide Master, 185 leader, 127–128 ligatures, font, 20 line chart, 278 lines, adding to header or footer, 124–125 List view, Outlook Contacts module, 347 lists Excel creating custom, 286–287 filtering, 272–273 sorting, 271–272, 287–288 overview, 134–135 Tasks, 359–360 Live ID, Windows, 21–22, 235

•M• Mac OS X Keyboard & Mouse System preference pane, 152 Mac OS X Leopard, 16–17 Mac OS X Snow Leopard All-in-One For Dummies (Chambers), 319 Mail Merge Manager, 26 Mail module (Outlook), 316–317. See also e-mail mailing labels, 26 Manage Rules dialog (Excel), 303–304 Manual Hyphenation dialog, 101–102 margins, 129–130 Margins tab, Excel Page Setup dialog, 292 markers, indent, 130–132 Mask to Shape menu item, 284 Master Placeholders (PowerPoint), 187 Master Text Styles object, 188, 189 Media Browser, 72, 124, 200–201, 281, 282, 358

403 0

404

Office 2011 for Mac For Dummies media files adding to PowerPoint slides, 199–201 embedded in e-mail message, 330 meeting canceling, 357 creating in Outlook, 353–356 sending invitations to, 356 Meeting Follow Up button (Outlook Contacts), 351 Meeting Notes (PowerPoint), 244 Menu Bar palette, 392 menus customizing Excel, 302 Office, 34–35, 389–390 PowerPoint, 238 Word, 147–151 Excel, 252 modifying, 391–392 Outlook, 320 using in Office applications, 27–29 messages. See e-mail, messages Messenger, Microsoft, 16, 351, 374 Microsoft Communicator, 379 Microsoft Document Connection, 15–16 Microsoft Excel. See Excel Microsoft Exchange, 322, 356–357 Microsoft Messenger, 16, 351, 374 Microsoft Office for Mac Academic 2011, 10 Microsoft Office for Mac Home and Business 2011 overview, 10 Microsoft Office for Mac Home and Student 2011 overview, 10 Microsoft Outlook. See Outlook Microsoft PowerPoint. See PowerPoint Microsoft Word. See Word MobileMe, 318, 370 Modern PivotTables, 23 Month view (Outlook Calendar), 353, 354 mouse dragging and dropping items with, 90 navigating with, 64 selecting text with, 74 move cursor, 279 Movie Options dialog (PowerPoint), 229

movies adding to presentation, 199–201 exporting PowerPoint presentations as QuickTime, 229–231 moving text or images, 89–95 My Day application, 373–374

•N• narration, recording, 242 navigating with keyboard, 66 with mouse, 64–66 Word documents, 64–66 Navigation pane Outlook Calendar, 353 Categories, 351 folder creation, 352 hiding/showing, 365 On My Computer area, 352 Smart Folders area, 348 PowerPoint, 242 Smart Folders folder, 338 using to remove an element, 88 New Custom Label dialog, 163 New Formatting Rule dialog, 304 New Style dialog (Word), 144–145, 146–147 Normal view Excel, 254 PowerPoint, 171–172, 180 Notebook Layout view (Word), 58–60, 387–388 notes adding to PowerPoint slide, 174 audio, 387–388 printing PowerPoint, 227, 228 Notes Master (PowerPoint), 187 Notes module (Outlook) activating, 357 creating a new note, 358 overview, 319, 358 photos in, 358–359 Notes Page view (PowerPoint), 174–175

Index Notification and Sounds pane (Outlook Preferences), 46–48, 368 Numbered lists, 134–135 Numbering tab, Format Text dialog, 189

•O• objects, PowerPoint aligning, 207–208, 210 animating, 215–223 arranging, 204–206 charts, 193–197 distributing, 208, 209 media files, 199–201 overview, 191–192 SmartArt, 197–199 tables, 192–193 title and text, 188–190 Office Address Book dialog (Outlook), 162 Office applications creating and saving documents, 37–45 customizing, 34–37 Help function, 49–50 linking documents, 26 menus, 27–29 preferences, 45–48 ribbon, 31–32 toolbars, 29–31 Toolbox, 32–34 Office Communications Server 2007, 379 Office folder, 16 Office for Mac 2011 customizing, 389–395 demo version, 12 editions of, 9 fonts installed with, 378–379 installing, 10–12 known issues, 25 new features, 16–24 older versions, dealing with, 13–14 setting up, 12–13 updating, 13 Web site, 377–378 Office Online (Web site), 259, 375 Office Scrapbook, 93–95 online reference tools, 104–107

online templates, 61, 259–260 Open File dialog (PowerPoint), 199 Open Recent feature, 385, 393 opening Gallery item, 39 Office document, 37–39 SkyDrive-stored files, 44–45 Order pane (Excel), 280 Organize tab, Ribbon (Outlook), 352 outline PowerPoint, 177–178 printing an outline, 227–228 Word, 178 Outline view (Word), 61–62 Outlook Advanced Search, 366 Apple Mail compared, 316–317, 345 columns, 364–365 creating a new document, 37 customizing, 361–363 Database Utility, 378 e-mail account names, 323 attachments, 330 creating messages, 327–328 formatting message text, 329–330 junk mail, 334–336 organizing messages in folders, 336–337 receiving messages, 332–334 rules, 338–340 searching, 337–338 setting up automatically, 322–324 setting up manually, 324–327 signatures, adding, 331–332 as Entourage replacement, 17, 24 functions of, 16 hiding Ribbon icons, 365 interface elements, hiding and showing, 365 layout, 363–366 modules Calendar, 318–319 Contacts, 317–318 Mail, 316–317 Notes, 319, 357–359 Tasks, 319–320, 359–360

405 0

406

Office 2011 for Mac For Dummies Outlook (continued) new features, 24 Notifications and Sounds preference pane, 46–48 overview, 315 Preferences, 331, 333, 339, 367–370 rebuilding database, 378 Ribbon tools, 350–352 Time Machine support, 24

•P• Page Layout view (Excel), 254 Page Setup dialog (Excel), 291–294 Page tab, Excel Page Setup dialog, 292 Page Width option, 63 paragraph formatting, 80–82 style, 145, 154 Paragraph dialog, 78–80 password Administrator account, 11, 12 e-mail account, 322, 324, 325 Paste Special command, 148, 149–150, 261–262 pasting, copying and Excel cell data, 261–263 text or images, 84–85, 90 PDF. See Portable Document Format (PDF) files Pen tool, 246, 247 pictures. See also images adding to Excel spreadsheet, 281–283 formatting Excel, 283–286 inserting into Outlook note, 358–359 pie chart, 278 PivotTables, 23 Playback Options menu, 200 pointer, options for PowerPoint presentations, 247 Portable Document Format (PDF) files exporting PowerPoint presentations as, 233–235 saving document as, 383–384 PowerPoint Comments feature, 239–240 dynamic guides, 208, 210

new features, 21–22 overview, 16, 169–170 presentation/slide show action buttons, 223–225 advancing slides, 215 aligning, 207–208, 210 animating charts, 222–223 animating text or graphics, 215–222 annotating slides, 247 arranging objects, 204–206 black or white screen, 247 charts, 193–197 distributing objects, 208, 209 ending, 173–174 exporting as files, 229–236 hyperlinks, 241–242 layouts, 183 media files, adding, 199–201 narration, 242 objects overview, 191–192 outline, 177–178 pausing, 247 pointer options, 247 printing, 225–228 Quick Styles and effects, 201–204 rehearsing, 243 setting timings, 243–244 sharing, 169–170, 225–236 Slide Masters, 184–187 SmartArt, 197–199, 222–223 starting new, 177, 180 tables, 192–193 10/20/30 rule, 176–177 themes, 180–182, 240 tips, 176–178 title and text objects, 188–190 transitions, 211–215 Web broadcasting of, 21 text boxes, 172 tools collaboration and revision tracking, 239–240 menu customization, 238 presenter, 244 proofing and reference, 238–239 templates, 240 toolbar customization, 238

Index view Audience, 244 Master, 175–176, 184–187 Normal, 171–172, 180 Notes Page, 174–175 overview, 170–171 Presenter, 175–176, 244 Slide Show, 173–174 Slide Sorter, 172–173 PowerPoint Broadcast Service, 21–22 preferences described, 45–46 setting for Office applications, 46–48 Preferences dialog Excel, 48, 264, 268, 297–302 Office 2011, 45–48, 382–383 Outlook, 331, 333, 339, 367–370 PowerPoint, 231 Ribbon, 17 Word, 96, 98, 148, 154 presentation. See PowerPoint Presenter menu (PowerPoint), 245 Presenter Tools screen (PowerPoint), 244–245 Presenter view, PowerPoint, 22, 175–176, 244 Preview window (PowerPoint), 244 Print dialog Excel, 294–295 Office 2011, 383 PowerPoint, 225–228, 233–234 Print Layout view (Word), 56–57, 69–70, 115 printing envelopes, 161–162 Excel spreadsheets, 291–295 labels, 164 Outlook Calendar events, 357 PowerPoint handouts, 227 notes, 227, 228 outline, 227–228 slides in, 225–227 Private button (Outlook Contacts), 352 product key, 12 Project Gallery dialog Recent tab, 393 templates in, 395

proofing tools, PowerPoint, 238–239 Publishing Layout view (Word), 58–61

•Q• question mark (?), 274 Quick Look feature, 330, 379 Quick Preview feature, 295 Quick Style list, Ribbon, 145–146 Quick Styles, 201–204 QuickTime exporting PowerPoint presentations as movie, 229–231 playing Windows media files, 377

•R• radar chart, 278 Radio buttons, 48 RapidWeaver, 165 Read Me document, 16 Reading pane (Outlook), 365, 368 Recent Documents, 39, 44–45, 385 Recent tab, Project Gallery, 393 Recolor tool, 283 Record Slide Show icon, 242 recording audio, 60, 387–388 reference tools online, 104–107 PowerPoint, 238–239 thesaurus, 102–104 Reference Tools palette, 32–33 rehearsing PowerPoint presentation, 243 relative references, 265, 266 Replace dialog (Excel), 275–276 Replace Font dialog (Word), 111 replacing advanced options, 109–111 data in Excel, 275–276 formatting in word, 108–109 text in Word, 107–108 resaving, 41 resizing handles, 281 images, 81, 120, 281 Outlook Contacts list, 347 table rows and columns, 139–140

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408

Office 2011 for Mac For Dummies Review pane, Word, 157–160 Review tab, Ribbon, 158–160 Ribbon. See also specific applications; specific tabs adding elements using, 86 context-sensitive nature of, 80, 283 customizing, 17, 363 features of, 17–18, 31–32 minimizing, 67–68 modifying elements using, 87 Outlook, 320 overview, 283 paragraph formatting with, 79–80 tabs, 85–86 Ribbon pane (Excel Preferences), 302 rotation handle, 81, 282 rows, resizing table, 139–140, 192–193 rules, for received messages, 338–340 Rules pane (Outlook), 339, 340, 369

•S• Safe Domains tab (Outlook), 335 Save As dialog (PowerPoint), 234 Save As sheet (Office), 40, 42 Save As Web Page command, 62, 165 Save AutoRecover feature, 43 Save Options, 42–43 Save, Save As compared to, 42 saving customized template, 117–118 document as Web page, 165–166 documents, 40–45 files to SkyDrive, 388 “in the cloud,” 43–45 PowerPoint themes, 182 scatter chart, 278 Schedules pane (Outlook), 333, 369 Scheduling Assistant, 356–357 Scrapbook, 93–95 ScreenTips, 390 scrolling, 64 Search field Gallery dialog, 39 Preferences dialog, 48

Search tab, Ribbon (Outlook), 337–338 searching advanced options, 109–111, 366 e-mail messages, 337–338 Excel filtering data, 272–273 finding and replacing data, 273–276 Find and Replace feature, 107–111 Outlook Contacts list, 346–348 saved searches, 338, 348 Security pane (Excel Preferences), 301 Select Changes to Accept or Reject dialog (Excel), 310 Select Place in Document dialog (Excel), 307 selecting in Excel, 252, 255 Outlook contacts, 350 PowerPoint slides, 180 text for editing and formatting, 73–76 Send & Receive All, 332, 333 Send & Receive submenu, 332 Send to iPhoto dialog (PowerPoint), 233 Set Transparent Color menu item, 283, 284 Set Up Show dialog (PowerPoint), 243 shadow effect, 188, 189 shape library, Office, 281 shapes, adding to Excel spreadsheet, 281–283 Share Workbook dialog (Excel), 308–309, 310 SharePoint, 18, 43–45 Sheet tab, Excel Page Setup dialog, 293–294 Shift key, selecting text with, 75 shortcuts. See keyboard shortcuts signature, adding to e-mail message, 331–332 Signatures pane (Outlook), 331, 369 SkyDrive, 16, 18, 43–45, 235–236, 388 Slide Masters (PowerPoint), 184–187 slide show. See PowerPoint Slide Show view (PowerPoint), 173–174 Slide Sorter view (PowerPoint), 172–173 slide timings, setting, 243–244 Slides pane (PowerPoint), 171–172, 185

Index slides (PowerPoint). See also PowerPoint adding text to, 172 annotating, 247 background, 187 comment insertion, 239–240 duplicating, 173 grouping into sections, 22 headers and footers, 186–187 hyperlinks, 241–242 layout overview, 183 masters, 184–187 narration, 242 printing, 225–227 rearranging, 172–173 selecting, 180 setting timings, 243–244 themes, 180–182 views, 171–176 SlideShare, 170 Small Caps font option, 78 smart buttons, 262 Smart Folders folder (Outlook), 338, 348 SmartArt animating in PowerPoint, 222–223 using, 197–199 SmartArt tab, Ribbon, 86 SMTP server, 325, 327 Snapz Pro X, 231 Snow Leopard Address Book, 345, 346 Sort dialog (Excel), 288 sorting Excel data, 271 Excel lists, 287–288 Outlook Contacts list, 346 sound adding to PowerPoint presentation, 199–201 for PowerPoint animation, 217 transition, 214–215 spam, 334–336 Sparklines, 23 Speaker Notes (PowerPoint), 244 Special menu, 110 spell checking, 95–98, 238 splitting windows, 91–92

spreadsheet. See also Excel described, 251 navigating within, 254–255 printing, 291–295 Standard toolbar, 29, 67, 389–390 stock chart, 278 storing items in Scrapbook, 93–95 Strikethrough font option, 78 Style for Following Paragraph feature, 145 Style panel Toolbox, 146 Word Formatting Palette, 154 styles adding to toolbar or menu, 151 assigning to a paragraph, 154 defining by dialog, 146–147 defining by example, 144–146 Quick Style list, 145–146 Visual Styles, 20, 21 Styles dialog, 393 Subscript font option, 78 Superscript font option, 78 surface chart, 278 Symbols tab, Media Browser toolbar, 281 Sync Services tool, 318, 342, 370 synchronization, 318, 342, 369 synonyms, 102–103 System Preferences Appearance pane, 298

•T• Tab key, 125 Tab menu (Word), 126–127 Table AutoFormat dialog (Word), 137 Table Layout tab, Ribbon, 142 table of authorities, 156 table of contents, 153–156 Table of Contents Options dialog (Word), 154–155 table of figures, 156 tables formatting in PowerPoint, 192–193 in Word creating, 137–139 formatting, 139–142 Tables pane (Excel Preferences), 301 Tables tab, Ribbon, 86, 137, 140–142, 192

409 0

410

Office 2011 for Mac For Dummies tabs arranging text with, 125 clearing tab stops, 128–129 leaders, 127–128 setting, 126–128 Tabs dialog (Word), 127–128 Tasks module (Outlook) activating, 359 creating new tasks, 360 overview, 319–320, 359–360 templates adding style to, 145 creating your own, 395 customizing, 116–117 Excel online, 259–260 overview, 257–258 selecting, 258–259 in Gallery, 38–39, 114–115 PowerPoint, 240 saving customized, 117–118 using, 115 Word online, 61 publication, 60–61 text animating in PowerPoint, 215–222 arranging with tabs, 125 copying and pasting, 84, 90 dragging and dropping, 83–84, 90 entering in Word document, 70 finding and replacing, 107–108 formatting e-mail, 329–330 hiding, 78 moving in documents, 89–95 selecting in Word, 66, 73–76 text box, 136, 172 theme, PowerPoint applying, 180–181 customizing, 181–182 Themes tab, Ribbon, 180–182, 186 thesaurus, 102–104 Thumbnail pane (Word), 65 thumbnails, PowerPoint, 180–181, 212–213, 244 tilde (~), 274 Time Machine, 24 timer, PowerPoint, 244

Today view (Outlook Calendar), 353 toggles, 364, 365 toolbars commands, adding or deleting, 31 creating new, 150–151, 392–393 customizing Excel, 302 Office, 34–35, 389–390 Outlook, 362–363 PowerPoint, 238 Word, 67–68, 147–151 docked, 29 Formatting, 30, 79–80 minimizing, 67–68 modifying, 391 in Office applications, 29–31 Outlook, 362–363, 365 ScreenTips, 390 showing and hiding, 29, 30–31, 365, 390 size and shape, changing, 30 Standard, 29, 67, 389–390 tooltip information, 30, 31 Toolbox in Office applications, 32–34 Outlook, hiding and showing, 365 PowerPoint, 238 Reference Tools pane, 103–104 Style panel, 146 Toolbox palette, 32–34 tools AutoCorrect, 98 Hyphenation, 101–102 PowerPoint collaboration and revision tracking, 239–240 menu customization, 238 presenter, 244 proofing and reference, 238–239 templates, 240 toolbar customization, 238 reference online, 104–107 thesaurus, 102–104 Spelling and Grammar, 96–98 Sync Services, 318, 342 tooltip, 30, 31 Track Changes feature, 157, 309–311

Index Transition Options dialog (PowerPoint), 230 transitions (PowerPoint) applying, 212–213 options, 214–215 overview, 211–212 Transitions tab, Ribbon, 212–215 Translation (Word), 104–107 two displays, setting up, 246

•U• Underline style, 78 Undo command Office applications, 28 PowerPoint, 199, 202 Unison 2, 315 unsplitting a window, 91 updates, 13 Usenet, 315

•V• vCard, 342, 352 versions of Office, dealing with multiple, 13–14 View Date menu (Outlook Calendar), 353 View pane (Excel Preferences), 299 View Switcher (Outlook), 316 views. See specific applications; specific views VisiCalc, 302 Visual Basic, 18, 26 Visual Styles, 20, 21

•W• Web Layout view (Word), 62–63 Web page creating, 165–166 PowerPoint slide hyperlinks to, 241 Web Page Preview, 166 Web Search (Word), 104, 105, 107 Week view (Outlook Calendar), 353 wildcard, 110, 274 windows creating new, 92–93 splitting/unsplitting, 91–92

Windows Live ID, 21–22, 235 Windows Media Components for QuickTime folder, 377 Windows Media files, playing, 376–377 Word audio recording in, 60 AutoCorrect, 96, 98–100 AutoFormat, 100 AutoText, 101 Bilingual Dictionary, 104–106 collaboration features, 156–160 columns, 132–134 copying by copy and paste, 84–85, 90 by drag-and-drop, 83–84, 90 cursors, 74, 75 customizing keyboard shortcuts, 151–153 toolbars and menus, 147–151 Dictionary, 104–106 documents creating, 69 entering text, 70 navigating, 64–66 types, 59–60 Draft view, 55–56 elements adding, 85–86 modifying, 87 removing, 87–88 envelopes, 160–162 Find and Replace feature advanced search options, 109–111 formatting, 108–109 overview, 107 text, 107–108 Full Screen view, 57–58 grammar checking, 95–98, 238–239 headers and footers, 122–125 hyphenation, 101–102 images adding, 70–73, 119–120 formatting, 80–82 moving, 89–95, 120–121 resizing, 120 text wrapping, 121–122 indents, 130–132 keyboard shortcuts, 151–153

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Office 2011 for Mac For Dummies Word (continued) labels, 162–165 lists, 134–135 margins, 129–130 new features, 20–21 Notebook Layout view, 58–60, 387–388 outline, 178 Outline view, 61–62 overview, 16, 118–119 paragraph formatting, 78–80 Preferences, 48, 96, 98, 148, 154 Print Layout view, 56–57 Publishing Layout view, 58–61 reference tools online, 104–107 thesaurus, 102–104 Scrapbook, 93–95 selecting text, 66 spelling checking, 95–98 styles defining by dialog, 146–147 defining by example, 144–146 table of contents, 153–156 tables creating, 137–139 formatting, 139–142 tabs, 125, 126–129 templates customizing, 116–117 in Document Gallery, 114–115 saving customized, 117–118 using, 115 text entering, 70 finding and replacing, 107–108 formatting, 76–80 moving, 89–95 selecting, 73–76 wrapping, 121–122

text boxes, 136 thesaurus, 102–104 toolbars and menus, 147–151 Translation, 104–107 views, 54–63 Web Layout view, 62–63 Web page creation, 165–166 Web Search, 104, 105, 107 windows creating new, 92–93 splitting, 91–92 zooming, 63 word processor, 53–54 Work Week view (Outlook Calendar), 353, 354 Workbook Gallery, 258–259 workbooks, Excel multiple worksheets, 305–306 sharing, 308–309 workflows, Automator, 384–385 worksheets, multiple, 305–306 wrapping text, 121–122

•X• XML file formats, 41 XY chart, 278

•Y• YouTube, 170

•Z• Zoom dialog (Word), 63