AN HENDERSON - Vintage Apple

AN HENDERSON

FOR NlACINTOSH

Teach yourself Office the

quick and easy way I This

Visual QuickStart Guide uses

pictures rather than lengthy

explanations. You'll be up

and running in no time/

VISUAL QUICKSTART GUIDE

FOR MACINTOSH

Dan Henderson with Steve Sagman

0 Peachpit Press

Visual QuickStan Guide

Microsoft Office 98 for Macintosh Dan Hende rson with Steve Sagman

Peachpit Press 1249 Eighth Street Be rkeley, CA 94710 (510) 524-2178 (510) 524-2221 (fax)

Find us o n the World Wide Web at: hnp:# W\vw. peachpit. com

Peachpit Press is a division of Addison Wesley Longman

Copyright © 1998 by Dan Henderson and Steve Sagman

Cover design: The Visual Group

Notice of Rights All rights reserved. No part of this book may be re produced o r transmitted in any fonn o r by any means, electronic, mechanica l, photocopying, recording, or otherwise, without prior written permission from the publishe r. For information on getting permission for reprints and excerpts, contact Gary-Paul Prince ar Peachpit Press.

Notice of Liability The information in this book is distributed on an "As is" basis, without wa rranty. While every precaution has been taken in the preparation of this book, neither the author nor Peachpit Press shall have a ny liability to any person or e ntity wid1 respect to any liability, loss, o r damage caused o r alleged to be caused d irectly or indirectly by the instructions contained in this book or by the computer softwa re and hardware products described d1erein.

lfademarks Microsoft Office is a trademark of Microsoft Corporation. Macintosh is a trademark of Apple Compute r. Other product and company names mentioned herein may be the trade marks of their respective owners

ISBN: 0-201-35351-2

098765 432

Printed in the United Stares.

Printed on recycled paper

lbankYou To Jeanne Woodward, Mimi Heft, Cheryl Applewood, and Nancy Ruenzel at Peachpit Press.

To Dan 's amazing sister, for her business sense and help getting started.

To josephine Bacon of Chanterelle Translations in London, for getting us together in the first place.

To Eric and Lola for their patience and love.

About the Authors

Dan Henderson Dan Henderson has specia lized in technical support for the last 25 years, and has used Macintosh computers with Microsoft productivity software since their earl iest editions.

He adapted the first Microsqji Office.for Macintosh: Visual Quickstart Guide, and remains actively invo lved in Macintosh and Windows support in the San Francisco Bay Area.

Dan welcomes email at [email protected].

Steve Sagman More than a million readers worldwide know Steve Sagman's books on PC software, including his international best-selle rs on Harvard Graphics and PowerPoint. In 1995, his book Traveling The Microsoft Network was given the Award of Achievement fo r Design from the Society o f Technical Communication.

His company, Stud ioserv (www.studioserv.com), provides book packaging and development, courseware, user documentation, and user interface consulting.

He welcomes comments, questions, and suggestions and can be reached at the following address: [email protected].

Part 1 Common Office Techniques

10 Basic Macintosh Procedures What Is Macintosh? 00 0 .. 00 .. 00 .. 0 .. .. 00 .. 00 ...... 00 0 .. 00 .. 0 . .. 00 0000 00 .. 00 . .. 00 .. 00 .. 00 .. 00 .... 00 ..... 3

Starting the Macintosh .. 00.00 .. .. 0000 ... 00 ....... oo .oo 0000 oo· oo · 0000 00 00 00 00 000000 .. 00 .. 00 ........ 00 0 4

Shutting Down the Macintosh 00 .... 000000 00 00 00 00 00 .. oo . .. 00 000000 0000 0000 0000 0000 00 ...... 00 oo • 4

Using the Pointing Device .. 00.00 00 00. 00 00. 00 ... 00 00 00 .. 00.00 00 00 00 00 00 00. 00 00 .. 00 00 00 00 ... 00 00 00. 5

Terminology . 00 ...... 0000 00 .. .. .. .. .... 00 .. 0. 0 oo • 00 00 00 •• 00. 00 . 00 •• 00 oo •. 00 ••••• oo • 00 .. .. . oo•. oo• 00 .. 00 ••• 5

The Desktop . 00 .. oo 000000 0 0 ... 0. 000 0. 0 0 00 .. 0 0 0 0 .. 000 0 .. 0 0 0 .. oo .. . 0 .. . oo •• oo 0 0 0 00 0 0000 .oo 0 0 0000 000 0 00 oo ... 0 6

Key to the Desktop .. 00 00 00 00. 00 00 00 00 .. 00 .. 00 00 . .. 00 00 .. 00 00 .. 00 00 00 00 00 . 00 00 00 00 00 00 ... .. 00 00 .. 00 ... 7

An Application Layout ... oooooooooooooo • oo•oo•oo OO oo oo oo•oo•OOooooooooooooooooooooooooo oo oooooooo ... 8

Key ro the Application Layout 00 oo• 0000 .. oo .. 00 00 ...... .. 00 .. 00 .. 00 .. oo o 00 .. 00 00 ..... 00 .... 00 ... 9

Choosing From Menus oooooooooooooooo ..... oooooooooooooooooooo oo oooooo .. ... .. oooooo ..... oooooooo . 10

Selecting Optio ns in Dia log Boxes .. 00 .. 00 0000 00 .. 00 .. 00 00 .. 00 0000 .... 00 00 00 ..... 00 00 .. 00. 11

Using the Toolbars 0000 00 oo ... 00 0000 00 .... 00 ... 00 .. 00 .. .... 00 00 00 .. 00 .. 00 .. .. 00 .. 00 00 . .. 00 .. 00 00 ..... 12

Starting Applications 00 ...... 00. oo. 0000 .. 00 ... 00.000 .. 00 ...... 00 .. 00 . 00. 00 .. 00 .. 00 00 ....... 00 0000 ... 12

Quitting Applications 00 ... oo 00 .. 00 00 .oo 0. 00 00 00 .. 00 oo• 00 00.00 0000 ... ·oo .. 00 00 .. 00.00 .. 00 .. 00 ....... 13

About Manipulating Windows .. oo.ooooooooooooooooooooooooooooooo oo oooooo oo oo•oooooooooo oo ... 14

Moving a \Vindow .. 00 0000 00000000 00 .. 00 oo• 00 .. 0000 00 .. 0000 0000 00 0000 00 00 0000.00 .. 00 0000 oo• 00 00 .00 .. 0 14

Zooming a Window 00 0000 oooo • 00 ... 00 ... 00 00 .. 00 000000 .. 00 .. 00 oo oo • OO 00 00 .. 00 ... 00 00 00 .. 00 00 .. 00 .. . 15

Collapsing a Window oooooooooo o ooooooo o o o ooo o oo ... oo . .. oooo•o ....... oooo·····oooo oo oooo •• oo •• oo ... 16

Switching Windows 0 ......... 00.00 ............ 00 .... oo• •••• 00 ....... 0 00. oo•. 00 •••• oooooo•. oo•. 00 0 •• 17

Opening a File on the Desktop .. 00 .. 00 .. oo • 00 0000 oooo• 00 0000 00 00 oooo 00 .. 00 00 OOoo 00 .... 00 .. 00 18

Opening a File in an Application oo oo oooooooooooooooo oo oo• oo • oo oooooooooooooooooo ...... oo ... 19

Opening a File with Drag and Drop oooooo.oooooooo .. .. ...... oo .. oo .. oooooooooooooooooooo· 20

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Table of Contents

2. Essential Office Techniques About Office Techniques ...... ............ ....... ........ ......... ..... ... .. ...... ...... ........ 21

Undoing Any Change .......................................... .. ...... .. ...... .... ............... 21

Entering Text ............................. .......................... ... ..................... ... ......... 22

Moving the Insertion Point ........................................... .......................... 23

Using the Scroll Bars ....................................... ............. ................. .......... 24

Selecting Text with the Mouse: Part I .................................................... 25

Selecting Text wid1 the Mouse: Part II ......... ............... .......... .. .. .. .... ....... 26

Selecting Text with the Keyboard ............... .... .... .... ..... ......... ................ . 27

Selecting and Replacing Text ............. ................ .... .. .. .. ...... .. .. .. .. ... .......... 28

Dragging and Dropping Text ...... .. .......... ................ .... .. ...... .. .. ..... .......... 29

Selecting Objects ...... .. .. ...... ....... ..... .......... ................... .. ....... .. .. ... ... .... ..... 30

Formatting Objects ............ .... ... ..... ... .......... ..... ...... .. .. ... .. ..... ......... ... .. .. .. .. 31

Copying Formatting with the Format Painter ................ .... .................... 32

Selecting Tool bars .......................... ................. .... ....... ..................... ........ 33

Getting a Shortcut Menu ................. ........................................................ 34

Getting Help .... .... ... ...... .... ..... ... .... .. ..... .. .. .. .......... ..... ........ .... .. ...... ..... ... ... 35

Zooming In and Out ................ .. ........... ................ .......... .. .... ..... ............. 35

Setting Up the Page Margins .... .... ....... ................................. ..... .... ...... .. . 36

Choosing a Printer ..................... .. .. ....................... .. .. ...... ........................ 37

Printing .... ......... ........ ......... ......... ...... ............ ......... ....... .............. ............. 37

Saving Your Work ...................... ........... ........... ..... ...... .. .. .... ....... ...... .. ..... 38

Reopening a Saved File ........... ..... .......................... .. .......... ...... .............. 39

Special Note on Folders .... .. ............... ........... .. .... .. ......... ......................... 39

Quitting an Office Application ..... .. .. .. ........................... .... .... ........ ......... 40

3. Office and the Internet Office and the Inte rnet .. .. ...................... .. .. .. .. ... .. .. .. .. ..... ... ............ .......... 41

Installing the Internet Applications ...... ... .. .. .. ....... .. .. ..... ....... . .. .. .. .. .. ....... 42

Internet Explorer .. . .. ... .... .. ... ... ......... .. .. ....... ... .. ... .. ... ... .. ... ........ .... ....... ..... 42

Opening a Web Page ..... ....... ....... ............. ....... ................................ ....... 43

Managing Links .............................. ... ..... .. ... ... ........ ........................ ...... ... 44

Using Outlook Express E-Mail .... .. ................. .. .. .. .. .. .............. ...... ...... .... . 45

Using Outlook Express News groups .. .. ...... .. ...... ................................... 46

Creating Links in Word, Excel, and Power Point ........ ..... .............. ......... 47

Links in PowerPoint ........ .. .. ...... .............. .. . ... ............ ..................... ......... 47

Creating Web Pages in Word ................ ........... .. .. ........ .... ................ .. ..... 48

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Part 2 Microsoft Word

4. About Word

What Is Word? .............................. ... .... ........................... ................ .. ....... 51

The Road to a Word Document ...... .... .. .. .. .... .. ..... ............ ..... .. ....... .. ...... 52

Entering and Editing the Text. ...................... ... ....... .. .. .... .......... .. ...... . 53

Formatting the Characters ................ ........................................ .. .. ..... 53

Formatting the Paragraphs ................................................................ 53

Formatting the Pages .............................................................. ... .. ...... 53

Adding Tables or Objects from Other Applications ............ .... .. .. ..... 53

Proofing the Document ................... .............. .......... .... ..... .... .. ........... 53

Printing or Mailing the Document .. ...... ............................................ 53

Extras ... ........ ... ......... .. .. ... .... .. .......... ....... .... ... .. .... ... .. .. .......... .. ... ... .... ... 53

The Word Window .......................... ............ .. .. ........ ...... .. ............... .. ...... . 54

Key to the Word Window ..................................... .. ........... ...... .. ... .. .. .. .... 55

Starting Word .................... .. ........ ...... ... ..... ... ... .. ... ... .... ... .. .. ......... .. ..... ...... 56

5. Entering and Editing Text Starting a New Document.. ................................... .. .. . .. ...... .... .... ............. 57

Entering the Text .... .. ............................... .. ... .. .... .... .. .. ... .......... .. .. ............ 58

About the Paragraph Marks (Show/Hide 91 button) ....... ...... .... ..... .... .... 59

Text Editing .... ....................................... ..... ................... .. ... ................. .... 60

Finding Text .. .. ...... .. ... .... .... ........ ...... ........... .. ..... . .. .. .... .. .... .......... .... .... ... . 61

Replacing Text ..... .. ... .. .. ....................................... .............. .. .. ...... .. ......... . 62

Switching to Page Layout View .......................... .......... .......................... 63

The Other Views ......................... ........ .. .... .. ........ ..................... .. ....... ...... 64

6. Font Formatting

About Font Formatting ..... ........ .. ...... ... .. ..... ... .. ... .. ........... ............. ...... ..... 65

Changing the Font and Font Size .... .. ....... .. ............ ........ .. .. .. ........ .. .. .. .. .. 66

Boldfacing, Italicizing, and Underlining ........................ .. ....................... 67

Expanding and Condensing Character Spacing .... .. .............................. 68

Changing the Case of Characters .... ...... ... .......... .... .. .... ... ......... .. ............ 69

Special Font Effects .... . .. .. .... .................. .. ... ... .. .. .......... ...... .. ........ ............ 70

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7. Paragraph Formatting

About Paragraph Formatting ....... ........................................................... 71

Selecting Paragraphs ............ ........ ................. ......... .......... .. .. ........ ... .. .. .... 71

Indenting Paragraphs with the Ruler ............................................ .. ...... . 72

Changing the First Line Inde nt ...... ....................... .. ..................... ........... 73

Indenting with the Paragraph Dialog Box ............................................. 74

Double Spacing Paragraphs ............. .. ......... .. .............. .. ...... .. ............. ..... 75

Centering and Justifying Paragraphs ....... ... .... ....... ...... .......... .......... ....... . 76

Setting Tabs ... ...... ......... ..... .... ............... ....................... .. ... ............ ...... .. ... 77

Adding Bullets to Paragraphs ....... .. ........ ... ........ .... ............... .. ..... .. .. .. .... . 78

Numbering Paragraphs ... ...... ............ ...... .... .. .. .... .. .. ........ ....... .......... .. .. ... 79

Finding and Replacing Formatting .................. .. ................ ..... .. .. .. ....... ... 80

8. Automatic Text Formatting

About Styles .. .. .. .. .. ....... .. .. .. ... .. ...... .. .. .. ..... .. .. .. .. ... ... .............. .. ... .. ...... .. ..... 81

Choosing a Style from the Style List ....................................................... 81

Creating a Paragraph Style ........................ ......... .... .. .. .. .......... .. ... .. .. ... ..... 82

Modifying a Paragraph Style .............. ......... .. ..... ... .. ................................ 83

Creating a Character Style ...................................... .. .. ... ...... .................... 84

9. Page Formatting

About Page Formatting .. .. .............. .......... .. .............. ..... ......... .. .. ............. 85

Changing the Page Size and Shape .. ....................... .. .................... .. ....... 85

Changing the Margins ............................................................ ............ .. ... 86

Setting Up Headers and Footers .. .. .. .. ...... ...... ... .............. .. .............. ...... .. 87

Creating Multiple Sections ............................................................ ...... .... 88

Paginating the Document .. .......... .......... ....... .... .. .. ... ......... .... .. .. .... .......... 89

Numbering Pages ....... ... .. ... .. .. .. .. .... .. .. ... ........ ... ..... ......... ........ ... .. ........ .... 90

Setting up Multiple Columns ............................................... ..... .............. 91

AutoFormatting a Document ........................ ................ .... .......... .. .. ........ 92

10. Creating Tables

About Tables .. .. .. .. ..... ....... .. .. ........ ........ ............... .. ........... .. .............. .... ... 93

Starting a Table .................................. ..... ...... .. .... .......... ......... .................. 94

Entering Data in the Table ................. .... .. .. .. ........................................... 97

Aligning Data in the Table ...................................... ......... ................... .... 98

Working with Nume ric Data ........ ................. .. ......... .................... ......... .. 99

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Deleting Data from the Table ...... ..... .. ... ..... .......... ... . .. .. ... .... .. ............ ... 100

Inse rting Columns or Rows ........ .. ............ ........ .......... ........ .. .. .. .. .. ... .. .. . 101

Merging Cells ............ ...... ...... ................ .... .................... ..................... .. .. 102

Turning on Borders and Shading ................ .................... ...... ............... 103

Converting Text to a Table ..................... .. .. .................. .. ...... ................ 104

7 7. Creating Graphics

About Graphics ............ .......................... .................... .. .. ... .. ................ .. 105

Creating Your Own Graphics ................. ................................. ............. 105

Drawing Lines .................. ......... ........... .. .. .. .... ....... ....... .. ... ....... .... ... .... .. 106

Making Shapes .. .. .. ............ ... ...... ... ... ................................................. .... 107

Adding Color, Shadows, and 3-D Effects ......................... ......... .. ......... 108

Adding Text as a Graphic Object ............................. ........ ......... ... ...... .. 109

Making Text Conform to Shapes .......................... ...... ..... ...... ..... .. ........ 110

Using Clip Art .. .. .. .. .. ....... ............................ ................ ..... .. ...... ............ .. 112

7 2. Special Word Techniques

Automatically Correcting Typos .... .... ... .. .............. .. ............. .. .. .. ...... ..... 113

Automatically Entering Text ............................................ ... ...... ... .. .. ...... 11 4

Inserting Symbols from the Wingdings Font ....................................... 116

Printing Envelopes ...... .............................................. ....... ............ .. ....... 117

Envelope Printing Options ... .. .......................... ........ ..... .. .. ................... 118

Saving a Document as a Template ....... ................... ... .. ....... ....... .......... 119

Modifying an Existing Template ............ .................................. ...... ....... 120

Using Automatic Saves .......................... ................ .......... ...................... 121

Creating Form Letters with Mail Merge ................. .... .. ..... ............ .... .... 122

Changing the Appearance of the Word Window .. ..... ........... .. .. .. .. .. .. .. 124

Part 3 Microsoft Excel

7 3. About Excel

\'V'hat Is Excel? .... ............ ...................... .. ............................................... 127

The Road to an E.xcel Sheet .............. .. .. ... ... .. ........................ ... ............ 128

Fill Cells with Row and Column Headings and Data .... .. ............... 129

Enter the Calculations ................................... ..... ............... ......... ...... 129

Changing the Sheet Structure .......................................................... 129

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Formatting the Sheet ............... .. .......... .. .. .. ......... .. .. .. .. .. ............. .. .. ... 129

Annotating and Auditing the Sheet ........................ ........ ................. 129

Printing the Sheet ... .. ....... .. .......... ...... ..... ...... ............ .. .. ............... ... .. 129

Extras .... ...... .... ... ..... .. .. .............. ... ........ .. .. .... .... .. .... .... .... ...... ... ..... .... . 129

The Excel Window .............. .. ... .............................. ........ ....................... 130

Key to the Excel Window ..................................................................... 131

Starting Excel ........................... ................... ........ ......................... .......... 132

14. Entering Headings and Data

Planning the Worksheet ........ .. ........ .. ......... .. ......... .. ................ .............. 133

Moving \Vithin a Sheet ................ .. .................................................... .... 134

Typing Data Into a Cell ............... .. .. .. .. ...... .. .. ................ .... .... ........ .. .. .. . 135

Editing Cells ......................... ..... .. ........ ............ ... .... ..... .... .... .... ... .. .. .. .. .... 136

Filling an Entry Range ............................ .... .... ........ .. .......... .... .... ........ .. . 137

AutoFilling a Range .............. .. .................... ....................... .. .. ......... .. .. .. . 138

15. Entering the Calculations

Entering Simple Calculations ....... .. ........................................ .. .. .. .. .. ..... 139

Building a Simple Formula ................................................................... 140

Summing Columns or Rows ............................ .. ................................... 141

Totaling a Column with the Sum Function .................. .. ...................... 142

Copying Formulas to Adjacent Cells .................................. .. ................ 143

Another Example of a Function: Averaging Numbers ...... .... .... .. .. .. .. .. . 144

Calculating Numbers in Non-Adjacent Cells .... ........ .... ........ .. .. .. ........ .. 145

Using Functions ......................................................... ............................ 146

Some Useful Functions .. .. .. .. ...... ........ ......... .. ........................................ 147

16. Changing a Sheet's Strudure

Widening Columns and Rows .. ................................ ...... ........... .. ...... .. . 149

Inserting Rows and Columns .......... .. ...... .. ......... .. .. .. .. .. .. .. ........... .. .. .. .... 150

Inserting and Deleting Cells .................. .... ........ .. .. .. ...... .. ..................... 151

Moving and Copying Data ........................... .. .. .. ................................... 152

Freezing the Headings .. .. .. .... ........ .... .... .... .......... .. ................ ........ ........ 153

Splitting a Sheet .................................................. ... ............ ... ................. 154

1 7. Formatting the Sheet

Choosing an AutoFormat ...... .... .... .... ..... .............. .... ..... ................. .... ... 155

Text Formatting ........................................................ ......... ..... ......... ...... 156

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Table of Contents

Centering a Title Above a Range ............................................... .. .. ...... . 157

Number Formatting ........................................................................ .. ..... 158

Adding Borders to a Range ............ .................. .. .... .......... ....... .. .. ... .. .... 159

Adding Shading to a Range .. .................... ... ...... ........ ....... .. .. ....... .. .. .. ... 160

Selecting Styles ....................... ............................................ .. ................. 161

Creating Styles ............ .... ........... ....... .. ..... ...... .... .. ..... .... ... .. ............. ...... . 162

18. Using Multiple Sheets

About Using Multiple Sheets ................................... ............. ................ 163

Changing to Another Sheet .. .. .................................. ............................. 163

Naming Sheets .......................................... ............................................. 164

Referring to Data from Other Sheets in Formulas ............................... 165

Consolidating to a Sheet ......................................................... .. ...... .... .. 166

19. Creating Charts About Creating Charts .................................. ...... .... ..... ..... ..................... 167

Creating a Chart ............................................... ......... ............................ 168

Modifying a Chart .................................................................... .. ... .. ....... 170

Modifying the Chart Type and Data Series .......................... .. .............. 171

Modifying the Chart Area, Plot Area, and Gridlines ..................... .... .. . 172

Modifying the Title, Axes, and Legend ............................ .. .................. 173

Data Tables and Trendlines .. .. ................... ... ..................... .. .. .. ............. 174

20. Excel Database Techniques About Excel's Database Capabilities ........ ............................................ 175

Setting Up the Database ................................................. .. ............... .. ... 176

Creating a Form ..................................................................................... 177

Sorting the Database .................................................. ..... ...................... 178

Extracting Data ................. ........ .......................... ................... ... ............. 179

Totaling Numeric Data in a Database ................. ....... ........ .............. .... 180

21 . Special Excel Techniques Inserting Comments in Cells ...................... .............. ... .......................... 181

Naming Ranges ..................................................................................... 182

Auditing a Worksheet ......... .... .... ........... ...... ................. .. ............ ........... 183

Tracking Changes .................................................................................. 184

Reviewing Changes ................. ... ... ............. ........ ... ....... .. .. ... .... ...... .. ... ... 185

Goal Seeking ...... ................................................. .. ........... .. ....... .. .......... 186

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Part 4 Microsoft PowerPoint

22. About PowerPoint What Is PowerPoint? ................. ............... ............................................. 189

The Road to a PowerPoint Presentation ...................... .................... .... 190

Starting the Presentation .... .... .... ....... .... ............... ............................ 191

Creating the Text Slides ................................................................... 191

Creating Graphs and Tables ............................................................ 191

Customizing the Presentation ....................... .. .................... .. ........... 191

Adding Special Graphics ................................................................. 191

Creating a Slide Show ...................... .. .. .. ..... .. ... .. .. .. ..... .. ................... 191

The PowerPoint Window .............. ................... .. .. .. .. .... ............ ............ 192

Key to the PowerPoint Window .......... .. ................... .. ......................... 193

Start.ing PowerPoint ....... ... ..... ............ .... ....... .... ... .... .. ... .... .... .... ........... .. 194

23. Starting a Presentation About Starting a Presentation ............. .. .............. .. ............. .. ................. 195

Using the AutoContent Wizard ...... .. ... .. ..... . .. ... ....... ....... .... .. .. ..... .......... 196

Graphic Design Templates ..................................... .. .. .. ........................ 198

Content+ Design Templates ..... .. .. .... .......... ............... .. ............ .. .. .. ..... . 199

Changing Views ........... ....... .. ...... ... .... ................................................... 200

Adding Slides ....... ... .. ... ......... .... ..... ... ... ..... .. ..... ..... .. .. ....... .... ..... .... ......... 202

24. Outlining the Presentation About Outlining .......... .. ....... ............ .... ........... ............ .... .... ............... ... 203

Switching to Outline View ......... ............................. .... .. ...... ........... .... ... 203

Entering the Text .... .... ..... .............. ......................... .... ............. .............. 204

Replacing Existing Text ............... .. ......... .. ............................................. 205

Reorganizing the Slides ........... .. .............. .... ....... ...... .. ........................... 2o6

Showing the Slide Titles Only .... .. ...... .... ........................ ...................... 207

Inserting Slides .......... ..... ..................... ............. ..................................... 208

Deleting Slides ... ......... .... ................. ........ ........... ..................... .... .......... 208

25. Creating Text Slides Starting a Text Slide .. ....................................... .... .................... .......... ... 209

Filling in Te;..:t Placeholders ............ .............. .. .. .. ...... .. .. .. .. .. ....... .. .. .. ..... 210

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Selecting Text Blocks ......................... ................ .. .... ....... ... ...... .. ........... 211

Moving and Resizing Text Blocks . .. .. .. ............ .......... .. .................. . .. .. .. 212

Formatting Text ....................... ..... .. .. ......... .. . .. ... ......... ............ .. ............. 213

Rearranging Text in a Block ................ ........................ ... ............. .... ..... 214

26. Creating Chart Slides

About Charting .. ............ .. ... ................... .. ... .............. ...... .......... ........... .. 215

Starting a Chart ..................................... .. .................. .. .. .. ........ .. ............. 215

Replacing the Sample Data on the Data Sheet .................................. .. 216

Changing the Chart Type .. .............................. .. .......... .. ... .. .... .. ... .. .. ...... 217

Saving a Custom Chart Format .. ......... .. .... .. ........... ............................... 218

Displaying a Legend and Gridlines .............. .. ... .. ............. .. .................. 219

Adding Chart Tides ................................ ................... ...... ............ ... .. ..... 220

Adding Data Labels .. ..... .. .... .. ........... .. ............... ........... .............. .. ......... 221

By Rows vs. By Colurnns . .. .. .. .. .. ... .. ........ .. ... .. .......... .... .. .. .. ...... .. .. ... .... . 222

2~ FonnattingCha~

About Chart Formatting ............ .. ... ...... .. .. .... ....... ................. .. ...... .. ....... 223

Formatting a Chart Element ....... ................. ....................... .......... ......... 223

Cutting a Pie Chart Slice .. .... ........ .. .... ....... .. ....... ...... ...... .............. .. .. .. ... 224

Creating High-Low-Close Charts .... ... .. ...... ......... .................................. 225

Switching Between 3-D and 2-D Chart Types ......... .... ............. ........... 226

Changing the View of 3-D Charts .. .. ............ .......... .. .. .. .... ....... .. .. .. ...... . 227

28. Org Cha~ and Tables Starting an Org Chart ................... .. .. .. ........... ... .. ........................ .. ......... 229

Entering Org Members ........... .. ............. ... ......... ................ ... ..... .. .... ...... 230

Adding Subordinates ......... ........ ................ .. ....... .... ...... ..... .... .. ........ .... .. 231

Adding an Assistant ....................... ........ .. ... ..... .. ....... .. ....... .................... 232

Formatting the Boxes, Text, and Lines ................................................ 233

Finishing the Chart and Leaving Microsoft Organization Chart .......... 234

Starting a Table ............. .... .............. ................ ....... .. .......... .................... 235

Ente ring rl1e Data a nd Formatting rl1e Table .. .......... .... ....... .. ..... .. ....... 236

29. Using the Slide Sorter About the Slide Sorter .. .... ............ .. .. ............. .. .. .. ......... ..... ........ ...... ...... 237

Switching to Slide Sorter View ......... .. ................. .... ........... .. .. ... .. ......... 237

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Reordering Slides .............. .. .... .... ............ ............... .... ...... ..................... 238

Changing the Overall Design in Slide Sorter View .. .. .. .. .. .. ... ... .. ..... ... . 239

Duplicating and Deleting Slides ....................................... .. ....... .. ... .... .. 240

30. Customizing Presentations Selecting a New Design .. .. .. .. ... .... ... ... .... ............... ................... ....... ...... 241

Adding a Logo to the Background ............................. ... ................... .... 242

Changing the Background Color and Shading ............................... ..... 243

Changing the Text Fonts ....................................................... .. .. ............ 244

Changing the Color Scheme .. .. ............. .... ..... ........ ................ .... ... ....... . 245

Saving a Custom Design ....................... ............. ... ....... .. ... .. ... .... .... ... .... 246

31 . Drawing on Slides Drawing Shapes ..... .. .. .......... ........ .... ....... ..... ....... .... ........ .. .. .. ... .... ......... 247

Grouping and Ungrouping Shapes ....... ........ ............ ...... ..................... 248

Aligning and Rotating Shapes ......... .... ................... .......... ............. ........ 249

Overlapping Shapes ....... ............ .. .. .. ... .................... .............................. 250

32. Creating Slide Shows Adding Transition Effects ....... .. ....... .... .. ........................... ... ..... ............. 251

Adding Text Body Animation .............. ................................................. 252

Displaying the Show ................................................ .... ......................... 253

Part 5 Combining the Applications 33. Basic Techniques

About Sharing Information Among the Office Applications ............... 257

About Dragging and Dropping Among the Applications ....... ............ 258

Drag and Drop: Moving an Object ...... ............... .. .. .... .... ....... ............ .. 259

Editing an Object After Dragging and Dropping ... . .. .. ........... ...... ........ 260

Embedding an Object with Copy and Paste Special .. ....................... .. 261

Creating an Embedded Object ............. .. ...................... ........................ 262

Linking Objects with Copy and Paste Link ........... ... ... ...... ..... .. .. ......... . 263

Updating a Link ............ ........ ..... ................ ............... .... .. .... .... ... .. ......... . 264

xlv

Table of Contents

34. Copying and Linking Excel to Word: Copying Ranges of Numbers .................................. .... 265

Excel to Word: Linking Numbers ................................................. ........ 266

Excel to PowerPoint: Graphing Numbers ............................................ 267

Excel to Power Point: Linking Excel Data to a Power Point Chart ....... 268

Excel to Word: Publish and Subscribe ................................................. 269

Word to Excel or PowerPoint: Copying Text .......... ....... .... .. .... .. .... .... .. 270

Word to PowerPoint: Using a Word Outline File ....... ..... .............. ...... 271

PowerPoint to Word: Copying a Presentation Outline to Word ......... 272

Index .................... ... .......... ........... ................................. ... ............. .. .... ... 273

XV

Chapter 1 : Basic Macintosh Procedures ........................................... 3

Chapter 2: Essential Office Techniques ........................................ 21

Chapter 3: Office and the Internet ....... 41

1

Part 1 Common Office Techniques

Chapter 1: Basic Macintosh Techniques

W'bat ls Macimosb?

Starting the Macintosb

Sbulling Down tbe Maclntosb

Using tbe Pointlug Device

Tarmittology

77Je Desktop

Kay to the Desktop

All tlpplietlliOII layout

Key to tbe Application l.£1)-'0111

Choosing From Menus

Selecting Options in Dialog Boxes Using the Too/bars

Starting Applications

Quitting Applications

About Mampulating Windows Moving a \'(Iindow

Zooming u Window

Collapsing a lflindow

Swilcbitrg Windows

Opening a File Ott /be Desktop Opening a File in a11 Application

Opl!l!lng a File wilb Drag cmd Drop

Chapter 2: Essential Office Techniques

2

About Office Teclmiques

U11dolng Any Cbauga

Enteting Text Moulttg tbe Insertion Poittl

Using tbe Scroll Bars

Selecting Te.,:twilb tbe Mouse: Part I

Selecting Text wilb the Mouse: Pa rt II

Selecting Textwilb the Keyboard

Selecting attd Replacing Text

Dragging and Dropping Text

Selecting Objects Formatting Objects

CoJ~yiug Form a/ling with tbe Format Painter

Selecting Too/bars

Gelliug a Sbot1cut Menu

Gcllillg 1/e/p

Zoom iug 111 aud Out

Selliug Up the Page Margins

Choosing a Printer

Printmg Saving l'our lflork

Reopening a Sm;ed File

Special Note 0 11 Folders Quitting m1 Office llpplicution

Chapter 3: Office and the Internet Ojfice aud tbe lntemet

lmta/liug tbe Internet Applicatiolls

hllcm et r._,11lorcr

Opeuiug a lfleb Page

Mauagittg Links

Usiug Outlook £' press E-Mail

Uslug Outlook Express Newsgroups

Crcnliug Littks In Word, Excel, aud PowerPoilll

Uttks i11 PowerPoint Creating \l)'cb Pages in Word

Basic Macintosh Procedures

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What Is Macintosh? The Macintosh is a personal computer system that provides both picture and text controls you can use to run applications

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(programs that perform specific tasks, such as word processing). These controls are menus, buttons, scroll bars, and other onscreen items that you operate with a mouse, trackball, o r trackpad.

All Macintosh El B B

MS '"I# !IRMIC"' P'tib'ltl ~ll'lt tt5~rP11Y.~ applications run in windows on the screen and feature nearly identical menus, buttons, scroll bars, d ialog

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Figure 1 . 7be Macintosh desktop. boxes, and other controls that work alike in every program. This makes it easy to learn and use one program and transfer your knowledge to many other programs.

The Maci ntosh has always offered "plug and play" simplicity for installing a wide variety of periphe ral devices, such as printers, modems, CD-ROM drives, scanners, and re movable cartridge drives.

l

iii

~ a. i ::r . ..,

Chapter 1

Starting the Macintosh Start your Mac by pressing the triangle key, which is at the upper right corner of most keyboards. Earlier Macs can be started other ways; consult your user documentation.

If the Macintosh passes its internal self tests, you will hear a musical chord. If it then finds a disk containing a valid System Folder, you see the "Happy Mac" icon followed b y the "Welcome to Macintosh" screen. If the Macintosh does not find a disk with a valid System Folder, you see a disk icon with a flashing question mark.

During n01mal start-up, you see icons for any extensions or control panels you have installed in the System Folder. These appear one by one across the bottom of the screen. When your system software is completed loaded, you will see the Macintosh Desktop, including the menu bar of the Finder, the icons of any available storage devices, and the Trash icon. (Figure 2) You may also see one or more windows open showing the contents of storage devices.

ShuHing Down the Macintosh You should never shut down the Macintosh by simply turning the power off. Instead, return to the Finder, pull down the Special me nu, and choose Shut Down. (Figure 3) On some mode ls, you may also push the Power button on the keyboard, or choose Shut Down from the Apple menu.

If any documents are open and changes have not been saved, you will get the opportunity to save or discard them properly.

4

.Sl

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Figure 2. The Macintosh desktop.

Eject :18E Erase Disk ...

Sleep Restart S tl ut Down )

Figure 3. The Special menu.


Using the Pointing Device Moving the mouse on the desktop moves the pointer on the screen. Rolling the ball on a trackball or moving your finger across a trackpad also moves the mouse pointer. Here are the three basic mouse techniques:

Click

\ Double-click

Terminology

;~\

Drag ~< -----~

Seled

11111111 Unselected

Press

Drop-down list

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Check/ Uncheck

~10

Scroll

Click to scroll up. -

Drag up or down. - ·

Cltck to scroll down.

Place the pointer on something and click the mouse button once. Click on an icon to select it, or dick on an onscreen button to press it.

Place the pointer on something and then click the mouse button twice in quick succession. Double-dick a storage device or folder to show its contents, double-click an icon to launch an application, or double-dick a word to select the word. Don't move the mouse between clicks.

Place the pointer on something, press and hold down the mouse button, move the mouse, and then release the mouse button. Drag to highlight text or move an object or window.

Click on an object on the screen. Your next action will affect the selected object. To select a menu, click its name and hold down the mouse button. To select text, place the pointer at the beginning of the text and then drag across the text. Selected text is highlighted.

Press a key on the keyboard.

Click the drop-down arrow at the right end of a t(!Xt box or popup menu to pull down a list of alternatives. Drag through the list until an item is highlighted and then release the mouse button.

Click the checkbox next to an option to turn it on or off. A checked box indicates that the option is turned o n.

Use the scroll bar to the right of a list to move up or down through the list. Drag the scroll position indicato r along the scroll bar or dick the up or down arrow buttons at the ends of the scroll bar. You may also click in the gray area between the scroll button and an arrow button to scroll a window-full at a time. Horizontal scroll bars at the bottom of windows work in similar ways.

5

Chapter 1

The Desktop

1 Apple lMenu menu icon bar

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3 Window 4 Microsoft Office 98 folder window

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5 Storage device icon

6 Title bar 7 Close box 8 Active 9 Zoom box

window

10 Resize box

11 Collapse box

6

11 Trash icon

Key to the Desktop

1 Apple menu icon

Click thjs icon to open a menu of items you have pl_aced in the Apple Menu Items folder inside the System Folder on the disk used to start up your Macintosh.

2 Menu bar

Each word or icon represents a menu. Use the pointing device to place the pointer on a word or icon, and then click and hold down the button to see the menu. Continue to hold down the button and drag the pointer down the menu until a selection is highlighted, then release the button.

3 Window

Shows the contents of a storage device or folder.

4 Microsoft Office 98 f oltler window

This window contains icons for the Microsoft Office applications and utilities.

5 Storage device icon

To see the files and folders conta ined in a storage device, place the pointer on the storage device icon and double-click.

6 Title bar

Names the window. Drag the title bar to move a w indow.

7 Close box

Click here to close a w indow. To close all windows, hold down the Option key and click in tl1e close box of the active window.

8 Active wir~dow

The window that displays horizontal lines in its title bar. The active window can be


moved or resized. To make a w indow the active window, click in any portion of the window.

9 Zoombox

Click in the zoom box to resize a window so it shows as many files and folders as possible. Click in the zoom box again to restore the window's size and shape.

1 0 Resize box

Click in this box, hold down the mouse button, and drag to move the lower right corner of a w indow. The upper left corner of the window stays anchored in place.

1 1 Collapse box

Click in this box to shrink the window to just its title bar; click it again to restore the full window.

1 2 Trash ico11

Drag a file or fo lder to the trash can and release the button when the trash can is highlighte d. To permanently delete the items in the trash, ch oose Empty Trash from the Special menu. To retrieve an item from the trash, double-click the trash can icon to open its window and drag the ite m to be rescued to ano ther window or click on the item to select it, pull down the File menu, and choose Put Away. Drag the icon of a storage device to the trash to take it off the desktop, or, if it is removable, eject it. This does not delete the information on the storage device.

7

Chapter l

An Application Layout

1 Closebox

7 View buttons

8

3 Too/bar

&Document window

Col I I

9 Status bar

4 Title bar 5 Zoom box 6 Application menu icon

1 0 Scroll bar 11 Assistant window

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.. 0

11 Resize box

Key to the Application Layout

1 Close box

Click in the close box co close the window. This closes the currently active document and leaves the application running.

2 Memt bar

Place the pointer on a menu name, the n click and hold down the mouse button to pull down a menu. Keep the button held down and drag the pointer down the list until the item you want co select is highlighted. Release the mouse button.

3 Too/bar

Click a tool to perform a frequendy needed task. Place the pointer on a tool without clicking and pause to see a description of the tool in a small window called a tooltip.

4 Title bar

Displays the document name. Drag the title bar to move the document window.

5 Zoom box

Click in this box to resize a document window Lo fill the screen. Click in the zoom box again to resto re a window to its previous size and shape.

6 Application menu icor~

Click this icon to open a menu of applications currently running. Select an


application on the menu to move the applicmion in front of other applications.

7 View buttor~s

Click these buttons to switch among alte rnate views of the document.

8 Document wi11dow

Shows contents of the currently active document.

9 Status ba1·

Displays the current status of the document.

1 0 Scroll bar

Click the arrows at e ither ends of a scroll bar or drag the scroll position indicator to see more of a document than shows in the current window. Click in the gray areas to move a window-full at a time.

11 Assistam window

Shows the animated Assistant. Doubleclick the Assistant, click the Help button in the toolbar, or pull down the Help menu, to get help. Hold down the Control key and click on the Assistant to see other options. The Close, Zoom, and Collapse boxes in d1e Assistant's title bar work as they do in other windows.

1 2 Resize box

Drag the resize box to resize or reshape the document window.

9

Chapter 1

Choosing From Menus Every application has a menu bar that crosses the top of the screen. Each menu name and icon on the menu bar represents a group of commands or options on a menu that drops down when you click the menu name.

1. Place the pointe r on a menu name and press and hold the mouse button. (Figure 4)

2. Keep the mouse button down and drag down the list of items on the menu. (Figure 5)

3. Release the mouse button when the item you want is highlighted.

v Tips • Many menu options have keyboard

equivalents indicated to the right of the option. These keyboard alternatives allow you to invoke an action without removing your hands from the keyboard.

• Items that are shown in gray text cannot be performed at the time the menu is pulled down.

10

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Figure 4. Click a menu name.

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Main course Wedding cake Coffee Petit Pours

Figure 5. A menu.

2 • • • I • • • ~ • •


Selecting Options in Dialog Boxes

Click on a tab to bring a different set of options 10 the front within the dialog box.

·----ront~-- ~

Press Tab to move to the next

entry. Press Shift+Tabto

move to the previous entry.

Click on a checkbox to tum

the option on or off. When a checkbox is

checked with a check mark, the

option is on.

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Many dialog boxes show previews of the changes as you make them.

Click on Cancel to abandon any changes to the settings, or press Esc.

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Click on OK after you change the settings on a dialog box, or press Enter.

Select an entry in a text box by

clicking it. 7ben you can type a

replacement.

Figure 6. 7be Font dialog box.

1=='·=~-:i' Column$ ~""'"'· -""~

Priseb crJ ~rurmrmrm I C·~· }

One Tvo Three Let1 Right

Humber or columns: o:=:::Jffi ,:) Ll·" bo'

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Figure 7. 7be Columns dialog box.

Click on a drop-down list lo see a list of alternatives for an option.

11

Chapter 1

Using the Toolbars Click any toolbar button to perform an action. (Figure 8)

V' Tip • To see a description of a button, place

the poimer on the button and pause fo r a mome nt without clicking. (Figure 9)

Starting Applications

12

In the Microsoft Office 98 folder, double-click the icon of the application. (Figure 10)

Figure 8. The Forms too/bar for Word.

Figure 9. Pause on a button to get a descriptive Too/Tip.

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c . '• Figure 10. The Microsoft Office 98 folder.

a€N Open... aco Open Web Page ... Close acw Save 38S Save As ... Save as HTML .• Versions ...

Page Setup ... Print Preview Print... a€P

SendTo ·~

Figure 11. Tbe File menu.


Quitting Applications Pull down the File menu and choose Quit. (Figure 11)

or Use the keyboard equivalent fo r the Quit command. (3€+Q)

V' Tips • If you have changed any of the

documents that are open in an application, the system asks if you want to save the changes, so you need not worry about losing work by quitting prematurely.

• Simply clicking the close box of the document you are working on does not quit the program. Even though there are no active windows open, the program continues to occupy your system memory until you Quit.

13

I l J " ·r

::E

I 1 ·a " ::E

Chapter 1

About Manipulating Windows As you work in an application, you might want to move one of its windows or zoom '-a window to the fill the screen. You might also want to collapse a window to just its title bar or switch among the windows that are already open on the screen.

Moving, zooming, collapsing, and switching among windows are all indispensable tasks while working on the Macintosh.

Moving a Window 1. Place the mouse pointer on the

window's title bar. (Figure 12)

1. Press and hold the mouse button.

3. Move the rnouse to drag the window. (Figure 13)

4. Release the mouse button. (Figure 14)

14

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Figure 12. Point to the title bar.

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Figure 13. Hold down the mouse button and move the mouse.

Figure 14. Tbe window after it has been moved.

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Figure 15. The Zoom box on a standard window.

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Figure 16. The window after it has been zoomed.

~

.. . ~


Zooming a Window

The active window has a zoom box that you can click to make the window larger. Zooming a window allows you to see more of its contents. For example, you can zoom a window that contains the contents of a folder to show more of the files inside .

Place the pointer on the zoom box and click. (Figures 15-16)

V' Tips • Click the zoom box again to return the

window to its previous size and shape .

• Scroll bars are active only when there is more to see in a window than is currently visible.

• If the zoom box is off the screen, click and drag the title bar of the window left until you can see the right edge of the window.

15

Chapter 1

Collapsing a Window The active window has a collapse box that you can click to reduce a window to its title bar.

Place the pointer on the collapse box and click. (Figures 17-18)

v Tips • Click the collapse box again to return

the w indow to its previous size and shape.

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Figure 17. Open window.

• If the collapse box is off the screen, click and drag the title bar of the -_ +rmm window left until you can see the right Figure 18. The window collapsed. edge of the window.

16

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' 11!DmoeMt!llt:;Jrlll.r '-Cn Ill Figure 19. Place the pointer on any visible part of a window.

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Figure 20. Tbe window comes to the front when you click the mouse button.


Switching Windows You can work in only one window at a time, even though you may have several windows open on the screen.

1. Place the pointer on any visible part of the window. (Figure 19)

1. Click the mouse button. (Figure 20)

t/ np • If one window fills the screen, you

may have to click the window's zoom box or use its resize box to restore it to a more manageable size. Then, you will be able to see and click in other windows.

17

I -· :I

" I :I

r

Chapter 1

Opening a File on the Desktop When you double-click a file's icon, the application in which the file was originally created is automatically opened. If the application was already open, the file becomes the active file in the application.

1. Open the folder that contains the file's icon. (Figure 21)

2. Double-click the file's icon. (Figure 22)

V' Tips • Because you can simply double-click a

file to open it, you don't have to worry about which application to use to open the file.

• If you want to try to ope n a file in a program other than the one that created it, use the Open command on the program's File menu instead of double-clicking the file. See Opening a File in an Application, page 19.

18

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Figure 21. 7be Microsoft Office 98 window.

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Figure 22. Double-click a file's icon to open the file.

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Figure 23. Tbe File menu.

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Figure 24. Double-click a filename.

Uslfitn .,typt: , ....... """ Figure 25. Place the mouse pointer on the name of the cunrmt folder and mlease the mouse button.

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Figure 26. Choose a folder from this list.


Opening a File in an Application If you have already opened an application, you can use the application's File menu to ope n a file.

1. From the File menu , choose Open. (Figure 23)

l. Double-click the name of a file to open. (Figure 24)

or, if the file you want is not visible on the list

3. Click and hold o n the name of the current folder o r disk so that the popup list opens. (Figure 25)

4. Select one of the items on the list that opens so you can look inside that folder or disk for your ftle. (Figure 26)

t/ Tips • If you click the name of the current

fo lder, you will see in the pop-up list the levels of storage o rganization from your current folder, to the disk that contains the folder, to the desktop. You can select any item on this list to open it. If you select Desktop, you can see any other disks you have mounted on your system and choose any of those.

• When you pull down theFile menu, the file you want to open may appear on a list of recently used files. If so, simply choose the file you want to open.

19

0

1 -· :::1 OQ II :n ii'

Chapter 1

Opening a File with Drag and Drop Another technique you can use to open a file, if your Macintosh supports drag and drop, is to drag the file's icon on top of an icon for an application.

1. Place the pointer on the icon for the file you want to open . (Figure 27)

l . Press and hold the mouse button.

3 . Drag the icon on top of the icon for an application.

4 . When the application's icon is highlighted, release the mouse button.

"" Tip • Microsoft Office applications can open

10

files created in some other applications. Drag the file you want to open to a Microsoft Office application icon. If the Office application can open the dragged file, it does.

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Figure 27. Place the pointer on the icon for a file and drag it on top of the icon of the program in which you want to open it.

Essential Office Techniques

Figure 1. The Undo button.

Oear Select All KA

nnd- XF Replace_ XH Go To- XG l.inks ... Object

Figure 2. 7be Edit menu.

Click here to pull down. the undo list ...

Fo~t Tools Table Win

~-~ 01 ·l & • I [}] m II Typing Autoformat Typing "needn'" Typing Typing "You need not"

[ Undo 1 A_!)tion

---+- .. . then select an item on the list.

Figure 3. The undo list.

Figure 4. Tbe Redo button.

About Office Techniques One advantage of working in Microsoft Office is the body of procedures that the applications share in common. If something works a certain way in one application, it almost always works identically in all the other applications.

Become acquainted with these common techniques early and try them in any application. You'll be using them constantly.

Undoing Any Change Remember Undo! You can undo just about any error.

Click the Undo button on the Standard toolbar. (Figure 1)

or Press :I€+Z.

or From the Edit menu, choose Undo action. (Figure 2)

t/ Tips • Click the pull-down button next to the

Undo button to choose from a list of recent actions that you can undo. (Figure 3)

• To redo something you've undone, click the Redo button. Redo undoes an Undo. (Figure 4)

21

Chapter 2

Entering Text Whenever an application is ready for you to type text, a blinking insertion point appears . Whatever you type appears at the insertion point. (Figures 5-6)

Simply begin typing to insert text at the insertion point.

l2

lygTeat!

~-=-=--=rt I've beeq

Figure 5. 7be insertion point.

Our Mom,

!:maony lhatl ha'-.n'twrit~-tninawhile, bmJ•,,. been up \Omyatmpiuj

Figure 6. Anything you type is inserted at the insertion point.

Click here. I

DcarMom, J.

How are you doing? Everything here isireally great!

I'm sorry th.a.t I haven ' t written in a while, but I 've bee the beginning of my new job. I've been given twelve I any training until next month. Everybody is so busy h handholding. Needless to say, work is a little problem will settle down quickly .

My new apartment is fantastic ! I've actually enjoyed tl

Figure 7 . Click at the spot to insert new text.

Insertion p oint

I Dear Mom, I How are you doing? Everything he re i~ really great!

I'm sorry th.a.t I haven 't written in awhile, but I 've bee the beginning of my new job. I 've been given twelve 1

any training until next month. Everybody is so busy h handholding. Needless to say, work is a little problem will settle down quickly.

My new apartment is fantastic! I 've actually enjoyed tl

Figure 8. An insertion point appears.

~~(\


Moving the Insertion Point To revise or add to existing te>..'1 , you must move the insertion point to the spot for editing.

Click once in the existing text where you'd like to add or edit text. (Figures 7--8)

or Press the arrow keys on the keyboard to move the insertion point.

t/ Tips • Hold down ~ w hile pressing the right

o r left-arrow key to move the insettion point a whole word to the right or left. (Figure 9)

• Hold down~ while pressing the up- or down-arrow keys to move paragraph by paragraph.

• In Excel, the insertion point appears on the edit line .

• Table 2-1 lists other keyboard shortcuts you can use to move the insertion point.

Table 2-1. Other Keyboat·d Shortcuts

Home

End

~+Home

~+End

Beginning of a line.

End of a line.

Top of document.

Bottom of document.

Mylnew 'apartment lis !fantastic! I've actually enjoyed the renovations.

Figure 9. Hold down 3C and p ress the right-arrow key to move the insertion point a whole word.

23

I

= .. Ul

f • f l 0 :1

: -:1 ..

Chapter 2

Using the Scroll Bars The scroll bars show the current vertical or horizontal location in a document. They also provide a quick method for jumping to a position along the length or width of a document. (Figure 10)

The span of each scroll bar represents the entire length or width of the document. The position of the scroll position indicator along the scroll bar shows your extent thr.ough the document. To use the scroll bars:

1. Click an arrow button at the end of a scroll bar to move a single increment in one direction.

or l. Drag the scroll position indicator along

the scroll bar to move to a particular location. (Figure 11)

or l. Press and hold the mouse button at

the spot along the scroll bar that represents the extent in the document to jump to. For example, press and hold halfway down the vertical scroll bar to jump to a point halfway through a file. (Figure 12)

t/ np • Scroll bars appear only when you can

move to a point that does not show on the screen.

24

~ ~~ -+ ~--~. ~~--~ - _-:t_---:.-1- _- Scroll bars -=-:..=...::=--""111

9 JO I I 12 13

·~ 15 16 11

Figure 10. Tbe scroll bars.

Figure 11. Drag the scroll position indicator to move to a new spot on the screen or in a document.

Scroll button

-halfway down vertical scroll bar

Figure 12. Halfway down the vertical scroll bar represents halfway through the length of the entire document.

The !-beam pointer

I've beenpp to my armpits in work si twelve accounts to handle and I don't

Figure 13. Place the pointer on the first word ...

I've been n work si u · to my ann its: twelve accounts to handle and I don'

Figure 14 . ... then drag across the text to select.

O.UMom,

Howano you doit~~~1 E\'ef)"lhinnhtreia r-.Uyp.a.al

Figure 15. Drag down to select several lines.

The Edit Line

- ·- ..... -· oouae_(}..,. a e..q <") -. . .... E/ofi!ID&'!41-~ - .. .. .I I i""••W eX,:;,-, tPQr: -·t·6.• ~ .. -

I I!!~S'KY 1\IKLINI::> Z Sales Rcpon 3

14 ~Janutry rebru..,..y

} North 101 11 13400 South 22100 24050

7 El!ll 13270 15670 8 Wnl 10000 21500 9

Figure 16. The Edit Line in Excel.


Selecting Text with the Mouse: Part I Knowing how to select text is critically important as you must always select text before you can format, copy, move, or delete it.

I. Place the 1-beam pointer at one e nd of the te>.."t you want to select. (Figure 13)

1. Hold down the mouse button and drag to the other end of the text to select. (Figure 14)

or, to select text on multiple lines Hold down the mouse button and drag down through the document to highlight multiple lines. (Figure 15)

3. Release the mouse button.

V' Tips • The Automatic Word Selection option

guarantees that the entire first and last word of the selection are highlighted.

• In Excel, you must select text on the edit line. (Figure 16)

• Mouse shortcut: Click to place an insertion point at the beginning of the text, release the mouse button, press and hold the Shift key, and click at the e nd of the te>.."t.

25

--

Chapter 2

Selecting Text with the Mouse: Part II To select a word, double-click the word. (Figure 17)

To select a paragraph, triple -click the paragraph. (Figure 18)

t/ Tips • Word tip: To select an entire line of

text, click in the left margin next to the line. (Figure 19)

• Word tip: To select multiple entire lines, click to the left of a line and then drag down through the left margin.

Click in left margin.

I I llMt """ · ·"' ,_ f- - WIMifW W6ft llit

' ii.,: ... ,. DnrMo111,

.. t.-:.· .. • · ·~

IIOWIJ't )'lll.ldol.qlew~t.r. ilr.&!lyfl"l!

l'm.,yylbu l hln•'l oni~~«~ ln •.,.,.k, "'-1'"._"'-~ ID "-J'JII!Din..m lino.

~~~a':!.~~:~:':;'t,:-=,';:' .. =:U~!'r:.'!~~ro; IIUI~11i1!f. NMIIMI ._, n y, ..-ol h i htrllfi'O:rm'll.\la t~tt• rnllrllllt, ... a l?nt trelt WIIIMUII6D._~uidl)'·

t!r rw• &fi'U'411Hfh t.,.wli~!l'"" ~lyer1o)'H~ rtnO..WO..

Figure 17. Select a word by double-clicking it.

. t • • 0

fJ.MI Mom,

l lo·~~ 6otnt1£\ "">'\bulfbmo t. ...Ut'lf"Ul

I lol • "'I t>l lj, , 1 I ~1011. 1 > U'"'lo > '•I I ·~ 1,.,,, I' I It '"'""' >1•1 ~ I >I •>

I ... , •~ • r I" • • 1 .. I •• '"'"\' "t • .l • " ·•••• • I•• oJI, • dl ,I.., I ~· I '' • 1 ~~~ ·~" " I ,. " •~~1 I , ,t. " ' •• '' '" I," lo~ I • " I .. ,.., 1 ' " I "o Uo I Lu: ' ., llo '> ~" ,, " I " , lot j, .. t 1.., '" , .u ,. " , o, ~ I o•t l """' t • .,n ... I,J, .... • II•

Figure 18. Triple-click to select a paragraph.

I'mso thatlhaven'twritten in awhile,butl'vebeenu tom ann itsinworksince

16

~ ' • ' I

any training until nextmontll. Everybody is so busy here that I can'trely on anyone for handholding. Needless to say, work is a little problematic at the moment, but I'm sure it will settle down quickly.

Figure 19. In W'o1·d, click in the left margin to select a line.

7be inse1tion point I

I I'm sorry that I haven'ti'Nritteninawhile , but I've been! .

Figure 20. The insertion point.

I I'm sorry that I ha.ven't@l!@!i!!UjNA, but I've been I Figure 21. Hold Shift and move to the last character to select.

~rv·,f'\ I'm sorry that ! ha.ven'tmm!llli!I!EmJ!ml, but I've been

Figure 22. Press 'Jf, +Shift+arrow key to select text word by word.


Selecting Text with the Keyboard 1. Use the arrow keys to position the

insertion point in front of the first character. (Figure 20)

1. Press and hold the Shift key and use the arrow keys to move the insertion point to the end of the last word to select. (Figure 21)

V' Tips • Press and hold Shift and press the

down arrow key to select multiple lines of text.

• Press the 'Jf, and Shift keys along with the left or right arrow keys to select a word at a time. (Figure 22)

17

J u 1: ·a i &! 1 ftl

f

Chapter 2

Selecting and Replacing Text To replace text in a document or in a text box on a dialog box, you can always select the text and simply type over it. The characters that are selected will be replaced when you begin typing.

1. Select the text to replace. (Figure 23)

l. Type replacement text. (Figure 24)

v Tip • To quickly replace an entry in a text

box, click the entry and then type a replacement. (Figures 2s-26)

18

Selected text

We're expecting !,ill.f,@lof attendees.

Figure 23. Selecting text in a document.

Replaced word

We're expecting thousands of attendees.

Figure 24. Typed text replaces selected text.

- ·' Document -_,

tttrot••~ ra,: rc=Jffl Prevlev~ -

J BotQ:Im· r.:==i~ --llon: :~ :~ 1 ~

RfOht•

~tr~ Left: ljj" I~ §; Right: ,1 .25" I~ :\

IJMtrror """9'"'

I Oef .. !t ... ) l ~ !!<II•• I I c .... , I C[J

Figure 25. Click to select a text box entry .

Document "= -Harght .~

To~: rc=Jff! r·· I ] 8olttm: rr::::::::Jffi l•«: IIK:Jffi Rlttlll rm:::::Jffi Gtttter: IL::]ffj L ~-;] rrr:::::::JI!l --

!o.s- I~ Appl' to· !Whole dOcWMr.t 1¢1

0Mirrorrner'Qin'

1. o.f .. u ... 1 ~ ,..,,, J I c .. c•li G:J

Figure 26. A new typed entry replaces a selected entry.

Interoffice Memo

DU I! .:.t24F93

h : S.lutum

Frem:Dan~rdn1~~

AI: Frlttlhl

fl'l4\t ~,::~ ~r .,:~ur u ,:.t rl) ~ rkrrMra~lt~t c~ru r ; ,::u ht\11 on::t • lit N l rteorl2ll fr.r I.Htltl trd dJllu tr!III YrrtJ Ml~. 1r\d I l r.w t he entire ten~r,y 11 chMrt~ IJCU n A-:t.Kr..l h cur t99!111>fl:. t'-'r: t , .. t l ch lol1 l1 OJ! I) c~.~ttii'Ut Ht trother ~~~~ cf •••nk1>

Wt l'llvl I ~ lo incrtot~ ~rlttU/11 fw l!tm' u 1 ru~ll •f M9~r C031t. a~tt '1(11 VI II !If r.ltud 110 ntle lf'Mit , t llerh 10 l r.l d l tQerr;c cf to,n M~~en, our Py"'CJ'4!1tw;O.t~:tot, ""flitvt11Cir..11 J t.cl! U leb r tdJCIICOitJ !M I k" of 1¥ mot1

;~~;ullrlttll'IS, silt,.., '" ~.,ll r{ ''- ""'"',on~ c~.:ttt!Nrt, Tll• stout' hll:l t,~e.er cffcruw;tln! 1M r t11TC)"'I;IIII I lt'o,vt ftcc !nlt~t rrtflttl)l ll(t

Ccl'-;lrthftllcn: er;~sln , tM~oa< lactfor t ht ru tcf \99 111

O.Jii

Figure 27. Select the text to move.

Interoffice Memo

rr•m:04fll'te to)JrMh

ftl : f:nu llat

Tt.t~t ~~~~~for pu t\iPtrb x rfornwnu lutq•.Mrtc t :"'II W ~ UICI tl)tln M:l rtcetOJ for ~,; rtth t t:d c:ollar u••nll )O)d, tn:i 1 •ncN l l'le u nr. M'llpen~ h ct•url r~ tl(lu )!\ Alit~!'*: h olr 1998 ~ rkt thet~. wM<t. vi i i oo I ) c.~tltrnert In t~lr,.r cov~le ol .....,. ~;., ,

t(( rntt Pf1tnt " l , ....., ltt MI n • n sult of tll~tltr « •U But fadU ~r111 tit plua..d 11 nob I t-at, thuh to t he flll)tru of l~ r• N.-n, ur Pur<lcttlfi1 CIIne\cr,wlllw .:tu.ll\' Ut" ablt to rt<l~~:e this u 1 fN of our rant , -n•'er!\tY,J, •t'll .... Itt PIPS1~U. ....,no:ttfl b twti:>I'NI'J. Tnh •IIC .NI t•IP 'IH' •N'lrh ~hat::. t t1ff«npetUlotl- ftu tn t~ l'lllrtet~ lltl

Coro;r.:utattoM l)lilll,tl'!t P' l ~<ek fllr l t.t r t-, 1 D1' I 99! 1

OJU

Figure 28. Place the mouse pointer on the text.

Interoffice Memo

Dtlt : 4JZ4 1911

T e: S.ltl leotl'a

r rt i'I : O. ~ HI"I!JU.JOI'I

ftl: Pr1ttlht

Thl1~ y:111 for tp Jrnpu ~ s;.rf,rlniiYt la.H.;t.:trttr; !pJ IMI"t u u tQtl ll ut 1'1CQorf1

fer ~nlll tfld ~Htr U'IC~hb • hi, t riO t ki'IOV tf'lt rntl rt «~nPI~'I h cNotri i'IQ \oOU n . oilt\ttl'ltj h C~l' 19~! p•tc. :si'JMI, .... 1'1\th ""HI V0 tc t llltiMifl h IIICIIttr CU)II Of

""" , I ln;-r NII FI'Ictnn t fl\/lt4tr i U I I'UIJ II of t l~hti' UIIt

8~1 \IO U vt ll Ill Flttx;i !Ill 1'10"..11 ttwt, I M,~3 tc t~ (111~1\Ct cf l ',tl'l Mlo'lrt, u r P~rct.ni'I9 C1rtetor,...,. N-ot att~n'ot Ltn t t le h rdw Clllst' c-r~ • r ..... tf t J t :ro3l PCf"lul:ur.s,IM "'* u• ~'19 11'11 Mvtrqt on to c~~tl:nen. T1u shc~lc twlp "'" et'fttba.:)llmt tt. l!lt'fcOI"'' :..Utl:wl\,,. •ttt h tt.ltr4r htplttt

Dt::nt~httout~l~.ard ooxt h.ck !cr Ul r~ t of l9911 1

Figure 29. Drag the gray insettion. point to the destination.


Dragging and Dropping Text To move text in a document, you can always select the text and then drag it to a new location. You can even d rag text from one document to another or from one application w indow to another.

1. Select the text to move. (Figure 27)

l. Place the mouse pointe r on the tielec.:ted lext. The mo use pointer becomes an arrow. (Figure 28)

3. Press and hold the mouse button and drag the pointer to the destination for the text. A gray inse1tion point indicates the exact spot the text will reappear. (Figure 29)

4. Release the mouse button to drop the text at the new location. (Figure 30)

v Tips • To copy rather tha n move the text

(leaving the original intact), press and hold the Option key while you drag.

• Using these techniques, you can copy and move othe r kinds of objects as well (graphics, charts, etc.) .

Interoffice Memo

Oa1t: 412,./911

To: !lllnht:'t'.

rnr~: O.nHendtnon

R l : Prtc:tlh\

Thl1k\')Uftr ,::~r tuperbpertum~ralut uerttr; V'III IIItYf ~ &7th Ml rtcer ds ~r ~ntlttrd .:Jolltrtrw ~nb M'• , t l'ld 1 kfle'loo tht tntlu tcm~~\1 11 c.tttri i'IQ li<l~ on.. Att..:t~ tt cur 19'illl pr tcu,.t, '"'hi<l'l 'fill ao to cutt:tJtrt tn tr.tl r.tr etl,lplt t f

""" Wt t..... wrfwh:t~~~ttl\lb1 11 l lltnn. pr1tu0ft t frv ltun at • rnW!tcf llt(tltr c.uh ~.,;1 1111 1 viii !lit """ ...: lo rot• thtt , u .. ,~, ~ tr. flllg.t!IU tA l 'iN t1,11no . ~r P~ rehNI~Oir..,'1at,'lo'll'llvt e.:: tUIHIJ mn t t le b r«~;et te41t en • fw of our r.:el pGFUlultt rr;t, t r.d ...,. lr t PIIU \ I'IQ the u vlnqt on to tntcn n . Tllh sha~·~ t•tp ~Ot.Jr t ff)t \U Qtl "'' IIW: tiUI OO ifPtlltlon \o't ftu t nthe i'Mrttt~'tct

tf.,CIII tll'¥"t .!llttll:D I~IA Ul\lef IIW: CMI'OJU, plC-n. ~l"t htl1b~t b eorltc'; I t I of L1o ttl l t .. ,.,.,.htl~ltUI

~I'IQI'4111lttlt•1Qtlft,tr.< goG!~ he~ kri M rntcf l 'i9111

OJH

Figure 30. ReleCISe the mouse button to drop the text.

29

i f

Chapter 2

Seleding Objects Passages of text, drawings, charts, scanned images, and other items you can select are called "objects." You can drag objects to reposition them on the page within an application, and you can usually drag them to other applications, too.

• In Word, select text to create an object that you can drag. (Figure 31) See Selecting Text, pages 25-27.

• In Excel, drag from one corner of a range of cells to the opposite corner to create a selected range. (Figure 32) The selected range, now enclosed in a box, is an object that you can drag. (Figure 33)

• In PowerPoint, each item on a page is an object. For example, a set of bulleted text items is an object that you can drag. (Figure 34)

~'ll •l lol • l ll o l' o fi r lo I • Il l I h • •

" ' ' 1 111 ,,.,

I , I I•'' I' I •

'.t: I I•·•• I'••

Figure 33. A selected m nge of cells is

highlighted and enclosed in a box.

30

, .. co-.~.-..~t_.. .. -.-. .... r-c:.e...~ n-•• ....... -,__ ..... __ ,_,.. __ ,......_ n.t-C.C.Hoolt.ll_ ........... ., . .. o,..o*'loo t._,_.. . _ ............ ~ ... , ... ~,.... ... ...... •• 'A Ooooolot,ji ... , ... ~....._ll .. . a-. .. ... -.....,......_.., _ __ _._._-"'" .... -... ~·~ .. ~ .... Dot-......,.~ .. ......_u... ........ . n.r-OMoowott.I Moo.....,.n41iM,......, Stff 99:a.-w ,.w. ... ........ , ,_ ...... a...t .... ............ ~u.:to. ........ '-"""11 .... .. - .......... .......,.j_...,..,._ ........ ..,._.._ ..... ..... =:=-.,-=-~~c::=-----,.. ...... -.-.... a:~o ................ _....... .... _ .. r- tliooof Mt.A

~~-·:.==r.:.a:~~:":i"=~·

Figure 31. Selected text is an object.

BLU~ si('{ATR, SafCs Report I -

Bl::uh

!neoton North Sout h (a st We '!It

lii!Qdi&Mrebruary 10111 13 400 22 100 2 4050 13270 15670 10600 2 1500

0

Sales Report

~l ll •l,lfV l •ll l lo

'·"''' ,,,, , ,,,,, •"'Il l '' I IIII ~ ' I ' • , (1

13270 10000

15670 21500

~l lt l'ti • I•'II II J t;wtl1 111 11 1 I 11111

" 1!11 ' ' H o • Ill ,u I 1 I I ) 11 I o!o/U

V.'• 1 luwr + 'I .oo

Figure 32. Drag f rom the upper left comer cell to the lower right corner cell to select a range.

Figure 34. Handles appear around selected objects in PowerPoint.

Figure 35. Selected object in PowerPoint.

Columns ••• Tebs._ Or·opCap_. lext Direction".

CAse._

Figure 36. 7be \Vord Format menu.

Uot a.c ... ool41-ff"'UI•n !IU.in(Otne 1!.\#ftl kltCrMmduNn•.a'ool fee

lion d'"'""'~ APJNU,_r ..,., Jotd•CIOWW w,.,..~e&b c.t!H P•thl1ow.

·""' Figure 37. 7be Excel Format Cells dialog box.


Formatting Objects You must always first select an object and then choose a formatting command, not the other way around .

1. Select the object to format. (Figure 35)

l. Choose a formatting option from the Format menu. (Figure 36)

or Click the toolbar button for the formatting command.

or Use the keyboard shortcut for the formatting command. Table 2-2 shows the available keyboard shortcuts.

t/ Tips • In Excel and PowerPoint, the first

command on the Format menu always leads to a customized dialog box with special formatting options for the object you've selected. (Figure 37)

• The most popular formatting commands appear as buttons on the Formatting toolbar.

Table 2-2 . Common Keyboard Shortcuts

3€+b Bold

3€+i Italic

3€+u Underline

31

Chapter 2

Copying Formatting with the Format Painter The Format Painter transfers formatting from one object to another.

1. Select an object that has the desired formatting. (Figure 38)

2. Click the Format Painter butto n in the Standard toolbar to pick up the object's formatting. (Figure 39)

3. Select the object to receive the formatting. If the object is a passage of text, drag across the text to format. (Figures 40--41)

t/ Tip • To apply formatting to a n entire

sentence, press and hold the 3€ key and the n click any word in the sente nce.

Rehearsal Dinner

Hot and cold appetizers Main course buffet Ice cream dessert and coffee

W t:JJinQ Ditm~i

Hors d' a:uvres Appetizer Salad Main course Wedding cake Coffee Petit Fours

Figure 40. Drag across text with the Format Painter pointer.

32

lkn lll'• u"'" Appt~rtr ...... ......... .,.......,.,. eon" f'dl~

_{olpl ••

Figure 38. Select the formatted object.

7be Format Painter button

Figure 39. 7be Format Painter button .

Rehearsal Dinner


Wedding Dinner Hors d' a:uvres Appetizer Salad Main course Wedding cake Coffee Petit Fours

Figure 41. 7be newly f ormatted object.

ml\!1 .,Nor't1MI

OIJJinl Ltyout l'ltgolAoyout OUtline LM•ttroocuMnt

., S.artdOf11 .,,...., ,_, ., ronnattlng ~nt~p oll!"'- AUtaTIXt

WordS. I Meo•s kcttrouad

~;,.~-, O.Uabose Orn.1ng

Fo"tnoi.,A fGnt'll (OiftntPnt \ ....... RtYtal!~ Picture runtcrcu Powtr8ook Zoom- R«Yttwt-..o

Rlltban .... , t.llles and Borders VISUill8a11c Wob Wordforh'lclntoJh S.f Wordo'rt ---- -Cu.rtamln.

Figure 42. 7be View menu.

!;:!;e--=- Customlu,C • ~ ::;:

---,e

~. t.e ..... \~ ll'c.lt9orfo., tomlf'lllflels: . D..,.. __ .

[Cit • Vlev o-ln3crt format gi: o, ••... fonh ljt ftOII ftlo.-. Toch Tebla IIi Cl•• Wob y .

S.llddc:tnrnel'ld

loncrftti••l rFMftdtfiJ 9&1 t.~C~tf•~

]lJ sw.tn· IHorrn.t F~j I"'"''• ···J~,

Figure 43. 7be Customize dialog box.


Seleding Tool bars A default group of toolbars appears in each application, but you can select others to add to the screen to gain access to buttons for special tasks.

From the View menu, select Toolbars (Figure 42), and on the submenu that pops out, select a toolbar that isn't showing to make it show, or a toolbar that is showing to hide it.

V' Tips • To add new roolbar buttons to a

toolbar, choose Toolbars from the View menu and then choose Customize from the submenu. On the Customize dialog box, choose a Category from the list and then drag the button you want from the dialog box to the toolbar. (Figure 43)

• To move a button within a toolbar or to a different toolbar, hold down the ~ key and drag the button. To copy a button to a different toolbar and leave it in its original place as well, hold down the Option key and drag the tool. To remove a button from a toolbar, hold down the ~ key and drag the button out of the toolbar into the document window.

33

Chapter 2

Getting a Shortcut Menu A shortcut menu offers the commands you are most likely to need after you select an object. A shortcut menu shows only commands that are applicable to the selected object. (Figures 44-46)

1. In Word, select text.

In Excel, select a range of cells.

In PowerPoint, select any object.

l . Hold down the Contro l key and click the mouse button.

34

~gt~.~~ l~ ~,·.,·.-.;· ; ~~=~r:~:!!:~·~.-4~~ 0 ~--~" .. ~ . . ~ . . t ·:: • . ,

Rtlwu.a!DI-r

~·.~===-·='"' k»cnaa-....n&n<ScofrM

... Figure 44. Shortcut menu.Jor text in Word .

II 12 13 H IS 16 17

......

Figure 45. Shortcut menu for a range of cells in Excel.

Figure 46. Sb011cut menu.for a PowerPoint object.

Figure 47. 7be Office Assistant.

~GJi[ l 7be pull-down

1

~~~~ bunon 500% 200% 150%

I 125%

75% 't 50% 25% 10% Page 'w'idth

Figure 48. Click the e,.'"isting zoom percentage to select it and then enter a new percentage.

Figure 49. 7be Zoom Control.

~--Zoo• 11--:;;;;:;::-----"J ,Pnvtov•----:;.,---:;:----,..,_ 0 20011

f) 10011

Q7S\II Q Pogo'olldlh

0 "llo" ~'" OM••••r-'

~ Pereent:

c:::n~

~~~E.x";ytz; A.eBbC'cDdBoXxYyZ: A.eBbC'cDdBeXxY)"Z:: A.eB bC'cDdBeXxYyZ: AallbCcD4EoXxYyZ:

Figure 50. 7be Zoom dialog box in Word.


Getting Help Office 98 has an extensive online he lp database.

Click on the Office Assistant (Figure 47) and type your question in the box that appears. 01.

Pull down the Help menu and make a choice.

Zooming In and Out To magnify your work on the screen, choose one of the preset zoom percentages or enter your own. For example: 200o/o makes eve1ything on the screen twice as large.

Click the current zoom percentage g number, type a new zoom percentage, 5I and press Enter. (Figure 48) i' or Click the pull-down button next to the Zoom Control and then choose a preset percentage from the list. (Figure 49)

or From the View menu , choose Zoom and then choose a preset percentage or enter your own in the Zoom dialog box. (Figure 50)

t/ Tips • In Word, Page Width zooms to a

percentage that neatly fi ts the text across the screen.

• In Excel, Selection zooms to the percentage that neatly fits the selected range of cells to the screen.

35

Chapter 2

Setting Up the Page Margins The page margins give you white space at the top, bottom, left, and right sides of the page.

1. From the Format menu, choose Document. (Figure 51)

l. In the Document d ialog box, click the Margins tab. (Figure 52)

3. Click and then type over the margin settings. (Figure 53)

t/

•

or Click the arrow buttons next to each setting to incrementally increase or decrease it.

Tips Choose Page Setup from the File menu to print landscape (sideways) rather than portrait, or to specify a paper size other than letter (8V2 x 11).

• The Page Semp choices are stored as part of the curre nt document. The ne>..'t new document you create will revert to the original, default page setup.

• In Wont, you can click Default after changing the page setup to change the default for the following new documents.

36

Figure 51. 11Je Format menu.

t1ert1a•~

Top ~~ Prt'IID

BoU:~m rr:::=Jffi I lift• ITK:Jm Rlqot: riK::::J@ (;utter rE::J~ r .. ·~· ~ar: ~~t Fotter: ~~ AP IIII.Ilo: lw.,loll>c•""m iej

0Mirrtr rnsr9in~

Figure 52. The Document Layout dialog box.

Preview

~ - Document ·-"'''''"~

Top: !L::J~ Prevlw

Bottom [c::J~ § ~ l&ftt rL::Jm Rlgltl: [c::J~ -

-G1.1tter

-~ -r:;.;:'· ~ ~-~~ ~polvto: fWilOiodo<•mtnl !el QHir~rl"rl.trQ1m

I DofnU ... J I P.., Stt•'···J !caoeol J([EJ

Figure 53. The preview shows the current margin settings.

-Abaullhls Computer-

~Apple System Pronler Apple Video Pleyer

El}AppJeCDAAIGio PIIYOr (l Automotedlosn i Calculator • .

" !! COnnectla-Q Control Po ne ls .find rue

• • Grophlng Colculator IH Jigsaw Punlo ljjJJCevCaps

iNotePad RecontAppllcallons • Q Retent Documents • 1!1 Scropbook

fi> SlmpleSouna ~Stickle•

Figure 54. 7be Apple menu.

[]lb. - .. ~~"'Oiooser _

~ ~ .

Ap)\tstl.trt Cob" &V Z500

~ luH'Wrlt.t8

Applelelk eActlve . 0 ln~:~ c ll ve

Figure 55. 7be Chooser dialog box.

~e .

761


Choosing a Printer If you have more than one printer available, you can choose a primer other than the default printer.

1. From the Apple menu, choose Chooser. (Figure 54)

l. In the Chooser dialog box, click the printer driver you want to use. (Figure 55)

t/ Tip • The options that come up in the right

half of the Chooser dialog box when you click a printer driver will vary depending upon your installation. Click the appropriate options for you and then click the window's close box.

Printing 1. From the File menu, choose Print.

or Press :tf:+P.

l. If necessary, choose different options in the Print dialog box.

3. Modify the number of copies, if you want.

4. Click All to print the entire document, or enter starting and e nding page numbers.

t/ Tip • In Word, you can enter a range of

pages and individual pages at the same time . Entering 1-3,5 would print pages 1 through 3 and also page 5.

9

I OQ II

I i

Chapter 2

Saving Your Work 1. From the File menu, choose Save.

(Figure 56) or Click the Save button. (Figure 57)

or Press :li:+S.

l. On the Save dialog box, type a fi lename over the temporaty document name in the Save Current Document as text box. (Figure 58)

3. Choose where you want the document to be stored and then click Save or press Enter.

4. If the Summaty Info dialog box appears, enter as much information into the text boxes as you want and then click OK. Press Tab to move from text box to text box. Summary Info helps you find the file later. (Figure 59)

V' Tip • Each application has a way to set a

default folder for your work. In the online help system, search for help on defaults and look for the sub-topic "Creating default directories or folders."

38

11!111 New- I(N Open- ao Optn wu Pootaosl! aw

$toYa~t:SIYeasHr"-. Vl!rslons-- ---~~~=r.-;, Print- aP Senlllo ., Prot~erues-

1 Pr0Je(tFroonuJ 2 Memo to Group llttterto le:•n

~~';'I« 612 MO ~

Figure 56. The File menu.

The Save button.

~ D~~ I iill.~ !Jb ~Elill e!,~ l Figure 57. The Saue button.

( i!i PrcJcctH I ~I o Macintosh l iD

lkt ~udget . I IJP<l I [! Prop oS<~I I Desklop I l.i ScheUule

I New~ I 11 Options- I

I cancel I II Snve A

~

Seve CurTent Document u:

joocun1ent1 I Save me ns Type: I Word Document I ; I

Figure 58. The Saue As dialog box.

~==== 1!1'- ,,..rl,.. •• , ...... , .... ~ .. )let lftoo:.~ .. t.

•A~f"' ic-•-•u ,...,.,.n lu .r••l1tru ...

"'"'-ll 1·-~-.. ~ ...

h • W• ~f._,

ou...~wtm..t•

Figure 59. The Summary Irifo dialog box.

--O,enWeb p ~e-

Oot:e .W

••

Figure 60. 1be File menu .

Figure 61. 1be Open button.

5elect a Document: . c;a MGclntosh ItO

< ~D ( FJOCI l 11!PToposol l ll<!Thoe I [!schewlo

I Cencel I I ~en I

. I nndnle-1

List Flies ofType:

lAu dable Flies j:l 0Reod Only

Figure 62. Double-click a filename.


Reopening a Saved File 1. From the File menu , choose Open.

(Figure 60)

or Click the Open button. (Figure 61)

or Press 3€+0.

2. In the Open dialog box, navigate to the location whe re the file you want is stored, and double-dick the filename to open. (Figure 62)

or Click the filename and click OK.

V' Tips • You can use Find File on the File

menu to search for files based on the Summary Info information you e ntered when you saved the file or the text conte nts of the file.

• If the file you want to open is one you 've used recently, it may appear in a list of recent documents at the bottom of the File menu. If so, just select it there to open it again.

Special Note on Folders: Folders are the way you organize your files on a Macintosh. With the Macintosh system, you can add or delete folders and create folders within folde rs. The system also lets you manage (move, copy, rename, and delete) folders and the files you accumulate. You'll want to learn more about basic system software procedures to understand folders and files. The manuals that came with your Macintosh are a good place to start.

39

Chapter 2

Quitting an Office Application From the File menu, choose Quit. (Figure 63)

or Press 3€+Q.

t/ Tip • The Macintosh will not let you quit an

application without offering you the chance to save any open documents that have changed since you last saved them.

40

lml New •.. 3€N Open ... 3€0 Open Web Page ... Close oow Save 88S save As ... Save as HTML. .. Versions ...

Page Setup ... Print Preview Print ... OO P Send To ~ Properties ...

1 Invoice 6/2 2 Project Progress 3 Memo to Group 4Letter to Jean

Quit [~ ~Q

Figure 63. 7be File menu.

Office and the Internet

Figure 1 . Internet Explorer viewing a Web page

Office and the Internet \Vhen most people refer to "the Internet," they usually mean the World Wide Web, or the Web, for short. The Web is the part of the Internet that gives you access to documents that contain text, graphics, links to other documents, and a growing host of multimedia elements. An optional program included with Microsoft Office 98, Internet Explorer, can be your tool for exploring the Web. If you are one of the growing number of people with a Web site to support, Word can help you create and maintain the content of the site .

The Internet is much more than just the Web. For example, if you have ever sent or received e-mail to someone who's not on your online setv ice, you have used the Internet. Another optional program included with Office 98, Outlook Express, lets you send and receive private e-mail messages, and read and post public messages on any of many thousands of Internet newsgroups.

Word, Excel, and PowerPoint all can use Internet links to connect to other documents. These links can be to files on your own computer, or they can be to files stored on computers that are accessible to you through the Internet.

41

Chapter 3

'Installing the Internet Applications 1. Drag the Microsoft Inte rnet

Applications folde r (Figure 2) from the Microsoft Office 98 CD-ROM to your hard disk.

l. Double-click the a lias for either Internet Explorer 4.0 or Outlook Express 4.0.

Internet Explorer To use Inte rnet Explorer, you must have established a connection with an Internet service provider, a company that has connected one or more of their computers to the global network. Most companies of any size have such a connection through which you can access the Internet with Internet Explo rer. The popular online services, such as America Online and, of course, Microsoft Network, provide access to the Internet for their subscribers.

t/ Tip • Web pages can take a long time to

load on your computer. Using a faster modem can make a big difference. If you're interested in getting a faster modem, find out from your Internet service provider the kinds of modems they support and the speeds they can handle now and in the foreseeable future in your service area.

41

c,· .-.,-·.,.-=- ~otcroJalt lnu metAj!pllr.Uons·S. :u ere 6 H•fN. I.!C8tvrU•b1• . e

lhllf'MI £K,/~rtr 4 Q ~

/Mk>tt-<1.0

~ tl l nterrset txplor.r 4 o ro11Mr Ou!loot b:ptnl 4 0 roldtr - ' Mlcrwon Nttsbov Ptr~Ml Wt~ Servtr

w

• • ¢.o

Figure 2 . 7be Microsoft lntemet Applications f older.

I ~;~ A;:U'· • •c;.n,c•"" 'w··•~-.~ l01l.OO:C.~~1.QIUJ

"·t;=1 C' ? X"1! 2 z=o 11 < 1ts ,.,

6 ~":1- . . a;;!'/l .";t T!!: 10 • _ . .._., ·-• '"'H -

~~ ;:";-;!t-••" ~;; -:: "" ' - ·- to., n:~ ..-' · ~ . .. ..... ~.oo~o.,~ ............ .

~~:· ..... "".

Figure 3. Internet &plorer.

~ ... !). 0 0 (J) ~~ (i) ~ Bick r ,, Jt·.J •· Rtfrt sh H m Starch Miil Favoritu

~ Addross: 8 1 http :1/homo.microsoft.com/

Figure 4. 7be Internet Explorer address field.

...,. Education COJnJ)uting Education Resources t!jgher Education K-12 Education

Figure 5. Hypertext/ink.


Opening a Web Page

1. Double-click the Internet Explorer icon. Internet Explorer opens. (Figure 3)

2. Type the address of the Web page (sometimes referred to as a Universal Resource Locator, or URL) into the Address field . (Figure 4)

or Click a link on the current Web page to open a different page . Words that are colored or underlined are usually links to other Web pages. (Figure 5)

V' lips • You can set the Web page you use as

your initial location in the "Home/ Search" section of the Preferences dialog .

• Most Web sites have addresses that look like http:#www.microsoft.com/ which you can abbreviate as "microsoft.com" (without the quotes) . Internet Explorer will fill in the rest.

43

Chapter 3

Managing links When you find a Web site that you will want to visit again, pull down the Favorites menu and choose Add Page to Favorites. (Figure 6) A link to the site will be added to the bottom of the Favorites menu, so you can get to it directly the next time you want to visit the site.

e/ Tips • When you want to delete or reorganize

items in your Favorites menu, pull down the menu and choose Open Favorites.

• Graphics can also be links. As you move your cursor over a Web page, the cursor changes to a hand figure when it passes over a link (Figure 7). Click the link to go to a different Web page or to a different location on the current page.

• Clicking and holding on a link brings up a menu with more options for using the link.

44

Figure 6. 7be Favorites menu.

Figure 7. Hand cursor indicates a link.


~t"" ""._ ........ · ~-;;..:.:.:."'":..::..... Using Outlook Express E-Mail 0:; e:s

0 " ·

11 Cll VJ~I===:J 1. Double-click the Outlook Express icon.

llll ''"""' ,1.1.. 1... .... -1 Outlook Express open.s. (Figure 8) IJ o.-. .... "'""- 11.:.11='------...!:.:::---..l:::::.=:.- ;J. til :::::.. -l . Click a folder in the left window to -2: ,..-. ..... '-'-!i! ,_,. display its contents in the upper-right

Figure 8 . Outlook Express.

0o1e SAVP SovcAs .•

Import EXport Contacts-

PGQe SetuP

Print..,--~~WorkOIIUne

Figure 9. Creating a new message.

window.

3. Double-click one of the messages in the upper-right window to see its conte nts in the lower-right window.

4. To compose a new e-mail message, pull down the File me nu , pause on New, and choose Main Message. (Figure 9)

or Press 3€ +N.

t/ Tips • You can create a new folder in which

to store mail by pulling down the File menu, choosing New, and choosing Folder from the submenu that pops out.

• Use the Message menu to reply to e-mail you've received, forward a message to someone else, or attach a file to a message that you w ill send.

• Click the Contacts item in the left window to maintain a personal address book of people with whom you correspond. Click the Fot~~·ll item to search for someone's contact info rmation.

45

Chapter 3

Using Outlook Express Newsgroups Newsgroups (sometimes re ferred to as UUNet newsgroups) are d iscussion groups open to anyone with access to a newsgroup server. Each newsgroup is focused on a particular topic. Newsgroup messages look very similar to e-mail messages. The difference is that they are posted publicly, so that anyone with access to a news server can read the message.

1. Double-dick Outlook Express.

l . Click a newsgroup server in the left window to show a list of the newsgroups it offers in the right window. (Figure 10)

3. Double-dick one of the newsgroups and a new window appears showing the list of messages in that newsgroup.

4. Double-click one of the messages to see the contents of the message in the lower window. (Figure 11)

V' Tip • To add a newsgroup server to the list,

pull down the Edit menu and choose Prefere nces. Under Accounts, click News, and then click New Server. Your

b•&iJo~c ~iffot Ktn

lJ C.ltttiO"'"U C'H

@3 Ount

~-Coo-<Mb-~ ~'-"

,..,...r\,... .. _ ,, .11'4.,. ... .,., ~ ..... ~~o .............. "'....nl ~-n~M.-.n.--...-....1

!lf'CRMft ..... hl-tti- W i lan

'""'w.cn~tto - •ltM•tlootrstoo• li;Mt n~lorOMn.Mtt.MC-ut ••·l,.lrill

~t~toronnp~ MtHt.t>«t't'llt•hl•

w.a. .. onpMe.-• t.rr• ......... ~ ....... - .. f_......... ..-..,~n,...lil.,.....rtttt...,.t..t,.

riuto»f'',...._ ,. ~-·

..... ~ .... '"' - ""''-"•"'* ~-n\~'Mo-IIIM¥0.

,..."~f!IAI'"'.-' '~"'•U>~N ll'ltc>rtt r.'l,....'Mo .. _tl4n.lln..tr ~.tt .... llc.-tttdlec!l.fruvr r.lenitf'\poAltioMOtu..-.. r.o~eN;ttftMIJo..»«ttr•)hNt_.

~ft,U)oo-ur.,.,.U

,..... .... ,t ...... ..-.u .H¢1rtllf l'lricreMtiNtlo-tU.M~ft;l

~r~IDrOfCft~ho HCnt.ltthte6t:t., "'lorOf<ll~ -..utclmil.o:.~

n~IDrO«ftPlillloOCHttl!it\l ... •tkopw lllilrMCfi~Mt,._fltlill'tl:~ t ... t(fot t

~r.w.-.;nMHt-•etHt~»

rllr.-ft,...KI•tt-•At"....,.itJ....rr~~r-K,n ,.ahhMtto .. .-..~___,...1

Figure 10. Outlook Express opened to newsgroups.

_,_.,_,,.._ .... -.. ... __ .... ........ ...... ... ... .. -· - ... -··-_,,., _- --- .. .. , ___ ,_ .. ,_ ~- ·- .. -.. --··-=-·~ ....... ~;:..:.-_-::::.. .. __ ..!.:,-:::.-I-.. - Co- OH 't .. ,

.... 1'0 !0 .... _ , __ ' • I or ... ,_. , _, , ....... , , _,.., ......... . _ .... .__

Internet service provider should be Figure 11. Newsgroup message window. able to tell you what you need to know to complete the configuration of a new newsgroup server.

46

Figure 12. Insert Hyperlink button.

Insert Hypertlnk -

uat u nttor U~l:

L-------------------~GV 1~·~·- 1

Path.: ~~link loccirtlilii1 t~; d0Ca menh

Mllrud toc:atfn 11'1 fib (optfoMI);

ls•lnt...)

~ If UOU"Wtnt lo jutnjllto • tpeelflc lectttonwtthfn tN Ciocument,•uch .u .11 bocl:mu", • M'nld r• ll9&. ore allOt null'lber, enttror loe.tt I btl tntormtlltnt&lr¥t

Figure 13. Insert Hyper/ink window.

(Cl Proj ectH : I a MoclntolhHD

~~ Dud yet . I Qrcl I [! ht!Xf Vt:otr'< rrojertlon~ I o.sii.UI, I [/t Ftopo<•t J3 \cht~ulo I Nrw£1 1

Word oocum11nt I!;J OocumentT~mplnto l i!XlOnly

~ To.rt Only w ith Uue BreakS MS-OOS Tut p ~IS-DOS l utwitlt Unellrealcs flth Text ronnat

Saw Current Do cur lhlcode Text S~onetY

Hom e Page Speller Clutom lllctlon•tY Speller eu:tuele OICUonory

S• ve File .u; Type: .. Word.C.Oior tho Moclntosh 'I Word s.otor the Mlclntosh I--Ward S.t for the Mlcintosh Word fiJI/95

Figure 14. The Action SeUings dialog box.


Creating Links in WorcL Excel, and PowerPoint 1. Save your document

2. Click the Insert Hyperlink button on the Standard toolbar. (Figure 12)

3. ln the upper text box of the Insert Hyperlink dialog (Figure 13) specify the path to the document if it's on your own computer, or the address of a Web site .

4. In the lower text box, you can specify the point in the document to which you want to link (e.g. a p articular slide in a PowerPoint preserytation).

Links in PowerPoint PowerPoint offers more options for links than the o ther applications.

1. Pull down the Slide Show menu and choose Action Settings.

1- Use the tabs in the Action Settings dialog box (Figure 14) to specify whether the link occurs when you click it or whe n you simply pass the mouse pointer over it during a slide show.

al' Tip • If you specify a Mouse Click action,

you may also specify a sound to play when the mouse cursor goes over the link.

47

J 1 f

Chapter 3

Creating Web Pages in Word If you have your own Web site, you can use Word to create pages for the site. Web pages use a language called HyperText Markup _Language (HTML). Word can translate your document to HTML.

1. Pull down the File menu and choose Save As HTML.

or In the regular Save As dialog box, open the Save File As Type popup menu and choose HTML Document. (Figure 15)

l. To see what your Web page might look like in a Web browser, click the Online Layout View button to the left of the horizontal scroll bar at the bottom of the document window. (Figure 16) If your document has headings, you will get a Document Map pane on the left, which allows you to quickly jump to any heading in the document.

v Tip • In most Web browsers, users can

specify the font and size they want to use for text, so you can never be certain where lines of text will end or how many· lines there will be for all visitors to your site.

48

( Cl Project H ~ I a~clnto t: ht-1)

~ ~udgei . I~

NextVcor•-s: rmJ~dlon s (L oes~oe I ~ Propn<ol

~ \chedu lr jNew£11 Word Document

tgJ DocumontTomplatR Tllltt Only

~ TextOniVWIUI Unelln!oks MS•DOSToxt ~ MS-DOS Tut'lllth Uao &rnks lie• Tolttfonnat

Sow current Docuo lfti<OIIo TI!XI Stauonarv

L Homo Pago SptllerCUst~m lllcllonery Spell or El«ludelllcuonorv

Slveflle•,Type: ward.f.lllbrUio Mactntolh ,~ Word S.Ofor Ulo Mactnllllh r--Ward 5.1 rorthdAotintoJh Word6.1il95

Figure 15. The Save As dialog box.

Figure 16. The Online Layout View button.

Chapter 4: About Word ............................ 51

Chapter 5: Entering and Editing Text .... 57

Chapter 6: Font Formatting ..................... 65

Chapter 7 : Paragraph Formatting ........ .. 71

Chapter 8: Automatic Text Formatting ......................................... 81

Chapter 9: Page Formatting .................... 85

Chapter 10: Creating Tables ................... 93

Chapter 11 : Creating ~raphics ............ 105

Chapter 12: Special Word Techniques ...................................... 113

49

Chapter 4: About Word \flbat Is Word?

The Road to a Word Document The Word \Vindow

Key to the Word \Vi11dow

Stcmtug Word

Chapter 5: Entering and Editing Text Starting a New Documem Ente1i11g tbe Text

A bow the Pnragrapb Marks (Shoul/1/ide 'I bunon)

Text Edltiug

Finding Text

Replac iug Text

Switcbing to Page IAJ'Out View 'nJe Other Views

Chapter 6: Font Formatting About Fom Forma/ling

Chauging tbe Folll and Folll Size Boldfacing, Italiciz ing, and Underlillillg

F.xjJtllldiug and Condc11slng Character Spaci11g

Changiug the Case of Cbaracters

Special Fom Effects

Chapter 7: Paragraph Formatting About Pa mgmph Format1i11g

Selecll'ug Paragraphs

/ltdelllillg Pamgrapbs w ilb the Ruler

Cbanglng /be First Li11e l11dem indemlug wilb the Paragrapb Dialog Box Double Spacing Pnragrapbs Centeting and justifying Paragrapbs

Selling Tabs Adding Bullets to Paragraphs

Numbe11ng Paragrapbs

Findl11g and Replaciug Formal/lug

Chapter 8: Automatic Text Formatting About S~rles Choosing a Style from tbe Style List

50

Creating a Paragraph Style

Modifying a Paragraph Style

Creating a Character Style

Chapter 9: Page Formatting A boll/ Page Forma/ling

Changing the Page Size and Shape

Changing the Margins

Se1tl11g Up Headers and Footers

Creating Multiple Sectio11s

Pagina ting 1/Je Documem

Numbering Pages

Seltiug up Multiple Columns

AutoFonnal/ing Documents

Chapter 10: Creating Tables About Tables

Starting a Table Enten·11g Data 111 the Table

Alig 11111g Data in /be Table lfforking witb Numetic Data

Deleting Datafromtbe Table

Insetting ColumiiS or Rows

Merging Cells

Tumlng on Borders and Shadi11g

Co1wetilng Text to a Table

Chapter 11 : Creating Graphics Abow Grapbics

Creating Yow· Own Grapbics

Drawiug Lines

Maki11g Sbapes

Addi11g Color, Shadows, a11d 3-D Effects

Adding Text as a Grapbic Object

Making Text Conform to Shapes Usl11g Clip A rl

Chapter 12: Special Word Techniques Automatically Con-ectlng 7)pos Alllomall'calfy Elllering Text Inserting Symbols from the Wingdings Font

Ptiuting Envelopes

Em;e/ope Printing Options

Saving a Document as a Template

Modifyillg an Existing Template Using Automatic Sa11es

Cmatlng Form f.elters wilb Mail Merge

Cbanglng tbe Appearance of the Word lrll11dow

Or. Uu1:t7A\>tol ~'SZ. M.:tlot!IPkt

on.pe.t•,TX~I

n..~JO'I.Oa~klJDII..t:CO..Go -:lit. AI tiiC.IICI:'-US:r::ll."C ~f!lltMWthi!J'At,.CM:ti ,..•I•~·-.._,._ .... ...:Ufi~<JI -,.,.t;afl)lr•7 !ll\ k 1 -tM.NIUWfC. ~71a»Y~I'I'.HIS1

ltloW}JI'II".,q-l!ll.t~ ... . llat11t.'-loc.l(}btb'J~

I ~IIO~)tC.... I IO:I')OIMt:ln~IOIII 'rW».,_lil&fofl.ll)O'.:IULt

Wll:a--111•.

Figure 1 . The Microsoft \fio rd window

About Word 4 What Is Word? Word 98, the word processing part of the Microsoft Office suite, creates lette rs, memos, invoices, proposals, reports, forms, Web pages, and just about any

other printed or electronically distributed documents.

You can type text into Word and insert drawings or scanned photos, formatting the text and graphics into sophisticated documents, complete with running headers and footers, footnotes, cross-references, page numbers, tables of contents, and indexes. On the o ther hand, you can create simple text memos with Word's easy-to-use features.

Word's approach, as with the other applications in the Office suite, is entirely visual. As you work in a document, you see all the text, graphics, and formatting exactly as it will appear w he n you print it.

Word can easily work in concert with the other Office applications, too. It can display numbers from Excel or slides from Power Point.

51

\\Qrd

1 ! Ill

s ]

Word

Chapter 4

The Road to a Word Document

52

About Word

m Entering and Editing the Text m Adding Tables or Objects Start a new document and type the from Other Applications text. Don't wony about formatting. Word's built-in table tools make You'll take care of that later by creating and revising tables of text [ using styles or by manually or numbers quick and easy. If the formatting the characters and table you need is a range of S' paragraphs. Pages 57-64. numbers from Excel, you can simply II

drag the range from an Excel

i w Formatting the Charaders window into your document. The Select words or paragraphs whose range appears and it shows all the

characters require a special look (a data and formatting you applied in different font or font size, bold- Excel. You may want to augment

facing, italicizing, or underlining, or the document with information from

~ another special font effect) and other Office applications, too, such

"font format" them. If you've created as with slides from PowerPoint. '

styles that contain font formatting, Pages 93-112. IMlrd

you can apply the styles to save time. Pages 65-70. m Proofing the Document

Word's AutoCorrect and its spelling

m Formatting the Paragraphs and grammar checkers can catch

Select paragraphs that need a many errors on the fly as you type,

different look and apply paragraph but you'll still want to check the

formats to the m. Change their document to be sure you've fixed

indents, line spacing, centering, and everything. Pages 113-114. tab settings in this step. Also add bullets or numbers, if you want. If (!) Printing or Mailing

you've created styles that contain the Document

preset combinations of paragraph Before you print the document, you formatting options, this is the time can preview it to find obvious to use them. Pages 71- 79. formatting e rrors in advance . If

you're ready for the "paperless

m Formatting the Pages office" you can attach the document

When the text is in shape, you can to an e-mail message. Page 45.

begin making overall adjustments to the pages. You can change the page Extras

size, page shape, and the margins, Not in the eve1yday flow are these set up multiple columns of text, and special features you'll learn about:

repaginate the text to fit the pages. printing envelopes, creating form You can also set up the elements letters, and using templates to create that appear on all pages, such as virtually automatic documents. headers, footers, and page numbers . Pages 116-124 . Pages 85-92.

53

Chapter 4

lbe Word Window

l Menu bat 4 Fonnatting toolbm·

1 Title bar 3 Standatd toolbar

Word L 7 End of file mat·ker S Ruler

6 Tab alignment button

8 Sctoll tJa,rs--- -----t-

.--- 9 Nanna/ view button

11 Page Layout view button

Outline view button

Figure 2. The Word window

13 Status bar 14 Mode indicators 15 Office Assistant

54

Key to the Word Window

1 Title bar

Displays the document name. Drag the title bar to move the window.

2 Menu bar

Click any name on the menu bar to pull down a menu.

l Standard toolbar

Contains buttons that you can use for standard file management, text editing and proofing commands.

4 Formattit~g too/bar

Contains buttons that you can use for formatting characters and paragraphs.

5 Ruler

Accurate horizontal ruler showing page width and position of tabs, indents, and columns.

6 Tab aligmmmt button

Click this button before setting a tab to select a tab type.

7 E11d of file marker

Horizontal line showing the end of the current file. When you open a new document, the end of the file is at the top of the screen.

8 Scroll bars

Use these scroll bars to move the view of the document up or down or to quickly jump to a spot in the document. The length of the vertical scroll bar represents the length of the entire document. The

About Word

position of the scroll position indicator represents the position in the document of the currently visible w indow.

9 Normal view button

Click this button to switch to a nonnal view of the document.

10 Online layout view button

If you're creating a Web page, click this button to see how it will look online.

11 Page Layout view button

Click this button to switch to Page Layout view, which shows page .borders, accurate margins, headers and footers, and other elements exactly as they'll appear when you print them.

12 Outline view button

Click this button to work with the document as an outline so you can develop the structure of a document.

13 Status bar

Shows the current page number and position of the insertion point in the document.

14 Mode indicators

These show special conditions that are in effect, such as recording a macro, tracking changes in the document, extending a selection, or overtyping.

15 Office Assistant

Click the Office Assistant window for online help.

55

Word

Word

Chapter 4

Starting Word Double-click rhe Microsoft Word icon in the Microsoft Office 98 fo lder. (Figure 1)

tl Tip • If Microsoft Word is already started,

pull down the application menu and choose Microsoft Word from the list of running applications .

56

t:J,'~- :;g;g;g l\lllcrosott omce 98 k ;oc,' :'\3#" (;!] 1!3 8 tt~mo . 1.3 GB available

~ - - ,.

Micro•oft Excel Mlcro•ort Power Point I

Cl tl t:t Office Shored Application• Template•

Cl tl Rtodme Cliport .

• I ~ ~

Figure 3. Tbe Microsoft \fiord icon in tbe Microsoft Office 98 f older.

Entering and Editing Text The New button

Figure 1 . The New button in the Standard too/bar·.


Figure 3 . Tbe New dialog box.

New Window Arrange All Split Show Clipboard

I Invoice 6/2

.,1 3 Project Progres~ I

Figure 4. Tbe Window men u.

Starting a New Document When Word starts, Document1 is open and ready for you to type text. Documents are numbered sequentially and several can be open simultaneously. To start Document2 follow these steps:

Click the New button to open a new document. (Figure 1)

or Press :lf:+N.

or From the File menu, choose New (Figure 2) and then, in the New dialog box, click the tab that corresponds to the type of document you want, click the template or Wizard you want to use, and click OK. (Figure 3) To lear·n more about templates, see Saving a Document as a Template, page 119.

t/ Tips • To switch from one open document to

another, choose a document name from the list of open documents at the bottom of the Window menu. (Figure 4)

• A single document can be displayed w ilhin the Word window, or several documents can be arranged in their own windows within the Word window.

57

WJrd

~ .j

f Ill

\Mird

Chapter 5

Entering the Text Typing in Word is just like typing with a typewriter except that you do not press Enter at the end of a line . Whe n the insertion point reaches the right margin, it wraps automatically to the ne}l.'t line. Press Enter only to sta1t a new paragraph . (Figure 5)

t/ 11ps • Press Delete to back up and erase

mistakes to the left of the insertion point. (Figure 6)

• Press Clear or Del to delete characters to the right of the insertion point. (Figure 7)

• Word automatically corrects many common typos, such as forgetting to capita lize the first word in a sentence, or typing "teh" instead of "the." (Figure 8) See Automatically Correcting Typos, page 113.

Our initial smvey of the market f majority of dog owners~ike

Our initial smvey of the market f majority of dog owners!

Our initial smvey of the market f majority of dog owners prefe~

Figure 7 . Press Clear or Del to delete characters to the right of the insertion point.

58

I

Memorandum

To: W~A.~

From:DanHKmO\

OM.•:~

R.: Prq«tX

Owi.NnllJ.n.,of!lltm~lrptl;cart pcd'XUlndU:csUinOfftW~

"'""'

Figure 5. Do not press Enter wben you get to the end of a line. Word will jump to the next hne when it can fit no more text on the current line.

Our initial smvey of the market f majority of dog QlVnir~

Our initial smvey of the market f majority of dog oWJ1

Our initial smvey of the market f< majority of dog owner~

Figure 6. Press Delete to delete characters to tbe left of tbe insertion point.

Our initial smvey of the market for p< majority of dog owners prefer te~

Our initial survey of the market for p majority of dog owners prefer the I

Figure 8. Word automatically corrects typos when you. finish a word.

Tab Enun·

N mora

From:DII\Hendmm<c

0 8'ta:..&I2AISI8•

Re: - • PlQtnX"

Space Space

·indi.cates·tha ·an·mr · ofD oggi.e Burgers. qr

Figure 9. Nonprinting characters.

Show/Hide 91 button

I Elllll!!l l!li u ~ I Ell. '""' . I ~ I Figure 10. The Show/Hide'{ button.

Entering and Editing Text

About the Paragraph Marks {Show/Hide fl button) If nonprinting characters are turned on , you will see a Paragraph Mark (9[) at the end of each paragraph and a dot wherever you pressed the Spacebar to he lp you unde rstand the formatting in your docume nt. (Figure 9) Table 4-1 shows the nonprinting characters you will see in documents.

Click the Show/Hide 9f button to turn on no nprinting characters. (Figure 10)

V' Tip • If nonprinting characters are already

on, click the Show/ Hide q button again to turn them off.

Table 4-1. The Nor1pri11ti11g Characters

qr End of pa ragraph

Dot Space

-+ Tab

4-' New line, same paragraph

59

Word

Wlrd

Chapter 5

Text Editing To insert new text, position the insertion point and then type new text at the insertion point. (Figures 11-12) See Moving the Insertion Point, page 23.

Press Delete to delete characters to the left of the insertion point or press Clear or Del to delete characters to the right of the insertion point.

To move or copy text, use drag and drop. See Dragging and Dropping Text, page 29.

To replace existing text, select the text, and then type new text in its place. (Figure 13)

60

Our initial survey of the market for pet care product majority of dog owners prefer the natural beef look

According to many of our~espondents,

Figure 11. Place the insertion point at the location for the new text.


According to many of our over 1,000 !respondents,

Figure 12. Anything you type is inserted at the insertion point.


According to many of our 111111.000 respondents,


Accord ing to many of our more than jl ,OOO respond!

Figure 13. Anything you type while text is selected replaces the selected text.

BIII Undo Formatting I€Z Repeat Fonnattlng 58V

Cut 1!/}(

Copy YC Paste 58V Paste Special-Paste •s H)'perllnk

Cl ear Select All 58 A

Replace- I€H Go To •• 586

Links ... ObJect Publishing ~

Figure 14. The Find command.

Type the text to find here.

1!1~- - nndan<IAiepllct - :a rt llid .. /i;;i;;\. ~<;;;\

rhrd'-"'tt< r. er11 ool n •Nut 1 ~ ~

Figure 15. The Find dialog box.

Click here.

8

, ... ~

Figure 16. Click to choose an earlier text item to find again.

, .... ~

, .. 01'1111:11t>Ut 0' \of f:lo 1

OUM...,l«<lrta Q SU'ldtlltt O rtDit11 Wt1 f»'lfll

j;,,;~taq I r.r .. t • s.-:tttl• J' wwero

Tabs-Languatt-rramt.SI)<e. llghllqht

Figure 17. Choose a format type /;Jere.

.e


Finding Text 1. From the Edit menu, choose Find.

(Figure 14)

or

Press 3€+F.

2. In the Find dialog box, type text in the Find What text box. (Figure 15)

3. Click Find Next.

V' Tips • To find the same items again, click the

pull-down button next to the Find What text box and select from the list. (Figure 16)

• To search for special formatting, click the Format button and then select a format on the subsequent menu and dialog boxes. (Figure 17) Table 4-2 shows the other op tions available.

Table 4-2. Special Find OptiOIIS

Match Case

Find Whole Words Only

Use Wildcards

Sounds Like

Find All Word Fonns

Finds words that contain the same upper and lower case characters.

Finds text when not part of a larger word. Finds "art" but not "artistic. "

Allows you to enter a code to specify a special character combin ation to find (for example, a "?"

will match any single character).

Finds text that sounds like the Find What text.

Finds a ll varia tions of the chosen word (for example, "apple" and "apples," "sit" and "sat") .

61

Word

~ ~'

IMird

Chapter 5

Replacing Text 1. From the Edit menu, choose Replace .

(Figure 18)

or Press :l€+H.

1. In the Find and Replace dialog box, type the text to find in the Find What text box. Click the More button for more choices. (Figure 19)

3. In the Replace With text box, type the replacement text.

4. Click the Find Next button .

5. Click Replace to replace the text or click Find Next to skip to the next occurrence of the Find What text.

or Click Replace All to replace all occurre nces of the Find What text in the entire document.

V Tips • The Search pull-down list gives you

the choice to search Up from the insertion point, Down from the insertion point, or All (through the entire document). (Figure 20)

• You can replace formatting as easily as you can replace text.

61

mil Undo Formatting K Z Repeat FormattJng 88V

CUt KX copy 88C Paste 38V Paste Special ... Pane 11s Hyperlink

Clear Select All K A

Find- 88F - :!lll :

Go To ... .. , 8t6

Lluks ... Object Publishing ..

Figure 18. The Edit menu.

''"" 0f141ttl't( ... O rt-.l "'M tWrot WI' OLIM 'oltl.br. CJ!to,trmllt'l Qfln:t•U ~rt l:lf'rnt

0-r.,...lll!!] f•r•t• J !l,.cf•l•]

Figure 19. The Find and Replace dialog box .

Figure 20. The Search pull-down list.

Memor.tndwn

Z..-=:o":":.:".:.:!':::"" .. ".!:C.f= :.-=·-·-· .. ·---- ....... ::-..:..-=-·.-:.::"-~------·

Figure 21. Page Layout view.

Page Layout view button

Figure 22. 7be Page Layo~tt View button.

Previous

Select Browse Object

Next

Figure 23. 7be Next Page and Previous Page buttons.

Figure 24. Viewing the whole page in Page Layout view.


Switching to Page Layout View Switch to Page Layout. view (Figure 21) to see the docume nt as it will look when printed, including the accurate page borders, page margins, headers and footers, multiple columns, and frames that contain images.

Click the Page Layout View button. (Figure 22)

01.

From the View menu, choose Page Layout.

v' Tips • Page layout view is an actual working

view of the document in which you can enter, edit, and format text.

• While in Page Layout view, turn from page to page by clicking the Next and Previous butto ns. (Figure 23) The Select Browse Object button,. between the Next and Previous buttons, lets you choose to make the Next and Previous buttons take you to the next or previous table, graphic, heading, etc., rather than the next or previous page.

• While in Page .Layout view, you can choose Whole Page from the Zoom Control list to see the entire page. (Figure 24) See Zooming In and Out,

page35.

63

~rd

\Mlrd

Chapter 5

The Other Views In Outline view (Figure 25), you can enter several levels of headings, type text underneath the headings, and rearrange both the headings and the text as you work out the structure of a document. To edit and rearrange the main headings, you can collapse any lower level headings underneath a heading at any level.

In Master Document view (Figure 26), you form a compound document composed of individual documents. Any change made to one of the component documents shows up in the master document, and vice versa.

When you click the Document Map button in the toolbar (to the left of the Show/ Hide q button), a new pane opens on the left (Figure 27) showing you all the document's headings, so you can jump quickly to any of them.

64

o Recent Developments = lniliiii.IJTIInlslrom staltl "" FormlltlonolbtlntllitcommJifiltl 0 Pu/Jiicityincrellstls

a TV a.ppe11"'ances It:! Magazine articles

o Current ProJects o Formlltionol.tdvlsory!Jollrd

o Summer benefit p Invitations a Location a Entertainment

a LBI/erlopotenliil/tfonors

Figure 25. Outline view.

- - -o Current ProJects

Subdocuments within master document

o FNmllliono/lltfVJ'sNy/JoiUtf a Summer benefit a Invitations o Location o Enterteinmcnt

o ~tJttertopotenti6/donors

Figure 26. Master Document view.

o Pv/Jiicityina'ttltSII,; a TV appearnncee11 o Magazine artides.

o Current ProJects. 0 Formllliono!lltfn'sNy/JoiiTtf.

o Summer beno1ih a Invitations" co Locatior'h "" Entertainment ...

a L~tllertopoltmtillldonorar

Figure 27. Document Map view.

Font Formatting 6 Times New Roman 12 pl Italic, underlined

Comic Sans MS 20 pt.

Aria/ 24 pt. Bold, Italic

SMALL CAPS

Superscript1

Figure 1 . Examples of different font formatting.

About Font Formatting The look of the characters (leners, numbers, and punctuation) that you type is automatically set when you begin typing, but you can change it by choosing differentfontformatting. (Figure 1)

As with any change, you must select the text to formatfir.st (an individual character, a word or two, a paragraph, or the entire document) and then select font formatting with a menu selection, a click of a toolbar button, or a special keyboard shortcut. New text that you type into the document assumes the character formatting of the text immediately to the left of the insertion point.

For speedy document formatting, font formatting can be part of the information you record in a style. Applying a style that you've created to a paragraph automatically applies characte r formatting to the entire paragraph. See About Styles, page 82.

65

IM»rd

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VokJrd

Chapter 6

Changing the Font and Font Size 1. Select the text to fo rmat. (Figure 2)

See Selecting Text, pages 25-27.

2. Pull down the Font list on the Format-ting toolbar and select a font name . (Figure 3)

3. Pull down the Font Size list and select a different size or click the current size and type a replacement. (Figure 4)

or 1. Select the text to format. (Figure 2)

2. From the Format menu, choose Font and then, on the Font d ialog box, select a font on the scro llable list under Font and a Font Size on the scrollable list under Size. (Figure 5)

V" 11ps • To use the keyboard to change the

font of selected text, press ~+Shift+F,

press the up or down arrow keys to select a font in the font list in the Formatting toolbar, and then press Enter.

• To return selected text to the standard font and size for the paragraph , select the text and press Control-Spacebar or ~+Shift+Z.

• To increase the font size of selected text, press ~+Shift+>.

• To decrease the font size of selected text, press ~+Shift+< .

66

we...,.h to iailnr. ,eut:-.ato\0\oithe ~noucfO\D~. thol.a:dt:let\:BI..Il!!nc M.m:a .. nnLC::rpcmticnhvdeeidedto~ur:ent201Ao

AlofDNt r:IO:".lh you ~-ru ber.n•eelnl U• :edl.l::!tDnJn)OU: II'OD.thlynr..l. ten.

~VII.IU:4da)'

Figure 2. Selected text.

Jii Arb I Bl~ck

Charcoal Chl0190 Comlo Sans MS Coudtr Ccurltr Nt"'

Click here to pull down the Font list.

Figure 3. The Font list.

-j-Click here to pull down

I : the Font Size list. 10 11

Figure 4. The Font Size list.

F:::==::E~~;;;~~- Choose a font from tbis list.

Choose a font size from this list.

Figure 5. The Font dialog box.

DusCbcupant.

We ..-wh toWcnn~uth.\tcuto!ltA ~tc.fourhoutl. tho La.~mtkBI:Uilnl Ma:rAIIIMI'IlCorpcmiliontwdet-l:tlld to~~nt2.0~

hofDU:ti:JOdh )'O'.l.wilJ bej;niUir'lllheaduttDn:ny!)'WII:D:l.thlyrmtb:J..

~warW!Uy

Figure 6. Text with its new font and font size.

Al:!reurle¥efor offiot llOO in the East Coast Sale' building will cxpim on !\&,"'!.~r:.loud. you will fiOO aeont..~t t.o cxten:iyourtonaroyfcr an

T.oo oon~tinoludes a ten tal ta~ of $495.00 per mDnth.


[ B I Ji I Figure 8. The Bold, Italic, and Underline buttons.

~;;;:::==;l l~~u5~lFont Style list


As )OUknow. ?)?w k!as!l !oz offiot f2.00:Z:.thc EestCoas t Sales huikJbg willexpnon ~:Jw~~~od. you will find aoontr!IOti.Ooxterxi)'OurtonMCyforan

~ oonlnlctClohd.es a :en~ rate of $495JXI per m::mth.

Figure 10. Formatted text.

~ Words Only

~

P9t.t~d

~

Q!!.s.b !do.t.Da~b

~sh

~

Figure 11. Underline options.

Font Formatting

Boldfacing, Italicizing and Underlining 1. Select the text to format. (Figure 7)

l . Click the Bold, Italic, or Underline buttons on the Formatting toolbar. (Figure 8)

or From the Format me nu, choose Font and then, in the Font dialog box, click an item on the list under Font Style. To change unde rlining, click the pulldown button next to the Underline text box and then select an underline option on the list. (Figure 9)

or Press one of the keyboard shortcuts found in Table 5-l, below.

el Tip • The Bold, Italic, and Underline buttons

and keyboard shortcuts are toggles. Use them once to turn formatting on, again to turn formatting off.

Table 5-1. Keyboard Shortcuts

~+b

~+i

~+u

Bold

Italic

Underline

67

I i i'' c :a

t iir

Word

Word

Chapter 6

Expanding and Condensing Charader Spacing 1. Select the text to format. (Figure 12)

l. From the Format menu, choose Font.

3. On the Character Spacing tab of the Font dialog box, click the up or down arrows next to the By text box to expand or condense the character spacing. (Figure 13)

v Tip • To quickly return expanded or con

densed text to normal, select the text and then press Control+Spacebar or ~+Shift+Z.

68

-The Preview shows the cun<mt setting

-'- -· ·-·-· -~-· ·-· . ·-· -· ·-· ..


'"'" ........ Pun~

- ~

Click these arrows to expand or condense chamcter spacing .

rant .o;;.. - ..... t•trHitr IIJ«<at ~-

I !!!I:!- 1•1 •• I!L:J(il-jMirllll 111 •• c::::::llil-

fi!htfll 1'19 tlr Dnt• -iiJ ....... ,.-

,,...,I IV ~- - - - -;

1- MEMORANDUM ~ ( hf••tt ... ) I•• ... •ICE:J

Figure 13. The Character Spacing tab on the Font dialog box.

... _ .Jo ..;.,· - · ·- ·· • · .::..:_: · · ' · • • · · • · · · · ·· ...:.- ·...:.. ~·

!~l§hUlfUUJntm


== ___ ,Qtange ~se gZ fF¥4

@!Sentence case Q1overcese Q UPPERCASE

0 Title Case

Q toGGLE cASE

lit OK I I Cancel J

Figure 15. The Change Case dialog box.

·- O~tn~'""'~ o"'..:•ttttM'..,... O~<o"r.t"

f~ .. ~:~ ;r-Figure 16. The Font tab of the Font dialog box.

Small caps

All caps

Font Formatting

Changing the Case of Charaders I. Select the text to format. (Figure 14)

l. Press Shift+F3 or ~+Option+C to toggle among Initial caps, ALL CAPS, and all lower case.

or From the Format menu, choose Change Case and select an option on the Change Case dialog box. (Figure 15)

m· 1. Select the text to format. (Figure 14)


3 . On the Font tab of the Font dialog box, click the Small Caps or All Caps checkboxes. Click e ither one again to clear it. (Figure 16)

v Tip • You can also select the text and use

one of the keyboard shortcuts found in Table 5-2, below.

Table 5-2. Keyboard SIJortcuts

SWft+F3

~+SWft+K

~+Shift+A

Control+ Spacebar

Cycle through case selectsions.

Small caps

All caps

Re move Small caps or All caps applied with keyboard shortcut.

69

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1Mird

Chapter 6

Special Font EHeds On the Font tab of the Font dialog box, the check boxes let you specify special effects for the selected text.

1. Select the text to format.


3. On the Font tab of the Font d ialog box, click as many effects as you'd like to apply to the selected text. (Figure 17)

70

Strikethrough

D €'mble £efik~SlJlreYgfi

Text Superscript

Text Subscr iot

r• • .S.f.!liJ (.).:.:::;

SMALL CAPS

ALL CAPS

Hidden ........................

Figure 17. The Font effects.

Paragraph Formatting 7 Memorandum .. -----===:--:::TI To:-~!bh:p• ------------l--1 f rom:OmHtn!CICIII-4'

D••=~" R.: ............ ...sff...:.

l'lr:. 'CJ:mcbi!Xb:&f:zwo•itot.&c;nur~ tal:b)VJI.Iya:z,dl:rlMr&Jtqt'J f'nPI'¥ItnfaO.~Q:tM'!W~M"faftt.tl'lldm l ~e41Nflhe •du:tceaa:u::nxuoSto$odur•C.. hindr.tl~tl'tdtc~~~~IOu;. en s...a.~. ·

?.-.llllnbtwl!ltat!I.IQ~blq.illc.~M<Der~mt.ele~~t«d:bl~ :--lltp:~Uidmetolrba,·•

Figure 1. Paragraph marks. -----~

7bis paragraph will

Insertion point be formatted.

'"' """"'"''J lan4<oC>o cnmm<Y <oJdnjlnywmhnecr rs"''fr ptp.t"ciCilt!alhrlanWChliS~r.m&raertamchCJT'.elm. Ilm~.dlh¥1he 'dutsen nsut.J)(Rdto £,'Jha-m I»Sil'ftll.ODAnrr/Sl'.ellet be&Jmln& • 10 !Ull. m Sn.i~.;;

Plec• let.:nokno:ll tn·c:at\htJ;:l bibzlll&lr.&&Y.scwUe:s aht:lhaz:a'Cl:Je.lll"&e OtXltm&JXl' 1hl W:tP"t·•ked·me:tol:rtne. ... .

Figure 2 . 7be paragraph containing the insertion point will be formatted.

:·.- :~ •- ~ n·.-. · ~: - _ 1.

,, - • I• I lo I! I · I ll II 1~ I ' " L ·~~1,. II

Figure 3. Drag across multiple paragraphs that you want to format .

About Paragraph Formatting Paragraph formatting applies changes in appearance to entire paragraphs . The most popular paragraph fonnatting options include indenting, double spacing, centering, justifying, numbering, and adding bullets to paragraphs.

A paragraph is any amount of text that ends in a paragraph mark (created by pressing the Return o r Enter key), from as little as a single word. to multiple lines of text. (Figure 1)

v np • Use the Format Painter to copy

paragraph formatting from one paragraph to others. See page 32.

Selecting Paragraphs To select a paragraph for paragraph formatting, click anywhere in the paragraph. The paragraph containing the insertion point will be formatted: (Figure 2)

To select multiple paragraphs, drag from anywhere in the first paragraph that you want to format to anywhere in the last paragraph to format. If the selection extends anywhere into a paragraph, the paragraph will be formatted. (Figure 3)

v Tip • To select multiple paragraphs quickly,

drag down through the left margin next to the paragraphs.

71

Word

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Chapter 7

Indenting Paragraphs with the Ruler 1. Click in or select the paragraph or

paragraphs to be formatted. (Figure 4)

2. Drag the left indent marker to set the left indent of all of the lines in the paragraph except the first line. (Figures 5 and 7)

To change the first line, see page 63.

or Drag the rectangular button below the left indent marker to move the first line indent and the left indent markers simultaneously and maintain their relative positions. (Figure 7)

3. Drag the right indent marker to set the right indent. (Figure 6)

t/ lips • Click on a paragraph and then

examine the indent markers on the ru ler"to check the indent settings for the paragraph.

• Click the Increase Indent button on the Formatting toolbar to increase the left indent one-half inch. (Figure 8)

• Click the Decrease Inde nt button to decrease the left indent one-half inch. (Figure 8)

72

Figure 4. Select a paragraph to format.

Figure 5. The left indent marker.

Figure 6. The right indent marker.

First line indent marker Left indent marker Move both indent markers

Figure 7. The indent markers.

Decrease Indent

Increase Indent

Figure 8 . The Increase Indent and Decrease Indent buttons.

Paragraph Formatting

Changing the First Line Indent 1. Select the paragraph or paragraphs to

,.....,....-F;:;i=!-_.,____.~~-:------:---. .-.-= format and locate the left side indent


Figure 10. Drag the first line indent marker to create a first line indent.

Figure 11. A hanging indent.

markers in the rule r. (Figure 9)

2. Drag the first line indent marker to set the inde nt of the first line of a paragraph. (Figure 10)

t/ Tips • Drag the first line indent to the left of

the left indent marke r to create a hanging indent. (Figure 11)

• Changes to indentation take place when the mouse button is released; the figures here were captured with the changes already applied.

73

Word

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Chapter 7

Indenting with the Paragraph Dialog Box

1. Select the paragraph or paragraphs to format. (Figure 12)

l . From the Format menu, choose Paragraph. (Figure 13)

3. On the Indents and Spacing tab of the Paragraph dialog box, change the left or right indent settings by clicking the increment/decrement buttons (Figure 14) or by double-clicking the current setting and typing a replacement.

4. If you want a first line or hanging indent, pull down the list under Special and choose either First Line or Hanging. Then, set the amount of the indent in the By text box.

5. Click OK.

V' Tips • Using the Paragraph dialog box gives

you the precision to enter exact measurements.

• Indents are measured from the left and right margins.

74


IZl!ll!!l Font .• liD

Document-

Bullets and Numbering ... ll«Jrders and Shading_

<;olumns •• Tabs-Drop CAIP-Text DlrPctlnn ... Change cas~:-

Autororm.llt-Style Gallery ... Style •. Background

lnsertTextll«Jx

Figure 13. The Format menu.

The increment/decrement buttons

j lodiJtotodSpocl•o V_ li nt • IP>j~ Br"" \

AUonmontJ ~ OuUint level ~ 1Wvtu;tl!1 l 1tlnhtl11

Len: -~- '*'•' BU: OI QIIt: mo~ ~c=::Jffi

S,.ct .. etfon: @L:Ji:J l111~pecfno: At:

Afttr: @L:Jffi ~c=Jiil Pnvftv

Figure 14. The Paragraph dialog box.

Figure 15 . Select a paragraph to format.

Figure 16. Double-spaced paragraph.

Choose an alternate line spacing here.

. 1 Paraorapb -AltON'Mr.1: II!CE Outline cwl; IBodu'""' i~ l ............

loft. [m=:J~ (~';;; r-m C=JI;] Rtlil1" rn::=Jffi "'

Spect•t ---e.rm @]C]ffi l~: AL

t.ner I!!CJ~ ~lOll• c=Jffi t.l511rJU Pnvhv

Figure 17. The Line Spacing drop-down list.


Double Spacing Paragraphs 1. Select the paragraph or paragraphs to

format. (Figure 15)

l. Press ~+2. (Figure 16)

or From the Format menu, choose Paragraph and choose Double from the Line Spacing drop-down list. Then click OK. (Figure 17)

v nps • Press ~+1 to return a selected

paragr:aph to single spacing .

• From the Line Spacing drop-down list on the Paragraph dialog box, you can also choose 1.5 lines, or set an exact line spacing in points by choosing Exactly. In the box labeled At, use the arrows to find the number of points of spacing, o r type in the value.

75

Word

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Word

Chapter 7

Centering and Justifying Paragraphs Centered paragraphs are horizontally centered between the left and right margins. (Figure 18) The left and right sides of justified paragraphs are aligned with the left and right margins. (Figure 19)

1. Select the paragraph or paragraphs to be formatted.

l. Click the Center or Justify buttons on the Formatting toolbar. (Figure 20)

or Press 3C+E to center or 3C+ J to justify.

t/ Tips • To return a paragraph to standard left

alignment (aligned with the left margin and ragged right), click the Left button in the Formatting toolbar or press 3C+L.

• You can also select Paragraph from the Format menu and then, on the Paragraph dialog box, choose an option from the Alignme nt drop-down list. (Figure 21)

• Paragraphs that are indented will not be centered properly so be sure to remove the indents first.

• To align paragraphs with the right margin, click the Align Right button or press 3C+R.

76

~1emorandum

-~--=~c:::=:' .. ":l:!~-: :..•· ..... _ .. ....,... ....... ,._.._ ____ . ~ .... ·-- lio--1£·--.. ... ~.,-----.. lol'-.,.. ...... ___ ...,

Figure 18. Centered pamgraph.

Figure 19. justified paragraph.

Left Center Right justify L--, I ,-J ,--------l

I 8 I u 1• • =- • II= := £If ~F I rn • ~ • A. ·I Figure 20. The Align buttons on the Formatting too/bar.

Figure 21. The Alignment drop-down list.

~ ... : ... • Bua ·Toun<lf

q

Figure 22. Selected paragraphs.

~ I Figure 23. 7be alignment marker.

Click in the ruler to set a tab.

Figure 24. Setting a tab.


Setting Tabs 1. Select the paragraph or paragraphs to

which you want to add tabs. (Figure 22)

l. Click the tab alignment button if you want to change the tab type. The default tab is left-aligned. (Figure 23) Table 6-1 shows the tab alignment settings.

3. Click in the ruler to set a tab of the type shown on the tab alignment button. (Figure 24)

4. Click again at a differe nt spot in the ruler to set ano ther tab of the same type.

or Click the tab alignment button to select a different tab type before clicking in the ruler to set the tab.

v Tips • To delete a tab, drag it up and off the

ruler.

• To change tab settings, select the paragraphs to affect and then drag the tab markers left or right along the ruler.

Table 6-1. Tab Altgmne11t Settings

I] Left-aligned tab

Center-aligned tab

Right-aligned tab

Decimal-aligned tab

77

Word

Chapter 7

Adding Bullets to Paragraphs 1. Select the paragraph or paragraphs to

format. (Figure 25)

l. Click the Bulle ts button on the Formatting toolbar. (Figure 26)

j or, to select a bullet shape and other - bullet options: :II m From the Format menu, choose Bullets 1:10 c: and Numbering. ·-i or c

Click while holding down the Control

~ key and choose Bulle ts and Numbering from the shon cut menu .

' 3. On the Bulleted tab of the Bullets and

INord Numbering dialog box, click one of the large panes to select a bullet shape. (Figure 27) The paragraph becomes a bulleted list. (Figure 28)

.,1 Tips

• To remove bullets, select the buUeted paragraphs and then click the Bullets button again.

• Bulleted paragraphs in a list are unsequenced. To order the list, use numbers rather than bullets. See Numbering Paragraphs on the opposite page.

• To set the bullet size, distance from text, and other options, click Customize on the Bulleted tab of the Bullets and !\'umbering dialog box.

78

Action Plan

Solicit propos;~ ls Ev;~luah: hids n~vdop design Hire contractor


The Bullets button

iu r ll i •'-• l t=•~£1f'IC3 ·.9·A.· I Figure 26. The Formatting too/bar.

[]~~~ ·== ·==I ·== ·-- ·-- · --- -- --

~~~ ~-- >-- ,. _ _ -- -- --0=== >==: "'===

r ~ .... 1

Figure 27. The Bullets and Numbering dialog box.

Action Plan

• Solicit proposals • Evaluate bids

• Develop design

• Hire contractor

Figure 28. The paragraphs with bullets.

Action Plan

Solicit proposals Evaluat~ bids D~wlop d~sign Hir~ contractor


7be Numbering button

I B I 1l I • ,. • I• := ~ ilf 0. # . A. ·I Figure 30. 7be Formatting too/bar.

G~. ~) ~ 2. 2) I.

3. -- 3> -- I , --- -- -

~) ~·> ~ b) ==== (b)=== I ===

c) ===: (c) ===: il ===: Utt . ... ,.,, .. -

~H'r.,.tr.·t'\11 ~r1t'w;

Figure 31. 7be Bullets and Numbering dialog box.

Action Plan

1. Solicit proposals 2. Evaluate bids 3 . Develop design 4. Hire contractor

Figure 32. 7be numbered list.


Numbering Paragraphs 1. Select the paragraph or paragraphs to

format. (Figure 29)

2. Click the Numbering button on the Formatting toolbar. (Figure 30)

or, to select a numbering style and other numbering options From the Format menu , choose Bullets and Numbering.

or Click while holding down the Control key and choose Bullets and Numbering from the shortcut menu.

3 . On the Numbered tab of the Bullets and Numbering dialog box, click one of the large panes to select a numbe ring style. (Figure 31) The paragraph becomes a numbered list. (Figure 32)

t/ Tips • To remove numbers, select the

numbered paragraphs and then click the Numbering button again.

• To set the numbering style, distance from text, and o ther options, click Customize on the Numbered tab of the Bullets and Numbering dialog box.

• To remove the number from a paragraph in a list, select the paragraph, click while holding down the Contro l key, choose Bullets and Numbering, and in the dialog box, click the None pane.

79

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Chapter 7

Finding and Replacing Formatting 1. Press ~+F to find or ~+H to replace

text.

J 01.

From the Edit menu, choose either

j Find or Replace. (Figure 33)

l . On the Find dialog box or the Replace dialog box, click More for more

1' choices, and click the Format button to pull down a list of formats.

It (Figure 34)

~ :s. Choose the formatting you want to find

or replace. The formatting you choose ~ will be described under the Find What

W>rd text box. (Figure 35)

4. Click Find Next to find the formatting.

or If you are replacing formatting, click in the Replace With textbox, d ick the Format button, choose replacement formatting, and then click Find Next.

t/ Tips

• You can search for a style by clicking the Format button on the Find or Replace d ialog box, selecting Style on the Format list, and then choosing a style. To learn about styles, see Automatic Text Fo1matting, pages 81-84.

• Type text into the Find What text box at step 2 above to search for specific text with specific formatting.

80

1!!111 l.ftdo Open or a ose ~ Para ICZ

- Ra~tOpen or Oose ~ ~v

C\11 ICX Copy ICC 11,nte v 1'•\ U SprtUII-J'ttt• l\ lt',IJJI"~ -Oear Select All KA

Replete .• ICH Gol o- ICG

l Jnh Ob!trt Publlshlno •

Figure 33. The Edit menu.

c -· fhld U d hllltct . .. s .... ~ ,,....., .... 0 IU4 .. •

'-"- ....,...~~~;.,. ~ ~

S..rcl l5:JII (JMIUC.M Ofl~~t~vt.ot•vor.Jianl\'

, .. -ou.-..;'*"~ o ......... u .. on.-..rl~nttW..

.... , •• h .. rr.; ... s,.. ... . _f

root..

fabt-language-,,..,...._ Stvt«-I<QhUoltt

Figure 34. The Format pull-down list.

c

The formatting for which you are searching is descn'bed here.

flnda..alepl•t• -~· .... ~ n_. .. N~t, tt~G5l

~~-U ..... If\0. .... ~ ,..-..t , .,.fllt: un O, \ ,._\toft, flf ..... M6fl

CE!:J ...... E:::m 01111Clet•

Ofllld...,t.~t 'Wtf\tt.,.~; Ow.vtl*-t• Qb.nltllb

, .. CJ f•N •II wrdtc:rn

( ... r., ...... l ,., .. 1 ... If' , ...... , J

Figure 35. The Find dialog box.

B

Automatic Text Formatting Ale Edit VIew Insert Fonn•

to ~Iii i a~ ~ l ot lQ fl;-<3

' Hudini;J I .. Tlmu • 12


Figure 1 . Select the paragraphs to format.

Click here to p ull down the sty le Ust.

Figure 2 . The sty le list.

' i Ale Edit VlllW Insert Fonn1

to ~ Iii i a~ ~ I~ CUl l:'- <J


Figure 3. Heading 1 style applied to selected paragraphs.

About Styles A style contains formatting choices for text. It's useful for quickly and easily applying a preset combination of formatting to characters or paragraphs. A style you create called Heading, for example, can contain all of the formatting for headings. To format a particular heading, you'd select the heading and then choose the style called Heading from the style list.

Character styles, which can be applied to selected characters of text, contain font formatting. Paragraph styles, which are applied to entire paragraphs, hold both font and paragraph formatting .

By default, paragraphs get the Normal style and text gets the Default Paragraph Font style.

Choosing a Style from the Style List 1. Select the characters or paragraphs to

format. (Figure 1)

2. On the Formatting toolbar, click the pull-down button next to the Style box to pull down the list of styles. (Figure 2)

3. Choose a style name from the style list.

t/ Tap • Paragraph styles are marked with a

paragraph mark in the pane to the right of the style name; character styles have an "a" there.

81

Word

Word

Chapter 8

Creating a Paragraph Style 1. Apply font and paragraph formatting

to a paragraph and then leave the paragraph selected. (Figure 4)

l. On the Formatting toolbar, click the current style name. (Figure 5)

3. Type the new style name in place of the old name and press Ente r. (Figure 6)

V' Tips • You can also create a style by using

the Style command on the Format menu. See Creating a Character Style, page86.

• The styles you create are stored in the document. To use sty les from other documents, click the Organizer button in the Style dialog. (Figure 13)

81

Eaoeb~rn•lh,-wiUklul'p.rMnl on•S.IIxdl)'...r'-"'on . Do.rinj:U..kM.W', Ibtpr.it•r

~==t::=::!~~~~~:::'t.cd=cil .. 't .. vtiop-•.

ThllliOfllt»ppfNoKU'IIt. ~opJoOIUIIIiiJ'IOI.I: ..... ~ktlllwlllpW!oa ~ar.Arv.a:llJfn:n)'OWI"knr~ .

Figure 4. Format a sample paragraph.

Click the current style name here.

......... ... ... _.,__,~..._o-a,.~~oo-.• ,_ == ... .,..,_,.==~"'":L.--~ ................. ;..~=-,.:..·~~~~...,...,~--..-

Figure 5 . Click the current style name.

Type the new sty le name in place of the old name and press Enter.

- -. ..... _ ,.. _ _ ..... ,~. o.n.. .. - ... ..-::::::.:...'":..o-:::::!iC::!:..~;.::-.. . -.-. ;..~=:--.:..·,:::~·-....... ~~-

Figure 6. Type the new style name.

I I o II ·~~ 0 "'' "'IIIlo If~ · .~ h lo' l110o l 1 l t. " ' • I

~~~~ "" ' '" t~ o ootii~ I'>..~A l. 11dU.II h~ ~· , " ''"' M, ,,r "" ,,, r •·., .. rrl ... ,,., , ,,~ J, ,,,

Figure 7 . Make font and p aragraph fm·matting changes.

Figure 8. Select the style name.

- Modlfy Styte

~11 '-!le: DoacrtpH•n

0o \IGIIV.tn.lta·

e Updete tht. 'tvl• to rtRoet recu\ <helnou? 0 RuppliJ the forJNtUnQof the :ttljle to th &election?

0 Autam~tleelh,l update 11'11 st yl& from nev lUI

I Cnctl l CE:J

Figure 9. The Modify Style dialog box.

~~ ·:..:..· ... _._ .. _ .. " .. ........ : . . ..... -AlnOfltlb......,..d¥1tk•off-..d bytt.Urldj'I~Q(:iu..XDCJubl•amonr.b!yrv4m --~hbJU*IllofOGrll'lfdotn.

&dlmodl.- wiJIIOUI'p-ditmoa aS.....,.)' t.fw~WCML t>wU:!tlhltow, t. ,.....,.,, -m J'A'MdiU « lwr CIOCIOffl for rtw pntoa, • kialllht.)t)'tltt. .,...a.n•t dill.....,.__, W~•l.ai'omalioal.liooui'J*Ulfloonn_,wat4in~pt'JI•.

~dlt~=!;~JJ•;::::~:!,=!Itlu~dyour~ .. 1••,.w.ou

Figure 10. All other paragraphs controlled by the modijled sty le get the formatting, too.

Automatic Text Formatting

Modifying a Paragraph Style 1. Make changes to the font or paragraph

formatting of a paragraph that has been given the style that you want to modify.

2. Select the entire paragraph. (Figure 7)

3. Pull down the Style list and choose the original style applied to the paragraph. (Figure 8)

4. On the Modify Style dialog box, make sure "Update the style to reflect recent changes?" is selected and click OK. (Figure 9) Eve1y paragraph formatted .by the modified style will be reformatted. (Figure 10)

t/ Tip • The Normal style cannot be redefined

this way.

83

word

I I II c

IMJrd

Chapter 8

Creating a Character Style 1. Select the first text for w hich you want

to define a new style. From the Format menu, select Style. (Figure 11)

2. On the Style dialog box, click New to create a new style. (Figure 12)

3. On the New Style d ialog box, type a style name to replace the current, selected style name. (Figure 13)

4. Choose Character from the drop-down Style Type list.

S. Click the Format button and choose Font from the Format list. (Figure 14)

6. On the Font dialog box, select the formatting you'd like and then click OK.

7. Click OK on the New Style dialog box.

8. Click Apply on the Style d ialog box.

84

The text you selected in step 1 will be formatted according to the new style, and the new style name w ill appear in the style list.

-.~~au •••~•.. ..,., . ... n.llll •e .. (01-;;.-;::- -fiDt.., Df'IIP(ap_ lnJf4"'1•,.1 a. . ..... c. ... ... a;;;;: ) Geltry ..


li:E] I _, . I CES:J . --'+--

l t...I IEJ

Figure 12. The Style dialog box.

Figure 13. The New Style dialog box.

fMCJW .. '0;'1- -t;·

to•nl ~-i c

-~ C'::::=.i:J ·-~=~· !- ~---· ::: !:::':t"' ·-··-r~ -- -j I - ·.1 CEDc::E:l


Page Formatting llm!l

'New- HN Open_ 110 Open Web Page_ Close 81lW

Sllve 985 Save As-5 ave as HTMI.-versions-

Print Preview Print_ 81lP

Send To ~ Properties-

I Project Progress 2 Project OUtline 3letter to Jean 4 Invoice 6/2

Quit 81lQ


tA strWrtterBPa;e Setup

I '•oe Attrtbutes

[§] •I

rannat ror:

Paper:

Click here to drop down the Paper list.

.,,

Hclpdes k (lwl79) ~

U5 Lettu . onentatlon: m ~

Scale: g)%

I Conool lfC:E:J

Figure 2. The Paper drop-down list on the Page Setup dialog box.

About Page Formatting Page formatting can be the first step in creating a new document or the last. In page formatting, you set the size and shape of the page, and the size of the margins. Word w ill adjust the text on the page to fit the new page size and margins.

If you always print portrait, 81h x 11 pages with standard margins, you won't need to worry about page formatting.

Changing the Page Size and Shape 1. From the File menu, choose Page

Setup. (Figure 1)

1. On the Page Setup dialog box, choose one of the standard paper sizes from the drop-down Paper list. (Figure 2)

or Click the Custom button and enter a custom page size in the Width and Height text boxes.

3. Confirm that the Orientation setting you want for the page is selected: vertical (usually referred to as portrait) or horizontal (landscape).

v Tip • The selections you make for paper size

and orientation are for the current document only. New documents revert to the default settings.

85

Word

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Chapter 9

Changing the Margins The margins are the blank space at the top, bottom, left, and right edges of the page. To provide extra space for binding or hole punching, you might want to increase the left margin, for example. (Figure 3)

1. From the Format menu, choose Document. (Figure 4)

2. On the Margins tab of the Document layout dialog, alter the Top, Bottom, Left, or Right settings. (Figure 5)

3. Alter the gutter w idth if you want to change the space between multiple columns on the page.

t/ Tip • To print a book w ith text on both

86

sides of the page, click the Mirror Margins check box on the Margins tab of the Document dialog. The Left margin of a right page becomes the Inside margin and the Right margin becomes the Outside margin. On left pages, it's vice versa. To leave space for binding on the left side of the right page and the right side of the left page, you'd increase the Inside margin, for example.

Additional

~~":c~!~~"" margin f or ---"'~_.,_ ... _,u_• ~-""----r--- binding

'PilJ .. Dt:.r

Hw.t......., At ;.!Ucr

'''" Mo.lllcoo:uo ••••~lt(nU

""'""

or hole punching

Figure 3. Increase the left margin to provide space fo r binding or hole punching.

Colutnnf htlsDrGpCap_ re.rtllfrflrlhJIICb~on

AutofonnatStyte GtU•rvSI)<eDtck-Qro und ~Wt•:o:,.,:-::-h•=~•:::;lf'I;;::<W;::r:;-o -1


Type a rep lacement.

Oarumm

........ ~~

-s.

, ... ~~[I] -·· g;g~ -

..... -li =----· - <=H ~ """'" E:Jiil ~

!'~"'' los·- iiiJl --1r- t~f'. ~ J A»h;tt< IW~~tlteao:JrNM ! I

L.. --0111rtlr~-

I o.t •• n._ I I"* s.t~, ... l I c.-• ICE:]

Figure 5. The Margins tab of the Page Setup dialog box.

l

Page numbers Date Time

~ lr

Switch Between Header and Footer

r

Figure 6. The Header and Footer too/bar.

Left side of tbe header I

[~~:~~~~·:~~~:::::::::::: : : :::: :::::: : :::::: ::1

Figure 7 . Type text at the left side of the header or footer.

Press Tab twice to move to the right side of tbe beader.

I

:~:~~~~~:':~~:: :: ::::::::::::: ::::: :: ::: ::::·~·:]

Figure 8. Press Tab twt:ce to skip to the right side of the header or footer.

Page Formatting

Setting Up Headers and Footers

Headers are text that appears at the top of evety page. Footers appear at the bottom of evety page.

1. From the View menu, choose Header and Footer. Word switches to Page Layout view, places the insertion point in the blank header space, and opens the Header and Footer toolbar. (Figure 6)

2 . To edit the footer rather than the header, click the Switch Between Header and Footer button on the Header and Footer toolbar. (Figure 6)

3. Type text for the left side of the header or footer. (Figure 7)

4. Press Tab and type text for the center of the header or footer.

or Press Tab again and type text for the right side of the header or footer. (Figure 8)

5. Click the Close button on the Header and Footer toolbar to finish editing the header o r footer and return to the previous view.

v Tips • You may want to change the Zoom

setting to see the header or footer more clearly.

• Rather than type text, you can enter the page number, date, or time in the header or footer by clicking the appropriate buttons on the Header and Footer toolbar. (Figure 6)

87

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IMird

WJrd

Chapter 9

Creating Multiple Sections A document can contain multiple sections, each of which can have different page setup attributes: different margins, page numbering, and headers and footers. A new document contains only one section until you insert a section break. Then, you can page format the new section independently.

1. Place the insertion point at the location for the start of tl1e new section. (Figure 9)

l . From the Insert menu , choose Break. (Figure 10)

3. On the Break dialog box (Figure 11), choose one of the Section Breaks options. Word inserts a double dotted line marked with the text "Section Break." (Figure 12)

t/ Tips • Irisert an Odd Page section break when

you are printing left and right pages, you've started numbering on a right page (page 1), and you want each section to start on a new right page even if it mea ns leaving a whole left page blank.

• Table 9-1 , on the opposite page, shows all the section break options.

88

. -... -.. ...., .. _., __ _ .,... .. _,. __ .,..,.,. __ ~-Mille-. .. .__.. __ ...

Insertion point

Figure 9. Place the insertion point at the location f or ct section break.

llll!lll ,.. .......... " .. Poltt llldth._ AUtffll't • Utili,.. ~ .. ,_ -. ... ,...,..,_ ...... _ ero,,........,.,.u_ lltdnWH~ r,..,, .. l'tmn ., tr.nlb --n ... -........... .... ,..._ u:

Figure 10. The Insert menu.

Orealt

l.,.rt

e PtQt orut 0 Cotum."' brN'c

Stc11tl llr"lc:t Q No><toq Q ( Wftpojl

O tofrt1ouo.. QDddp.,.

Figure 11. The Break dialog box .

: :::::-...!.:'!' .. ,__., • r _ _ _

... ·-·-::-..::-

=•~,s..ction Broak (Noxt Pago),..,,

Figure 12. A section break.

......................................... page Break ................................. .

Figure 13. ivlanual page break vs. Automatic page break.

Table 9-1. Section Breaks

Next Page Starts a new section at the top of the next page.

Continuous Statts a new section without moving the text after the section break to a new page. If the previous section has multiple columns, Word evens out the bottoms of the columns.

Even Page If the section break falls on an odd page, Word starts the new section on the next page. Othetwise, Word leaves the next odd page blank and starts the new section on the next even page.

Odd Page If the section break falls on an even page, Word starts the new section on the next page. Otherwise, it leaves the next page blank and starts the new section on the next odd page.

Page Formatting

Paginating the Document As you work in Normal view, Word e nters an automatic page break (a dotted line across the page) whenever you fill a page . When you pause while typing, Word readjusts the automatic page breaks.

To start a new page before the automatic page break, enter a manual page break. (Figure 13)

1. Position the insertion point on the line that should be the first line of the new page.

2. Press 3€+Enter.

or From the Insert menu, choose Break.

3. Make sure page break is selected and then click OK.

v' Tips • To delete a manual page break, select

the break and press the Delete key.

• You cannot delete an automatic page break or move it down. Your only option is to insert a manual page break above the automatic page break .

• Word's Widow/Orphan Control ensures that Word does not break the page and leave a single line of text at the top o r bottom of a page.

• By switching to Page Layout view or a Print Preview, you can see how the text falls on pages with the current page breaks. In Page Layout view, you can enter manual page breaks.

• To keep a heading from appearing at the bottom of one page and the following text at the top of the next page, select the heading, choose Paragraph from the Format menu, and specify Keep With Next.

89

Wlrd

}

f Wlrd

Chapter 9

Numbering Pages As you create a document's header or footer, you can always enter page numbering. See Setting up Headers and Footers, page 87. Another approach is more direct and it gives you the option to choose a number format and a starting number.

1. From the Insert menu, choose Page Numbers . (Figure 14)

l. On the Page Numbers dialog box, choose Top of Page or Bottom of Page from the Position drop-down list. (Figure 15)

3. Choose an Alignment from the Alignment drop-down list. (Figure 15)

4. To show the page number on the first page, click the Show Number on First Page check box, otherwise the page numbe rs will first appear on page 2. (Figure 15)

5. Click the Format button and then, on the Page Number Format dialog box, choose a numbering style from the Number Format drop-down list. (Figure 16)

t/ Tip • While the Page Number Format dialog

box is open, you can also enter a number in the Start At text box to start numbering at a number other than 1.

90

Date and nmt-AutoText ~ neld. SymbolComment foolnote •• Coptloncrou-referenteIndex and Tables-

PICltlre ~ Textllox Movie-file-ObJect_ llookmark .• I+Jpertlnk... IlK


Position drop- Alignment dropdown list box down list box

i ~ I ~ge Numbers l --Pwl1toc: om llolt.m -crootorl ¢

AIIQnmont' R11~1 ~

li!S~ RUMbtr,nr1nt Pl9l

I ru ... t~ .. I ~CEJ

Figure 15. The Page Numbers dialog box.

Choose a numbering style here. I

I Number tor met: 1,2,3 .. ~

0 lneludtcllopter numbor

.tl ..,, 1 ~ ftt,sf·~lt" llieadtQ9l )~J

U>o >ti'Of lo• l~•nly,

Poto no•borlnl -""--- --f} Continuo rrom prevtoan settfon

0 Slortot, II::=::J@

Figure 16. The Page Number Format dialog box.

Figure 17. The Columns button.

l1lmlllll Font... •o Paragraph_ ·~M Document-

8ullets ond Number1n~-Borders and Shadlnu-

TabS- "' Drop Get~.-TextDJn:ttlon •. Chong.Case-

AutoFormat... 5tvte Gallery_ Stvte-8o<I<Qround ~;.

r nt~nilt.AvtoSUapf"IPfcturt


Click one of these panels to set the number of columns.

a,. Number of oolllmm:

:Wid" ond opocflot------, Col • : Wloth: SptefOII:

11:1 1C:J@ c:::Ji r- c:=Jil c:::Jijj r- c:::::J@ c:::J(j

13 tqU>I O<Jlumn "'ldth

Apply to: [Whole document

Figure 19. The Columns dialog box.

Page Formatting

Setting up Multiple Columns 1. Click the Columns button on the

Standard toolbar and the n drag across the number of columns you want. (Figure 17)

or From the Format menu, choose Columns. (Figure 18)

l . On the Columns dialog, click one of the Presets or enter a number of columns in the Number of Columns text box. (Figure 19)

3. To obtain a vertical line between the columns, click the Line Between check box.

v Tips • To vary the widths of columns, clear

the Equal Column Width check box on the Columns dialog box and then use the Width and Spacing controls to

modify the width and spacing for each column.

• The maximum numbe r of columns on a page is 12.

• The gutter width on the Margins tab of the Page Setup dialog box determines the spacing between equal columns. See Changing the Margins, page 86.

91

Word

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Chapter 9

AutoFormatting a Docume~t AutoFormatting a document causes Word to analyze the document and apply styles to the text. AutoFormatting also removes extra paragraph marks, replaces indents created with spaces or tabs with paragraph indents, replaces asterisks or hyphens in bu lleted lists with real bullets, and replaces (C), (R), and (TM) with copyright, registered trademark, and trademark symbols .

1. From the Format menu, choose AutoFormat. (Figure 20)

1. On the AutoFormat dialog box, click OK. (Figure 21)

t/ Tip • To change the way AutoFormat

analyzes the document and to specify ·which of the standard actions it will carry out, click Options on the AutoFormat dialog box.

91

IZlmlml Font.. •o Perogreph- a"\:M Docume.nt-Bullets end Numbering_ IIOrders and Shading_

Columns-Tabs-DrupC•p. lAIII Dll'tl<tlon •• Change Cose-

Style Gellery_ Style .• Background

furm CttAIJtoShitpC.IPtcture

Figure 20. T7Je Format menu.

AutoFormat

Word \\' ill eutometlcell ~ formet "Oocumen\1".

• AutoFormat no'w' 0 AutoFormat end revfe'w' eech chenoe

Pleese select e document t~pe to help improve the formetting proce~s: [tenm l document l $I

I OptiOIS ... J I CenceQ ~[ 01: J

Figure 21. The AutoFormat dialog box.

Creating Tables

Direct Approach ... Simplo - Probability of rcjecliontf Subtle Approach - Tactful ·• May bo miscoastruedq ~vious Manipulation- Effective- Could bo incendiaty't

Figure 1. Tabs used to align te.:r:t in columns.

Figure 2. A Word table.

About Tables Typewriters and old-fashioned word processors used tabs to align text and numbers in columns. (Figure 1) You can still use tabs in Word, but you're better off using Word's tables, which make it easy to both align data in columns and rows and format the table so it looks professional. (Figure 2) Tables are so useful in Word that we're devoting an entire chapter to them.

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Starting a Table You can create the table structure before entering any text, or convert text you've already entered into a table. There's an easy way to create the structure for a simple table, and a way to create a more complex table. We'll talk about both.

To create the structure for a simple table:

1. Position the insertion point at the location for the table .

2. Click the Insert Table button on the Standard toolbar. (Figure 3)

3. Drag across the number of columns and down the number of rows you want. (Figure 4) An unformatted table appears. (Figure 5)

t/ Tip • You can apply an AutoFormat to a

table or change the AutoFormat applied at any time by clicking anywhere in the table and then choosing Table Autoformat from the Table menu.

94

Figure 3. The Insert Table button.

Figure 4. Drag across the grid to specify the table dimensions.

Figure 5. 17Je new table.

llbi&Al>U,ftrttul .o. Ohlrtlur••.,..•r•rntt lldb"'LI.flf:CJIIU'IIIIIt._..· P(

Cr 11•11 teMwtrtL.

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Figure 6. The Table menu.

Ill :lr:aua ·-i11:l1' ·Ui~tlil Talaf11 e.- Border I iHitltnilfifl..l!iiH!r, ~m· l1

J a !: - - • " 12 • ..! lCD· & •

!iii llill !ll!ls g l 3f m Jil1ll llr. l ~~ u 1:

Figure 7. The Tables and Borders too/bar.

Figure 8. Drawing a table boundary.

. ·································1!····

Figure 9. Drawing a row boundary.

Figure 10. Drawing a column boundary.

Figure 11. Completed stn tcture.

Creating Tables

To create the structure for a more complex table:

1. Pull down the Table menu and choose Draw Table. (Figure 6) The Tables and Borders toolbar appears . (Figure 7) .

2. Click the Draw Table button on the toolbar and drag the outline of a table in the document (click and hold where you want one corne r, drag diagonally to the o ther corner, and then re lease the mouse button). (Figure 8)

3. Continue to use the Draw Table tool to draw the interior cell boundaries. (Figures 9-11)

., np • If you change your mind about a line

and want to erase it, click the Eraser tool and drag along the line you want to erase. (Figure 12)

t)

Figure 12. Erasing a boundary.

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Editing the structure for a more complex table:

1. To move a line, click it and drag it. (Figure 13)

2. To make cell heights or widths even, click outside the table to clear the tool selection, click and drag through the

.. --- -------------+----- ----- ----- -

cells you want to adjust, and click Figure 13. Dragging a boundary to move it.

either the Distribute Rows Evenly or Distribute Columns Evenly button on the Tables and Borders toolbar. (Figure 14)

3. To set row height or column width precisely, select the cells you want to modify, pull down the Table menu , and choose Cell Height and Width. Enter the values you want to use in the Figure 14. Evening row heights. text boxes, or use the arrows to choose pre-defined values. (Figures 15-17)

Figure 16. 7be Table menu.

96

Figure 15. Selecting columns for adjustment.

Wldthofcotumm 2-3: c=J~ s- bot./Oencotun\n;: ~li)

I Pnvtouo C.tu•o l I •••t Col 1101

~uloflt

Figure 17. 7be Cell Height and Width dialog.

Species Jan- Jul-Jun Dcxii

Figure 18. Entering data.

Species Jan- Jul-Juo Dec

Cat Abyssinian 37 42 $

Bunnese I

Figure 19. Tab advances to next cell.

Species Jan- Jul-Juo Dec

Cat Abyssinian 37 42 s

Burmese 19 26

De Retriever 51 54 gs

Corgi 22 29

I

Figure 20. Inserlion point in last cell.

Species Jan- Jul-Jun Dec

Cat Abyssinian 37 42 s

Burmese 19 26

De Retriever 51 54 gs

Corgi 22 29

I

Figure 21. Tab creates new row.

Creating Tables

Entering Data in the Table 1. Click in a cell and then type to insert

data into the cell. As you type , the insertion point wraps within the cell and the e ntire row will become taller if it needs to accommodate multiple lines of text. (Figure 18)

l. Press Tab to move to the cell to the right and type text in the next cell. (Figure 19)

3. Continue pressing Tab after you finish each cell. When you finish the last cell of the table , press Tab to create a new row_ (Figure 20-21)

V Tips • When you reach the rightmost cell,

pressing Tab moves the insertion point to the next row.

• Press Shift+Tab to move back a cell.

• If there is already text in a cell, pressing Tab to move to the cell both moves to the cell and selects the text.

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Aligning Data in the Table 1. To align data vertically within cells

(top, center, bottom), select the cells you want to align, and click the appropriate tool on the Tables and Borders toolbar. (Figures 22-23)

2 . To align data horizontally within cells (left, centered, right), select the cells you want to align, and click the appropriate tool on the Formatting toolbar. (Figures 24-25)

3. To change the orientation of data within cells, select the cells you want to orient, and click the Change Text Direction tool in the Tables and Borders toolbar. (Figures 26-27)

v Tip • There are three possible text

directions; click the Change Text Direction tool repeatedly until you get the one you want.

Spociet Jan- Jul-Jun Dec

Abyuinian 37 42 c..

Btnnoto 19 26 . ToUJ

R•ui' '"" ~· ~· Do Corsi 22 29 ,. Total

Figure 25. Chosen cells centered horizontally.

Figure 26. Using the Change Text Direction tool.

98

Figure 22. Using tbe Center Vertically tool.

Abynini&n 37 "'2

Cat Bl.ltl1lCto 19 26 • t===---+.:..:.._-F--1

Total

Rttrievtr

~ Corgi n 29

Total

Figure 23. Cbosen cells centered vertically.

Ab)'I .. Jilu 37 42

c:l BunntM 19 ::6

Tow

bhn f 51 S4

~ ~ n -:? Toul

Figure 24. Using tbe Center Horizontally tool.

Sp<>cio. J>.n- Jut-Jun Dec

Abynini:w l? 12

8 l3um10$tl 19 26

Tol:ll

Relriovcr 51 54 & 8 Corgi 22 29

Tol:ll

Figure 27. Text in chosen cells reoriented.


Abyssinian 37 42

a Burmese 19 26

Total I Retriever 51 54

t'o Corgi 22 29 0 Cl

Total

Figure 28. Using the AutoSum tool.


Abyssinian 37 42

a Burmese 19 26

Total 56

Retriever 51 54 ~ 0 Cl

Corgi 22 29

Total

Figure 29. Column of numbers added.

Creating Tables

Working with Numeric Data To automatically total values in a column, click in the ce ll below the numbers to be added and click the AutoSum button on the Tables and Borders toolbar. (Figures 2S....29)

V' Tip • You may do more complex

calculations with values in a table by clicking in an empty cell and inserting a formula by pulling clown the Table menu and choosing Formula.

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Deleting Data from the Table 1. Select the cells you want to de lete, pull

down the Table me nu, and choose Delete Cells. (Figure 30)

1. The Delete Cells dialog gives you the opportunity to delete e ntire rows or columns, or to delete particular cells and move the rest up or left. (Figures 31- 32)

t/ Tip • To delete an entire table, click in the

table, type 3€+0ption+T, and click the Cut button from the Standard toolbar or pull down the Edit menu and choose Cut.

100

Figure 30. Choose Delete Cells.

..=l~ Delete cells~

0 Shift cell$ left 0 Shirt cello up ~ Del ole entl re row 0 Del ole entire column

I, Cucel ] r.=rqo=o=~:=l

Figure 31. The Delete Cells dialog.

Spcci(lt:

~ A byuinbn 37 12

llunnm 19 26

R• triew r '' ,.

j' Corr! 22 29

Tolal 7J 83

Figure 32. Chosen cells deleted.

Figure 33. Placing the insertion point for row insertion.

Figure 34. Choosing the Insert Rows menu item.

Figure 35. Blank row inserted in table.

Creating Tables

Inserting Columns or Rows To insert a row:

1. Click in a cell at the location for the new, blank row. (Figure 33)

l. From the Table menu, choose Insert Rows. (Figure 34)

To insert a column:

1. Position the mouse pointer at the top of the column at the location for the new column. A large down-arrow appears.

2. Click while the down-arrow is visible to select the column.

3. From the Table menu, choose Insert Columns .

...... Tip • To insert multiple columns or rows,

first select the number of existing columns or rows that you want to insert. If there are not enough existing columns or rows where you want to do the insertion, do multiple Insert operations.

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Chapter 10

Merging Cells You can combine two or more adjacent cells to create column or row headings.

1. Select the adjacent cells to be merged. (Figure 36)

2. Click the Merge Cells button on the Tables and Borders toolbar. (Figure 37)

V' Tip • To split merged cells back into their

original cells, click the me rged cell and click the Split Cells button on the Tables and Borders toolbar.

102

Figure 36. Using the Merge Cells tool.

Figure 37. Selected cells merged .

-li ~[~i ( ! ~ l '"-·-· a-- c.• a- , a- a.,.....,..,._. a-..- a--il,.._ o~-·-

I'Elc:::s:l

Figure 38. The Table AutoFormat dialog.

Figure 39. The Line Figure 40. The Line Style drop-down list. Thickness drop-down list.

Figure 41. The Border palette.

Figure 42. Using the Shading/Fill palette.

Figure 43. Border and shading selections applied.

Creating Tables

Turning on Borders and Shading Borders are lines surrounding the cells. Shading is fill within the celts. Word has a collection of te mplates for borders and shading that you can choose from and apply quickly to a table, or you may set each detail manually.

To automatically fonnat a table according to one of W'ord 's templates:

1. Click anywhe re in the table to select it.

l. Pull clown the Table menu and choose Table Autoformat.

3. Select one of the templates presented and check the preview window to see if it fits your needs. (Figure 38) Turn on or off any of the component options you like by clicking in the check boxes.

4 . Click OK to apply the template.

To manually set borders and shading:

1. Select the cells for w hich you want to modify the borders or add shading.

l. On the Tables and Borders toolbar, select line thickness and styles from the drop-down lists. (Figures 3HO)

4. Click the Border tool and choose from the palette that drops down to apply borders to the top , bottom, le ft, right, inside, o r outside of the selected cells. (Figure 41)

S. To apply a shading to the selected cells, select a shading from the Shading drop-down list. (Figures 42-43)

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Chapter 10

Converting Text to a Table When someone e lse has created a table in a document with plain old tabs, you can easily conve rt the tab table to a standard Word table that you can easily modify and format.

1. Select all the lines of the existing tab table . (Figure 44)

1. Click the Insert Table button on the Standard toolbar.

01"

From the Table menu , choose Convert Text to Table. (Figure 45)

3. On the Conven Text to Table dialog box, click AutoFormat to select a format for the table if you want, and then click OK. (Figures 46-47)

v Tips • To conve rt multiple paragraphs into a

table, select those pa ragraphs, pull down the Table menu, choose Convert Text to Table, and in the Separate Text At box, click Paragraphs.

• If you're converting a table made with tabs into a Word table , check first to be sure there are n't multiple tab characters between items that should be in adjacent columns , even if removing the extra tabs makes the spacing look w ro ng.

104

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" " II·'.' I f,•' I I I

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l'lum It•. 1 • I • • li •l!..) Itt Lol l I 1 1 I I 1

Figure 44. Tabbed table selected for

conversion.

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Figure 45. The Table menu.

convert Text to T~ble

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I AuloformoL. I

Figure 46. The Convert Text to Table dialog.

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Figure 47. Converted table.

Creating Graphics 11m3

Norrnol Online Layout

o/ Pog" Layout OUtline Mister Document

" o/ Staadard o/ Ruler o/ Formatting

Document M<op AutoText - Background WontS. I M<lnus

Helder end footir DaUbase

fOotllDteS forms Cornmenb Movie Reveal rorrnattlng Picture

-~ run Screen Powerll<lok Zoom- Reviewing

IIUon Au lor Tables and Darden VInal Baste Web Wonl ror Macintosh 5.1 WoniAit -CUstomiU!-

Figure 1. Choose Drawingjrom the Too/bars pop-out menu.

I ... _. ~ ~ ............. ' ' o o !iJ 4 eo· .t: · o. · =-. ~ • IIi Figure 2. 7be Drawing too/bar·.

About Graphics In Microsoft Word you can add graphics to your document in several ways. You can choose an image from he substantial collection of clip art included in t he standard Office installation. The Value Pack, included on the CD-ROM, offers even more art. You may also use Word's tools to create your own graphics.

V' Tip • Be careful when scanning graphics to

include in your documents. Most published graphics are copyrighted and cannot be legally used without the permission of the copyright holder. Exceptions are books of royalty-free clip art that you can buy at art supply stores, or collections of clip art that are distributed electronically o r on disk.

Creating Your Own Graphics Word has a wide variety of tools for creating and editing graphics.

Start by pulling clown the View menu, pausing on Toolbars, and choosing Drawing from the pop-out list. (Figures 1- 2) The Drawing toolbar will be displayed at the bottom of your document window.

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Drawing Lines 1. Click the Line tool on the Drawing

toolbar. (Figure 3)

2. Click in your document where you want one end of the line, hold down the mouse button, and drag to the other end of the line . (Figure 4)

3. With the line still selected, click and hold down the mouse burton on the Line Style button on the Drawing toolbar and choose from among the thicknesses and styles presented , or choose the More Lines item for more choices. (Figure 5)

v Tips • To move a line, click some place along

the line so that handles appear, and drag the middle of the line (not one of the end handles) to the new location.

• To change the length o r direction of a line, click to get the handles, and then click a handle at either end of the line and drag it to a new position.

• To get a dashed line, click and hold on

Figure 3. Click the Line toot.

Figure 4. Click and drag to draw a line.

t /tn ,, ' ••• ltll pl ,.,., . ... 41/2trt ... ~ ..

~ 41 1211 41 (1 , t

•••

the Dash Sryle button fo r a list of Figure 5. The Line Styles list.

dashed line styles. (Figure 6)

• If you want an-owheads, diamonds, or circular dots at either or both ends of the line, you can use the Arrow Styles tool. (Figure 7)

Figure 6. The Dash Styles list.

106

Figure 7. The Arrow Styles list.

Figure 8 . Click the Autoshapes tool and select a shape from the pop-out palette.

Figure 9. A drawn shape.

Creating Graphics

Making Shapes 1. To draw a pre-de fi ned shape, click and

hold down the mouse button on the Autoshapes button on the Drawing toolbar, pause on any of the items on the list, and choose from one of the shapes in the pop-out palette that appears. (Figure 8)

l. Imagine your shape being drawn in a rectangle in your document. Click one e nd of that imaginaty rectangle, hold the mouse button down, and drag to the opposite corner of the rectangle; the shape will appear. (Figure 9)

v Tips • To keep the shape regular (to draw a

square or a circle instead of a rectangle or oval), hold down the Shift key as you drag to draw the shape.

• To delete a line, arrow, or shape, click it so that the handles appear, and press Delete.

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Chapter 11

Adding Color. Shadows, and 3-D Effects 1. Click a line or shape to select it.

Handles appear.

l. Click the small arrow to the right of the Line Color button to bring up a palene of colors. The color that is selected will be the color of the line or the color of the outline of the shape.

3. Click the small arrow to the right of the Fill Color bunon to bring up a palette of fill colors. (Figure 10) The color you select from this palette will fill any empty area of the selected shape. (Figure 11)

t/ Tips • To add a shadow to the selected

shape, click the Shadow button and choose the location and direction of the shadow you want added to the shape. (Figures 12-13) Alternatively, you can add 3-D effects using a similar palette from the 3-D button.

• You can't use both shadow and 3-D effects on the same object.

& ~

Figure 12. Choose a shadow style.

108

Figure 10. The .fill colors.

Figure 11. 1be color you select fills the selected shape.

.. ~

Figure 13. Choose a 3-D effect.

7be Text Box tool I

' ..... 0 o~xtBox l.,. N A ' " 14V I .._ • ~ • - •

Figure 14. Click the Text Box tool.

Figure 15 . Drag diagonally to create the box.

Cl'tr· I No fill !] 0 ' .. .... ~~.,

....... .,,_. ... • '

"'".1.tll' . lMto•

Figure 16. 7be Format Text Box dialog box.

.,

Creating Graphics

Adding Text as a Graphic Object You can create a nd edit the size, shape, color, and other aspects of text, just as you can other kinds of graphics.

1. Click the Text Box button on the Drawing toolbar. (Figure 14)

2. Drag from one corner of the text box you want to the opposite corner. (Figure 15)

3. Click in the text box and type the text you want.

4 . For precise control over the parameters of the Text Box (fill and line color, word wrapping, internal margins, position, etc.), double-click one of the s ides. The Format Text Box dialog box appea rs. (Figure 16)

V' Tips • To keep a text box square, hold down

the Shift key while drawing it.

• You can change the size and shape of the text box by dragging any of the handles.

• Change the location of the text box by clickjng one of the sides (not at a handle). \Vhen the cursor changes to an arrow, drag the box to the new location.

• To delete a text box, click one of the sides so that the insertion point inside d isappears, and press Delete.

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Chapter ll

Making Text Conform to Shapes WordAn is specially formatted text that Word can display in a number of preset styles. There are several tools to help you create and edit WordArt.

1. Click the Insert WordArt button on the Drawing toolbar. (Figure 17)

2. Click a style on the WordA1t Gallery dialog box. (Figure 18)

3. In the Edit Worc!Art Text dialog box, (Figure 19) replace "Your Text Here" with your own text. Set the font, size, and style you want, and click OK. The WordArt and the WordArt toolbar appear. (Figure 20) You may move, resize, and reshape WordArt using the handles that appear, just as with other graphics.

4. To change the shape of the curve(s) to which the WordArt is bound, click the WordArt Shape button and choose from the palette that appears. (Figure 21)

l;y 0 0 C®j~or;t~~:s-:i;f$ 1 . r~!~ I I f.'~Ftf ,g;\;;!~~ §1, . Figure 17. Click the !nserl WordArt button.

WordA/t GAllery I

Figure 18. 7be WordArl Ga/le.,y dialog.

--~ ~

~=- •ltEriJC!JW

1

rHIII!IIIIII

I !E)CEJ

5. To change the angle of the WordArt Figure 19. Enter text.

graphic, click the Free Rotate button on the toolbar. (Figure 22) Click and drag the corner handles that appear on the WordArt to rotate it. (Figures 23-24)

v Tip • For precise control over the :ku&.Uxt.-

appearance of the WordArt, click the Format WordArt button on the toolbar. (Figure 25) The Format WordArt dialog appears. (Figure 26)

110

Figure 20. 7be WordArl and the WordArl too/bar.

0 0

r-o~~bd~~~~~o

-·· ... ---~~ 0 ""''-'oe--os '1111111-., ......... . ................ ......... ,._... ..... ~"

Figure 21. The \VordArt Shape selections.

O':r:HH:m:::::l:::::::;m!f;;!;:m wordllrt Hm::i!~m;;mn;f:;:!!mml!::il

14 1 EditText-· 1 Cf ~ Atf' §jl :.+.a~~ 8 ~ j lFr .. Roht•l

Figure 22. Click the Free Rotate button.

'" '• .. :iitlliOIM.~~

''·· .. 0

Figure 23. Drag the Free Rotate handle.

Figure 24. Rotated \\i'ordAr1.

Creating Graphics

o ::!::::~:·:::mm:mmH:H:m; : WoniArt ::.::~t::m~m-m:::::::::~::::· :::;i e·

I ~ I EditText-·1 r:t~JAtl' ~ ' Aa ~ I! e J lFormat Word Art I

Figure 25. Click the Format WordArt button.

rm --

U at-r===-,

Colo" lr:===J •J ,.,._;,. O..lld· 1---·I Wei<)"" ll"lll.lffi

Arrova

Figure 26. 1be Format WordArt dialog.

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Chapter 11

Using Clip Art

1. Pull down the Insert menu, choose Picture, and then choose Clip Art from the pop-out menu. The Microsoft Clip Gallery window appears. (Figure 27)

l. In the Clip Gallery window, choose a category from the list on the left, and then click a picture (you can scroll to

see all the choices).

3. Click Insert to insert the picture in your document. The picture and the Picture toolbar appear in the docume nt. (Figure 28)

t/ Tips • To dim the picture's colors so it

recedes to the background under text, click the Image Control button on the Picture toolbar and choose Watermark. (Figure 29)

• To get precise control over the parameters of the picture in the Format Picture dialog box, click the Format Picture button on the Picture toolbar. (Figures 30-31)

• To set whether text on the page flows around or through a picture, click and hold on the Text Wrapping button on the Picture toolbar to see the list of options. (Figure 32)

c:r.. " .. -, .. -ill·~~ ..... ~ .... ~

Figure 31. 1be Fonnat Picture dialog.

111

Figure 27. 1be Microsoft Clip Gallery window.

~ . .

. . .

Figure 28. 11Je Picture appears.

Figure 29. Watermark dims a picture's colors.

Figure 30. Click Format Picture.

Figure 32. 1be Text Wrapping options.

Special Word Techniques Spelling and Gr•mm,_r_ Unguog e-WorCICount.. Autulurnm•rtae..

l rltkOUI:hGU LWrgt Oocumt.ntsPrn~ct OoCGmtnl-

!Ailll Meroe~. £nvt1Dpls and Lebe.ls -

~::Winrcl-Templates ond Add- Ins_ a.nomttePrt~renc~-

Figure 1. 7be Tools rnenu.

Figure 2 . 7be AutoCorrect dialog.

L_

Figure 3. You can use AutoCorrect to expand abbreviations.

Automatically Correding Typos Word's AutoCorrect works quietly behind the scenes, automatically correcting many common typos as you type. It has its own sho tt list of common typos and their corrections, but you can add your own most frequent typos to the list.

AutoCorrect can also capitalize the first word in a sentence if you forget, removes instances of TWo capitals a t the beginning of a word, and capitalize the names of days for you.

To add typos and corrections to the AutoCorrect list:

1. From the Tools menu, choose AutoCorrect. (Figure 1)

l . Type the typo in the Replace text box.

3. Type the correction in the With text box. (Figure 2)

4. Click the Add button.

v Tips • To insert text with a special font

formatting, type the correction and format it in a document, then copy the correction and paste it into the With text box on the AutoCorrect dialog box. Be sure to click Formatted Text before you click Add.

• You can enter an abbreviation as the Replace term and the full technical, medical, or legal term as the With item and the n have AutoCorrect enter long, complex terms for you whenever you type the abbreviation. (Figure 3)

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Automatically Entering Text AutoText saves you from repetitively typing text that you need frequently. With AutoText, you can insert any amount of text in a document, from a single word to multiple paragraphs . Assembling boilerplate documents from standard passages, such as putting together contracts by combining standard clauses, is an ideal task for AutoText.

To use AutoText, type a passage of text once and then save it as an AutoText entry, giving it a name in the process, such as "closing." To recall an AutoText entry, you type the name and press F3.

To create an Au.toText entry:

1. Type the text to save and select it. (Figure 4)

2. Pull down the Insert menu, pause on the Autotext item, and choose New from the submenu that appears. (Figure 5)

3. In the Create AutoText dialog, replace the suggested name that is highlighted with a name of your own. (Figure 6)

4. Click OK to add the text to the list of available AutoText entries.

v Tips • The name you choose fo r the AutoText

entry must be at least four characters.

• The AutoText entry must be at least two characters longer than the name you assign.

114

Figure 4. Type and then select the Auto Text en/1)1. ...

Break •• Page !Wmbers._ Date and Time .•

Auto Text.. Field. SYftlhol. Attention Line ~ • Comment Ooslna • ~ - -Footnote- Heade.r/J'ooter • Caption_ Inside Address Nome • Cross-reference.- Malllno ln.strucnons • Index and Tables ... Nonn11 • - -- Reference Initial< • Picture • Text8ax Reference Line • Movie. Solutatlon • me- Signature • OO)c<t- Su!ltectllne • Bookmark... Hyperllnlc.. 311(

Figure 5. 7be Insert m enu.

Create Auto Text

Word \o/lll create en Auto Text entry from the current selection. Pleese name your AutoText entry:

ltyfc

OK fl

Figure 6. The Create Auto Text dialog.

Mr. Jo~H>11e 21 Boltloy Ploce loOOcn, fi1&11U'd

Our t.!:. H)"J•.

l sbould likt to irJOl'l'!lyoo that I viii be openir-Ba modest offlc:e in your ntighbcrmod, ~t vttth I vlll parfcnnall rrc.rmlro~modi3l p.'OCedlnS

l !;::,:rcretlllidftiiiQihV•~t;e, I would be rmJlif1!.tt\.ll ~ youvouJ4 c!l!l tyf~

Figure 7. 1be AutoText entry appears as you type.

Mr. JotaH~'te 21 &.1tleyPI:a Lo~:~n,~

Du:Mr. Hyt..e,

I shoukl hk.eto 1n!"omyou lh3l I viii be optrin,aa modest offil:t m your ooigb.borhood, at vhich I v iii pe::fonn aJI zmnmrof mtdilll proceduros.

!! uq N:h Dellds ui.se,l vo~ be :nest ptetul i! you vo~d call

Tllmk you for eonnda!ing my services.

Figure 8. 1be Auto Text is inserted.

Special Word Techniques

To insert an Auto Text entry:

1. As you type, Word watches for you to type the name of an AutoText entry. When it detects one, a yellow box appears with the AutoTe>..'t entry

i displayed. (Figure 7)

2. To accept the AutoText replacement,

I hit the Enter key while the yellow box is displayed. (Figure 8)

I t/ Tips

• You can include graphics in an

~ AutoText entry to automatically insert a logo in a document.

.

You can use AutoTe>..'t to automatically Wlrd •

enter long medical, legal, or technical terms.

• To save a formatted paragraph as an AutoText entry, include the paragraph mark at the end of the paragraph in your selection in Step 2. Otherwise, the text will be inserted as plain text.

115

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Chapter 12

Inserting Symbols from the Wingdings Font The Wingdings font contains dozens of useful and fun pictures that you can embed in a document. Word provides an automatic way to insert symbols into a document.

1. Position the insertion point at the destination for the symbol. (Figure 9)

2. From the Insert menu ,· choose Symbol. (Figure 10)

3. On the Symbols tab of the Symbol dialog box, pull-down the list of Fonts and choose Wingdings. (Figure 11)

4. Click any symbol to magnify it. (Figure 12)

5. Click the symbol you want and then click Insert.

v Tips • You can select symbols from other

fonts, too.

• On the Special Characters tab of the Symbol dialog box, you'll find frequently used characters that you can select and insert in any document.

•••

. . ...... ..... •••• :::~

(]

Figure 12. Magnify a symbol by clicking if .

116

Mcmorandwn

To: St.aff From ....... O.t e fJII'lS Ro. Co«.;:~UYS1(::

Va!J J'I)Ubt C.U•.oL'Wd ~ cocr:pt'f f'IC:I;:i

C Y• , I Ylllr.lrd Insertion --------------------r-poinl

Figure 9. Position the insertion point in. the document.

...... ,..,.. .. ,,_ Ooltl lndfka._ A\lll lut •

"""-........ rom,.attop~uOtl1t.·nht,.nc~t

lncl«<uffUlac... ft ft...,., • Tn t De• ........ _ ..... Ol\tftt........... tM~mtd:- tiK

Figure 10. '!he Insert menu.

I

. .... .. , ,.~ . .... , ... .... , .. .... ... . . • • C ~•• v .-:J a~ <t A II. .. 'Io• f • O • DD D•

• • • • • n••• • ••• • o• •o • • •• • ••• • • l llllloo • .o .. .. .- ... .. • O O O II O•C•to

·• • ••• • • • o • o eeo o •~•~ e ee jl1o"' '

~# •H • ~•••~•·- • • • ~v c~nu~~ ~•~

""~ ·· · · ~ .. ···· ··· ·"'•"'. , , ...

Figure 11. The Font pull-down list.

Memorandmn

To: SL>!f From: Lau:~n

llote: 6111')8 Rc: Comp:1.'1Y p1:R.e

Vrli\1 you be ab:.e lO at\t!:i c. co:::pu~y f:I!CJC?

Q Ves,IVIll &ttel¥1

0 No, : WI oot be ablt to au.end

Figure 13 . 1be sym bol inserted.

B

Spelling ondGrommor- ln:l Longuaoe • Word Count-AutoSumm•rfze_ ~Cor~-lrack Changes Meroe Documents ... Protect Document-

MoiiMerv•-

M1cro Templates and Add·lnsOJJtomlzl!Pre.tertnce.s_

Figure 14. 7be Tools menu.

t.by2, i991

~l6L=-T ... CJC7'411•

o..-a.u a.(yt:"',

=

.. ,.._ , .... ........ ,, ""''

Figure 15. Envelopes tab of the Envelopes and Labels d ialog.


Printing Envelopes Word can extract the mailing address from a letter and automatically format and print an envelope.

1. From the Tools menu, select Envelopes and Labels. (Figure 14)

or If the document contains more than one address, select the proper address before you select Envelopes and Labels.

2 . Make any necessary modifications to the address and return address, then click Pri nt. (Figure 15)

V' Tips • If your envelopes have a pre-printed

return address, make sure the Omit check box is checked to omit the return addre~s before clicking the Print button.

• To choose a differe nt e nvelope size, or change the font and location of the addresses on the envelopes, click the Options button on the Envelopes and Labels dialog box to get to the Envelope Options dialog box. See Envelope Printing Options, page 118.

117

I i

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Chapter 12

Envelope Printing Options Before you print envelopes, you can examine the Envelope Printing Options and change the way envelopes print.

1. On the Envelopes and Labels dialog box, click the Options button. (Figure 16)

l . On the Envelope Options tab of the Envelope Options dialog, change the envelope size, the font used, and the locations of the ·addresses. (Figure 17)

3. On the Printing Options tab of the Envelope Options dialog choose the envelope feed direction that matches the way your printer works. (Figure 18)

4. If your printer has an envelope feeder, select the envelope tray from the Feed From drop-down list.

V' Tips • The Delivery Point Bar Code option

prints a machine-readable version of the ZIP code on the envelope, which assists the Postal Service in processing mail.

• If you are printing Reply envelopes, you can also have Word print an FIM code . FIMs are only necessary with Business Reply mail. Check w ith the Postal Service for more information about FIMs.

118

bvtl l,_. ~""'~'~;J.:'----:=::;:::==~ tlt,l"trviOCr.» mj: I Prf~... I

; I .,,,, ...... _t J

I .,...., I ... r a,u...... 1

~fi~r·• .O!J "]W:~ 1 '00] ~Jt"Gf''IPIH!illj .... lri".lft',ftuc1111~~t·~'olfii'~Of""III!W'Ntlff~

Figure 16. The Envelopes and Labels dialog box.

/[ntll,. Optl••• 'l-!.:P!!:ri iOII"-"'"""' ::::"'::.." -'----=--'-----, [Mfapt._llt.

Figure 17. The Envelope Options tab of the Envelope dialog box.

::-"' _-.- E~elope Options ~ ~

[~MilOtO ttttt Prl•lttt Oltth•

Prhtlolr:~e I ..... I , ..... lhri -

f§llffi~~m!Ci era .. , Qrao~M;

(iJCI~MMrttetln

C)U.I tfl'ltl~r.t f11,C1r --..,..,.-

,.,. ...... ,.,t.Wnt .... ~~ ... t--- I'IM ¥*"fflrvw-~ . .. twtar. -..~ttt41Wt!'IN.

l c-•ICE:J

Figure 18. The Printing Options tab of the Envelope Options dialog box.

.. New- KN Open_ KO Open Web Poge_ aose ---- -Sovt as

SI VO OS HI"'-. or Ventons-- - -Page Setup_ Print l'reltew Prtnt.. ., --StndTo • Proptrtlu-

I Company Picnic memo 2lettertot.r.lt,'de 3Tomoto Stacie .fDocumentl

Quit •il Figure 19. The File menu.

I~ Oocwt~enu I : I 0 Modntosh fl)

1\::Artlen Pl .sn . ~ ~ ~elo~ wt CDRIPit:tt: f ht to ur I Dosleloo I f'~ Oi ut \~Airtlnu ;\Wue \ ty Salt~ ~ ~ erhJgth.thltJfOII God nll'll Ouh ----[~ tx1s loun ~ ~:hn.Cn••• l>n>u,r \lomn

~ <on1~1ny Plrnll: memo ~04.•~tr \1om WordOocumllnC , ~~ O.arN.Jnr:ry •

lot Only

Save Current Docu TutOnrvwtth UneDrutt l4-DOSTI'xt

Invoice Ttmplatll( La•OOS Text 'Nttlt lint ln.U •ch Tat fermat

hY1!flle aiTYJ1e: .;' UlltOClt:Tut St.ttloaery s,.uuc:usum Dktlaftary -SpeUt rDttVdl Okttonaty Hl'\t.Document Werd •.ororcu Macl1tes11 Won15.0tortfte MlcMtoslt ward S.l rorthe Mictnrosh Ward 6JlltS

Figure 20. The Save As dialog box.


Saving a Document as a Template Templates contain entire document designs, possibly even including some of the text. When you start a new document, you get the option to choose from among the many preformatted templates that come with Word, including templates for popular business and professional documents. If none of the templates suits your needs, you can modify an existing template or save your own document design as a new template, then use it to create new documents.

1. Create a sample document and format it by creating and applying a set of styles.

::Z. Delete any text that you do not want saved as part of the template. For example, to save only the styles and page formatting, delete all the text.

3. From the File menu, choose Save As. (Figure 19)

4. From the Save File as Type pull-down list, choose Document Template. (Figure 20)

5. Type a name for the template in the File Name text box and choose where you want to save it.

6. Click OK.

V' Tip • AutoText entries, macros, and custom

toolbars are saved in the template , so you may want to create AutoText entries and modify the toolbars before saving the document as a template. See Automatically Entering Text, page 114, and Selecting Too/bars, p age 33.

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Chapter 12

Modifying an Existing Template 1. From the File menu , choose Ope n.

(Figure 21)

or Press :l€+0.

l . On the Open dialog box, choose Document Templates from the List Files of Type d rop-down list. (Figure 22)

l . Double-click a template name on the list to open the template.

4. Make editing and formatting changes to the template.

5. From the File menu, choose Save. (Figure 23)

120


Select a Document:

I(! Lalters & rue~ •I a.Maclnt'oshm

-~ ~ Contempor.:~ry l etter I oeslctnp I i!t Eh!gant fox :!1: Elegant l etter - - -r!t (m.-e lope WlurlJ ~ Ci l'axWh tt rd CE:J (8, Letter\\1zord

~~ Ma\Ung Label Wltard Protenlonat r.u: . I nMrn<-1

Allnuu ~ headlbl~ rues ORudOniY

Word Oocumenu

Rich Ttxl format (fn't") TIUI nle:s

~g:c'::er~~ W:croson: brei S.xWortt;shttt .,tcroson. btt.I 1JI: Wortlshaet Mcrosort EXctt s.x Work1hoett Mktosort &eel rn-uewortcshe-et

::~~~::~~':ror~clntosh

Figure 22. Choose a Document Template here.

New- liN Open.. ItO Open Web P•o•-Ciose liW

Save Ar- It h ve as lfThl._, Venlons-Page S<tup •. PrtrrtPrevlew Prtnt.. _ ICP.

Send To ~ Properties----.,.,. 1 Project Praoress 2 "'1cmo to Group 3 l erter to Jeen .. Invoice 612

Quit ICQ


Spell ing ond Grommor- !11"\:L Ulnguoge ~

Word Count.. AutoSummoriJe ...

I.....;A.:.::• .:.:' • :=:CO:;:rre..::ct.:.=:,.. ~ _ ~ t rack Chonoes ~ Merve Documenu_ Prot1!ct Document-

Mall Mer0i!- ---~-Envel opes and LabelsLettorWizard:;;:-~--

Macro Templates and Add .. Jns ... Customize-

Figure 24. The Tools menu.

0Allw~l w\lf•

liJP.tlr-J.tft-r ~attn)lr'.:ltt

[J Prt11P1W .. 'f'tl'tOrll'ltlttlfl~l•lt

Olllk.tfr~~tT~oo.ftttt ll,..ti"4


Using Automatic Saves You can have Word automatically save your document at preset intervals. It's a good idea to turn this feature on, since it gives you protection in case of a power loss or other calamity. The saving process occurs very quickly and w ill not d isturb your work.

1. Prom the Tools me nu , select Prefe rences. (Figure 24)

l . Click the Save tab of the Options dialog box. (Figure 25)

3. Make sure Automatic Save Every _ Minutes is turned on.

4 . Change the number of minutes if you w ish.

o .......... ,,.,,,.... 5. Click OK. (iJS.Wt.lita.--.c.wrltNt'l'tr• ~r"'I.M.1n ScwWorlfftlttu. lworCOo:J.:hM 1 ~ 1

rt11 t!Mrh t 111it1U.I fir .,,..jKI Pr .. t.u • - - --P'uwtnl t:.tp,tft. Putli'O~(tfNolifQ,

Figure 25. The Options dialog box.

V' lips • Even though Word can automatically

save your work, you must still save your work in a file as usual when you finish a document. Word 's automatic saving simply creates a special file on disk so Word can restore the file if your session is interrupted before you perform a normal Save.

• If the power fa ils or disaster strikes while you're working, Word will display a list of automatically saved documents w hen you next start the program. Simply select from the list the document you were working on when you were so rudely interrupted.

121

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Chapter 12

Creating Form Letters with Mail Merge Word provides built-in, guided help for performing the three major steps in creating mail merged letters, labels, or envelopes: 1. Creating or opening the data source (e.g. a collection of names and addresses); 2. Creating the merge document (with placeholders for the information that changes w ith each copy); and 3. Printing the merged document.

1. From the Tools menu, select Mail Merge. (Figure 26)

2. In the Mail Me rge He lpe r (Figure 27), click each option and then fo llow the displayed instructions . Before Word helps you create the actual merge letter, it helps you create o r open the data source for the database. It then returns to the merge document and displays the Mail Merge toolbar. (Figure 28)

3. Type the text of the merge document, clicking the Insert Merge Field butto n whenever you want to include a placeholder fo r information from the data source. (Figure 28) Then choose a field name from the Insert Merge Field list. (Figure 29)

4. When the merge document is complete, click the Check for Errors button and then click the Merge to Printer button or the Merge to New Document button to create a document you can print later. (Figure 28)

v np • Click the Mail Merge button on the

Mail Merge toolbar to choose a destination for the merge and to select data for the merge.

122

------------------\IIIIIMerfJfl- .

M.ICNI TamploteJ and Add-Ins •• CustomizePreferences-

Figure 26. 17;e Tools menu .

-~

1::-.. ,, ......... 11_,. . .,..~ ............. = ....... J 1 ~ ............. ,

trooto. j l

Moiling Labels •• E:nvelopes •• Catalog_

-If

Rt:s"tore toJ.lonu., l Word Qocunumt ...

3 1!!tt1 Htr .. uo tlat• vuo , ......... ,

e-M .... .=~

Figure 27. 1be Mail Merge Helper.

-


Insert Merge Field button

I

Insert Word Field button

I

Move to First, P1·evious,

Next, or La.<t Rrrd Mail Merger Helper

I

Merge to Printer Edit Data

Source

I lm 111sertMerge Field · ! 1nsertWort1 Field · 11~ I r~ <i , ,

Figure 28. Tbe Mail Merge tool bar.

Con~p•ny

AddrUJI Addn:n2 OtY State rostaiCOdt Country Home"'one

«Postal Code»

~..-_w;.;.;o"""'.;...;;;";.;.;"•;;.......~ »,

I'm quito happy, «FintName», to be ablo to report th:lt ~u,

View Merged Data

Figure 29. Choose field names from the Insert Merge Field list as you type the mail merge letter.

CbeckfL M~il ~ Errors Merge Find

Merge to New Document

Record

113

IMird

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Chapter 12

Changing the Appearance of the Word Window You can choose whether to display the status bar, 'the scroll bars, and the toolbars, or whether to keep a minimalist view devoted to the text. You can also decide which of the nonprinting characters to display. See A bout the Paragraph Marks, page 59.

1. From the Tools me nu, choose Preferences. (Figure 31)

l. On the View tab of the Preferences dialog box, use the checkboxes in the Window and Nonprinting Characters areas to decide which ele ments to display. (Figure 32)

3. On the View tab you can also turn on Wrap to Window to keep aU the text in view eve n when you reduce the size of the Word window or increase the Zoom factor. When Wrap to Window is selected , the arrangement of words displayed may not match the arrangement on the printed page .

124

Spelling and Grammar- 88\:l l anguage ~ Word Count .•• Aut:OSummari~e-

AtrtoCorrect •..

Track Olanges Merge Documents." Protect Document_

Mall Merge ... Envelopes nnd LabelsLetter Wizard .•

Macro ~ Templat es and Add-Ins." Customize_ Prererences... I.


9hev -0Dren. ront 0 Pft lurt plec:d c iOin

(iJ t!jnlmt!l~ teX1 (i!So:: rtoollpa [i!Hio~ll ot•

0 840•mar kt O rto!4-. 'f•ldlhd~.

Mt l prfftllftt ct.,-.~tra ,....._...,...__~~

0 Teb """"'"" O fl!>IIONI ·~PM .. 0SI*» 6il ltl""'""' 0 Ptreqrtph mtrb 0All

Wt1diV (iJSlllusur S:t~l· t n'.lt '!(ldtl'l :

lJIMEffi

fiJ H.)rllonte1 ttn.ll bal' [ifVtr11ctlJC ro11 blr

0Wn pb'oll """"

Figure 31. 7be View tab of tbe Options dialog box.

Chapter 13: About Excel ........................ 127

Chapter 14: Entering Headings and Data ........................................... 133

Chapter 15: Entering the Calculations ..................................... 139

Chapter 16: Changing a Sheet's Structure ........................................... 149

Chapter 17: Formatting the Sheet ...... 155

Chapter 18: Using Multiple Sheets .... 163

Chapter 19: Creating Charts ................. 167

Chapter 20: Excel Database Techniques ...................................... 175

Chapter 2 1: Special Excel Techniques ...................................... 181

125

Chapter 13: About Excel \l't'bat Is E~·cef.>

The Road to a n Excel Sheet

The Excel Window Key to tbe Excel Window

Slatting £-.:eel

Chapter 14: Entering Headings and Data

Planning the \l't'orksbeet

Mouing Within a Sheet

Typing Data Into a Cell

Editing Cells

Filling a n En fly Ra11ge

AtlloFilling a Ra nge

Chapter 15: Entering the Calculations Entetiug Simple Calculations

Building a Simple Formula

S1m11ning Columns or Rows

Totaling a Column with tbe Sttm Fttnclion

Copyi11g Formulas to Adjacent Cells

Anotber Example of a Function: Averaging Numbms

Calculating Numbers it1 Non-Acljacelll Cells

Using l~mclioiiS Some Usejiil Functions

Chapter 16: Changing a Sheet's Structure

\flide11i11g Columns ar1d Rows

lnserli11g Rows and Columns Inserting tmd Deleting Cells Moving and Copying Datct

Freezing tbe Headings Splillillg a Sheet

Chapter 17: Formatting the Sheet

126

Choosing an AWoFormat

Text Formatti11g Ce11tering a Title Abo1;e a Range

Number Formatting

Adding Bor·de1~· to a Rauge

Adding Shading to a Ra11ge

Selecting Styles

Creating Styles

Chapter 18: Using Multiple Sheets About Using Mult1ple Sheets

Changing to lluotber Sbeet

Naming Sheets

Refening to Data from Other Sheets In Formulas .

Consolidating to a Sheet

Chapter 19: Creating Charts About Creating Charts

Creating a Chari

Modifying a Chmt

Modifying the Chart Type and Data Seti es

Modifyi11g tbe Chart Area, Plot Area, aud Gn"dllues

Modifying the Title, Axes, and Legend

Data Tables and Trend/lnes

Chapter 20: Excel Database Techniques

About Excel's Database Capabilities Setting Up tbe Database

Creating a Form

Sorllng the Database

Extracting Data

"ICIIaling Numeric Data ill a Database

Chapter 21 : Special Excel Techniques Insetting Comments in CeiL<

Naming Ranges

Auditing a Worksheet

1i"ackit1g Changes Reviewing Cbanges

Goal Seeking

Figure 1. The Excel window.

About Excel What Is Excel? Excel, the spreadsheet of the Microsoft Office suite, tracks, calculates and analyzes numbers, and creates charts to depict them visually.

After typing numbers into a grid of cells on an Excel sheet, you enter . formulas into adjacent cells that total, subtract, multiply, or divide the numbers . You can also enter functions (special Excel formulas) that perform dozens of complex calculations on the numbers, from simple averaging to sophisticated financial calculations such as Net Present Value . Excel can

-Ill i . ..,

even calculate highly involved statistics, ~ such as the inverse of the one-tailed ~ probability of the chi-squared d istribution. Excel

Excel also offers simple database capabilities. You can accumulate records of information that are both textual and numeric, and sort, search for, and extract data from a database.

To view numbers graphically, you can have Excel create a chart. Excel uses the same charting program as PowerPoint, so its charts are professional and presentable .

127

! J fi s 1

Excel

Chapter 13

The Road to an Excel Sheet

-.

··~~ ' nri~t~ .... hat\\\lt•hl\ .,.

(~at·tlc•n

l '.\nh ~

118

About Excel

m Fill Cells with Row and m Formatting the Sheet Column Headings and Data AutoFormatting a sheet can Into the worksheet grid of cells, enhance the sheet's appearance enter the row and column and make it more presentable or headings and the numbers that go easier to understand. Excel's underneath. Use AutoFill, if you dozens of AutoFormat designs can, to enter sequences like make designing the sheet a month names. Pages 133-138. simple menu pick. Then, to refine

the sheet, you can further format

m Enter the Calculations sheet elements. You can format Into cells that are adjacent to the the text or numbers, add borders data, enter the formulas that w ill and shading to cells, or use styles calculate the results you need. to apply formatting automatically. Summing a row or column is the Pages 155-162. most familiar formula , but Excel r provides dozens of special m Annotating and Auditing "functions" that can perform the Sheet Q.

S' sophisticated calculations on your Add notes to cells to attach text Dl

data. Pages 139-147. messages or even voice :I

annotations. Name the sheets in a r m Changing the Sheet Structure workbook to make them easier to -understand. And, before you stake

Ill With the numbers and calcula- ::r tions in place, you can structure your reputation on the accuracy of !l the sheet to make it easy to the sheet, use Excel's built-in

interpret. You might widen a auditing tools to check the -column, lock the headings so they formulas. Pages 181-186. remain on the screen at all times, Excel or split the sheet into panes you Extras can use to view or edit different Excel also includes sophisticated areas of a sheet simultaneously. charting and database capabilities Pages 149-154. so you can graphically represent

numeric data or collect and store large quantities of information. Pages 167-180.

129

Excel

Chapter 13

The Excel Window

1 Menu bar·

.I l

. . ~· -

7 Active ceil

I r

-1-- 10 Sh<ettam

J ... 11 Tab scm/ling buttons

130

3 Formatting toolbar

l Standard toolbar

+-l --r --

9 Sc;v/1 bars - - -.....,---- + 11 r 1

i [ - ·t -

1~,-.:HII ~

12 Status bar 13 Mode indicators

Key to the Excel Window

1 Men11 bar

Click any name on the menu bar to pull down a menu .

l Standard toolbar

Toolbar with buttons for standard file management and text editing and proofing commands.


Toolbar with buttons for formatrin g cells and the contents of cells.

4 Column heading buttons

Column labels. Click a column heading button to select a column. Drag across column heading buttons to select multiple columns.

5 Row heading bt1Uot1s

Row labels. Click a row heading button to select a row. Drag across row heading buttons to select multiple rows.

6 Cell pointer

The cell pointer surrounds the currently selected cell. To move the cell pointer, click a different cell or press the arrow keys, Tab, Enter, Shift+Tab, o r Shift+Enter.

7 Active cell

The cell into which data is placed when you start to type. Whe n you select a range, the active cell is the only cell that remains unhighlighted.

About Excel

8 Edit line

Displays the contents of the selected cell. You can edit the contents here or within the cell.

9 Scroll bars

Use these scroll bars to move the view of the docume nt up o r down or to quickly jump to a spot in the document. The length of the vertical scroll bar represents the le ngth of the entire document. The position of the scroll button represents the position of the insertion point in the document.

10 Sheet tabs

Click these tabs to switch from sheet to sheet. Double-dick a tab to rename a sheet.

11 Tab scrolling butto11s

Use these buttons to scroll forward o r back a sheet or to jump to the first or last sheet.

11 Stahts bar

Provides information about the current sheet or the current operation.

13 Mode indicators

Show special conditions that are in effect, such as a pressed Caps Lock key.

14 Office Assistant

Online help utility.

131

Excel

~ ~

Excel

Chapter 13

Starting Excel Double-click the Microsoft Excel icon in its folder. (Figure 1)

t/ Tip • If Microsoft Excel is already started,

pull down the application menu and choose Microsoft Excel from the list of running applications. You can also press 3C+Tab repeatedly until Microsoft Excel appears.

131

D ~r c"""7~ Microsoft Otllce 99 &C ~~mEl 8 Hom•, 1.3GB ovo1lob1o

Mlcr~xcel $) l&J ~li croooft Po.,...rPolnt Microsoft Word

I

tl ll tl Off leo Shored Appllcotlono Tomploteo

I r::t r::t Reed me Cliport

•

Figure 3. Tbe Microsoft Excel icon in the

Micmsoft. Office 98 folder.

~

1-;-~ I~

Entering Headings and Data Planning the Worksheet Most worksheets conform to a standard design, with rows and columns of data, headings at the tops of columns and left ends of rows, and calculations at the bottoms of columns and/ or the right ends of rows. (Figure 1)

Because everyone is famil iar w ith this basic structure, your worksheet will be universally unde rstood.

Excel is a blank slate, though, onto which you can write any worksheet design. The 256 columns and 65·,536 rows should give you ample space to be creative.

' ;l rue Edit View Insert ronnot Tools Doto Window Help 2:117 PM X ] o ~ lil l aH~~I ¥. ~ e <J ·" • , . · ~ .. :~: ~ !I i !I O (l.'jj .fl l •..,. ·LW

1•-•• · • '- B I ll i ll'•'ll m 81" , :&1:'.8 ! flf~ l · "'•A. j

Ad Budget

11agazine $16,000

16,000 17,500 17,500 14,000 15,000

$96 ,000 ,

TV $78,000 78,000 82,500 82,500 64,000 64.000

$449 ,000

Rodio $8,200 8 ,200

11,000 11,000 6,700 7,200

$52,300

Figure 1 . 7be most common worksheet structure.

1!18

133

Excel

Excel

Chapter 14

Moving Within a Sheet To enter data into a cell, you must move to the cell first.

Click in the cell. (Figure 2)

or Press the arrow keys to move the cell pointer to the cell.

or Click the current cell address in the Name Box and type the destination cell address. (Figure 3)

t/ Tips • The cell surrounded by the cell po inter

is called the active cell.

• You can use the scroll bars to scroll through the document without changing the active cell.

• To help you find it, the column and row labels of the active cell "light up."

Table 12-1. Keyboard Shortcutsfot· Movitlg Within a Worksheet

Arrow key

3€+Up arrow or 3€+Down arrow

3€+Left arrow or 3€+Right arrow

Tab

Shift+ Tab

Enter

Shift+ Enter

3€+Home

Home

3€+End

134

Move to the adjacent cell up, down, left , or right.

Move up or down one screenful.

Move left or right one screenful.

Move right one cell.

Move left one cell.

Move down one cell.

Move up o ne cell.

Move to cell Al.

Move to first cell of the row.

Move to last cell of last row w ith data.

7beNamebox

B~ [~I 8 ---'

-

Ad Budt. ,- -, 11aqazine 1

"II o ~. -I

L Figure 2. Move the cell pointer to the cell into which you want to enter data and then click.

Click here and then type a replacement address.

I@.] - 13 =1 --[] ~- . g:; _____ z B.i'il!if

" 8

Ad Bud. _[ ___ - --- --- . _-___ -___ -_.

1

ttaqazine-t - u

6 Mar -- - - j 1 Apr

Figure 3. Editing the current cell address.

Ad Budf1el

Figure 4. Select the cell.

B• 13 )( .j ·I 16000

• ; Jan

]

Feb Mar Apr May Jun .

AdBudflCI

TV

Figure 5. Type the entry.

Radio

Radio

Text is left-aligned Numbers are nght-aligned

'0

: ' • • Jan

. ..!. Feb • Mar • Apr , May , Jun

Ad Budflel

t1af1oZine 16000

TV

Figure 6. Move to the next cell.

Radio

Entering Headings and Data

Typing Data Into a Cell 1. Select the cell. (Figure 4) See Moving

Within a Sheet, on the opposite page.

2. Type text, a number, or a formula. (Figure 5)

3. Move to the next cell. The data is entered in the previous cell automatically. (Figure 6)

v' Tips • You don't have to press Enter after you

type the contents of a cell. You can simply press an arrow key to move to

the next cell.

• Until you specify a different format (as has been done with the column headings in our example), text is automatically left-aligned in cells and numbers are right-aligned. (Figure 6)

• If you need a series of consecutive dates or numbers for column or row headings (month names, for example), use AutoFill to enter them automatically. See AutoFilling a Range, page 138.

135

Excel

Excel

Chapter 14

Editing Cells The easiest way to change the text or number in a cell is to click the cell and then type right over the conte nts. But if you have a formula in the cell, you may want to edit the formula instead , so you don't have to rerype the whole entry.

1. Click on the cell and then type over the contents. (Figure 7)

or 1. Double-dick the ce ll to p lace an

insertion point in the contents.

l. Edit the contents as though you were editing text in Word. See Text Editing, page 60.

3. Press Enter to ente r the revision into the cell. (Figure 8)

V" Tips • When you click a cell , the cell contents

also appear on the edit line . You can click on the edit line and edit the cell contents there. (Figure 9)

• To abandon any revisio ns you've made, press Esc to leave the original contents of a cell intact before you press Ente r to exit the cell.

• If you edit a formula, all affected cells are recalculated as soon as you press Enter.

136

• IOOCIO

Ad8Ud!Jtll

/1aq6zine 10000! 16000 17500 17500 14000 15000

TV 70000 70000 62500-62500 64000 64000 ,

R8dio 6200 6200

11000 11000 6700 7200

Figure 7. Select a cell and then type to replace the cell's contents.

' tlagozine TV .. Jan 18000 76000 , Feb 16000 7600_0_ • Mar 17500 62500 , Apr 17500 6 2500 • May 14000 64000 , Jun 15000 64000

Figure 8. 17Je revised entry.

Tbe contents of the cell you select appears here.

I 1•1 •l no'u'fll

. tf6tJ.:!lzino I TV

J"" 16000 76000

, Fe~ 16000 70000 " Mar 17500 02500 t Apr 17500 02500 1

• May 14000 64000 • Jun 15000 64000 ..

Rodio 8200 -8200 11000 11000 6 700 7200

Radio 8200 0200

11000 11 000 6700 7200

Figure 9. The contents of the currently selected cell appear on the edit line.

Ad Budget

t10fl11Z t'ne TV Radio <>

Figure 10. Place tbe mouse pointer at the first cell for the range.

tfo ozine TV Radio

I I. I i · ·~-· ,·

Figure 11. Drag to the last cell.

11. I TV 11JOOO I /1!000 1f>O()() -

ll d."

' :> 1~.oo I I :> 1~.oo 1-1000 I I HQoo : · ~

Figure 12. Press Ente1· after typing a value into a cell to move to the cell below.

11. , TV ll d." ' ltl000 -

? 1'>00

1

lhi>OO :

1-1•JOo : '/ 1'>00 j

' 1-10oo ;

Figure 13. Press Enter at the bottom of a column to continue at the top of the next column.

Entering Headings and Data

Filling an Entry Range To quickly e nter data into a rectangular range of cells, create an entry range.

1. Place the mouse pointer on the upper left corner cell of the range. (Figure 10)

l. Click and d rag to the lower right corner cell of the range. (Figure 11) The active cell is the cell at the upper left corner of the entry range.

3. Type data into each cell and then press Return. The cell poimer moves down each column from cell to cell automatically. When it reaches the bottom of a column, it jumps to the top of the next column within the entry range. (Figures 12-13)

Y' Tip • If you use the Enter key on the

numeric keypad instead of the Retu rn key on the alpha keyboard, the active cell moves from left to right until ir gets to the e nd of a row within rhe range, then jumps to the first highlighted cell in rhe next row.

137

Excel

Excel

Chapter 14

AutoFilling a Range When a range of cells should be fil led with consecutive numbers, numbers that follow a specific pattern, dates, o r dates that follow a specific pattern, such as eve1y Monday, use AutoFill as a quick and convenient method of automatically entering the sequence.

1. Into the fi rst cell of the sequence, ty pe the first number o r date. (Figure 14)

2. Into an adjacent cell, type the next number o r date. (Figure 15)

3. Select the two cells. (Figure 16)

4. Carefully place the mouse pointer on the fill handle at the lower right corner of the border surrounding the two cells.

5. Drag the fill handle to extend the sequence . (Figure 17)

6. Release the mouse button when the sequence is complete. (Figure 18)

t/ Tip • As you drag to extend the seque nce,

the current value appears in a yellow tooltip next to the cursor.

" . • Jo'\

IJ . Ad 8ud;ct

I AdOudgcl

' • ttogazinc TV Radio I . Jan .

• ' . . ~ I .

_!J'.J

Figure 17. Drag the Fill handle to extend the pattern established in the first two cells.

138

AdOudgcl

t1ag11zinc TV Radio • Jan

I

Figure 14. Enter tbe first number or date.

.-s 1•1 )( v • I rttJ IJ ""'

AdOudgeL l

• t1ag11zine TV Radio • Jan • Feb I

'~

Figure 15. Type tbe next number or date in an adjacent cell. ,

Figure 16. Select tbe two cells.

Figure 18. Release tbe mouse button to complete the sequence.

~ ~ 12... ~

:5

'6 rt

Entering the Calculations

A l l Simple cal culation

I

1r

I 1 =26+7s 1

B IL Sum a col umn

23 43 54

- 1 r~ .

I

Entering Simple Calculations A calculation can be simple (a sum of a column of numbers) or complex (a financial, statistical, or scientific computation), but it is always entered as a formula that begins with an equal sign (=) .

To sum two numbers in a cell , you could type =23+43, for example. To sum the conte nts of two cells, you would include their cell addresses in the formula, such as =B3+B4. The cell into which you type the formula displays the result of the calculation. (Figure 1)

If any numbe rs change in the cells that supply values to the formula, the result of the calculation changes immediately. This immediate recalculation lets you perform what-if analyses; you can see the change in the bottom line immediately w hen you change any of the contributing numbers.

..It D

Mortgage Payment

Interest/month I 0 .7 1% 360 # of payments

Mo~tgage amt. 249,000 Monthly payment - (S 1,91J8. 13 )

I I =SUM(B3:B5) I =PMT(D3,D4,D5)

Figure 1. Some typical calculations.

139

Excel

Excel

Chapter 15

Building a Simple Formula 1. Click the destination cell fo r the

formula. (Figure 2)

1. Type an equal s ign (press the equal sign key.) (Figure 3)

3 . Click the first cell whose address you want in the formu la. (Figure 4)

4 . Type an operator. See Table 13-1. Table of Operators, this page. (Figure 5)

5. Click the next cell whose address should appear in the formula. (Figure 6)

6. Type another operator to continue the formula if you want.

or Press Enter to ente r the formula into the cell and display the result of the calculation.

t/ Tips • If adjacent cells require a s imilar

formula, you can copy the formula from cell to cell. See Copying Formulas to Adjacent Cells, page 143.

• You can enter a combination of typed numbers and cell addresses in

formulas, such as =C2•2.5 (the contents of cell C2 multiplied by 2.5).

Table 13-L Table ofOpet·ators

+ Plus

Minus

Multiply (asterisk)

I Divide

140

.. 0

f. Sales s Expen9c!l

~Not

•

Maryland 875 690

§ I

VirQinia

Figure 2. Click at the destination for the formula.

•• • X.J • . 0 Ma:~Yta"d • Ylrolnl•

I Maryland Vl'"9inia

1

..!. Sales 1 Expenses

875 1-600

~ Net . •

620 175

620 475

Figure 3. 77Jeformula builds both in the cell and on the edit line.

1Uf1 )( ..J • • D2

0

I

2 Sales 1 Expenses

f-i" Nol

. .,.. Marvt•M •vtrtln la -

l · n2l I

620 175

Figure 4. Click a cell.

su X.J• •02· .

0 ~ ~ ' Mlrvtand • Vlrwtnla •;::.,

• I Maryland Virginia

. _! 1 Sales 875 620 _! Expon!Jcs 690 175 ~Net 1• 112- I :~ • Figure 5. Type an operator.

0 -·

' Maryland Vl '"9 in lo ' Sales a Expenses

'7 Not

875 620 ;-- ---~--- --6-96: 1 75_

l· n2-03 I

Figure 6. The address of each cell you click adds to tbeformula.

0 . '""" • rue • Wod a Thu

' · rrt

. ·- -~- ~ . ....,... . J1mmy

17.50 14 25 l b.SO 16 0 0 1000

§ I

Pete 1200 1350 12.75 11 00 11.50

Figure 7. Click at the destination for the sum.

The AutoSum button

It. ~ I ~ r- ~~ ~~ I Figure 8. The AutoSum button. Excel creates the fomntla for you.

SUt1 • X" • sSUM(B2 tJ6)

Jlmf11V,Pete, 1: Tommy

-; Mon , rue

-; Wed !_!. Thu

I{ Fri

r;-

···-----~i!!'!!!.Y ...... ., : 17.50: : 11 .25:

Pete

i 16 .50 ! ' 1600• ! 18:oo: I• SUHWfjilb) '

Figure 9. Excel has created the formula for you.

. ..... ' ·~ . ~ .. .... . '"

J•~r 11 50 1'4 :015 l t150 1000

·"""'·· ,_, 1100 0 00 13.50 oao " 75 II 0 0 1400 1260 . . ... o 1:0 00

12.00 1350 12.75 14.00 14.50

Figure 10. You can select the cells below any number of adjacent columns before clicking the AutoSum button.


Summing Columns or Rows Excel includes special help for summing a column or row.

1. Click in the empty cell below the last entry in the column or to the right of the last entry in the row. (Figure 7)

2. Click the AutoSum button. (Figure 8)

3. Press Enter to enter the formula that has automatically appeared in the cell. (Figure 9)

V' Tips • Excel looks for a ra nge of numbers it

can sum that is above the cell you've selected for the tota l. If it does not find a range of numbers or if it finds text, it looks to the left fo r a range of numbers.

• Excel will not look past an empty cell when finding a range of cells to Sum.

• To quickly enter sums below a number of adjacent columns, select the empty cells at the botto ms of all the columns before clicking the AutoSum button. Excel will insert a sum in each selected cell. (Figure 10)

141

"' c 5I 5I sr

OQ

" c 5I :I Ill 0 .. i ~ ~ Excel

Excel

Chapter 15

Totaling a Column with the Sum Function 1. Click the destination cell for the

formula . (Figure 11)

l. Enter an equal sign to start the formula. (Figure 12)

3. Type the word SUM. (Figure 13)

4. Enter a left pare nthesis (Shift-9). (Figure 14)

5. Drag down the column of numbers to sum. (Figure 15)

6. Press Enter. (Figure 16)

v Tips • You don't need to close the

parentheses before pressing Enter. Excel will do it for you.

• Use this technique instead of AutoSum to sum ranges of cells that contain blanks.

• The word SUM is an example of an Excel f unction. Excel contains hundreds of functio ns for common and uncommon mathematical, statistical, financial, date, time, and other calculatio ns. See Using Functions,

page 146.

141

" . . - """ "·· Jltnfl'V,hti,A fan"'" ~

' J immy Pete , Non i i5o i 2.00i I Tue 11.25 i3.5o;__ . Wed 16.50 i 2.75 . Thu i6.00 11.00 -' Fr i 18.00 11 50

t-!- I ~ I I • Figure 11. Click at tbe destination for the formula .

Sutt • )(.J• •

• ' Non 1 Tue • Wed

I ~ Thu ' Fn

f-1 •

liouwv,rat~t,a ro"""!.!': _:.:.

J immy j-17.50 11.251 16.50 16.oo· 18.00

- ._I• ____ _.!_

Pol o 12.00

1

13.50 12.75 11.00 11.50

Figure 12. Stan a f ormula with an equals sign.

=sum! Figure 13. Type Figure 14. Type a left

parenthesis. "sttnJ."

IIIH )( V • .. urn('2 D6

2 Non & Tue • Wed ~ fhu

' Fri

rL '

JII\'IMY,Pttt, llammy~

·-~ ••• -!!1Jl.f!1.Y _ __ · ·-: 17.501 ; 11 2Si i 16 50: : 16.001 I ia .oo: I a sum(B2:00 I

Pete 12.00 13.50 i 2.75 i1.00 11.50

Figure 15. Drag across the range of numbers to sum. In this case, from B2 to B6.

.. . . •5UNID2 DG)

0 - -w·.,. Jlnunv, Pitt, a ra'"my

. l

Jimmy l Pete

' Mon 17.50 - i2.00 I Tue i1.25 i3 .50 . Wed i6.50 i2.75

• l hu 16.00 11.00

• Fri 18 .00- i1.50

f2- I 82.251

• Figure 16. Press Enter to complete the formula.

7be Fill handle

07 . . :~SUN B2 C6)

IJ -;,... -..,.- .:a::.;:.. "'" ,Pt(e,&Ttmn.v~ . I Jimmy Pete :t Hon 17.50 12.00 . Tue 11 .25 13.50 . Wed 16.50 12.is

• Thu 16.00 11.00 ' Fri 10 00 14.50

f-2-J I 82.251

• Figure 17. Click the cell with the formula.

i!! .... ''" • v .. . .... ~···

..~,

11SO .. ,. ••so . ... .. ..

........ ~ 11 00 QOO rsso •uo 12 n II 00 • .. oo 1210 14 ~0 tSOO

Figure 18. Drag the Fill handle across adjacent cells.

E.:tecel adjusts the formula as it copies it across to column D so the formu.la in column D refers to other cells in Colum.n D.

I ~ Non ' Tue • Wed • Thu , rr1

r:;-

I

Jtmmy 1750 ... 25 16 50 16.00 13.00 32.25

Pete 12.00 llSO 12.75 14.00 14.SO 06 75!

l ommy

Figure 19. 7bejormula copied to adjacent cells.

9,00 • 00

11.00 12 &0 I S.OO 57 601


Copying Formulas to Adjacent Cells Rather than re type the formula in adjacent ce lls, copy it automatically. Excel will adjust the formu la in the direction of the copy.

1. Click the cell containing the formula. (Figure 17)

2. Drag the fill handle at the lower right corner of the cell across the adjacent cells to which you want to copy the formula. (Figures 18-19)

t/ Tip • When the mouse pointer is positioned

properly o n the fill hand le, the pointe r becomes a small p lus sign. Otherwise, the mouse pointer is a large, heavy plus sign.

• You can drag any direction to copy formulas to the right, left, above, or below.

143

Excel

Excel

Chapter 15

Another Example of a Function: Averaging Numbers 1. Click the destination cell for the

formula that will calculate the average. (Figure 20)

l . Emer an equal sign.

3. Type the word AVERAGE. (Figure 21)

4. Enter a left parenthesis. (Shift-9)

5. Drag across the cells to average. (Figure 22)

6. Press Enter. (Figure 23)

t/ Tip • Blank cells in the range are not

counted in the average. Cells that contain zeroes are counted in the average.

144

~- n c:111 .. ...., .... ,....,.

~ """ 1>.00 - ... olw .. ,. ....... ... . ..,,. ..... 117> 11.00 . "" .... .... I UO • r rt .... 14 SO .... . 8?15 .. , )1 • .0

Figure 20. Click the destination for the jomntla.

' . ..... . ·• w .. . .... ''" .

...,.twta;. '" ..... ., ,.,,

17'50 1100 14 7':0. I.J~ •• so t7b lbOO 14 00 1100 14!00 112:5 tl0,75

lo..,.y 0 00~ ... 11 00 .... 1500 5700

Figure 21. Type the formula.

·. ·~ o Wtcl ..... . '"

~ ...... ,--v

: ... :-~~:!~·:_-:_ .. ~,~T:~==-~=::~·.:.n"7?tt~D:i l bSO 11lS II 00 1000 1100 12.10 1100- 14)0 1:.000 ens oo 'r5 ~.,eo

Figure 22. Drag across the cells to average.

.. _, .... To'""y ""'"~ . .... I) SCI ., .. ... ""' . ·- .. ,. I] SCI ••cc::::=:J .w .. .. ,.. 1)1'5 liDO . ... .... .. .. 1110 . '" .... .. ... .... : U.lS .. ,. 51<.0

Figure 23. 7be cell displays the result of the formula.

' Men ' rue • Wed a TIIU

' Frt

J1mmy 17.50

' " 25 1650 1600 18.00 6125

Tohl of Jimmy end Torrmy

Pe l c l omrny 12.00 900 13.50 080 12.75 11 00 14 ,00 12 .GO 11.50' 1500 06.75 57 (10

Figure 24. Click the destination for the formula.

.... ,...,... ' • Mon • Tuo • Wed ' Thu • Fn

• XV • ""'"

J1mmy n .so , ... 25 lb.SO 16 00 1600 82 15

' Pe t e Tommy 12.00 c;l 00 13.50' 0 ,60 12.75 I I 00 1100 12 &0 1150 1500 bb.15 57 60

Total o f Jimmy ond Tommy l•sumll

Figure 25. Enter the function.

Click on this cell and ~)ljJe a comma .. .

~~ jMon l Tue Wod lhu

, rr1

• )(.j • U liTI8 7

J im y -p;te Tommy 1750 1 200~ 000 1425 13.50 980 1650 1275 II 00 1000 11 .00 12.60 1800 11.50 1500

... ~-:..~·:..··· ·. '82~2S i oo.7S s7 bO

Tol nl of Jimm y nnd Tommy l • !lum(87(

Figure 26. Click a cell to include .

. • Men • Tue ' Wed • l hu , Fn

... and then click on this cell. X..t • • 07JJ7

Jimmy 17 .50 11 .25 I O.SO 10 00 18 00 8215

1 ot ol o l J1mmy ond 1 ommy

Pete 1 mmy • -1200 900 13.so o.ao 12.75 11.00 1400 1280 14.50 15.00 (')6.75 ~--~--~-.. -·.·.~---~?~~~:

l • 3um(87,07

Figure 27. Type a comma and then click the next cell to include.


Calculating Numbers in Non-Adjacent Cells 1. Click the destination cell for the

formula. (Figure 24)

2. Start the formula as usual with an equal sign .

3. Enter a function followed by the left parenthesis . (Figure 25)

4. Click the first cell to include. (Figure 26)

5. Type a comma.

6. Click the next cell to include. (Figure 27)

7. Re peat Steps 5-6 until you have included as many cells as necessary.

8. Press Enter to enter the formula.

V' Tip • A formula can contain a combination

of d iscrete cells and ranges, such as =SUM(B2,B4,B9: B11). This formula will add the contents of B2, B4, and B9 through Bll.

145

Excel

Excel

Chapter 15

Using Functions SUM and AVERAGE are only two of d1e dozens of functions that are included in Excel. To find omers, click the Paste Function button on me Standard toolbar (Figure 28) as you are building the formula. The Function Wizard takes you through me steps of building a formula. (Figures 29-32)

DAYS360 .,. )( .Jr• •DAYS360(DATE( 1990,6, 15l,DATE( 1990,

I i!>AYS5601~=--;:;;:;:;;:;;:;;:;;;::===::;;;;:;-::--::::--~I Stert...dett ~~~~~~[(~19~9~8,~6,~15~)====~1'\4• 34499

hUolt lOA!!( 1998,9,30) 1".11• 34606

I 11011\ol JO f"iA • FAL!E

• 105 Ret\lrna IN nvmbflr-~fde.Ytlltt..Mit tvo <~t, lu bo:.t e;nt 360·0.\1 'it'f (twlvt 30·de.V f'l)CUil h:l)

rttlllt4 fttiQOto&l valu. •~f\lffttilli')o ttloul•Uon rnsthod. u.s (HASO) • FALSt oromuted1 Eurcpu n • TRUf. Seo ~lp for d6t.\1t of thllt

-

For i'Jlul6 rtll.llt• 105 I C.r.cel I c::E:J

7be Paste Function button

I

Figure 28. 7be Paste Function button.

• --:-;-- ':"" "' Paste Function ~ --- '-"""' Fur<:tlon <el 'VOrv, Functlo~ nemo: Most RecenthJ U3ed . DATE . Al l DATEVALUE

~ Flneneial DAV

Hath & rno HOUR Stotistleal M114UTE Lookup&. Reference I'XlNTH Dotetme ~IJW Toxt SECOND LOQicol TI ~IE

Information .. TIMEVALUE . DAYS360(olorL.alo,ooL.dolo, .. tllld)

Return• t ile number of <tav• bet~o~eon two dtw be1oo on • 360- dtv voer (lwei•• 30-doU monttro).

Ell I c .... , I rc:E:J Figure 29. Selecting the function that calculates the number of days between two dates.

Oo\YS1~60 • X .J • • DAYS3600

jDAYil360 - - --,"?-. . --] Start_.ltt r~--------11[] . ...:=.! ,

EM_.,. I I!SII· ~

"'"<4 I 15il·

R•lurnt fr.t oumMr cfti~t btt-.ietn MO.lu b_,dont 360-clt'.l 11Jtr (lwlv• 210•Ga\l f'IYJntM),

Sttrt..A•t• tlart.Att •nd &ncL&ttllft tl'le Mdlitts bth.wn vth:b veuver.t to i;IIN tbt nul'lber of dl!,tt

rormult re:s.ult •

Figure 30. Step 2 asks you to enter the numbers qf the start and end dates. You may enter functions as arguments to other functions.

IOSii u-----------11 Figure 31. Fill in the required arguments, then Figure 32. 7be completed function. click OK.

146

Some Useful Fundions

DATE(year, month, day)

DAYS360(start_date, end_date, method)

TODAY()

NOW( )

DDB(cost, salvage, life, period, factor)

FV(rate, nper, pmt, pv, lype)

IRR(values, guess)

NPV(rate, valuel , value2, ... )

PMT(rate, nper, pv, fv , lype)

PV(rate, nper, pmt, fv, type)

ROUND(number, num_digits)

SUM(numberl , number2, ... )

AVERAGE(numberl, number2, .. . )

(continued on next page)


Provides the serial number of a particular date.

Calculates the number of days berween rwo dates based on a 360-day year, which is used in some accounting systems.

Provides the serial number of today's date.

Provides the serial number of the current date and time.

Provides the depreciation of an asset for a specified period using the doubledeclining balance method or some other method you specify.

Calculates the future value of an investment.

Provides the internal rate of return for a series of cash flows.

Calculates the net present value of an investment based o n a series of periodic cash flows and a discount rate

Calculates the periodic payment for an annuity or loan

Calculates the present value of an investment

Rounds a number to a specified number of digits

Calculates the sum of all the numbers in the list of arguments•

Calculates the average (arithmetic mean) of the arguments•

147

Excel

Excel

Chapter 15

Some Useful Functions (continued)

MAX(numberl , number2, ... )

MEDIAN(numberl , number2, ... )

MIN(numberl , number2, ... )

VAR(numberl , number2, ... )

V ALUE(text)

Calculates the maximum value in a list of arguments.*

Calculates the median of the given numbers.*

Calculates the smallest number in the list of arguments.•

Estimates variance based o n a sample.•

Converts text to a number.

• (number! , number 2, ... )can also be specified as a range (C25:C47) or comma-separated list of numbers ancl/or ranges.

148

Chan~ng a Sheet's Strudure [23 . .

0

__ .. ----

0ol96 c

_!_ 0 2 96

,.1- Income -

t Beons 12400 13200 T-Shirts 2600 2800

Boked Good s 1 8800 9000 d!-- Coffeemokers I QOO 2Hio ""~ Geloto 5600 67 00 ~ •

Figure 1. 7be mouse pointer changes to a double arrow.

[23 . = o _ 'W'l~th: 23.67 :.;:;. - --r· 01 98 · I 02 98

.3... Income

~ Beons 12400 13200

...!. T-Shirts 2600 2800

I+ Bnke d Goods 8600 9000

1A Coffeemokers 19 00 2 100

,..; Geloto 5600 6700

• Figure 2. Drag right or left to widen or narrow tbe column below.

£23 lor) . o - ... ~;oa "' ~::• ;~~: .......

a

~ 01 98 0 2 98

~ Income

Beons 12400 13200 ~. T-Shirts 2600 2800 ~ -+, Bnked Goods 8800 9000

Coffeemokers 1900 2100 I~ Geloto 5600 6700 ~ • I

Figure 3. 7be newly widened column.

£23 1•1 al 0

A

r+ Income·--~-· -~ Be 11ns r-!- - T-S-hirts •

Figure 4. 7be mouse pointer changes to a double anuw.

Widening Columns and Rows To change the width of a column:

1. Place the mouse pointer on the right edge of the gray column heading button for the column to widen. (Figure 1)

2 . When the mouse pointer cha.nges to a double arrow, drag right or left. (Figures 2-3) While you're dragging, you'll see the new widd1 of the column in a yellow tooltip, measured in characters.

To change the height of a row:

1. Place the mouse pointer on the bottom edge of the gray row heading button for the row to heighten. (Figure 4)

2. \Vhen the mouse pointer changes to a double arrow, d rag up or down.

V' Tips • To change the width of multiple

columns or rows, select the columns or rows by dragging across their column heading or row heading buttons. Then drag the edge of any column heading or row heading button that is selected. All the selected columns or rows will change uniformly.

• You can also select Column or Row on the Format menu and then choose Width or Height o n the submenu to get to the Column Width or Row Height dialog boxes . On these dialog boxes, you can choose an exact setting.

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Chapter 16

Inserting Rows and Columns 1. Click any cell of the row or column

where you'd like the new blank row or column. If you insert a row, it wi ll appear above the selected cell; if you insert a column, it w ill appear to the left of the selected cell. (Figure 5)

l. From the Insert menu choose Rows or Columns. (Figures 6-7)

II' Tips • To insert multiple rows, drag across

the row heading buttons (labeled 1, 2, 3, and so on) to highlight the same number of rows you want to insert. (Figure 8) To insert multiple columns, drag across multiple column heading buttons.

• You can also click a column or row heading button and, while holding down the Control key, click the mouse button and choose Insert from the shortcut menu.

150

.. . . -~ -~ ~

' 0 1 96 - 92 96_ , Income

• r-:~i:;;l 12 400 13200

1-: 2600\ iiloo • Onked Go.ods l 0800 9ooo

• Coffecmakers •.. ·- 1900 2100 7 Gelato 5600 6700 •

-., Expenses ~ Personnel

I 2 I 6200 6500

" Supplieo 4 100 ~ 1 00

Figure 5. Click a celt in the row where you'd like a new row inserted.

8!1

(OIUhiOS WorlcSh eel a. • .,,_ Poge8¥eot FunctionNome ~

~!__ Picture ~

Movt•ObJect.-

orllnk-

Figure 6. 7be Insert menu.

09 . r.lll ·- ...!!

1..!. -- 01 96 L _ q_2 9!! 2 Income

• Delms 1 2~00 13200 . T~Shfrts 2600 2800 -' Bnked Goods 8600 9000

• Coffeemllkers 1900 2100

' Geioto"' 5600 - -67o·o

• I I r?; Expem1es - - ---'

" Personnel 6200 6500

" StJ£.(>fies 4100 4100

Figure 7. New blank row.

Figure 8 . Drag across two row beading buttons to specify two rows for insertion.

.. . . ~00 [] ~-- • GA ;· ~ , '""'~Shop ;,;;: - :..;

1:;1lncome 0 1 98

• Denns 12100 -• T- Shir t s 2600

: ~ Bnkcd Goods 8600

'~ Coffcemftkers 1900

' Gclnlo 5600

,..!., Grinders) 2 2200 1

• Figure 9. Click a celL

C.Oiumns Wori«he et Cl1~rt-

Page llreok FunctionNome • Comment

Picture ~

MovieObJect,. Hyperllnk..

Figure 10. The Insert menu,

0 2 98 0 3 98

13200 2800 9000 2 100 6700 21 00

Rnd., l!eploceGoTo

PubliShing l mksQIIJrrt

15000 310 0

10100 2100

11i oo 2800

0196

16900 1700

11 500 2600 9100

Figure 11. The Edit menu .

~ lnnrt -~ ...... fl Shift <e11H fq" 0SMtteol\s Wn

Q Entlre rrw QEnttretolumn

l,c. ... t JCEJ)

Figure 12. The Jnserl dialog box.

Delete

O.lt l• fl Shlft co11• loti 0Shlft ce1h up

Q Enhrercv 0 Ent1ntolurrn

I CoototJO[J

Figure 13, The Delete dialog box.

~C.J•tU.op ~

' 0 1 9 6 02 '.16 03 Q8 0 198 I ' Income &c:t~ ns 12400 13200 ISOOO 16900,

T-Shlrl s 2600 2300 3100 1 i00 Bak e-d Good~ .... 0000 10100 11500

Corteemaker-5 IQOO 2 10 0 2 100 2600 G<-leto 5600 6700 I 1200 9 <t00 . Gr lnder sc=::J 2200 21001 2800J

" Figure 14. Inserted cell.

Changing a Sheet's Structure

Inserting and Deleting Cells When you tell Excel to insert or delete a cell within a range of data , Excel needs to

know how to move the data that's in adjacent cells , You specify your choice on the Insert or Delete dialog box.

1. Click the destination for the new, blank celL (Figure 9)

or Click the cell you want to delete.

l . To insert a cell, choose Cells from the Insert menu (Figure 10) or d ick the mouse button while pressing Control and choose Insert from the shortcut menu .

or To delete a cell, choose Delete from the Edit menu (Figure 11) or click the mouse button while pressing Control and choose Delete from the shortcut me nu ,

3. On the Insert dialog box, select either Shift Cells Right or Shift Cells Down. (Figure 12)

or On the Delete dialog box, select either Shift Cells Left or Shift Cells Up. (Figure 13)

v lip • To delete an entire row or column,

select at least one cell in the row or column, pull down the Edit menu, choose Delete, and in the Delete dialog, choose e ithe r Entire Row or Entire Column,

151

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Chapter 16

Moving and Copying Data Excel's drag and d rop makes moving and copying data especially easy.

1. Select the range of cells to move or copy. (Figure 15)

2. Place the mouse pointer on the border Figure 15. Select a range of cells. of the range so the pointer becomes an arrow. (Figure 16)

3 . To move the cells, drag the border of the range to move the range to a new location. (Figure 17) A yellow tooltip appears to indicate the destination.

or To copy the cells, press and hold Option while dragging the border of the range. A small plus appears next to the mouse pointer to indicate that you are copying rather than moving. (Figure 18)

4. Release the mouse button to drop the range at the new location. (Figure 19)

152

Figure 16. The mouse pointer on the range border.

Figure 17. Drag the border of the range to move the range.

Figure 18. 77:Je small plus sign next to the mouse pointer shows that a copy is in progress.

lncoi"'le ... .,. T-S hirt.:~

0Dked Good' Co rl eemcker:~

Gelato Grindern

Figure 19. The range 1noved to its new location.

CUII'~~ Ihll

03 98 ---'

0190

~ j 2600 8600

Col le~mcker:J 1000 ~Ia to seoo

13200 15000 10000 2l! OO 3 100 1700 9000 10100 11 500 2 100 2<00 2600

1

6700 11 200 0<00 Grlnden~ 2 100 2200 2<00 2000 .

'" Exp e n 'S_!S_ Pe,..,onnel 6200 ()500 6900 7200

Supplies 1 10 0 <100 1300 .. sao Ut ilities 020 ••o 6<0 000

P~ckt~c;J1n9 1100 1200 I '100 1500 l~P 2000

~ccp•mlin9 620 Tcxe:s 1900

Other Services 950

"

0 -··- - 1200 0 H O ?sol 1000

IQOO : ~~~t 6601 Q90 " I ~iO O

~ Net 13610 21 Cumui Dti ..,e 13610

17530 23'1 10 27MO 3 11 1 0 51550 82 190

1

Figure 20. Click tbe upper lf!ft corner of tbe data range.

Split

.,., 1 Con'ee Shop

Figure 21. 77Je H7indow menu.

" . . 0 --"!'!:..o:;:~Corfu Sllll "

..,. ~ . I 0 1 9& 02 96 03 9 8 01 oa . Income ~ . 6eans 13200 15000 16900

T-Shirt:t 2600 2800 3100 1 700 . Dt~~ed Good:~ 8000 9000 10 100 11500 . Coffeemakers 1()00 2 100 21 00 7600

' Ge h1 l 0 5600 6700 1 1200 9 100 . GrindeMI 2 100 2200 2100 2800 I

Figure 22. Lines appear to indicate wbich areas of tbe sheet are f rozen.

--,, - rrt~& OJQI 0496 r .<":." ~ """' 150)0)0 l f}<;()O

""" 1000 ,. .. <700 s lh ke.t Gooca """ .... 10 100 1 1'500 o Co ll•t~ers """ 2100 1<110 20100 ' O.lot o '"'" 0700 """' 9<00 • Gnr..:&er,. noo, ?<00 2000

~t1 Exi~"SO!'I 0>00 6...00 . ..,. 7200 " Pe rsonnt l

sUppuu <1 00 ~ 1 00 <.>00 <500 Uti HUn 120 1<0 0<0 WI

Pock.t9•~9 1100 ,,.., '""" 0500 .. ... '""" 0 1200 0

" Ac:c~tn:q '"' H O "" 0000 Ttu·s '""' 0000 .... ...,

~ Ot~H"rS.JVtco:s ..., ... '""'

• u .. t IJOIO 17~30 '21110 210<0

;J-""•• IJOIO 311 40 51550 62100

Figure 23. The beadings stay frozen when you scroll through the data.

Changing a Sheet's Structure

Freezing the Headings To keep the column and row headings from scrolling off the screen while you scroll through a large worksheet, you can f reeze the headings.

1. Click the cell at the upper left corner of the region that contains the data. (Figure 20)

2. From the Window menu, choose Freeze Panes. (Figures 21- 23)

t/ Tips • After freezing panes , pressing ~+Home

moves the cell pointer to the upper left comer of the data range instead of cell Al.

• To unfreeze the panes, choose Unfreeze Panes from the Window menu.

153

Excel

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Chapter 16

Splitting a Sheet Splitting a sheet lets you display and scroll through four different regions of the sheet independently.

1. Click the cell that you want to become the upper left corner of the bottom right pane . (Figure 24)

2. From the Window menu, choose Split. (Figure 25)

t/ Tips • To remove the split, choose Remove

Split from the Window menu.

• You can drag the thick split lines to change the relative s izes of the panes. (Figure 26)

154

c

2 Income llenns

T-Shlrls 8oked Goods

Col leemaken Geloto

Grlndcr.s

10 Expcmum

" Pcrsormel ,, Supplloo l Ul ll illcw

'" PnckmJirHJ

" L&P

" Atc0t.1nlln9

" la)(llltl

" Other ServiceD .. ~ Nr~l

:ro Cumulalrve

01 1}8

12100 2600 MOO 1900 5600 2100

6200 -4100 020

1100 2000 620

1900 oso

13010 136 10

Crlllllt•t••• 0204 039& 0 1 93

13200 15000 IOQOO 2600 3100 1 700 9000 10100 11500 2100 21 00 2600 6700 11200 9100 2200 2"00 2800

-6560~ 7200 1 100 1300 1500

610 610 000 1200 1100 1500

0 1200 0 710 750 1000

1900 1000 000 000 li DO 1500

17530 23110 27MO 31110 51550 62190

Figure 24. Click a cell.

New Witldow ArTanoeHide ~hill I'-

1 Freeze Pllnes

.1' 1 Colfee Shop

Figure 25. 7be Window menu.

I 21 OO I --- ---~ I

"' . . -" ....

' l1

1 Income '

' ll cnns I -' T-Shkl:t ' 6200 !. Oakc d Good9

• Co ll ccmnkcr.l

' Gct lolo 5600 I ·· ~~~~ 1 1 200 ,~ . lirlndftrn 2 100 2<00 ? I . ~ b:penses I ~ n Pcnaonncl 6200 ~;~ 1200 .. Suppl ie s

~~~ <1 00 1500 .. Utllllln 010 010 600 .. Pat.kaqlnQ 11 00 1200 1100 1500

" LLP 2000 0 1200 0 .. Accounting 620 710 750 1000 .. Taxes I IJOO' 1900 1QOO 000

" Ot her Scr-..iccs QSO 990 11 00 1500 ,, 211 Net 136 10 17530 231 10 21610

" !'I Cumuloll'llc 13~ 1 01 311 '10 51550 82190

" N

1 " '"'-" ·.;;;.,t;;. '. Figure 26. Click and drag here to change the sizes of the panes.

Formatting the Sheet I 8'*- $ ale 11 .

ltor<leo•er Paperboc.., l• ul Jet~ 100 Sl S b95 r.b tS& s1o n• n.,- tn 595 7bS Apr 156 SH 10.5 ""' 100 sao no

" hi Ht li.Nn 1 ,~~~ 4,!:! u Jill 17$ 0;)0 645

"'"J 2l0 $ 16 1,041> Se p 169 505 774 Oc:t 702 b" fl l1 No• 2 12 690 QO)

ot. O.c 525 t .IJQ 1,664 rr 1/ld •~u • ,563 •,467 b.l>15 :

1rot • l 7,bl0 1,&&4 10,514

Figure 1. Click a cell in the mnge to format.

Il l Row • CO lumn • Sheet •

Condltlonol Fonnonh o •• Style ••


Figure 3. The AutoFormat dialog box.

'" . - "' "' ., . -" ...... ,.1 t ,OU '·"' .... ,

n ... ... ..... , ... . ..

Figure 4. The AutoFormatted range.

Choosing an AutoFormat The fastest and easiest way to make a sheet presentable is to give it an AutoFormat. An AutoFormat contains a complete look for a range of data by changing the font, text alignment, number formatting, borders, patterns, colors, column widths, and row heights. Excel provides a selection of AutoFormats, each with a different look.

1. Click any cell in the range to format. (Figure 1)

or Select the range to format.

l. From the Format me nu, choose AutoFormat. (Figure 2)

3. On the AutoFormat dialog box, select an AutoFormat from the list and then click OK. (Figures 3-4) When you select a format, a preview of that format appears o n the right.

V' Tips • To remove an AutoFonnat immediately

after applying it, use Undo.

• To remove an AutoFormat later, select the range, follow Steps 2 and 3 above, and then choose None from the list of AutoFormats.

155

g. I ;·

OQ Ill :I

i a

Excel

Excel

Chapter 17

Text·Formatting 1. Select the cell or cells that contain the

text to format. (Figure 5)

2. Choose formatting options by clicking the text formatting buttons o n the Formatting toolbar. (Figure 6)

or 1. Select the cell or cells that contain the

text to format.

2. From the Format menu, choose Cells or click while pressing Control and choose Format Cells from the shortcut menu.

3. On the Format Cells dialog box, change options on the Alignment and Font tabs. (Figures 7-8)

Center

Leji Right I

Bold Underline

Figure 5. Select the cells with the text to format.

Font Font Size lltat I I Center Across Columns Text color

I I

Figure 6. 1be text formatting buttons on the Formatting too/bar.

Figures 7. 1be Alignment tab.

156

CJ S1rii:Ot~ro"'lh (JQut11,. (JS,,.r«rlpt 0Sh6d.-. Osuwcrtpt

w-~IIY

It AnBbCcYyZz

Figure 8 . 'Jbe Font tab.

I

G21 1"'1 =I 0 '1 ·= ~

A B ..lc c D

~~Book S~l_!s

.2... --17];· I 160 [ ~3_:5 f .. ~9-~-~ ··-F .. 1~ 1 ~a na,

Figure 9. Enter the title in the leftmost cell above the range.

AI 1"'1 '"I Book Sel es

D -~~- - -·"'!''~ .. B c I> .........!-. 1 · !Book Sales

2 I IIIII!

3 '.

+~·· I 1611 ~~ 695 I

' r•• · ~· :r70 na

Figure 10. Select tbe cells above the range.

1~ .~, 1 $1 Figure 11. 7he Center Across Columns button.

Figure 12. The Alignment tab dialog in tbe Format Cells dialog.

H20 1 ... 1 mj

D A

~ Book Sales

~~~·· I 160 ~3~ 1 6~ 1

' F .. "" 070 na•

Figure 13. The centered title.

Formatting the Sheet

Centering a Title Above a Range 1. Type the title into the le ftmost cell

above the range. (Figure 9)

2. Select the cells above the range . (Figure 10)

3. Click the Center Across Columns button. (Figure 11)

or From the Format menu, choose Cells. Then in the Alignment tab dialog, pull down the Horizontal list and choose Center, and in the Text Control box, click Merge Cells . (Figure 12)

t/ Tip • Click the Center Across Columns

button again to re turn the text to le ft aligned.

157

Excel

f .2

i :a z

Excel

Chapter 17

Number Formatting 1. Select the numbers to format.

(Figure 14)

2. Click the appropriate number formatting button on the Formatting toolbar. (Figure 15)

or From the Format menu, choose Cells and then, on the Number tab of the Format Cells dialog box, choose a Category and Formatting Code . (Figure 16)

t/ Tips • Until you choose a special number

format, numbers a re fo rmatted with the General number format (right aligned, up to 11 decimal places).

• If you ente r numbers preceded by a dollar sign, Excel automatica lly applies Currency formatting. If you enter numbers followed by a percent sign, Excel automatically applies Percentage formatting.

• Number formatting can be saved as a style . See Creating Styles, page 162.

158

Figure 14. Select the numbers to f ormat.

Comma

Percent

Currency

I J

More Decimal Places

I

Fe~oer

Decimal Places

I

Figure 15. 7be number formatting buttons 011

the Formatting too/bar.

Cboose a category bere ...

... and tben cboose a format here.

ronnet c 111

~ .;o;;;;:;;;;vr.u-v;; 7\/P;i;;;\./F;;;t;;\ ....... ~.,,,_

~=: - S1 6!J --M:n"'"~

Dt:tr.ld~l-- r.c::I! ,~. C:Lt,..fC\1 1\Ireol

"" I• • I Ptrurft.)l fnctln ~li't'ti'IIJnlltN !e.inttn e Tn:l ~~~~!· IJ !l:~:·l . .. •,!4,

C.ttr.r.uftn'4htort!IMII ,,..,."' ,..,_.t.," ~~~"" Utc""'*tl!IIO tn-..U ittl!QIIIIdntl Cl'tl'h 1Hal~

I e.-• ICE]

Figure 16. 7be Number tab of the Format Cells dialog box.

B3 "l Hardcover o _

-

Figure 17. Select the range first.

I t~~ ISJ I~·~ .. 1

Figure 18. Click here to see the available borders.

I

~ I ....:E"' ·~· I IEIIIillt._._.,...

~ -~j L I - _ Jeordtrl ~

:lEE DEl -·

c != 1---

I Bor, ders

tton bu

Figure 19. Select one of these panes to choose the border it displays.

17 .. 8 D

Book Sales - - r---~ -- -f-

---H¥dco .... .,. j P11pub.ac Toho l j

Figure 20. A border added to the range.

fbt•)«;.t .. "mtlr tl\ kce• t>t • FJiWbttlktti'IOthJ ~nets. F~ Citr;rt•tr l!llttrtMIItiDrotl

Figure 21. The Border tab of the Format Cells dialog box.


Adding Borders to a Range A border is a line at the edge of a cell. You can use borders to divide the information on the sheet into logical regions. Borders both appear on the screen and print out when you print the sheet.

1. Select the range to which you'd like to apply a border. (Figure 17)

1 . Click the pull down button next to the Borders button to see the full range of borders. (Figure 18)

3. Select the pane on the display of borders that matches the border you want for the range. (Figures 19-20)

or 1. Select the range to which you'd like to

apply a border.

1. From the Format menu, choose Cells or click while pressing Control and choose Format Cells from the shortcut menu .

3. On the Border tab of the Format Cells dialog box, choose a border, a border style, and a color. (Figure 21)

v Tips • To choose the most recently used

border, you can click the Borders bunon in the toolbar.

• To remove the borders around a range, select the range, pull down the display of borders and choose the pane at the upper left comer.

159

Excel

Excel

Chapter 17

Adding Shading to a Range 1. Select the range to which you'd like to

add shading. (Figure 22)

l. From the Format menu, choose Cells, or click while pressing Control and choose Format Cells from the shortcut menu.

l. On the Patterns tab of the Format Cells dialog box, choose a color or shade of gray. To choose a monochrome pattern, pull down the list of patterns and choose one of the patterns at the top of the palette. (Figures 23-24)

v Tip • Shading is often applied automatically

to parts of a range when you select an AutoFormat.

160

~" .. ----. a H.ly

-- L 1

Figure 22. Select the range to shade.

Monochrome patterns

Figure 23. Cboose one of these patterns to shade the selected cells.

~f ftpt---.... IWO j ..J'tt l (U~

+~:: - :~~~- --:~r -::~ -

---t-- --·-- -+----Figure 24. 7be shaded cells.

818 L":l • I =BIO•BI7

0 -A B c 0 ---..L-..

1-2.... 2

Book SaiH

-a HM"d.»" w P.ap~rb6ck Tobl -• J .. 160 53' 6., -

14:,' .. , .. :570 728

1--:,~ 173 ~., 768

~~ ,,. 547 703

8 ,...., \90 """ 770

9 Juo 2 10 ~9, 8"'

10 ht Hllf ' 1,047 3,422 4),69 -11 Jul I 22, 620 84,

-.n ..... 230 8 \6 1,046

~!_.18'' \89 '"' -- mr--202 612 8\4 c-?Oot

902r -I!S II•• 212 690 --. 16 ON ~~ 1 ,139 1 ,664

11 2h4 Jbtf • I :583 .. 462 6 04, -18 Tt114/ I 2,630

19

20

Figure 25. Select/be cells to format .

Choose a style here.

Cells ... Row Column Sheet

I

Autoformat... Conditional Formatting ...


-" -- StyletJ .~LL>· .. ~ . = ~

~·

-·

" IP"" (!) I Slyle neme:

II 01: Sltl• locludn Iii «umber Genert1 I CIKII I Iii Alt;nmont Genorel, &lttomAlton«< 1 ttMtr, ... 1 Iii ronl Go neve 9

I Md I Iii Border No Bontore

Iii Pelterns No shed! no l~•_!!•_j

(i! Prototllon looted I l'lorfO ... I

Figure 27. The Style dialog box.


Seleding Styles A style is a preset combination of formatting. You can choose one of the existing styles or create your own.

1. Select the cells to format. (Figure 25)

2. From the Format menu, choose Style. (Figure 26)

3. On the Style dialog box, choose a style from the drop-down Style Name list. (Figure 27)

4. Make sure the checkboxes on the Style dialog box are checked for the formatting aspects that you'd like the style to apply.

V Tips • Styles on the style list that are followed

with a (0) are formatted to zero decimal places.

• Cells are given the Normal style unless you specify a different style.

• To change the default cell formatting, modify the Normal style. See Creating Styles, page 162.

161

Excel

i f • Excel

Chapter 17

Creating Styles 1. Format a cell with all the formatting

you want. (Figure 28) See Text Formatting, page 156, and Number Formatting, page 158.

l. From the Format menu, choose Style. (Figure 29)

3. Type a new style name into the Style text box. (Figure 30)

4. Click OK.

t/ Tip • By clicking the Merge button on the

Style d ialog box, you can copy the styles from another open workbook.

161

~~ ... 189 -t m 1_!!, O.t 202 6 12 8 14

~~ ..., 212 690 902

16 - ,25 1,139 1,664

..!l. 211111 """

I '83 4,462 ) 6 ,045

IB T.t•l $2 6301 7,884 1 to,, t4

J ~~ -20

Figure 28. Format a sample cell.

CellsRow Column Sheet

AutoFormilt... Condltlonlll Fonnllttlno-

Figure 29. 7be Format menu.

5tyle ""'-St~lo name: lrotoj j(j 5111t locl ... a (DI fxtmplt )

lif Humber $• , ••O;I Rtdl$• ,•• o

'"" II I

---

-

OK I C. nco I l

lifAIIonmont Gonerol, Bottom Allonod I tt.,,,, ... l 1if font Go ...... 9, Bold

I ,..... lif Bordtr Top, Bottom Bordtn

lif ''"""' Ho ShldiOQ I Dtlttt

Iii Protctlon Loctod I Itt .......

Figure 30. Type a new style name into the Style text box.

l l l

Using Multiple Sheets

Figure 1. 'Jbe Worksheet tabs.

Figure 2. To bring a worksheet to the front, click its tab.

First Previous Next Last

sheet sheet sheet sheet I I I I

Figure 3. The Tab scrolling buttons.

About Using Multiple Sheets Each Excel workbook can contain multiple worksheets. If you like, you may use only the first worksheet for all your data and calculations. But you also might want to organize your information by placing certain data on each worksheet and use one of the sheets to collect data from other sheets.

The worksheet tabs that are visible below the curre nt sheet let you switch easily from sheet to sheet. (Figure 1)

Changing to Another Sheet Click the tab of the sheet to display. (Figure 2)

V Tips • If the tab is not visible, use the Tab

scroll ing buttons to scro ll through the · tabs. (Figure 3)

• You can rearrange the o rder of sheets by dragging their tabs to the left or right.

163

Excel

Excel

Chapter 18

Naming Sheets Naming the sheets you use replaces the default names (Sheetl, SheetZ, and so on) with useful, informative names (Marketing, Manufacturing, Personnel, for example).

1. Double-dick the tab of the sheet to rename. (Figure 4)

l. Type the new name over the cu!Tent name in the sheet tab. (Figure 5)

v Tips • You can also choose Sheet and then

Rename from the Format menu to select the sheet name in the tab of the current sheet, ready to be re-typed.

• Sheet names can be up to 31 characters long and can include spaces.

164

!4 -1 I -!51 I "7Z'

I~ I ~I ~ I ~II\ .. "1n · •ll ll f Shtt>t2 I Shttt3 I ~ ~

Ready

Figure 4. Double-click a tab to rename the sheet.

Ready

Figure 5. The new name appears on the tab.

DIIYS360 1•1 X .J =I = 0 -

A if n.

-'--c National - --~

I

D.ire~~ --:=-1=1 I ·-_!...

d -

~ Distributors - -- -~-- - - - -

2_ Mail Order -4, - - - ---- - --

7

Figure 6. Start the formula.

1 ~ £ast~rn Region

a Di recl

j ~ ~~~~~~';s L Total

NV CT :n,ooo ·- --3 ... ,ooo 5 1,000 ~ 4f9,000 28,000 25,000

119,000 104,000

fl .4. 1 Total 3 t ;ooor_~-.(~~li.if!ii 16,000 110,000 2 1,000 71,000 98,000 325,000

Figure 7. Switcb to another sheet and select the cells to include in the formula.

64 l"d =I 0 - -

, A ---a JL

~ National _ _I I - ------2

'7 Direct 249,400 t- - - _ _II I ~ f>istri_b_utor~ ~Mail O~der

n--

- - -

Figure 8 . Press Enter to complete the formula.

Using Multiple Sheets

Referring to Data from other Sheets in Formulas While building a formula, you can include data from another sheet.

1. Click the destination cell for the formula.

2. Start the formula as usual by entering an equals sign. (Figure 6)

3. Refer to cells on other sheets by switching to the sheets and then selecting the cell or cells. (Figure 7)

4 . Press Enter when you finish building the formula. You will be returned to the sheet where you started the formula. (Figure 8)

v Tip • If you've named ranges in other sheets,

you can enter the range names in the formu la without worrying about which sheet the data is on. Excel will find the range on any sheet in the workbook.

Sheet name Cell reference Sheet name Cell reference Sheet name Cell reference I I I I I I

='Eastern Regi on' !E3+'Western Regi on'!E3+'Southern Regi on'!E3

Figure 9. The f ormula.

165

Excel

] "' II

.s M

t ., -1 B

• Excel

Chapter 18

Consolidating to a Sheet When successive sheets of a workbook contain the exact same arrangement of data, you can sum ranges that extend "down" from sheet to sheet data rather than across a single sheet. This is called 3-D refe rencing. (Figure 10)

1. On the consolidation sheet, click in the destination cell for the formula. (Figure 11)

1. Sta1t the formula by entering an equals sign followed by the function or operator, such as SUM, and the left parenthesis. (Figure 12)

3.

4.

5 .

6.

Select the range on the first sheet in the range of sheets. (Figure 13)

Press and hold the Shift key on the keyboard.

Click the tab of the last sheet in the range. (Figure 14)

Press Enter. (Figure 15)

166

Figure 10. 3-D referencing.

' Nallonnl

' '7 g:~~~ltbutors

o Mnll Order

Figure 11. Click the destination for the fon nttla. (B3, in this case)

1 N11Uonnt 1

~ g:~~lbutors J• sum(j

' Mall Order

Figure 12. Start thejonnula as usual .

Figure 13. Select the range on the first sheet.

Figure 14. \Vhile holding the Shift key, click the tab on the last range.

• •I ln twn 1111 torsntu rn I0.,15.S ll ........ ~ • N1\lono l

Figure 15. The formula.

Creating Charb

---=----__,~ ---

-- - -Figure 1. An Excel chart.

About Creating Charts Numeric information is often easiest to understand when presented graphically.

In Excel, you ca n make a default chart with a single keystroke. Once Excel has created the chan , you can ta ilor it to your needs by clicking any element and using Excel's tools to edit that element. You can add, change, or delete titles, labels, legends, and gridlines. You can choose any of nearly two dozen different chan sLyles, including bar, column, line, area, pie, scatter, bubble, and radar charts, and you can add 3-D effects to many of Lhem. You can easily add, change, or remove color, patterns, and shading, and you can change the sca le, labeling, and look of the axes. If you go back and edit the data used to create the chart, the chart changes to reflect the new values.

167

Excel

II

f

Chapter 19

Creating a Chart 1. Select the data to chart. (Figure 2)

l . Press Fll to get a chart with all the default settings.

A column chart of the selected data appears in a new worksheet. (Figure 3)

or

l. Click the Chart Wizard button on the Standard toolbar so you can modify the chart settings one by one. (Figure 4)

Four Chart Wizard dialog boxes follow.

• Chart Wizard step 1: select a chart type. (Figure 5)

• Chart Wizard step 2: confirm the data (Figure 6)

• Chart Wizard step 3: add titles, change gridlines, and place the legend, data labels, and data table where you want the m to go. (Figure 7)

• Chart Wizard step 4: choose whether the chart is embedded in an existing worksheet or created in a separate sheet, and then click Finish. (Figure 8)

Excel The completed chart is displayed (Figure 9)

V' Tips • To select non-adjacent data to chart,

press :l€ while dragging over the selected cells.

• You can change the default chart type from a column chart to any other type you use frequently. Click a chart, and then choose Chart Type from the Chait menu, select a chart type to use, and click the Set as Default Chart button.

168

Figure 2. Select the data to chart.

·-'--- -------------------~ [;}]

:H J --.---,r:-..-1 l1 "'·

Figure 3. Default chart created on new sheet.

I ~~ u I~ ~ ~ 1 10095 T I f1J I Figure 4. The Cha11\flizard button.

~QtartW1•aNI · Step1aJ4•01arttWe~ =

Studll..-4 T.,_. CCDhtt Tv-

o.t'ttvw. C•rtn•·ll;.t:

~~ .. , . •Mm ~l1ne II Pio miir.-~Y:f(~ncr) ~ .... 0 Do:.orjM~1

*'''" ~ ! svr!•• . ~~ e,~~·

e.lililidbit; .... e;;,..r., naw,•m• . :llfO'IU

J I ,, ... 1Dd 114111 t• Ylw S.•pt• I

.!m I "'"'' I r • ..;,~ J CE.iZ) (E!!D

Figure 5. Select a chart type in step 1.

:c:.;:·.DtOiortWiir•i'U ·Step 2,at.f .. O,art.Soun:e Data~

~

1 ~11, I~ 2 - ~ ..... .- I

Dl\tn'IICJI': !.SI'lMt iiSASI soU I"J !ltrt•l•; o"""

ecolllmllt

]lJ I .... ,, I li:!:5D c::::::zl i '"'" I

Figure 6. Confinn the data in step 2.

• ,• 0 I IJ "'- _.

Creating Charts

~· ' Chl ttWbard .. Step 3 of.f .. p.art OpUons ~ ~

Ttn .. lr,;;;;\~~ ttM1Utlk

C..w~~(ji()l)(tto -. , V•l w('O~h

·~ ~ "'•!Jtr,:.r:trl

• ,.e•<~ ... ,\"r(")n+ ' I I -- ··-· _,

.!m CEQ [!ED rs CEili"D

Figure 7. In step 3, add titles, change grldltnes, and place the legend, data labels, and data table.

1CIIartWitonl· StQp~ of~ • Cll~rtlocotlon

m .,"' .......... ., m Q-.objo<tln: l~.:cSh::::;":::ti'-----------'1);:-I~J

Figure 8. In step 4, choose whether the chart is embedded in an existing worksheet or created in a separate sheet, and then click Finish.

'"""' ~ 1

• Cons truction Expenses Woek I WtJttk 2 Toto/ ;r Lumber I 2 ~r-~

Sheetrock '7J?=· · rJ' • ·lll Ill §lllf['ll f' ,I Noll• l~v •vo v1 ~~~ 1

! Misc. Hnrdwore 640 4eO 275] · I ,395

; T ::~=;;::======~ ~ . . I>

··--- --------

Figure 9. Completed chart.

169

Excel

~ •

Chapter 19

Modifying a Chart Double-dick a chatt object to bring up the formatting dialog box appropriate for that object.

or

Click a chart object and use the Chatt toolbar's Format button to bring up the appropriate formatting dialog box. (Figure 10)

or

Click a chart object, pull down the Format menu, and choose the first selection to bring up the appropriate dialog box. (Figure 11)

or

Pull down the Chart Objects list in the Chart toolbar, choose the object you want to modify, and click the Chart toolbar's Format button to bring up the dialog box. (Figure 12)

v Tips • While a chart is active, you can click

any part of the chart once to select it or double-d ick it to obtain a dialog box that specifies the formatting for that part.

Excel • Drag the chart to move it on the sheet or drag the handles of its window to resize the chart.

170

Chart Legend

type list button l By Rows button~ hutto?

Angle text buttons

I I Format j button

Data table By button

Figure 10. The Chan Too/bar.

Figure 11. 111e Chart menu.

Valut Axis: Vakst Axis: Major Grlcfllnu Strlts '"W'ttk I " StrftJ il"ttk 2" Stdu ""Wttk3"

Columns button

Figure 12. The Chart Too/bar object list.

Figure 13. 1be Chart Type dialog box.

EI S: ~~··r;:r~;rt:i;;s:~p::a$f-~~Cfie rt ru?il<ti~P!l!Piml~*!~t~B

llP\otk<•-~:~ ~ ~ ~~~~ ft3 (ljlj~ f jl ... ~ ~:• • Ill • ~~

112!~b: ~·o

••• Figure 14. 1be Chart Too/bar.

-~ ·-·· •til' • ••• g

Figure 15. 1be chart with a data series selected.

.... ,..... ->~ -- -..,_ ·-- ......... o- o-o.- ••• •••••

I!Wt I j l • • ••••••

Nor --~! ::::·::· .... , ;I "E!!" 1a. :{a •• r . •• • o-., ••Q•••••

.._=====:1 b~~::.:- I

Figure 16. 1be Format Data Series dialog box.

Creating Charts

Modifying the Chart Type and Data Series 1. Click the chart.

l. Pull down the Chart menu and choose Chart Type to bring up the Chart Type dialog box (Figure 13) and make your selection.

o1· Pull down the Chart Type list in the Chart Toolbar to select one of the available types from that list. (Figure 14)

3. Click a data series in the chart.

References to the cells that contain data for that series appear in the edit line above the chart, and a tip window appears defining the data point you clicked. (Figure 15) If you wish to change which cells define that series, you can edit the references in the edit line.

4. Double-click a data series to bring up the Format Data Series dialog box. (Figure 16)

5. Use the Patterns, A..xis, Y Error Bars, Data Labels, Series Order, and Options tabs to change virtually any aspect of the data series you wish to change.

6. Click the By Rows or By Columns button on the Chart toolbar to determine whether each series is a row or a column of data in the sheet containing the data cells .

V' Tip • The Chart Type item under the Chart

menu offers more options than the Chart Type list on the Chart toolbar.

171

Excel

Excel

Chapter 19

Modifying the Chart Area. Plot Area. and Grid lines The chart area is the background of the sheet in which the chart is drawn. The plot area is the background of the chart itself, inside the axes. The gridlines are lines in the plot area denoting major values in the axes.

1. Double-click the chart area to bring up the Format Chart Area dialog box. (Figure 18) On the Patterns tab, change the border surrounding the chatt area, its color and any fill effects, such as gradient, texture, or even using a picture for the chart area. Click the Font tab to set the font characteristics of the axis labels, legend, and chart title.

2. Double-dick the plot area to bring up the Format Plot Area dialog box. (Figure 19) Use the Patterns tab in this dialog box to change the border surrounding the plot area, its color and any fill effects, such as us ing a gradient, texture, or even a picture for the plot area.

3. Double-click a gridline to open the Format Gridlines dialog box. (Figure 20) Use the Patterns tab in this dialog box to change the style, colo r, and weight of the gridlines. Use the Scale tab to change the scale of the axis connected to these gridlines and the crossing point of the other axis.

t/ Tip • Format the most general elements of

the chart first (such as the chan area), then format individual elements within that area (such as axis labels).

172

• ... "1

,..--,~-+---41-Grid lines

Cha rt area

Figure 17. Tbe cba1·t and plot areas.

..- ...,,orm.rOttrtNt•

,..lt.,P .rr;;;'\_

~ ... Ar11 -o,~l¢f"WWtlc OMi)f'IMtb ..... . .... Gl"""' •••••••• St·~· I 1: 1 ••••••••

"'" I Aw..Ut ·I •••••••• 'toUtt.'lt I eJ uo•~·~g

O!tMcv ! r8 8 0:J8 • G •• • ••• Is.····- --J it fill l.fffdl,n J

Figure 18. Tbe Format Chan Area dialog box.

.. , .. r ---0•\.~ o .... .,_

r"""ohtotAreo

"'"' ' r-.=:=.--~:1 Utr 1--·1

"""" I 'el

Figure 19. Tbe Format Plot Area dialog box.

Figure 20. 17Je Format Gridlines d ialog box.

ro,.•t Cllart Ttua

,..ILirq ~,.rr;;t\~ .... . ... -O•n. .. uc Q41':1 .. .ttil ... ~ ..... oc~tcl!l'l •••••••• ,,~'·· I Iii ••••••••

C&br~ l Altii:N!k •I •••••••• w.~.._ t il •• ••••a I r m:mnrJot:l a•- I" •Ou•"•

· · ~- n••••

r···'· ·--- I I rmfffHh ... I

lcuu1JG:]

Figure 21. The Fonnat Chart Title dialog box.

Figure 22. The Format Axis dialog box.

rCNWetL•GNII ":"' ="':: htbr•~ .,,., ___ -

"' -o- a ......... ·- ·-0"""" •••••••• !!; .... . I :J •••••••• """ 1- ·1 •••••••• ........ ! Iii ••c•••i! ...

t ' n o lr:::J

I Fit·- ,.. or-• • •• •••• ~-... ~ I flU Ln,.h ... I

-

I ..... , I c::::EJ

Figure 23. The Format Legend dialog box.

Creating Charts

Modifying the Title, Axes, and Legend 1. Double-click the chart title to bring up

the Format Chan Title dialog box . (Figure 21) Use the Patterns tab in this dialog box to change the border surrounding the title, its color and any fill effects. Click the Font tab to set the font characte ristics. Click the Alignment tab to change the alignment or o rientation of the title text. The title text box cannot be resized w ith the handles.

l. Double-dick an axis to bring up the Format Axis dialog box. (Figure 22) Use the Patterns, Scale , Font, Number, and Alignme nt tabs to format those aspects of the axis.

3. Double-click the legend to bring up the Format Legend dialog box. (Figure 23) Use the Patterns, Scale, Font, Number, and Alignment tabs to change any of those aspects of the legend. The Alignment tab contains the contro ls for the placement of the lege nd in the chart area. If you wish to format only one of the legend entries, click on it to select it, and bring up the Select Legend Entry dialog box to format its font characterises.

v Tips • To delete eleme nts such as the title or

legend, click on the border of the element and press Del.

• You may also use buttons on the Chart toolbar to add or delete a legend, or angle axis text upward or downward.

173

Excel

.i J 1 I'll

j {!

I

Excel

Chapter 19

Data Tables and Trendlines F;~~~~~~~~~iiiij~ 1. Add a table of the data that contrib

uted to the chart by clicking the Data Table button on the Chart toolbar. The Data Table appears below the chart. (Figure 24)

2. Double-click the data table to bring up the Format Data Table dialog box. (Figure 25) Figure 24. Click the Data Table button.

3. Use the controls on the dialog box to edit the line styles and font characteristics of the data table.

4. Click a data series for w hich you want to add a trendline. Pull down the Chart menu and choose Add Trendline to bring up the Add Trendline dialog box. (Figure 26) Use the controls on the dialog box to define the kind of trendline you want and set the options. (Figure 27)

v Tip • Don't be afraid to experiment with

options you don't completely understand; you can easily undo almost any change by using the Undo command on the Edit menu or the Undo button on the Standard toolbar.

174

Figure 25. 7be Format Data Table dialog box.

S4:£t;!$ftS:;:& Alldrr.~-•h F" =s: t-, ... ,;Or.ii;'\

rt7·pq~~ U""r LofM11~~ hl~!l*' ..

1• D r:?a ~II'~UI ~1'11~

ll,..tfHtrkl ----

~" ........ , 1~1

l t-,)m

Figure 26. 7be Add Trendline dialog box.

· ., ... _ .. na ... ~

Figure 27. A trendline added to a chart.

Excel Database Techniques ..

1 FnMM l.na~M

l U:tcu lhray

' 4.ont .. .. ~ 4 h-b.r'TI., Horm1n S lttao"t SA e hcon .b!ept,n, 1 r.rt.y • 8 U.:Knd'lan .bll'! II

10

.......... ftO. Sl•UIJ

2176 ~nnW*It 17U ~rmlnlftt

::t~-::o'W:: 31 051T~nry 1 1 2e ~rmii"'M(

299el'armlr'llnt

Tot~ 'I'Katlon Yacadon

d•YI d1:ya ua:ed

Z5 ' IS 0

10 0

zs IS

Figure 1. Each record of information occupies a row. Each column is a field.

Sheet I

fn.~me: ''""' I ... 1 of7

l MrM: I Nonce~ "'"" I Emplovee no.: 12176 Delete I Status: I Per menent Re-~toro ) Total vaeotlon doll': 125

Flld Prev Is Vocation davo ll!ed:

Find Next

~rltorfa

Chose

Figure 2. A data form .

About Excel's Database Capabilities Unless you work with extremely large databases (thousands and thousands of sets of data) or need a complex database structure, Excel can provide all the database power you'll need.

In Excel, you e nter data in rows. Each row is a mcord (one complete set of information). Each column in the row, called a

. field, contains one particular type of information in the record. (Figure 1)

Rather than enter information directly into the cells of a sheet, you can also create a fill-in-the-blanks data form to make it easier to enter, edit, delete and search through information . (Figure 2)

After you enter the data, you can search through it, sort it, and pull out only the information that matches particular criteria.

175

I [

I i

Excel

Excel

Chapter 20

Setting Up the Database 1. Enter the field names at the tops of a

group of adjacent columns. (Figure 3)

l. Enter the data into rows below the field names. (Figure 4)

v 11ps • Press Tab when you complete a cell to

move to the next cell to the right.

• Press Enter when you complete a cell to move to the next cell below.

176

8 D Toul

Employee v ecnlon Vacation 1 Fn .mo lnwno StatU3 days d•ya &nod

~ Figure 3. 7befield names.

One record One field I

A B . D" E Toul

Employee vacaUon Vacetlon

' Fnomo Lnomo no . St•h•• d o,.. d•)'W usod

2 t<>bott Uancey 2:1 76 J\trmanent 25 s _:1,.. "'-' Marlyn 744 _Pcrmr.nem 15 •

1-~ -· -5

Figure 4. Data entered below the field names.

.. ....... ,..

lll._ ftO. Sutua Hrcey 21 7fl "'rmlnl!ll't U.ertft'l 17H ~rm..,_t

Norm.-, )2U T~ary

S.. r-10«'11lermanent .bsectn. ~~trmOI•tr " 112e ~..wnt

Total ..-.cadon V.::at Dn

d•p d a ys YSed

>S S 15 0

10 0

25_

Figure 5. Click any cell in the database.

lllmll sort •. Filter • Subtot~ls-Y~lldatlon-

T~ble-Text to Columns-Consolidate .•• Group and OIJUine • ------PlvotTable Report-

Get External Data • nerres11 Dnta

Figure 6. 77Je Data menu.

_ Sheetl _., _

fnamo: I MIN 1 or 6

!Nance~ !:! [ Nev Lnamo:

Employee no.: 12176 [ Delete

Steluo: I Permanent [ lleotore J Totel vocation daiJ': 125

Find Pntv Is Vocation dell' "'ed:

Find Next

Criterie

crasa

Figure 7 . 1be data form .

Excel Database Techniques

Creating a Form 1. Click any ce ll that contains data.

(Figure 5)

2. From the Data menu, choose Form . (Figures 6-7)

V' Tips • To put away the form, click Close .

• Press Tab to move from field to field on a form.

• Press Shift+Tab to re turn to the previous fie ld on a form.

177

Excel

91 J I ~ 110 c:

I

• Excel

Chapter 20

Sorting the Database 1. Click any cell in the database.

(Figure 8)

l. From the Data menu, choose Sort. (Figure 9)

3. On the Sorc dialog box, choose a field name from the Sort By d rop-down list. (Figure 10)

4. To perform secondary and tertiary sorts on the data, choose additional fields from the two Then By dropdown lists also on the Sort dialog box.

5. To sort from smallest to largest o r ea rliest to latest, choose Ascending. To sort from largest to smallest or latest to earliest, choose Descend ing.

6. Click OK. The data are so rted . (Figure 11)

178

Tot., Emplo,.e j v.ca'tion Yaca tk:ln

no. Statut l days daYI ua.c:t 211e flt,.n~tj __ zs_ s 17U Ao.nnW1!11t f 15 3244 Tcwrc~ii!!Y~f-- ·- o~-2Cu Petm WIDII.!_ [_ _ 101 _ ·-3105 T~n!Y_j_ _ ·-· .9,_ 11 Z6Perm~t_ ' J_ ZS 2006 Perrn~t .j __ __ lS ~

i --Figure 8. Click a cell in the database.

Form •• Subtotals •• Valldntlon ...

Table ••

Get Extemal Datil ~ Refr11s11 Onto

Figure 9. 77Je Data menu.

= ·~:--sort & i¥-4

so ~none) rnome ~

Lne.me f) i'o!condlllO

'' 0 o .. cofl<lfno Th Steluo "'

Totel vacation days Vacation d4us uaod f) Aocondl llO

0 o .. cofl<llng Then .,

(j) fJ Aoeend1 no 0 o .. cofl<lfng

Mg list hao

f) Header rw 0 No heedor ro"

( Opt1ono ••• ) ( l!n cel ~ ij OK I Figure 10. The Sort dialog box.

Total r,..pao,._ VIMI•t kM v ... ucw.

no, Stan1a da,.. day. u .. d 1126 ~rm~ ZS 2

fn.me l.n•me tr4•11y M

17U J4rmra-r: IS <4

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1 ·- ·- ·-1 "

.!tq.n;t M1rf}n

4 li/SQI'I ·-5 lt.bcn N.-a:r

~~-- ~t~.cran ~~~ e h'bolrm., 1tlormtn

~ I 10

Figure 11. The S01'ted data.

[mplo)'t!C •ncatlon VK•Uon lnam. no. St au1s da:r- dap used

B1 i 1Z~ n,,"'~ 2S 2 1 7.:.t !n,rmMent [ IS zoa n"miW"'Mt 10" 217e ' r.,,.,lrleflt 2S 2995 ~rmwwr. 15. 3 105 len"fXI::IfY 0

lbrmen 3244 T«<"t)tU if 0

Figure 12. Click any cell in the database. .. Sort ...

' Form- ShowAII ~ I Subtotals- Advanced Filter •.. Validation •.•

Table-Text to Columns ... Consolidate ... Group and Outline ~

PivotTable Report ...

Get External Data ~ llefresh Data

Figure 13. 17Je Data memt.

Figure 14. Select an entry from one of the pull-down lists.

Figure 15. Only records that match the selected entry appear.

Excel Database Techniques

Extracting Data 1. Click any cell in the database.

(Figure 12)

l . From the Data menu, choose Filter.

3. On the Filter submenu, choose AutoFilter. (Figure 13)

4. Click any of the pull-down buttons next to the field names to see a list of the entries in that field. (Figure 14)

5. Choose an entry on the list to view only those records that match the e nuy. (Figure 15)

t/ Tips • To stop filtering, choose AutoFilter

from the Fil ter submenu again.

• When the database is filtered, the row head ings of the extracted data are blue .

• The fie ld upon w hich the database is filtered shows a blue drop-down button.

179

Excel

Excel

Chapter 20

Totaling Numeric Data in a Database 1. Select any cell in the database.

2. From the Data menu, choose Subtotals. (Figure 16)

3. On the Subtotal dialog box, select a field from the At Each Change In dropdown list. A subtotal appears each time this field changes value. A grand total appears at the bottom of the list. (Figures 17)

V' Tip • Use the controls to the left of the

database to show only the subtotals. (Figure 18)

180

Validation

Table • • Text to Columns •. Consolidate_ Group and Outline ._

~eReport ••

Get External Data • llcll'esh DatA

Figure 16. The Data m enu.

rneme Lneme Emplovee no. Status Tohl vacetlon dclu:s

Iii Repleee cur ... nloubtotaiO 0 Ptt,Je break bet-n qroupo

!if Sum..,rv balow date

Figure 17. The Subtotals dialog box.

Click the minus buttons to hide -detail and show only the totals.

r

. L .. ~:.- .. "'"""' • lc.q.m: Uart-.(1"1 • -~ Ltmlr'l SA • 5 lti:x:Kt thncey . e f.lc~ur:tun Jo,.w,

• 1

r . e hcon .los~

It~· 1J ~1rnen fo.brm _,

to 11 12 13

EmP<Jyee no. SUtut

11(6 Pbnn rtMt 1 7U ; ~rm.-.er.t 2o.I4 .PermW~oMt 2116 ;term....,.t

2996 Ptrm*'*'t

Toul v ec•tkwl V~e.uon

dap d t p used

~ ' 15 10 2S IS

Perm.r~cnt Total 21 3105 Ten'l)Orary 0 l2U T~t:H)' 0

Tempur lor)' Total 0 Grwd Toni Cl

Figure 18. Use these controls to show only the totals.

Special Excel Techniques Con9 lruclion Expon:Jc s

Lumber Sheet,..oclc.

N tt ll !l Mise. t·l ardwaro

Tolol

Figure 1. Select a cell.

Columns Worl<sheet Chart...

Pnoe 6renlc runctlonN<Ime •

Picture • MOVIeObject_ I er11nk-

1 ,200 750 130 640

2.720

Figure 2. 7be Insert menu.

Conl'flerll I of .

1,600 690

0 460

2 7 7 0

o ,_ . """ Q.o'll "' ...• - . CbostrurUon r.xpen•e• .

' Construction Expenses Week I Week2

' Lumber 1,20Q 1,600 ~heclroc~ "'i « ~,.; ' . >";.'N 690 • ·---, I

~ Nails <

AU~.a~~~m~_.,.,. 0 • i1Tsc.-Hardware '

...... ~,.,."t.-1 . , 480

~ To tal 2.770

Figure 3. The comment text box.

Figure 4. Comment marker.

~

We.

Inserting Comments in Cells A comment is an annotatio n that you attach to a cell to provide information about the cell's conte nts.

1. Select the cell to which you want to anach a comme nt. (Figure 1)

l . From the Insert menu , choose Comment. (Figure 2)

3. In the yellow text box that opens, type the text for the comme nt. (Figure 3)

4. Click in another cell to close the comment.

II' Tips • A comment is indicated by a comment

marke r at the upper right corner of the cell (a small red triangle). (Figure 4) To view the comment, pass the mouse cursor over the cell.

• To remove a comment, pass the mouse cursor over the cell to display the comment, hold down the Control key and cl ick the mouse, and on the shortcut menu that appears, choose De lete Comment.

181

Excel

I . r I

Excel

Chapter 21

Naming Ranges When you give a name to a range, you can use the name in formulas rather than the range address. (Figure 5) Range names make it easier to refer to data and easier to understand formu las.

1. Select the range that you want to name. (Figure 6)

2. From the Insert menu , choose Name. (Figure 7)

l. On the Name submenu, choose Define.

4. Enter the name into the De fine Name dialog box. (Figure 8)

5. Click OK.

v Tip • You can give a name to an individual

cell or a range of cells.

182

, Consl r ucllon EMponsos lumber

Shoelrock Nails

Ml"c . Hardware Tolol

Wee.t I Wee.t 2 "'"'

2 .7201 2 .7701

Figure 5. Using range names in a formula.

---, Constr uction £x enses Wll'll' I lfl.td2 k'l~t.t.J

J l umber 1,2;)0 1.6CO 500 Shee trock 750 690 200

N1ll,. 130- 0 0 Mis c. lhtr-dwl r e l 6•l0 ,._;,, f nlal 2.720 1.0 75

Figure 6. Select the range to name.

Rows Columns Worksheet Chart-Page Break Function ...

Comment

Picture ~ Mollie •.. ObJect.. lf)lperllnk ...

Peste •. CreateApply •.• Label -

Figure 7 . The Insert menu.

. .., Denne Name ....:!..':i.. ...5.

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130 1.3Q:S 6,565

Figure 8 . The Define Name dialog box.

I~

' Construction E:~~pens es lumbe r

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Misc. Hardware rota I

W111U I ' .2CO

750 130 M O

2,720

Wect l' 1,(>0()

69Q 0

<:IJO

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27~

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Figure 9. Selecttbejormula or.fomnt!as to trace.

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Au~o~~ -Share WortbooL Track OutnQes • Merqc Worltbouk, ... Protection • -Goo I seek-Scenarios-.

~cro -c- • Troce Dependents '<

Add- Ins- Trace rrror

cunomtte- Remove. AII Arrows

Prerercnc:es ... Show Auditing Toolbor Wizard •

Figure 10. Caption.

1 Construcllon h 1t nses W"ct I W4'1c.t 2

, Lomb•;1-r t".ifil 1.600 , Sheetrock 750 t 90 • Nall5 130 0 • Mise. Hardwnre 643 450

To ta l 2.720

Wettl'J 600 2<:0

0 275

T"/"1 3.4::>0 I.S4C

13C 1 3<;5 6 .~65

Figure 11. Arrows show the links between a formula and the cells tbat have supplied data to it.

Trace Precedents Remove All Arrows I I

ll:mf;::::::ii~:dl?:;~::::~ At! .. ti ng '! ~~::::; ::;;:::::::;;;:;.?::e

~> ~> 1 -<~ -<~ I --~ I ¢ I ~ I ~ @i h.

Figure 12. 7be Auditing toolbar.

Special Excel Techniques

Auditing a Worksheet To avoid bogus results from incorrect formulas, you can have Excel show you which cells have supplied data for a fonnula .

1- Select the cell or cells that contain the formulas . (Figure 9)

l . From the Tools menu, choose Auditing. (Figure 10)

3- On the Auditing subme nu, choose Trace Precedents.

4. Choose Trace Precedents again to see an additional level of precedents, if it exists.

V Tips • To clear the arrows, choose Remove

All Arrows fro m the Auditing submenu.

• The Auditing toolbar contains Trace Precedents and Remove All Arrows buttons. (Figure 12) See Selecting Too/bars, page 33.

183

Excel

Excel

Chapter 21

Tracking Changes You can share Excel workbooks with others and automatically track the changes they make. This makes managerial review especially convenient.

1. Pull down the Tools menu , pause on Track Changes, and choose Highlight Changes. (Figure 13)

2. In the Highlight Changes dialog box that appears, use the selections to determine w hich changes to highlight. To fill in the Where box, you may simply drag through the cells of concern. (Figure 14)

3. Tracked cells display a colored triangle in the upper left corner. To see a change notation, move the cursor onto the cell. (Figure 15)

184

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GoaJ Seet •. Scenarios-~dii!.'!L,. -~-

!,In em • Alld• lns-CUstomlte-Preferences-Wiza rd •

Figure 13. Tbe Tools menu.

~ lluhlloht Olangess = 1iJ Trock chonoo> v hllo odl tl n<J. This elao ohms your vorkbook.

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750 1 ~ . 1 3or

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Figure 15. Cell change notice.

..........

1m Spelling_ AutnCOrrect-Shore workbook...

Highlight Olonues-Me roe Workbooks.-Pratectlon • Gool Seet... "c.Pnirios ... Alldltlng • Mncro • Add-Ins-OlstDmlze._ Preferences ... Wlzord •

Figure 16. The Tools menu..

_ SetettChongestoAtcliptorReled ~ ~

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(if When: I Hot uet rtvlevtd l(j)

li!WhO: I!"'IO"' 1; 1 li!Whm: ~lsei;is~.,,i=E.,:=..=======;I~&I

Figure 17. Select Changes to Accept or Reject dialog box.

I? ;::!?Acceptor R<t~ectOionoe• ~ .......

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1

oon ... noenon, >I<Of9S I o47 Pr ! . Mnoedtell C4fram ·o.oo· to 'J06.oo· .

. II Ate••' ~~I Accept All II ReJtct All)~

Figure 18. Accept or Reject Changes dialog.

Special Excel Techniques

Reviewing Changes When someone else has changed cells that have been set up for tracking changes, you may accept or reject their changes.

1. Pull down the Tools menu, pause on Track Changes, and choose Accept or Reject Changes. (Figure 16)

l . In the Select Changes to Accept or Reject dialog box that appears, use the three areas to determine which changes to review. To fill in the Where box, you can drag through the cells of concern. (Figure 17)

3. Click a cell that matches the criteria set up in step 2 to bring up the Accept or Reject Changes dialog box. (Figure 18)

4. On the dialog box, use the buttons (Accept, Reject, Accept All, Reject All) to exercise your choices.

185

Excel

f l

Excel

Chapter 21

Goal Seeking Use Goal Seeking to force a pan icular result in a calculation by changing one of its components . For example, if you know how much of a monchly payment on a loan you can afford, you can use Goal Seeking to find the down payment necessary to produce that monthly payment.

1. Pull down the Tools menu and choose Goal Seek. (Figure 19)

l . In the Goal Seek dialog box, specify the cell whose value you wa nt to set (this shou ld be a cell whose value is usually calculated using a formula), the value you want that cell to be, and the cell whose value can vary to make the result come out to the value you want. (Figure 20)

3 . If a solution is possible, the Goal Seek Status dialog will tell you, and the cell you selected to change will change. (Figure 21)

186

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• I a· PMTID2112,C2* 12.A2-82)

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Sttull lr2 !"Y T•'"-''- !1 200 I ~thtm{w,c.ll: laz 1\1

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Figure 20. The Goal Seek dialog box.

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L • c I • ! c: 'rice Down Payment Years Interest Monthly Payment .ooo n 1.o92 3o 1 .25~1 $ 1.2oo.oo 1

Goal het Statm B

ltN~tv~~..- 12CO CurrUtll.,llt• $1,200.00

L'•~

Figure 21. The Goal Seek Status dialog box.

Chapter 22: About PowerPoint ........... 189

Chapter 23: Starting a Presentation ... 195

Chapter 24: Outlining the Presentation .. .. ................................ 203

Chapter 25: Creating Text Slides ......... 209

Chapter 26: Creating Chart Slides ...... 215

Chapter 27: Formatting Charts ............ 223

Chapter 28: Org Charts and Tables .... 229

Chapter 29: Using the Slide Sorter ..... 237

Chapter 30: Customizing Presentations ........ .......................... 2 41

Chapter 3 1: Drawing on Slides ............ 247

Chapter 32: Creating Slide Shows ...... 251

187

Chapter 22: About PowerPoint Wlhat Is PowerPoint?

7be Road to a PowerPolnt Presentation

17Je PowerPoint lfltndow

Key to tbe PowerPolnt \flindow

Starting PowerPoint

Chapter 23: Starting a Presentation About Starting a Presentation

Using tbe AutoCoutellf \'\lizard

Grapbic Design Templates

Co11tent + Design Templates

Cbanging Views

Addi11g Slides

Chapter 24: Outlining the Presentation

About Owlirtiug

Switcbing to Outline lliew

Erzteri11g tbe Text

Replacing livisting Text

Reorganizing tbc Slides

Sbowing lbc Slide Tilles Only

Inserting Slides

Deleli11g Slides

Chapter 25: Creating Text Slides Starli11g a Text Slide

Filling i11 Text Plcrceholders

Selecting Text !3/ocks

Moving cmd Resizi11g Texl Blocks

Fomwlliug Te.W

Ream:mging Text in a Block

Chapter 26: Creating Chart Slides

188

Abotll Cbc11t i11g

Slarling a Cbart

Replacing tbe Sample Data 011 I be Data Sbee/

Cha11ging tbe Cbarl Type

Saving a Cus/Om Cba/1 Format

Displaying a Legend a11d Gtidlines

Adding Cba' t 7i'lles

1\ddiug Data Labels

By Rows vs. By Columns

Chapter 27: Formatting Charts About Cbat1 Formalli11g

Formattiug a Chart Element

Culli11g a Pie Chart Slice

Creating Higb-Low-Ciose Charts

Swilcblng Between 3-D aud 2-D Cbart T)pes

Cbangir1g I he View of 3-D Cbmts

Chapter 28: Org Charts and Tables Starling an Org Chart

Enteri11g Org Members

Adding Subordi11atcs

tlckllug an ;\ssislatlt

Formatting tbe Boxes, Text, and Lines

Finisbiug tbe Cbatt m1d Leavilrg Microsoft Organlzalion Chmt

Stattillg a Table

Enlerlng /be Dala and FonuC/11/ug tbe Table

Chapter 29: Using the Slide Sorter A boll/the Slide Sorter

Sw/lcbing to Slide Sorter View

Reorde1ing Slides

Cba11ging tbe Overall Design iu Slide Saner View

Duplicati11g and Deleting Slides

Chapter 30: Customizing Presentations

Selecli11g a New Design

llddi11g a Logo to !be Backgr-ound

Cha ngir1g tbe Bacl?grouud Color a11d Sbadi11g

Cba11g ing tbe Te:xt FolliS

Cha'l1ging tbe Color Scheme

Sa()ing a Custom Desig11

Chapter 31 : Drawing on Slides Drawi11g Sbapes

Grouping and U11groupi11g Shapes

Aligning a11d Rolaling Sbapes

Ot'l!rlappinB Shapes

Chapter 32: Creating Slide Shows Adding Tra11sition Effects

Adding TextBodyAnlmcllion

Displaying the Sbow

About PowerPoint

Water Mill Group

• Training • User fXlcumenlation • Online Help

Figure 1 . 7be Microsoft PowerPoint window.

What Is Powelt'oint? PowerPoint is the presentation graphics part of the Microsoft Office suite.

It creates charts and graphs, slides, handouts, overheads, and any other presentation materials you might use during ·a stand-up dog-and-pony show. PowerPoint even creates slide shows, which are electronic presentations that you can run on your computer screen or on a projection device in front of a n audience.

PowerPoint comes with dozens of professionally designed templates that take care of the look of a presentation so you can focus on the message. It

even comes with a selection of sample presentation outlines from which you can choose to get a start on the p resentation content.

Bulleted text slides, graphs, tables, organization charts, clip art, and drawing tools are all elements of PowerPoint's powerful arsenal.

189

PowerPoint

Chapter 22

The Road to a PowerPoint Presentation

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• Power-Point

190

m Starting the Presentation PowerPoint offers not one, but seve ral different ways to start a presentation, including using any of 40 templates for standa rd presentations, or the AutoContent Wizard to choose a presentation outline first. Pages 195-202.

m Creating the Text Slides You may prefer to develop the m text in Outline view, where you can see all the text in one place. Or, you can generate slides one at a time, typing text directly into the special text place holders on the slides as you go. Creating slides with PowerPoint is no more difficult than filling in the blanks. If you've outlined the presentation m in Word, you can even transfer the outline to a new PowerPoint presentation automatically. Pages 20~214.

m Creating Charts and Tables If the information you need to get across is numeric, you might want to consider a chart slide. Power-Point also makes o rganization charts and tables to depict other types of info rmation visually. Pages 215-236.

m Customizing the Presentation In Slide Sorter view, you get a bird's eye view of the entire p resentation. You can rearrange

About PowerPoint

slides, change the overall design , and delete extraneous slides. In Slide view, you can add a logo to or change the color or design of the background, change the font and color schemes, or change the te mplate, which governs the ove·rall look of the presentation. Pages 23 7-246.

Adding Special Graphics PowerPoint's sophisticated drawing tools and commands make it easy to embellish slides with special graphics. You can even import a scanned photo-graph o r a graphic from another application. Pages 247-250.

Creating a Slide Show The big payoff comes when you're ready to present the presentation. You can generate 35mm slides and handouts just as you'd expect, but you can also create an on-screen , electronic presentation complete with TV-like special effects and transitions, and sound and music. Then, you can even send the slide show, along with the special PowerPoint Viewer module, to another com-pute r user who is no t fortunate enough to have PowerPoint. Pages 251- 253.

191

,., I a. r II

I g

PowerPoint

Chapter 22

The PowerPoint Window

1 l Standard too/bar 3 Fonnatting too/bar

Click to add title

a Double click to add chart

7 \Slide view button 14 Assistant windor,, 8 jout/ine view button 9 [Slide So11er view button i 1o··suae·Sba'iij''iiie'iij'b'iii'ian· .............................................. & .. Sii:Oll1Xiri

11 Notes

Figure 2. Tbe PowerPoint window. 4 Drawing toolbar 12 Status bar

I I ~ ·-' I -Power·

Point 192

Key to the PowerPoint Window

1 Mentl bar

Click any name on the menu bar to pull down a menu.

l Standard toolbar

Toolbar with buttons for file management, editing, and proofing commands.


Toolbar with buttons for formatting text.

4 Drawing toolbar

Toolbar with buttons for adding graphic objects to slides.

5 Placeholders

Click or double-click these placeholders to add elements to slides.

6 Scroll bars

Use these scroll bars to move the view of the document up or down or to quickly jump to a spot in the document. The length of the vertical scroll bar represents the length of the entire document. The position of the scroll button represents the position of the insertion point in the document.

7 Slide view button

Click this button to switch to Slide view, which shows a single slide.

About PowerPoint

8 Ot~tlit~e view bt~tton

Click this button to switch to Outline view, which shows the text of the presentation in outline form.

9 Slide Sorter view button

Click this button to switch to Slide Sorter view, which shows miniatures of slides arranged in a grid.

10 Slide Show view bt~ttot~

Click this button to view the slides of the presentation in sequence, as a slide show.

11 Notes Pages view bt~tton

Click this button to view a slide and notes you've typed about the slide for the presenter.

1l Stat11s bar

Shows the current slide number.

13 Commo11 Tasks toolbar

Easy access to common tasks. Can be customized with commands you use often.

14 Assistat~t witldow

Click for online help.

193

PowerPoint

1: ·-i ·I

IIIII

! a

• Power-Point

Chapter 22

Starting PowerPoint Double-click the Microsoft PowerPoint icon in the Microsoft Office 98 fo lder. (Figure 3)

v Tip • If PowerPoint is already starced, choose

Microsoft PowerPoint from the list of running applications on the application menu. (Figure 4) You can also press 3l:+Tab repeatedly until Microsoft PowerPoint appears.

194

(J l!l' ~ -=-~ Microsoft omce 98 :;;; -"'~, !;!:18

eJ'"""', ,v u..._floble

~ e: ~:). ~ .

Mlcrooort Excel ooort PowerPolnt lcroooft Word

I tL Cl tl Offlco Shared Appllcotlono Temploteo

ll tl f.;-Reed me Cllport

~I ~ 4<

Figure 3. The Microsoft PowerPoint icon in. the

Microsoft Office 98 folder.

Hide Microsoft Word Hide others Show AU

~Finder X Microsoft Excel

Figure 4. The Application menu.

Starting a Presentation

Figure 1. The New button.


'"' -ptas-ona=< ' a 6

....... ,_ .... -· .. ~ ~

I ~ltv. Oy kll~ u l Prwlev

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~lll:tt.-tcontt ~I ... tlfWIN,

,_j~ -<""- j"

ic.-•I WO

Figure 3. The New Presentation dialog box.

About Sta.rting a Presentation Whenever you start a new presentation, PowerPoint offers several choices on the New Presentation dialog box. To concentrate on content first, choose one of the suggested presentation outlines offered by the AutoContent Wizard. If you don't need all the interactive assistance of the AutoContent Wizard, try one of the pre-defined te mplates in either of the other two tabs.

1. Click the New button on the Standard toolbar (Figure 1) to see a choice of slide layouts.

or, for· more choices: Press ~+N.

or From the Fi.le menu, choose New . (Figure 2)

2. On the New Presentation dialog box, double-click AutoContent Wizard

or Pick a presentation design on the Presentation Designs tab, or a type of presentation from the Presentations tab. (Figure 3)

t/ lips • To start with a blank presentation and

then add formatting later, select Blank Presentation.

• When you launch PowerPoint, you see the PowerPoint dialog box, with buttons for the basic choices, instead of the New Presentation dialog box.

195

~ ~ PowerPoint

'2

i

I Power·

Point

Chapter 23

Using the AutoContent Wizard The AuroConrent Wizard offers a choice of sample presentation outlines, the n drops you off in Outline view, where you can replace the sample outline text provided by the Wizard with your own.

1. Click Next on the Step 1 screen of the AutoContent Wizard. (Figure 4)

l . In Step 2, choose a type of presentation. (Figure 5)

3. In Step 3, choose how the presentation will be used. (Figure 6)

4. In Step 4, choose the output medium. (Figure 7)

5. In Step 5, enter information for your title slide . (Figure 8)

6. In Step 6, click the Finish burton. The structure of your chosen presentation appears. (Figure 9)

v Tips • To rerum to a previous step, click

Back on any Wizard dialog box.

• To skip the following steps and accept their default choices, click Finish.

• Each outline generates a presentation with a preset look. You can change the look by choosing a different template. See Selecting a New Design, p age 241.

196

Figure 4. Step 1 of the AutoContent Wizard.

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2 o lntrodudion • SI•tlwP'IfPCs•cltlt dlscualon • ldolttlti'f'N'Uif

• o Topics a Discussion • Sto lher.Dn idnr ,ou1 b41~11bou:

. o Topic One • 0.-:J~ Ib libWtf'U ~I* • ~ril;intmurion .nof IXIft11kl

• tbl k n.IDStJ',o16 1 u6lnc-l

>O Topic Two .~lraboutth•

• ~ponngFitmlalon-.c!tJalfJI~ .~.,.., •• 1010iol'. lf:lt~

• o T epic Three • Dtah llbo\ltWs ~plo • ~;~por*igln t~nN~lon-.d Glri'CIItl • ttoo..,..JI:IIItl'y:)ll l lldtf'CI

10 Real Life • Gtwant~ orrt.IIM•.,.aak.'ll

SlldoUyo~

APPlY Design_

• $)"'P~ltaili!:'lf'll~6tM:I'JI41~ifl~-

8 o Wh<t This Moans • At.ds m'Ct'IQ l!aii'Mt'llh.aS\A'MWttu t.o. )c.lol ~ort'IWII:abw1fllt-q.lo

• S...,.ti'IW:tlkl,pc-lntc ~·.wwy:.s~otlDramt!Tobtt

• o Next Steps • S\rn!NI\Iut.y**nsnq>.#e!Sof "fN' IU4hlo¢t • ~•JI'I'fblc••~t.-ns,....-edof'PI


EAter tnlflnnetion tor vour title tUN.

Pn•ntattonfltl•.


Figure 9. The sample outline provided by the "Generic" option.

197

I i f a.

-Power-Point

t J j I .~

i. &! "'

PowerPoint

Chapter 23

Graphic Design Templates Templates can provide e ither the graphic design and color scheme of a presentation, or suggest content and structure as well, with a set of slides whose text you edit.

1. Press 3€+N.

Of

From the File menu, choose New.

2 . In the New Presentation dialog box, click the Presentation Designs tab. (Figure 10)

3. Click any of the designs and note the Preview on the right. When you find one you like, click OK.

4. In the New Slide dialog box, click on the appropriate icon fo r your first slide

1NiwPre:•~tf1totlo• ·f'"""'

~ Pr-U~tltiJ )t)Cer.'b Pr~•tllthN

l Iii l1i ~· ~ ·- ..... ,, .,... .... "'~"· eJ~h Corltnc-nr1

• Si ~ --.. ...... _ ,. 1 .. DK'sll• .... ~.--·-·~

i;i ~ - &i lc. ... , ,c:EJ

Figure 10. New Presentation dialog box.

.....,Slide

CMO&t ~ll.itt1AIIO:II'f. u:J EJ1~~iir I .,.,.., I

~~~~ [~l ~~LJD .

and click OK. (Figure 11) Figure 11. The New Slide dialog box.

5. A new presentation opens in the selected design, and it contains one slide. (Figure 12)

t/ Tips • The design templates make no sugges

tions for content o r organization; you may add as many slides as you like, containing any combination of elements (text, tables, chatts, pictures, etc.)

• You can change the look of a presentation at any time by choosing a different template. See Selecting a New Design, page 241 .

198

I Click to add sub-title

~---- - - --- J

Figure 12. Presentation begun using the selected design.

Figure 13. 7be New Presentation dialog box .

Figure 14. First slide of new presentation.

...... ... __ ,_ to Tq,ka d a.a~•on

,_ ... _____ _ f1 o0~~.:::...-

10 !~!.-:_ ·--~---... -

oaT~ Three ·--.. -·-... --.-· .. ..... ... _ ....... _ .. ............... -· .... -.. -

10 Whll Th!I M..,, ,,.. . ______ ......... -... -.--.. --·---·-tO Na19~1 .- ... -·-· .. --.-... -____ .......

Figure 15 . Outline view.


Content + Design Templates If you want some suggestions on the content of your presentation and how it might be organized , in add ition to specifying a graphic design, PowerPoint offers a different set of templates.

1. Press 3€+N.

or From the File menu, choose New.

l . In the New Presentation dialog box, click the Presentations tab. (Figure 13)

3. Find a sample presentation that most closely matches the kind of p resentation you are creating, click it, then click OK.

4. A new presentation w ill open in Slide view. (Figure 14) Instead of placeholders, each slide contains a suggestion for the type text to type into that slide.

5. Switch to Outline view for a better look at the suggested content and o rganization. (Figure 15)

v Tips • Use the suggested content fo r

inspiration. It's easiest to change the content and rearrange the slides in Outline view.

• You can change the look of the presentation w ithout changing the content at any time by choosing a different template. See Selecting a New

Design, page 241 .

199

PowerPoint

PowerPoint

Chapter 23

Changing Views Slide View displays one slide at a time so you can enter text and graphics. (Figure 16)

Outline view displays only the te),'t of the presentation in outline form so you can work easily with the content. (Figure 17)

Slide Sorter View displays miniatures of multiple slides so you can reorganize the slides and change the overall look of the presentation. Here you can also add and edit the transition effects for the slide show. (Figure 18)

Notes Pages View lets you enter and edit speaker's notes for the presenter. (Figure 19)

Slide Show View displays the presentation one slide after another in sequence as an automatic slide show (electronic presentation) .

Click the appropriate button at the lower-left corner of the presentation window. (Figure 19-20)

or From the View menu , choose the view you want. (Figure 21)

V Tips • Each view shows a different aspect of

the same presentation.

• You can switch from one view to another at any time.

200

Figure 16. Slide view.

•1'00•-···-·--... -... roAM! Lit• ........ _ ...... -................... -..... _ .. _~ .own•'"'•"..,, ...... --.. --.... -..... - ... -·--· ... --.... --·--•o ~=~:';~:;'!:"~',"..:'=.:~


~~~ a:> j l -- ~ ... ~.- u """ ... ;"'lll":,~~.r-·· . {I))

0 ........ ~~

UllU.U •1

r====l ~~~~ L_j l___j L__j L:J t____=]

I ;::: I (l • (: o 0

~~~~ l_=] ~I ~ L::J

Figure 18. Slide Sorter view.


Figure 19. Notes Pages view.

Figure 20. 7be View buttons.

Notes Pages view

Master ~ Black and White Slide Miniature

Toolbars .. Ruler Guides 88G

Header lind Footer ... Comments

Figure 21 . 7be View menu.

101

PowerPoint

PowerPoint

Chapter 23

Adding Slides 1. Click New Slide on the Common Tasks

toolbar. (Figure 22)

or Press :ll:+M.

2. On the New Slide dialog box, doubleclick a slide layout. (Figure 23)

V Tips • If New Slide Dialog is turned off on

the View tab of the Preferences dialog box, a blank slide will appear each time you click the New Slide button.

• If you choose the wrong slide layout, click the Slide Layout item on the Common Tasks toolbar and then choose the correct layout on the Slide Layout dialog box.

202

New Slide .•

Notes Layout..

Apply Design • .

Figure 22. Tbe Common Tasks toolbar.

I _ llowSIIdo =;,;;,=~:::..!~

c,_.,~_. lEi:]

EJ[iH~r~r Icc.-• I

~~~~ [~l ~~uo .

Figure 23. The New Slide dialog box.

Outlining the Presentation

tO ~~~~-..... _, __ _._,. .. o O T~Ic1NH ...... _.. ... _ ·- ··- ..... -·-·-·--.-... -...... -..... --... ... - .... -.. -tO Wt!U Ttt1 ..,._,, ·-·--------· .. -···-·-.. ·-·--- ·-oo Nu l 9tp1 . ..._ ..... ,_,_, .. __ _

. ..._.. ..... -·-·-......... _

Figure 1 . Outline view.

· ill ..

Figure 2. 7be Outline view button.

ED ._,Slide

I

Slide Sorter ~ Notes Page Slide Show

Master ~ Black and White Slide Miniature

Tool bar s ~ Ruler Guides &eG

Hellder and Footer_ Comments

Zoom .•.

Figure 3. 7be View menu .

About Outlining Outline view shows only the text in outline form so you can focus on the contentof the presentation rather than the appearance. (Figure 1) In Outline view, you can rearrange the flow, add or delete topics, and refine the wording of slides.

The AutoContent Wizard drops you off in Outline view automatically so you can modify the sample presentation outline it provides. You can also sta rt in Outline view and e nter the text of a presentation before switching to Slide view to add charts and graphs, tables, drawings , and other elements to individual slides . Even if you've already created a full presentation in Slide view, you can still switch to Outline view temporarily to focus on the text.

Switching to Outline View Click the Outline view button. (Figure 2)

or From the View menu, choose Outline. (Figure 3)

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Entering the Text

1. Type the title for a slide next to the slide icon and press Enter. (Figure 4)

2. Type the title of the next slide and press Enter. (Figure 5)

or Press Tab, type the first bulleted text line for the current slide, and press Enter. (Figure 6)

3. Type any more bulleted text items, pressing Enter after each.

or

Press Shift+Tab to start a new slide. (Figure 7)

4. Continue as above to create new slides or add bulleted text points to the current slide.

t/ np • To create a slide for a graph,

organization chart, table, or drawing, simply type a slide title without entering bulleted text items underneath.

104

a Fllo Edit VIew lnrart fatmol T

I D~5il -~ ~ lhft ~ "' "' 1 ... ~.... . • •• ·Til <l! 0

• .o General Title

• 20 Slide icon <I

-Figure 4. Type tbe slide title.

q& nle Edit Vlow lnrert format T

I g_~ ~- ~ ~ ~ f<e f', <tE_- r

( tttlnUu • "'' ~~~ ~ 1:1 -• 1oGeneral -• 2 o lntrodudlon I!; 10

-+ p-

Figure 5. Press Enter to begin a new slide.

.. nit Edit VI..., Insert format

~ ~5ilj_·~.! 1.!.' @~ . .. 1•1 • 21 -I !'-' • c ,. -• 10 General

• 2 o lntrodudlon I; . s. .. t tt•purpcr•oftledi~•Oon

- •I -Figure 6. Press Tab to begin typing bu/leted items.

011 All Edit VI..., Insert ronnot T

I D~5il -~ ~~ ""''"'''~

ti ('I,C~- r

· .. -Till ~0 ·~

• 10 General 1-• 'o lntrodudlon I} • *'* '"' ~·w ofiltdte;,.b'l

· ~)'OU'Mif - •O I •

Figure 7. Press Shift+ Tab to type the next slide's title .

, I!) General

2 e:~ lntrcx:Judion c~·:mm~~gm~L__J_ click

.-ldeltil'f'l"urselt here 3EI Topics d Discussion

• Slate lhe rmln ideas 'JOU11 be talking abo<Jt

Figure 8. Click a bullet.

1 o General

2 o lntrodudion • Ctltbnlte IH1 qt.Dntt's resu:UI • ldendffyovrstif

3 o T epics d Discussion • S.Mi the rro:O ldus .,ou'U bttalldng llbOUI

Figure 9. Type a replacement.

10 General

3 o T epics d Discussion • Smt the: min idtas VJI/I btulking abou:

Figure 10. Click a slide icon to select all the text on the slide.


Replacing Existing Text If you use the AutoContent Wizard to obta in one of the sample outlines, you should replace the sample text with your own.

1. Click a bullet to select a bulleted text line. (Figure 8)

or Triple-click anywhere on a bullered te"'t line.

l. Type replacement text. (Figure 9)

V' Tip • Click a slide icon to select a ll the text

on a slide. Then type replacement text, slide title and all. (Figure 10)

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Chapter 24

Reorganizing the Slides 1. Click a slide icon. (Figure 11)

l. Drag the icon up or down in the outline. (Figure 12)

or Click the Move Up or Move Down buttons on the Outl ining toolbar. (Figure 13)

3. Release the mouse button to drop the slide at its new position . (Figure 14)

V' Tip • You can click the bullet at the

beginning of a text item and the n click tl1e Move Up or Move Down buttons to move an individual line on a single slide.

+

r=

Move Up button Move Down but/on

Figure 13. The Move Up and Move Down buttons.

106

'~:~ General

21:1lntrodudlon

41:1 Topic One • Ombabot.ef'JIJtopkl • ~cd'lginl)nMibl and U ll'llliU

• H~:twll ~N:S m }OI.If:al.llhnet

Figure 11. Click a slide icon.

11:1 General

ntrodudlon • Stall tht pwpost offltclt tusalon

41:1 Topic One • DIQIUabout tis ~lo • ~poring lntnnltion .W tarrpN.s • lfow lt ,.btu'b )Duraudltnct

Figure 12. A horizontal line indicates the new position for the slide.

11:1 General

21il

3 1:1 lntrodud I on • tt•tha pupou of"tdlloua:loon • lderdtnourntf

41:1 Topic One • Dmkabcll: f'lls JOpo • f«.Woring in brNI5on and UltfCII .. • How it n~lnu tl ~uraU!Itnc•

Figure 14. Release the mouse button to drop the slide text.

¢

• + +

Collapse Selection B..pand Selection

Show Titles Show All

Figure 15. 7be Outlining too/bar.

1 e General 2 e lntrodudion 3 e T epics d Disrussion 4 e T epic Onej

Figure 16. Lines under the slide titles indicate that text is collapsed underneath.

~~General

z ~ T epics a Disrussion

· • ~ Topic Ono • OmbabiM ,.I.setpkl • $upoOfUI; F! tln'NIIOI"'~IQ rtp N I

• ..._ 1 ,... , 10 .,ounudtnce

' ~ General THl• O• Ubtlll

2 ~ introdudior! • ~ Topics a Disrussion

• ~ Topic One • Oafs mo..tr: , ... """" • $uppo111nglnt.wma»n and e»rrolu • Ho.II,..ZIUt:> !pWliWMI'!Ct

Figure 17. Before and Ajler: Collapsing the text of one slide.


Showing the Slide Titles Only Show only the slide titles to temporarily disregard the detail in an outline.

1. Select the slides whose detail you want to hide.

2. Click the Show Titles button on the Outlining toolbar. (Figure 15-16)

V' Tips • To once again reveal the text on one

or more of the slides, select the slides to be expanded and click the Show All button on the Outlining toolbar.

• To hide or reveal text on a single slide, click the slide icon and then click the Collapse Selection button on the Outlining toolbar. (Figure 17) To see the text again, click the Expand Selection button.

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Inserting Slides 1. Click at the end of the last line of a

slide. (Figure 18)

l. Click the New Slide item in the Common Tasks toolbar. (Figure 19)

3. Choose the layout of the new slide from the Slide Layout d ialog box. The slide appears. (Figure 20)

Deleting Slides 1. Click a slide icon to select an entire

slide. (Figure 21)

l. Press the Delete key on the keyboard. (Figure 22)

10 General

2 o Introduction • $1:1'11 the pi.JliOU otlht discua:km

3®

~o Topic One • Ortals about Hs 10pfo a S\tpportngk'lb~lon lnd IGfTl' .. S

• How kret.ttsto ~uraudkinct

Figure 21. Click a slide {con and press Delete.

108

1 o General

2 o Introduction • St:ne tht ptQttt dlsws:Ron • ldtnli~yo .. ~

3 o T oplcs srusslon

4 o Topic One • Omls 3bout INs IDplo a SUpporing inbnMtlon ~ llQrrplu a HoCII rtiMIS 10 ~triUditnot

Figure 18. Click a t the end of a slide.

;I~~ Conunon Tuta' Ill

New Slide

Slide Layout...

Apply Design_

Figure 19. Tbe Common Tasks too/bar.

10 General TU )I QtJt CGII

2 0 Introduction • St3fe tht pwpose oi tlt discussion • ldtntiftyours .. f

3 01

4 o Topics a Dlsrusslon • Sta the flll<n Ide 11 y:~ u'll bt talking abo\.1

so Topic One • OeaisabMtllstoplo • Supporing lnbrmr11on 1nd txarrp lu • Hoo h reins to \QI.I'Judltnet

Figure 20. Tbe new, blank slide appears.

1 o General

2 o Introduction • Stu tht purpose of"• cfseussion o ldtttifnouruH

3 0 Topic One • Omib abo~£.,.. 10p6o • Sl.llporting ini>rm-.Jon Jnd uarrp"s • Hou il l"lliltH t;) ')Ourllud.enot

Figure 22. Tbe slide is deleted.

Creating Text Slides llH!Com11on Tuta .!!·1!1

New Slide ••

Slide lAyout .••

Apply Design .••

Figure 1. The Common Tasks too/bar.


Bulleted list layout I

= ti!lWSIIt1e~~ ~·~

Figure 3. The NewS/ide dialog box.

Starting a Text Slide If you don 't use OutHne view to enter the text of slides, you can create text slides in Slide view.

1. On the Common Tasks toolbar, click the New Slide button. (Figure 1)

or From the Insert menu , choose New Slide. (Figure 2)

or Press :ti:+M.

2. On the New Slide dialog box, choose the second layout, Bulleted List, and then click OK. (Figures 3-4)

Figure 4. The Bulleted List layout.

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Chapter 25

Filling in Text Placeholders 1. Click a "Click to add title" or "Click to

add text" placeholder. (Figure 5)

l. Type text. (Figure 6)

3. Click the next placeholder and type the next text. (Figure 7)

t/ nps • When you finish typing text in to a

placeholder, press Option+Return to jump to the next placeholder.

• When you finish the text in the last placeholder on the page, you can press Option+Return to add a new bulleted list slide.

110

Figure 5. Click the "Click to add title"

placeholder.

Type te.xt here.

Figure 6. Type text.

Click this placeholder.

Figure 7. Click the ne.'t:t text placeholder.

Figure 8. Click the text block to get handles.

Handles

Creating Text Slides

Seleding Text Blocks Selecting characters, words, or paragraphs within a text block is just like selecting them in a Word document. See Selecting Text, page 2~27.

To move or format an entire text block, though, PowerPoint makes it easy to select the entire text block.

Click anywhere on a text block. Handles appear. (Figure 8)

V' lips • Click within a selected text block to

select text within the block.

• To select a bulleted item in a text block, click the bullet.

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Chapter 25

Moving and Resizing Text Blocks 1. To move a selected text block, place

the pointer on the border surrounding a selected text block. (Figure 9) See Selecting Text Blocks, p age 211.

or To resize a te:x.'t block, place the pointer on a handle. (Figure 10)

2. Hold down the mouse button and drag the mouse. (Figure 11)

v Tips • The text inside a text block re-wraps to

fit within the new size of the block.

• Hold down the Option key as you resize a text block to resize the block about its center.

212

Background

I Pine Preservation Group meets in May

I Town Council meeting scheduled for July

I Meeting postponed until August

Figure 9. Place the poin ter on tbe border.

Background -· I Pine Preservation Group meets in May I Town Council meeting scheduled for July

I Meeting postponed until Augus~

Figure 10. Place tbe pointer on a band/e.

Background ut.a:'I~I'J'JI.~· I't\IUU,;Q"JII'A"'::Cil!Olr.,_Q ttJI.;u. .. T .. ~!at~~---

:• Pine Preservation Group meets in May

:• Town Council meeting scheduled for July :I Meeting postponed until August

i.

'..tlaAl-"'"lftllfU~"'Y.LU'\VLf • .I.VW'DU-'-WW'4L·.I;~U_..__~I:"'

Figure 11. Drag the handle to 1·esize a text block.

Background

Pine Preservation Grou meets in May I Town Council meeting scheduled for ~uly I Meeting postponed until August

Figure 12. Select text to format.

Aria I • 32

Figure 13. 1be Formatting toolbar.

Alignment • Une Spacing .. . Change Case .. . Replace Fonts."

Slide Layout .•. Slide Color Scheme ... Background ... Apply Design."


Font • •

Figure 15. 1be Font dialog box.

....

Creating Text Slides

FormaHing Text

1. Select the text within a text block to format. (Figure 12)

or Select the text block to format.

l. Click a text formatting button on the Formatting toolbar. (Figure 13) See Font Formatting, pages 65- 70.

or From the Format menu, choose Font, Bullet, Alignment, Line Spacing,

Change Case, or Replace Fonts and make selections on the next dialog box to appear. (Figure 14)

or Press and hold the Control key and click the mouse button. Then choose Font or Bullet from the shortcut menu, and make selections on the Font or Bullet dialog box. (Figures 15-16)

t/ Tip • Any text formatting changes you make

are preserved when you choose a different template to change the overall design of the presentation.

- .~

liiltb<c"ullot

I 8uU•1, rrom~

IN)nolvpe Sort~

~~h- - ~ •+• ~·~_,_,o• ~ J X M X ~++~

+t r t• O:+• ••• o• •oo••••A••••• *• •••• • •••••••••••••••• o o ocoa ~ 'Y++•tii ' ' "" D() () ( )()(t f)I)OD

o 0 D 0 0 0 0 0 0 0 0 C 0 0 0 0 0! !Y •• .... t •.

~OO()CICJI!>OCle> oeeooeeeoooC31 ~«~e•<~~•

•• •Geoeeeeoo ~ ~-t' ~ '·~---··~

~-~ • •~~•-oooo o o ,_~,~ ?- --- -o

Figure 16. 1be Bullet dialog box.

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Rearranging Text in a Block Click a bulleted text item and press Option+Shift+Arrow key to move the text item up, down, left, or right. (Figures 17-18)

v Tips • When you move a text item to the

right, it appears to be indented under the previous text item. (Figure 19)

• When you move a text item to the left or right, you move the text item to a different level. Each level may have a different default text format and bullet style.

214

Background

I l"ine Preservation Group meets in May I Town Council meeting scheduled for July


Figure 17. Click a bulleted item.

Background

I Town Council meeting scheduled for July

I Meetina ~s~ned until Aus.ust I IN$iJ%.Wt.llt;l.tii3U@4MtM

Figure 18. 'Jbe text moved to its new location.

Background -I Town Council meeting scheduled for July


I Pine Preservation Group meets in May

Figure 19. Text moved to the right one level appears indented.

Creating Chart Slides


Click to add title -- -·- -·· ·- -· - -· ·-··-- ·--·-·"- ·- ----

I Double dick to add chart

1 .............. ····--

Figure 2 . Double click a chan placeholder.

Figure 3. 111e Insert Cbart button.

Figure 4. A sample cbm·t and datasheet appear within a border on the current slide.

About Charting When chosen wisely, a cbart can make even complex numeric information visual and therefore easy to interpret and communicate.

To create or edit a chart, PowerPoint uses Microsoft Graph, the same charting module used by Excel. Graph creates a chart, and while doing so commandeers the PowerPoint window, replacing PowerPoint's menus and toolbars with its own. When you click outside the border of the completed chatt, the PowerPoint menus and toolbars reappea r.

Starting a Chart 1. Click the New Slide button on the

Common Tasks toolbar.

2. On the New Slide dialog box, choose one of the three layouts that includes a chart placeholder (Chatt, Text & Chart, Chart & Text.) (Figure 1)

3. Double-dick the "Double click to add chart" placeholder. (Figure 2)

or 1. Turn to the slide to which you'd like to

add a chart.

2. Click the Insert Chart button on the Standard toolbar. (Figure 3)

or From the Insert menu, choose Chart.

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Chapter 26

Replacing the Sample Data on the Data Sheet 1. Click any cell in the Excel-like grid and

type over its contents. (Figure 5)

or Select a ll the cells that contain data and begin typing new data in columns. Press Enter afte r typing each new heading or number. Whe n the cell pointer reaches the botto m of a column, it jumps to the top of the next column automatically. (Figure 6)

2. Click the View Datasheet button in the Graph Standard coolbar to send the datasheet to the background and view the graph. (Figure 7)

or Click any part of the graph that is visible.

tl' Tip • To exclude a row o r column of data

from the graph, double-click the row or column heading button. (Figure 8)

216

.. - Graph In untiUcd 3 - Oatasllect B c D

lsi Qlr 2 ad Dl r 3 rd Dlr 4th Ot r

r-t-= h $l 27 . .4 90 20.4 W_!.tt 30 .6 36~ _ _2!1,!! ~

3 _1!1:] Nt rl.fl_ ~·-~9 f-------!!6~.---~ ~ 4 t----l--------.

Figure 5. Tbe data sheet.

Figure 6. Select the cells that contain data to replace.

Figure 7. The View Datasbeet button.

Row beading buttons

Column beading buttons

Figure 8. Row and column beading buttons.

.. I

1--1--1--1--

Figure 9. Double-click the chm1 to format.

Datll Chllrt HJllll..

.., IWJ !!Il l Bile lliHI WJ~ ~~ .ij I ~ ·I (1) I ~ '$% J

~IPJ.J!!t,J:t!Siroi II t 3- Data sheet ~·ill =:= • -c f I F ~ rd Qtr 14th Qt Ill fJ !: ! ~Graph In untltl il;C "'ij3-D Column Ct..rt , ;;,;;,;=~- -

• ~liD@

• •• t ·l fd

Figure 10. The Chart Type button.

Figure 11. The modified chart.


Changing the Chart Type

The most basic commands to format a new chart are available as buttons on the Graph Standard toolbar.

1. Double-click the chatt if necessary to make it active (handles appear). (Figure 9)

2. Click the pull-down button next to the the Chart Type button on the Graph toolbar. (Figure 10)

3. Select a chart type pane to change the type of chart.

v Tips • Choosing an AutoFormat for the chart

gives you many more chart type options .

• You can create a Chart Type toolbar by positioning the pointer on the pulldown Chart Type button, holding down the mouse button, and then dragging to another point on the screen.

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Chapter 26

Saving a Custom Chart Format If you customize a chart format and want to use it for other charts in the future, you can save it.

1. Format the chart the way you want it.

2. From the Chart menu, choose Chart Type. (Figure 12)

3. ln the Chart Type dialog box, click the Custom Types tab, (Figure 13) click the User-defined radio button, and click Add.

4. In the Add Custom Chart Type dialog box (Figure 14), ty pe a name for your custom chart, and add a description, if you like. Click OK in both dialog boxes.

t/ Tips • Your custom-defined chart type will be

available in the Custom Types list for future charts.

• To delete custom chart types from the list, select one of the charts on the Custom Types tab of the Chart Type dialog box, then click Delete.

• To make one of your custom chart types the default type, select one of the charts on the Custom Types tab of the Chart Type dialog box, then click Set as Default Chan.

218

Figure 12. Cbart menu.

ChortType ~-..:; .-~ ~ -"""'~·

Shndanl T~P'1 c •• ,,,. r., .. \ c..,.., tvpr. !Ji"ll0111•

~ Ddeu\1 . ... W •• .. Dlut

41 OWut .. • Nut Ill

• ,,, ,,, . Q1r Qlr

~ ... ,,. .. rt1ir.iliii\lif&11'i'lol ""'-"";;a f)u..r-d<ftllld mobllrt tlj)U, tllet Add. 06u1lt-tn

~( D.ltt• -l

lim I Sol •• Dolo all C .. rt J I CIOCOI I rc::!!J Figure 13. The Chart Types dialog box.

I~ Ad !I Custom 010rt Type

Thf~ d1a1oo allo\ia you to rrt!lka tl~ bOHvtschlrt Into a CU$tom cMrt · ~po.

Enter e toxl nerM for the 111._. cuatom chOrt typo. Home: lcu, tom 3- D Barl (ntbr a text dll:lt:rl ptfon for tho rtO'w' cu,tomchlrt tt,~pe. ne .. rtpltan

Figure 14. The Add Custom Cbart Type dialog box.

101_,-----------~

•• u------

.,u------

1st Qtr 2nd Qtr lnt Qtr 4th Qtr

Figure 15. Click the chart to format.

Vertical Grid lines

Horizontal Legend

Gridlines button

Figure 16. The Graph toolbar.

Major gridline (at axis number)

Minor gridline (between axis

numbers)

111 Qtr 2nd Qtr ani Qtr 4111 Qtr

Figure 17. Major and Minor Gridlines.


Displaying a Legend and Gridlines 1. Click the chart to make it active, if

necessary. (Figure 15)

l. To turn the legend on or off, click the Legend button on the Graph roolbar. (Figure 16)

or To turn the grid lines on or off, click the Vertical Gridlines and/ or Horizontal Gridlines buttons on the Graph toolbar. (Figure 16)

t/ Tips • You can also add a legend or gridlines

by pulling down the Chart menu and choosing Chart Options.

• When you add gridlines from the Chart Options dialog box, you can choose Major Gridlines or Minor Gridlines for each axis. (Figure 17)

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Chapter 26

Adding Chart Titles 1. Click the chart to make it active , if

necessary.

2. From the Chart menu, choose Chart Options. (Figure 18)

3. On the Chart Options dialog box, click the Titles tab. (Figure 19) Figure 18. The Cbart menu.

4. Enter the titles you want and click OK. (Figures 20-21)

V Tips • To remove a title, choose the Titles tab

in the Cha1t Options dialog box, and clear the title, or click on the title to

select it and press Del.

• As you edit elements in the Chart Options dialog box, note the changes in the Preview chart on the light to be sure you're editing the intended field.

220

.... .. .. •• .. •' hi, .. ,, ......

~r Qtr Qtr Qtr

Figure 19. The Chart Options dialog box .

Sales

UDJa.-li! lUI S U .

• ht , , ,

Y.tut(!lt:m: IHH!

Ql r Qtr

Figure 20. Enter titles.

Regional Sales

... ·~·· 111 Otr 2nd Qtr ani Qtr 4th Qtr

Figure 21. Click OK to apply to chart.

O L.t9t, ... tf1 N:ttl•l•ttl I ·~~§§ - ·:liiM

tn 211• lr4 Ctl1 Qt r Otr CUr Otr

Figure 22. 7be Cbart Options dialog box.

..

Figure 23. 1be chart with data labels applied.

O""""' k t.l c~ "lll"' 0' ~ ~ ~

Figure 24. 7be Format Data Series dialog box.

&

h t Qtr 2ftd au lrd Otr 4th Qtr

Figure 25. 7be chart with data labels applied.


Adding Data Labels

To turn on data labels for eve1y series in the chart:

1. Click the chart if necessary to make it active.

2. From the Chart menu, choose Chart Options.

3. On the Chart Op tio ns dialog box, click the Data Labels tab and click the check boxes to select the desired labels. (Figures 22-23)

To turn on data labels f or a single series:

1. Double-click a data series to bring up the Format Data Series dialog box. (Figure 24)

2. Click the options you want to invoke and click OK. The reformatted chart reflects your selections. (Figure 25)

v' Tips • To remove data labels, choose No ne

on the Data Labels tab of the Chart Options dialog box.

• To format data labels, double-click one of the labels and then make changes on the Format Data Labels dialog box .

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Chapter 26

By Rows vs. By Columns The sets of data that you need to chart are arranged either in rows or in columns on the data sheet. (Figures 26-28) To inform Graph how your data is arranged, click the By Rows or By Columns button in the Standard toolbar.

1. Click the chart if necessary to make it active .

l. Click the By Columns or By Rows button. (Figure 29)

or From the Data menu, choose Series in Rows or Series in Columns. (Figure 30)

t/ Tip • Choosing an alternate view of the data

(By Rows rather than By Columns, or vice versa) is legitimate only when both the columns and rows of the datasheet hold related series of data (such as sales numbers over time) .

lll

l!lfl

Figure 26. 7be datasheet.

Figure 27. Data chm1ed by rows.

Figure 28. Same data charted by columns.

By Rows By Columns

'ri I ~ I 63 1 !Hl l W~~·l Figure 29. The By Rows and By Columns buttons.

Include Row/Col... Exclude Row/Cot ...

Figure 30. Tbe Data menu.

Fonnatting Charts

Figure 1. Double-click an axis to format the axis.

Figure 2. 7be Format Axis dialog box and its five tabs of settings.

About Chart Formatting You can format the appearance of any individual element of the chart (one set of bars, one line, an axis, etc.). You may also change the style of any series in the chart by formaning a series group.

Formatting a Chart Element 1. Click the chart if necessary to make it

active.

l. Double-click the chart element to

format. (Figure 1)

3. The appropriate dialog box for the element you've chosen appears. Choose formatting settings on the appropriate tab or tabs. (Figure 2)

tl nps • You can also select a chart element

and choose the first command on the Format menu, which reads "Selected Chart Element."

• After you format one chart element, you can double-click a different chart ele ment to format.

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Chapter 27

CuHing a Pie Chart Slice 1. Click the chart to make it active, if

necessary.

2. Click the pie once to select the entire pie. (Figure 3)

3. Click the slice to cut. (Figure 4)

4. Drag the slice away from the pie. (Figures 5-6)

V' Tip • To rejoin the slice with the pie, drag

the slice back toward the center of the pie.

224

Figure 3. Click the pie.

Figure 4. Click the slice to cut.

Figure 5. Drag the slice away from the pie.

Figure 6. The cut slice.

t:ftPI•t~cta..t•Diibi .. IIC ~ · - - ~~~· 0 I r

-+- - ::::~1~· -1!}-~~ ~-lL~~s~•2 «

• -+- ---· .

Figure 7. The datasheet for a High-Low-Close chart.

Figure 8 . The Data menu.

mil ls.t .. 0.11111 Clllrt I

Figure 9. The Chart Type dialog.

Figure 10. The High-Low-Close chart.

Formatting Charts

Creating High-Low-Close Charts High-Low-Close charts are called Stock Charts in PowerPoint .

1. Click the chart to make it active, if necessary.

l. On the datasheet, make sure the columns are ordered High-Low-Close. (Figure 7)

3. Pull down the Data menu and choose Series in Columns. (Figure 8)

4. Pull down the Chart menu, choose Chart Type, click the Standard Types tab, and choose Stock on the left. On the right, choose the type of Stock chart you want. (Figure 9) Click OK.

t/ Tips • The first column may be either dates

or a list of securities.

• You may add a column for Opening price before the High column. You may also add a column fo r Volume; it must be the first data series. (Figure 10)

L . '

.. 411

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'

40)

Jtt

~·

B

Figure 11. Volume and Open columns added to datasheet.

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Chapter 27

Switching Between l ·D and l-D Chart Types 1. Click the chart to make it active, if

necessary.

2. From the Chart menu, choose Chart Type. (Figure 12)

l . On the Chart Type d ialog box, choose a chart type on the left, and, on the right, note which variety you want. (Figure 13) In chart types where 2-D and 3-D styles exist, you will see both among the Chart sub-type thumbnails on the right.

4. Click OK. (Figure 14)

226

Add frendline ... 3- D VIew .•.

Figure 12. The Chart menu.

Chort Type

;s••.,.rlll r,,.. \ cu,&Gm T~PI,

Chlr1':!!!: •w• ~ S.r .

~ltr.t ~Pit

~---~XV (Sutler)

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I(IJ *"'"" ~ Surf~~tt . !s Bgtbl•

1o, uu a .I P••tii'iiiCilv..,..co,.,.m .. l..,eeroo• IJ• ' uttQOnt• CJ O.teult tormotttoq

- I Prtn u• H•" t• Ytw 511•••• I

..

@] I Stt .. Dofu tt Chr1 I , .. _, ,CE:J

Figure 13. The Chart Type dialog box.

Figure 14. The 2-D Chat1.

Add Trend line ... 3-DView ... l:S

Figure 15. 7be Chart menu.

Figure 16. 7be 3-D View dialog box.

Figure 17. Adding Perspective.

Formatting Charts

Changing the View of 3-D Charts 1. Click the chart to make it active, if

necessary.

2. From the Chart menu, select Chan Type and choose a 3-D style.

3. Pull down the Chart menu and choose 3-D View. (Figure 15)

4 . In the 3-D View dialog box, click the large arrows to change elevation. Click the rotation axes to change the angle on the horizontal plane. (Figure 16)

5. If you want to change the depth of the perspective, un-check Right Angle Axes and click on the perspective arrows. (Figure 17)

t/ Tips • To change the proportions of the

chart, clear the Auto Scaling checkbox and change the Height of Base percentage.

• For more precision, you may change the values in any of the text boxes.

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PowerPoint

Org Charts and Tables O;·C.•-• Tasks I; 1!1

New Slide-.

Slide Layout_.

Apply Design_

Figure 1. 7be Common Tasks too/bar.

Figure 2. 7be New Slide dialog box.

Figure 3. 7be Insert Object dialog box.

Clmt TiUe

Figure 4. 7be Microsoft Organization Chart window.

Starting an Org Chart 1. Click the New Slide button on the

Common Tasks toolbar to start a new slide. (Figure 1)

l. On the New Slide dialog box, doubleclick the Org Chart layout. (Figure 2)

3. O n the new slide, double-d ick the "Double click to add org chart" p laceholder.

o'"' to add an org chart to an existing slide

1. In the slide to w hich you want to add an org chart, pull down the Insert menu and choose Object.

l. Double-dick "Microsoft Organization Chart 2.0" in the Insert Object d ialog box. (Figure 3)

V' Tip • Org charts are created by a module

called Microsoft O rganization Chart, which appears in a separate window. (Figure 4)

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Entering Org Members 1. Into the box at the top of the

hierarchy, type the name of the head of the hierarchy. (Figure 5)

l. Press Tab w highlight the next line within the same box and type the organization member's title . (Figure 6)

or Click in a d ifferent box and enter a name. (Figure 7)

or Press :t€ +Down arrow to move to the box below and enter a name.

3. If you want to enter additional

Cbatt Tllle

Figure 5. Type the name of the head of the hierarcby .

Cbatt TiUe

information in the same box, press Tab Figure 6. P ress Tab to move to the next line.

to highlight each successive line and then type over the prompt text. Chart r1ue

..... Tip • To edit the information in a box, click

the box, pause briefly, and then click again to place an insertion point in the box. If you double-click without pausing between the clicks, the Figure 7. Click in a different box tofili it.

program thinks that you intend to select the box and othe rs at the same level.

130

Figure 8 . Click the subo1·dinate button.

Chart TiUe

Figure 9. Place the mouse pointer on a box.

Chart TiUe

Figure 10. Click to add a subordinate.

Figures 11. The Co-worker buttons.

Chart TiUe

Figure 12. A Co-worker added to a box.

Org Charts and Tables

Adding Subordinates The initial structure contains only four organization members, a manager and three subordinates. To build a more complete structure, you w ill need to add more subordinates.

1. Click the Subordinate button. (Figure 8)

l . Place the mouse pointer on a box that requires a subordinate. (Figure 9)

3. Click to add a subordinate. (Figure 10)

v Tips • To add multiple subordinates, click the

Subordinate button several times (once fo r each subordinate to add) and tben

click an organization member.

• To add a coworker beside a box, click one of the Co-worker buttons and then click a box. (Figures 11- 12)

• To move a subordinate to another organization member, drag the subordinate on top of the other member's box and then re lease the mouse button.

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Adding an Assistant 1. Click the Assistant button. (Figure 13)

2. Click the box for the member who is to receive an assistant. (Figures 14-15)

~ nps • You can add several assistants to a

single organization member by clicking the Assistant button multiple times before clicking the member who gets the assistants.

• To delete an assistant, click the box and then press the Delete key.

lll

Figure 13. The Assistant button.

Cbatt Tille

Figure 14. Position the mouse pointer on the box for the member who is to receive the

assistant.

Cbatt Tille

Figure 15. Click the box to add the assistant.

Figure 16. Dragging a selection box.

Border Style • Border Color"" Border Line •

Figures 17. The Boxes menu.

.. Nona r--1 Border Style .. ...._. Border Color ... Border Une Style ~ D

DO o u

Figure 18. Choose an option f rom the submenu.

Figure 19. The Text menu.

Style ._

Color_.

Figure 20. The Lines menu.

l


Formatting the Boxes, Text, and Lines

1. Click a box o r line.

or Drag a selection box that encloses multiple boxes or lines to format (Figure 16)

2. To format a box, choose one of the Box options on the Boxes menu and choose a setting from the submenu that appears. (Figures 17- 18)

or, to format the text Choose an option on the Text menu and then choose a setting for the option . (Figure 19)

or, to format the connecting lines Select one o r more connecting lines and choose one of the line options on the Lines menu. (Figure 20)

tl Tips • To select multiple objects (boxes or

connecting lines), you can also hold down the Shift key w hile clicking each one.

• Double-click a box to select all boxes at the same level.

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Finishing the Chart and Leaving Microsoft Organization Chart 1. Complete the chart. (Figure 21)

2. From the File menu, choose Update Presentation Name. (Figure 22)

3. From the File menu , choose Quit and return to Presentation Name. (Figure 23)

4. Drag the chart or drag the chart's handles to move o r resize the chart on the PowerPoint slide as necessary. (Figure 24)

V' Tip • Anytime you want to edit an existing

chart, double-dick the chart.

234

Chart Title

Figure 21. Tbe completed o~g chart.

Newopen .• oose end Return to Org Olert 88W

SIIVe Copy As ... Revert ...

Quit end Re,turn to Org Olart


New- 88~ Open.. 880 Oose and Return to Or'g Olert 88W

Update Org Chart 885 SIIVe Copy A$, .. llevPrt ...

Qmt iUll1 Return to oru Chart Lr!€Q


[ ----Click to add title ~ -----------

: _ .. _ : -Figure 24. The organization chart on the PowerPoint slide.

O ::: Common Tasks :; S

New Slide ...

Slide Layout...

Apply Design ...

Figure 25. 7be Common Tasks toolbar.


~ Insert Word Table~

Number of Columns: ~ ~ OK_ D -~ ( canc~et ]

Number of Rows:

[C)~

Figure 27. The Insert Word Table dialog box.

Figure 28. Drag across the number of rows and columns you. want.


Starting a Table 1. Click the New Slide buuon to start a

new slide . (Figure 25)

2. On the New Slide dialog box, doubleclick the Table layout. (Figure 26)

3. Double click the "Double click to add table" placeholder on the new slide.

4. On the Insert Word Table d ialog box, set the number of columns and number of rows. The n click OK. (Figure 27)

or, to add a table to an existing slide: 1. Turn to the slide to which you want to

add a table.

2 . Click the Insert Microsoft Word Table button in the Standard toolbar and drag across the number of rows and columns you want in the new table . (Figure 28)

or Choose Microsoft \Vord Table from the Insert menu.

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Entering the Data and FormaHing the Table While you are creating or ed iting the table, Microsoft Word's menus and toolbars occupy the PowerPoint window and the table appears in a separate window. (Figure 29) Ente r data and edit the table just as you would in Microsoft; Word. See Creating Tables, pages 92-104.

When you finish the table, click outside the frame and PowerPoint's menus and toolbars regain the screen.

To edit an existing table, double-click the table. The familiar window will reappear and Word's me nus and toolbars reemerge.

236

Figure 29. Editing a table.

Using the Slide Sorter

Figure 1. 'Jbe Slide Sorter View button.

I'!IB Slide outline

Notes Page '<

Slide Show

~aster • Black and White Slide Miniature

Toolbors • Ruler Guiaes 8$(i

Header and footer-Con1monts

Zoom-

Figure 2. 'Jbe View menu.

Figure 3. Slide Sorter view.

About the Slide Sorter Slide Sorter view is just another of PowerPoint's views of a presentation. It displays rows of slides in miniature the way you place 35mm slides in rows on a light table to get an overview of the presentation. In Slide Sorter view, you can rearrange slides, delete or duplicate slides , and change the template to change the overall look of the presentation.

Switching to Slide Sorter View Click the Slide Sorter View button. (Figure 1)

or From the View menu, choose Slide Sorter. (Figure 2)

V' Tip • To switch to a view of a single slide,

double-dick the slide o r click the slide and then click the Slide View button.

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Reordering Slides 1. Place the mouse pointer on the slide to

reposition in the presentation. (Figure 4)

2. Hold down the mouse button and drag the slide to a new position. A vertical line appears to indicate where the slide will drop when you release the mouse button. (Figure 5)

3. Release the mouse button to drop the slide. (Figure 6)

V" nps • You can select several slides to move

by drawing a selection box around the group of slides then dragging the group to the new position. (Figure 7)

• To gather slides from different parts of a presentation, hold clown the Shift key as you click each slide. Drag any one slide in the group to a new point in the presentation. All the selected slides will appear in sequence and in

the same relative order at the new position.

238

~- ~ ---~ - ---,.;::.. __ , --=.::=-=.-·--- ----·::--- - .. -. -

1 > •

::.;;.-;_;;i_ ~;;::::. ~~.

-~-.. ~ ~~==

Figure 4. Place the mouse pointer on a slide.

~. 15 .. _ .. _ .. _.. - ---:::z..:.;:_ I :::.:.:-::.:: - -

1 > •

~~ ____ .. _ ------.. ~'":'''" ==:..=:..--: .. .~ - ==-~ ~--

Figure 5. A line shows where the slide will drop.

Figure 6. The slide appears in position.

Figure 7. Drag a selection box around several slides to select the sUdes.

New Slide

Slide Layout ...

Apply Design .••


I~ Prenntatlon Oet iQnl j ~I 6 Moclntosh _

I§!Analu .. I tllulfliE-1

~~~o:5t:mporory ~ !!!JO.""'• Q rans Q rlreball Q tiQhVonaoe: ~ ........ Lin rues oflype: I Prt:sentatlon Templ11te:1 ..,.,

I Des~:too I

Figure 9. The navigation dialog box.

Using the Slide Sorter

Changing the Overall Design in Slide Sorter View 1. Click the Apply Design button on the

Common Tasks toolbar. (Figure 8)

or From the Format menu, choose Apply Design.

l. On the navigation dialog box, go to a folder containing templates (e.g. open the Microsoft Office 98 folder, open the Templates folder within it, then open the Presentation Designs folder). (Figure 9) For more on templates, see Selecting a New Design, page 241.

3. Click a design you wish to consider and note the Preview. When you find one you want to use, click Apply, and the slides in the Slide Sorter are changed to the new design .

t/ Tip • To change the appearance of one

segment of the presentation, you can select certain slides in the Slide Sorter, choose Slide Color Scheme or Background from the Format menu, and choose a d ifferent background color or design.

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Duplicating and Deleting Slides 1. Select the slide or slides to delete or

duplicate. (Figure 10)

l. Press :ll:+D to duplicate the slide. (Figure 11)

or Press Delete to delete the slide. (Figure 12)

t/ Tips • To delete a slide, you can also choose

Delete Slide from the Edit menu.

• To duplicate a slide, you can also choose Duplicate from the Edit menu.

140

Figure 10. Select the slide to duplicate or delete.

Figure 11. Tbe slide is duplicated.

Figure 12. The slide is deleted.

"

Customizing Presentations Cl mCom .. on Teaks ;; El

NewSIIdeM.

Slide Layout. ..

Apply Oeslgn.M


lg:'uosl~ • I llild RIIM I ~~ COnt emponry

~~ O.d's 11e I:J r an.~ Q rlreb•ll

1~ ll;h Vottoge IJ,:.t Mtadow

un nles or lYPe: I Pruentl tiDn TtmplatU .... )

c::!iELJ ~

Figure 2. The Apply Design dialog box.

o:u1 .,. • ~- · : ~ ·, ; ... ;.r~~:w .. oc"','::·· . ! .........

Project Status

-1..-·m~ ~ ... , ' coil• .t ·l£·4.·• " e••

,....;,, ......,..nLre

n ... ,,.-~~~~.,....,..,".

l>I'Vti""'MII-•••w• ooHtf! W. U Moll udtfl •-.. u .. ,......t'.._ ~~~~~=··· ,, .......

. ~.:::.~~ ... ::: . ...... "-•• • SaloMI .,... .... M ... f" • u.ct.,_. •Antul• • : ~=~~~•-• u Thl• --~

uAn.WI .......... ..... , ........ .,... t

Figure 3. The presentation with new design applied.

Selecting a New Design

Changing a presentation's template can give a presentation an entirely new look, perhaps fo r a d ifferent audience.

A template contains a color scheme (a combination of colors used for text and other foreground presentation e lements) and a slide master des ign (a background color, a selection of text fonts and formatting, and a background graphic design) .

1. Click the Apply Design button in the Common Tasks toolbar. (Figure 1)

or From the Format menu, choose Apply Design.

2. In the Apply Design dialog box that appears, op en a folder that contains presentations (such as the Presentation Designs fo lder, inside the Templates folder, inside the Microsoft Office 98 folder). (Figure 2)

3. Click each design you wish to consider, and note its appearance in the Preview frame on the left. When you find one you want to use, click Apply.

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Chapter 30

Adding a Logo to the Background Your company's or client's logo can give a stock presentation that important made-too rder look.

1. From the View menu, choose Master and then choose Slide Master from the submenu. (Figure 4)

or Hold down the Shift key as you click the Slide View button.

2. With PowerPoint's drawing tools on the Drawing toolbar, modify the existing background graphic objects or add new objects. (Figure 5) See Drawing Shapes, page 247.

or, to insert a logo stored in a file: From the Insert menu , pause on Picture and choose From File in the submenu that appears.

3. Click one of the View buttons to leave Slide Maste r view and see the effect of the changes you've made . (Figure 6)

t/ Tips • You can copy and paste a graphic

image from another program onto the slide maste r, or copy and paste graphics from the slide master of another presentation onto the slide master of the current presentation.

• Any graphics that are already on the slide master as part of the template background must be ungrouped before you can modify them. See Grouping and Ungrouping Shapes, page 248.

242

!mil .; Slide

outline Slide Sorter Notes Page Slide Show .. Biuk and White ntle Master !\' Slide Miniature Handout Master

Toolbars • Notes Master

Rul er Guides MG

Header and Footer_ Comments

Zoom ...

Figure 4. 7be View menu.

Figure 5. 7be Drawing toolbar.

Figure 6. An inserted logo on every slide in Slide View.

FonL llulleL. Alignment ~ llnP Spacing .. . 01anoe Case .. . Replace Fonts-Slide Layout.. Slide Color Scheme_

Apply Design_

Colors anrH111es ... Ob)~ct. ..


More Colors-fill Effects... I'

Figure 8. The Background dialog box.

II::J' "'- ~.:ll nil Ell'ects ~

Gradient\~~~ I 0~ l rtoton [ CIDCil I Oonerolor 0 Twcolor> 0Pre,.t

·-~·· .. ·-~ 0 Horlzontel I::J 0Vorllcol I• 0 DfoooMI up 0 Dfaoonol cl>.,n Sample: 0 from corner

D Qfromtltlo

Figure 9. The Fill Effects dialog box.

Customizing Presentations

Changing the Background Color and Shading 1. In Slide view or Slide Master view,

choose Background from the Format menu. (Figure 7)

2. On the Background dialog box, pull down the Background Fill pop-up menu and choose a solid color or Fill Effects. (Figure 8)

3. In the Fill Effects dialog box, click through the tabs and select the features you want. (Figure 9) Click OK when done. Click Apply in the Background dialog box.

V' Tap • To see the new background shading

while the Slide Background dialog box is still open, click the Preview button and then move the dialog box to the side.

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Chapter 30

Changing the Text Fonts 1. From the View menu, choose Master

and then choose Slide Master from the submenu. (Figure 10)

0 1'

Hold down the Shift key as you click the Slide View button.

l . Select the text in the Title Area or the text in the Object Area on the Slide Master and then change the text fo rmatting as you would text on any slide. (Figure 11) See Formatting Text, p age213.

or, to f ormat the text at a particular bullet level on bullet slides Select the text in the Object area at the bulle t leve l to format and then make formatting changes. (Figure 12)

3. Click any View button to switch to another view. (Figure 13)

e/ Tips • To change the bulle t style at a bullet

level, select the text at that level, choose Bulle t from the Format menu and then choose a diffe re nt bulle t sty le, size, and colo r on the Bullet dialog box.

• The color of the text is determined by the color sche me, but changing the color of text on the slide master overrides the colo r sche me.

244

lml!!l w' Slide

Outline Slide Sorter ~tes Pege Slide Show

BlockOnd White Tltl e Moster I Slide Wnlature llandout "'ia.ster

Toalban • Notes Maste.r

Ruler G<Jides MG

-lfeacter and Footer_ Comments ..,.,. ZODnl -

Figure 10. The View menu.

Title area Object area

I 1

click-toledit .. Master-tit e-·-·-l i .. S.~¥~~ -.. .. .. . .. ,.. • .,. ..... .I .. _

I Click to edit Master text styles I Second level

1 Third level • J:"(lt,;fth I &Vel

F"11th level

i~!.-:.~~.: ... ~~~-~-~.t. L ............... -·.~':'!.~-- -~!~..:'tt\j \-···--·· ·-~"~ -~' l

Figure 11. The Slide Master.

I Click to edit Master text styles 1 Second level

Third levol -Flftn level

Figure 12. Select the text at a particular bullet level to change text .formatting at thai level throughout the presentation.

Figure 13. Click any View button.

Alignment Une Spotfng ... Olonge C<lseAeplore Fonts-

Slide Layout_.

BackuroundApplyDestgn_

Colors and UoesAutoShope_


-~ c::!iU:l c::E!D

r,-..,...,."1

l.!tooll;.\ ..... y-IIW .. -... .,.~ .....,.....,.,~ .. ,......... ......... .,.,.... ....... ,

Figure 15. The Colm· Scheme dialog box.

, .... ~ ...... --J n-• r_,., ... ·. ~-. .... , ..... o-• IO_.,t .... ~ .....

( ....... .,....,.._.,.,.. ... ~

L~;7.~~,..l

Figure 16. The Custom tab of the Color Scheme dialog box.

"-"===='----. CE:J ~

Figure 17. The Background Color dialog box.

Customizing Presentations

Changing the Color Scheme The eight colors of the color scheme are the colors used by all the elements on slides unless you change the color of a specific element. The color scheme is stored in a template, so when you switch templates, you end up switching color schemes, too.

You can select predefined color schemes or create your own.

1. From the Format me nu, choose Slide Color Sche me. (Figure 14)

l. On the Color Scheme dialog box, click the Standard or Custom tab. (Figure 15)

3. Choose a standard color scheme on the Standard tab, or create one of your own on the Custom tab. (Figure 16)

4. On the Slide Color Scheme d ialog box, click Apply to All.

t/ Tip • To change a color in the color scheme,

click the Custom tab in the Color Scheme dialog, click one of the Scheme colors to change, and click Change Color. Then choose a color on the Color dialog box that appears. (Figure 17)

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Saving a Custom Design You can open a template, make any or all of the changes detai led in this chapter, and then save the custom te mplate for use with future presentations.

1. Make formatting changes to the color scheme and slide master of a presentation or template.

l . From the File menu, choose Save As. (Figure 18)

3. Pull down the Save File as Type popup menu and choose Presentation Template. (Figure 19)

4. Enter the name of the template, choose a location w here you want to save it , and click Save .

V' Tip • You may use any presentation as a

template, but saving it as a template conserves disk space.

146

1111!1

Saw. Dl HTJr.L

'*9' Setup_

I&N 1&0 IIW

xs

Print- • p 1--:-Send To •

_'!!~e~es_

t J.CGciAlOSh ~Je;ct st•tUS 2Midatofb Hlk....M«ert•Q Sthedule 3 Mlclntas-l'l ltD:-011 Oton. ~Ma~n~toctq.art

Qlllt 1&0

Figure 18. File menu..

I C! Documents I ~ I 8 Moclntosh -

~AttlOII fttau . l neu I G!Ad OtidQOl

(j Address List ror \tall Mer ge I Deslttop I [loeforll!:we complele the tour

I Now !J I ~ Hlue Sky Alrt lnes

[;} Blue Sk'YSoles I Options- I ~Book.Snles

~ 6rld(leh<unpton Garden Oub . I cancel I Snve A5: I 5ovo I IIIDDIIIU!UIE I Save m e u Type: ./ Presentotlon

I'OWI!rPolnt Show Powcrl'olnt4.0 Prcsentollcn Powerl'Oint J.O Prosent<rtlon Outline (RTFText) PowerPolntAdd· ln Scropbook (Pictures) Moclnmsh Picture (PI CO Graphics lntorchonuo Formot(GIF) Joint Photourophlc Experu lli'O~p (JPEG) Portable Networt< Gr•Phlts CPNGI

Figure 19. Choose a p resentation template .

Drawing on Slides

Figure 1. The Drawing toolbar.

0 Figure 2. Drag to create the shape.

Font •• Bullet... Alignment ~ Line Spulng ... CIHmge ca~c~ Replace Fonts ...

Sll~e Layout ... Sll~e Color Scheme •. Backgroun~ .. . Apply Design .. .

AutoShape ...


(til

Co»n (~""I 0'-~ l n.n,.,.._"W

et•· r--... , !t(.•·

..... r:--... ] 'fti i~M:

.. Y I '

,,,...,h ...

Figure 4. The Colors and Lines dialog box.

1. In Slide view, click one of the drawing tools or menus on the Drawing toolbar. (Figure 1)

2 . Drag with the mouse pointer to create the shape. (Figure 2)

3 . Click the shape and choose Colors and Lines from the Format menu. (Figure 3)

4. On the Colors and Lines dialog box, choose a fill color, line color, and line style. (Figure 4)

V Tips • To keep a shape regular (e.g. a square

instead of a rectangle; a circle instead of an oval), hold down the Shift key while dragging through the area to create the shape .

• Line and fill controls are also on the Drawing toolbar.

• To add text to the center of any shape, click the shape and then begin typ ing.

247

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Chapter 31

Grouping and Ungrouping Shapes By grouping several objects, you can treat them as a single object. Simply select and then move, copy, or format the group.

1. Hold down the Shift key as you click each object for the group. (Figure 5)

or With the Selection Tool, draw a selection box that entirely encloses only the objects to group. (Figure 6)

l. From the Draw or shortcut menus, choose Group. A single set of handles surrounds the objects in the group. (Figures 7-8)

t/ Tips • To ungroup objects, select the group

and then choose Ungroup from the Draw or shortcut menus.

• The Regroup command reestablishes the last group that was ungrouped.

148

Figure 5. Hold down Shift as you click objects one after another.

,---------------------·-··············-····-------.. i Lone Star Services

I i i

! i i l ' '······-·······························-············· ~

Figure 6. Draw a selection box around objects to group with the Selecl.ion Tool.

rt,~ Uugru ur; ~·fleorc•up

OrOt •

Snep ,..dge AJign or Oh1rlttut t. flollteornlp

tJ: ll~rnut~Ctnlll!r1ort.

SH A.utoS'hape Dtfautt.t

Figure 7. The Draw menu.

0

Lone Stor Services

Figure 8. Handles stwround the group.

Figure 9. Select an object to rotate.

Figure 10. Select the objects to align.

~::~vv d'l•tfliUP

~'"' ...... t ~AU llfiiiOJI'

'f..; l~rotl(r CI,.t>f"C"WIJ ll:lf All~t~Top !~ccutP'l:lnl:l o(?AJioa Joallala

0'1•••• A.Utoitl"" A Allaa Bod.om

P.\-....:; .. ';;:: .. ;:;".::"'::."':;"":::':::"~::..• -i §:~::::o::fy Of«W•ltrJ ~ Alit • ..,. ... ,,.

lttlll,.,._ lo ll u

Figure 11. The Align submenu.

!(l Gt11up

·~ :C:l.ntroup ~~uronp

Onlr.r D

-- --Snop • ~dQt: • D All on or Dlttrtbute •

-lteroutt: ConnK'tON-M@jMI~ ~Aatatele_ft

c4: tdlt Polna ~ Rot•te Fight OtangeAUtoShar~e • - -

jJ~ flip lfortz.ontal

SttAwtoSh•Pt Detoult:s <; nlpVI!rtiUI

) Drow ·~0 AUtoSh•o••· '- " O O iiiil -4 j & I bhl <tfl ,...,..;,.

Figure 12. The Rotate/Flip submenu.

Drawing on Slides

Aligning and Rotating Shapes 1. Select the object to rotate or the

objects to align. (Figures 9-10)

2. From the Draw menu, choose Align and then choose an option on the submenu. (Figure 11)

or From the Draw menu, choose Rotate/ Flip and choose an option on the submenu. (Figure 12)

v Tips • Objects align with the object that

extends farthest from the center of all the objects.

• If you choose Free Rotate, p lace the pointer on a corner ha ndle and drag around the center of the object to the desired angle. (Figure 13)

()

Figure 13. Free Rotating an object.

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Chapter 3 1

Overlapping Shapes 1. Select an object to move above or

below other overlapping objects. (Figure 14)

2. From the Draw menu, choose Send to Back, Send to Front, Bring Forward (one level) or Send Backward (one level). (Figures 15-16)

Table 28-1 lists the overlap options.

Table 28-1. OVerlap Opttor~s

Send to Back

Bring to Front

Bring Forward

Send Backward

150

Moves an object to the bottom of an overlapping pile.

Moves an object to the top of an overlapping pile.

Moves an object one layer closer in the pile.

Moves an object one layer farther down in the pile .

Figure 14. Select an object to shift in the overlapping pile.

Snop l'tld ge Align or lllstrlbub! Rotate or nip

tp Heruute Ctmnl!ct on

Figure 15. 7he Draw menu.

Figure 16. 7be object after it is brought to tbe front.

Creating Slide Shows

El ..a BBI :!ii1. lill ~ I

Slide Sort~r

Figure 1. Slide Sorter View button.

1

.... •~o~ Dlf<hrb~•$ •:.-ou Cl'w<l H'bur-lDoCo~....-()c _, .

untftfed 2 ~ . .,

Figure 2. The Slide Sorter too/bar.

I No TnMitlon

Sllde.Transl~on .~..._ ....,'tt&l,;l

iol

I APJlv t~ on)

Apply

Cllc.l

Figure 3. 1be Transition dialog box.

[1-N)k:,l:t.Jr4,..: r:J'rNH~tJ,..r:

C..11,$(

Figure 4. 1be transition icon.

Adding Transition Effects Transition effects are the dissolves, splits, wipes, and other TV-like effects that a slide show can use to bring each new slide into view.

1. Click the Slide Sorte r View button to switch to the Slide Sorter. (Figure 1)

l. Click the slide for which you wan t to change the transition effect.

3. Click the pull-down button next to the Transition Effects box on the Slide Sorter toolbar and select a transition effect from the list. (Figure 2)

or Click the Transition button and choose a transition Effect, Speed, and Advance option on the Transition dialog box. (Figure 3)

v Tips • To apply the same transition effect to

multiple slides, hold down the Shift key and click the slides and then choose a transition effect.

• To preview the transition effect in Slide Sorter view, click the transition icon that appears below each slide that has a transition effect. (Figure 4)

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Adding Text Body Animation Text body animation brings each bullet on a bulle t slide into view with a special effect.

1. In Slide Sorter view, click the bullet slide that requires text animation. (Figure 5)

l. Pull down the Text Body Animation list on the Slide Sorter toolbar and select an effect from the list. (Figure 6)

t/ Tips • To apply the same build effect to

multiple s lides, hold down the Shift key and click the slides and then choose a build effect.

• A slide with a build effect shows a build icon at the lower le ft corner. Unlike the transition icon, you cannot click the build icon to preview the build. (Figure 7)

252

Figure 5. Select the bullet slide.

1~::~ 1 .. ,.~ .... ~:~-- -

Figure 6. 'Jbe Slide Sorter too/bar.

, ......... _____ ........... -........... _.._.... ..... -----~";..--.:.-"

,_:::::o:r.:-..o·- ..

:· W IIUUlli·- ~:.::: olooo .,,.,

. ~.~ .... ... -.. ............... ~-....----.... ~ .. ---·JW• ·=.~ .... --.... ---.. -..-, ·--

6

Figure 7. The build icon.

7

3

.~ .. -......-.......... ...... ..

.~ ............. ~··-.. ........ ...w •• .(0-~- ... -

.E~?:

Figure 8. The Slide Show view button.

, . '

VIew Show Rehearse Timings Record Narration_

' Action S..ttons ~ Action Settings •. Preset Animation ~ Custom Au\malloll ... Animdtlon Preview Slide Transition • •

Hide Slide Custom Shows •..

Figure 9. T11e Slide Show menu.

~~SetVp Show C:C:

Sbtv t•pe f) Prwe.nted b'.l e .sputar (full.s~rtett) 0 Sf"''oned b9 an lrJtiv1d~1 (vlndw) 0 Brwu:d • l $ k:lrAt (full t enen)

0 Loop ClllrrlhuJOU31 tJ urrtU 'be' 0 Sh<N' vHhtut nerntioM QSbwov11heutUIItnaliOO (1Stw,.rollw

["~ flAil

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e lhlnQ t1mtrq,, tf pr~nt 1-H

~CE:l

Figure 10. The Set Up Show dialog box.

Record Ne!Tatlon_ SetUp Show_

Action Buttons ~

Action Settings ... Preset Animation

Figure 11. The Slide Show menu.

Creating Slide Shows

Displaying the Show 1. In Slide Sorte r view, click the first slide

to view in the show and then click the Slide Show view button. (Figure 9)

or· From the Slide Show menu, choose Set Up Show. (Figure 10)

2. On the Set Up Show dialog box, choose the type of show, which slides are to be shown, and the method used to advance slides. (Figure 11)

3. From the Slide Show menu , choose View Show (Figure lla)

V' Tips • Choose Rehearse New Timings on the

Slide Show menu or click the Rehearse Timings button on the Slide Sorter toolbar to practice manually and record the duration of both the show and each slide. To use these timings, choose Use Slide Timings on the Set Up Show dialog box.

• You can also use the Poweroint Viewer w display a show. Download the viewer at the following Web address: www.microsoft.com/office/ office/viewers.asp#ppt.

Table 29-1. Slide Show Keystmkes atld

Mouse Clicks.

Next slide

Previous slide

Go to slide number

Stop/restart show

Black/whlte screen or return to show

Mouse button, Spacebar, Return, orN

P or Delete

Number+ Return

s B orW

253

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PowerPoint

Chapter 33: Basic Techniques ............. 257

Chapter 34: Copying and Linking ....... 265

155

Parts Combining the Applications

Chapter 33: Basic Techniques

256

About Sba1ing /nfonnalion Among tbe Office Applfcations

About Dragging and Dropping Among tbe Applications

Drag and Drop: Moving an Object Editing an Object After Dragging and

Dropping

Embedding all Objectwitb Copy and Paste Special

Creating an Embedded Object

Linking Objects witb Copy and Paste Link Updating a Link

Chapter 34: Copying and Linking Excel to \17ord: Copyiug Ranges o[Nrtmbers

Excel to \Vord: Linkir1g Nrtmbers Excel to PowerPoint: Grapbing Numbers

Excel to Power·Point: Linking Excel Data to a PowerPolnt Chart

fu.·cel to \flo,-,i: Publish and Subscribe

Word to Excel or PowerPoiut: Copying Te.xt ll'lb1·d to PowerPoi11t: Using a lY'brd Outliue

File

PowerPoint to 117orcl: Copyi11g a Presentation Outline to \Vorcl

Basic Techniques ID!lli' liil j ei~~] X ~~Cj<J-r•- l t.• l >: I· !lii !Dfi3 lo.~.. · " -JOO r 11 · 11'_1111_'11 !l'l j m ~ , :a .'!8 1.~-£11! .,

_ Aq B_ugge_L _ _ • _ _ _ __

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TV Radio $78,000 $8 .200

78.000 8.200 82,500 11.000 82.500 l I .000 64,000 6,700

Figure 1. A table copied from Excel to Word.

About Sharing Information Among the Office Applications Alone, each Office application is impressive enough, but combined, they form a powerful system that can pass information among the applications.

To add some numbers to a memo, you can copy a table of numeric data from Excel to a Word document. To ensure that future changes to the Excel numbers w ill flow through to the document in Word, you can even create a link between the original numbers in Excel and the copies in Word. Then, whenever the Excel numbers are updated, the copies in Word will be updated, 'too. (Figure 1)

257

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Chapter 33

About Dragging and Dropping Among the Applications The easiest way to move something from one application to another is with Drag and Drop. Dragging and dropping between applications works just like dragging and dropping within an application . You select an item to d rag, called an object, and the n drag it between two application windows that are arranged so that you can see them both. You can select a range of numbe rs in Excel, for instance, and drag it to a PowerPoint slide. (Figures 2-3)

Table 41-1 lists objects that you can drag and drop.

Table 41-1. Drag a11d Droppable Objects

Word

Excel

PowerPoint

258

• Selected text • A table

• A cell • Selected range of

numbers • Drawn graphics

• A slide from Slide Sorter view

Figure 2. An Excel range.

u--Ad &rip/ I I Media 13uys tf~UIM TV /llif/11

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;r, $96.000 4-19 000 !l2 JOO :; ::= :~

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Figure 3. The Excel n;mge dragged to a PatoerPoint slide.

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Basic Techniques

Drag and Drop: Moving an Objed 1. Arrange the two application windows

so you can see both the source object and its target destination. (Figure 4)

l. Select the object. (Figure 5)

3. Drag the border of the object to the other w indow. (Figure 6)

4. Release the mouse button to d rop the object at its destination. (Figure 7)

·--- - ... ~ V' Tips Figure 4. Excel and Word windows.

Figure 5. A selected range in Excel.

Figure 6. Dragging the Excel mnge to \Vord.

• To arrange the windows so that you can see more than one at once, drag the title bar of the windows and/ or drag the resize boxes of the w indows.

• When you drag and drop an object, it becomes embedde d in the destination application. Any changes to the o riginal are not reflected in the copy unless you establish a link using Copy and Paste Link. See Linking Objects with Copy and Paste Link, page 263.

...... .. (>o ....,~t .. ~ ..... &o a.~IIIC. t""f-..-l

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1/ldfq $8.200 8.1¢0

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SS:?:!OO

Figure 7. The range as it appears in Word.

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Chapter 33

Editing an Objed After Dragging and Dropping Even though you've dragged an object to another application, you can still edi t the d ragged object using the tools of the original application in which it was created. If the original application is W'ord, Excel, or PowerPoint, you may even be able to edit the object in place.

During in-place editing, the menus, toolbars, and other controls of the o riginating application temporarily appear within the application window in w hich you have been working.

Double-click an object that has been dragged from another application. (Figures 8-9)

V" Tip • If you select an object, you'll see

whether you can edit the object in its original application. The status line at the botrom of the application will advise you to double-click if you can edit the object. (Figure 10)

260

· - ···· ·•

I 1.200 l AOJ

150 f93 130 lOS 640 ~l

6CO 2CO

0 275

•

Figure 8. Double-click an Excel range in Word to edit the range witb Excel's tools.

Figure 9. 71Je range appears for editing along with the tools of its onginating application.

~ l ~ llqll tal :~1 41 '11 1

II Draw • ~ (;) J AutoShapes • '\. "" Doublt· clld< to Edit Microsoft EKctl 'w'orkshott

Figure 10. 71Je status line ill Word.

Figure 11. Selecting an Excel range.

0 r~,~ .. .. ... 1• ... .. , • • • •• , .. ........ . .. · ~ · .••..

~'""".::1)11:'.- .... -'-=c ... ...-~n:ke~II'IXCottD ,.. kml .... .,...,~...c .... ,.llll~l-)tle!Mw~.&.J' :,~.,-'~=::.::'i~.,. .. :Mbb~lllt.,.~.« ~::.::~~~~~=~:::~~=~c.:.:C'-If~~:-: -~~.allaltb ,...,,~~-,llu:ut *> t-'1' -r.t WWt;a _,.,:l.bfCI ... fCifO':IIItll&t~DIItJIIb·llc:-t'l,.:le:.:r. ,:tJIC'of,,

I_

Figure 12. Click at the destination for the Excel object.

~PosmSporfot~

Sur«:

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sa {lotto .... , Wtt 0Plt~I\I UICOO

Figure 13. 7he Paste Special dialog box.

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s.•...-

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a Total $96,000 a$~49.000 $52.300 a

Figure 14. The ,-ange appears in ·word.

Basic Techniques

Embedding an Objed with Copy and Paste Special To transfer an existing object from a source application to a target application, you can embed the object. All the data for the object is copied to the target application. As a result, you can move the target file to another computer, and the object, which has become an integral patt of the target file, is moved, too. Objects that are copied and pasted become embedded.

1. Select the object in its source application. (Figure 11)

l . From the Edit menu, choose Copy.

3. Switch to the target application and click at the destination for the object. (Figure 12)

4. From the Edit menu of the destination application, choose Paste Special.

5. On the Paste Special dialog box, double-click the item that is referred to as an "object" on the list. (Figure 13)

t/ np • To edit an embedded object, double

click the object. Either the source application will open in a separate window or the controls of the source application will take over the current window. If it appears in a separate window, after you edit the object, select Update from the File menu, and then Close & Return from the File menu. If the controls of the originating application take over the current window, click outside the frame that contains the object when you finish.

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Chapter 33

Creating an Embedded Objed Rathe r than e mbed in a document an object that you've already created in a different application, you can create the object in the alternate application as you work in your main application. This gives you access to the tools of o ther Office applications at any time.

1. From the Insert menu of your main application, choose Object. (Figure 15)

2. On the Object dialog box, double-click the appropriate object type . (Figure 16)

3. In the other application, create the object.

4. From the File menu of the o ther application, select Quit. (Figure 17)

5. On the d ialog box that asks if you want to save changes, click Yes. (Figure 18)

t/ Tips • To edit an embedded object, double

click the object.

• If the second application allows inplace editing (the menus and toolbars of the other appl ication appear in the current window) click outside the frame of the new object you are creating rather than follow ste ps 4 and 5.

262

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Figure 15. Tbe \.\7ord Insert menu.

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Figure 16. Tbe Object d ialog box.

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Figure 17 . Tbe File men u .

Figure 18. '17Je "Save cha~1ges?" dialog box.

Figure 19. Select range in Excel.

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na • a .. r • Dtlete- . k oetmsr.ut t.Aove or Copy sr.eet... lllld- •r .. ,..,._

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Figure 20. The Edit menu of the source application.

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Figure 21. The Edit menu of the target application.

Figure 22. The Paste Special dialog box.

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Figure 23. The linked copy in Word.

Basic Techniques

Linking Objects with Copy and Paste Link When you link rather than embed an object, the object remains in its originating application. A copy, which is linked to the original , is displayed in the second application. Any changes to the original show up in the linked copy.

When an object will need frequent updating, link it to be sure that the changes to the original will flow to all other applications that display a linked copy.

1. Save the file in which you've created the object.

2. Select the object to link. (Figure 19)

3. From the Edit menu, choose Copy . (Figure 20)

4. Switch to the other application.

5. From the Edit menu of the o ther application, choose Paste Special. (Figure 21)

6. On the Paste Special dialog box, click Paste Link and then double-dick the description of the object to link. (Figures 22-23)

t/ Tips • Double-dick the pasted copy to edit

the original object.

• Each link automatically updates every time you open a document containing links.

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Chapter 33

Updating a Link Links created with Copy and Paste Link update wheneve r you reopen a file in which they're found. You can manually update a link at any time, though.

1. From the Edit menu, choose Links. (Figure 24)

l. On the Links d ialog box, select the link on the list of links. (Figure 25)

3. On the Links d ialog box, click Update Now.

4. Click OK or Close to put away the Links dialog box.

V' Tip • To set the link so that it updates only

when you choose Update Now, choose Manual as the Update option on the Links dialog box.

164

mil Undo Paste Special liZ Repeat Paste Spedll ICY

CUt IIX Copy IIC Parte IIV Porte Specia l-_!~ ltvperllnk

Clear Select All Ill\ -rind- xr RepiDCL. llll Go To- IIG

Unked Worksheet Ob)1.ct • Publishing • Figure 24. 7be Edit menu.

Unks

Sura tlh lt.tM trpe u~-~ j •-~ol

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Figure 25. The Links dialog box.

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"

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Figure 1. Word and Excel side-by-side.

Figure 2. Select the range to copy and drag it from the Excel window to the Word window.

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16,000 17,500 17500 14.000 1500C

196 000

.,_. ' 6 ,.,...,..,. , ' coif .... o.-.t.·6.·• • s•• . •• • .,. , '" l"' ' '' """ u•• .. .., 'U

Figure 3 . Release the mouse button to drop the E:r:cel range in the document.

Excel to Word: Copying Ranges of Numbers 1. Arrange the Word and Excel

documents so you can see them both. (Figure 1)

l . Select the range of numbers in Excel. (Figure 2)

3. Place the mouse pointer on the border of the range and drag the range to the Word window. (Figure 3)

4. Release the mouse button when the insertion point is properly positioned in the Word document.

v Tips • The Excel range becomes embedded

in the Word document, not linked. Changes to the numbe rs in Excel do not flow through to the Word document.

• To modify the numbers in Word using the Excel menus and toolbars, doubleclick the range in Word. Click in the document outside the range to return the Word menus and toolbars to the w indow.

265

[ S' f a.

PowerPoint

PowerPoint

Chapter 34

Excel to Word: Linking Numbers 1. Select the range of numbers in Excel.

(Figure 4)

l. From the Edit menu, choose Copy.

3. Switch to Word.

4. Position the insertion point at the destination for the copy of the range. (Figure 5)

5. From the Edit me nu , choose Paste Special.

6. On the Paste Special dialog box, choose Paste Link. (Figure 6)

7. On the Paste Special dialog box, double-dick Microsoft Excel Worksheet Object.

The range appears in Word (Figure 7)

v Tips • Because you pasted a link, any

changes to the range in Excel w ill be reflected in the Word document. If the Word document is not open, the changes will appear the next time you open the document.

• To update the link, choose Links from the Edit menu and then click Update Now on the Links d ialog box.

• If you move the docume nt to another computer, you must also move the Excel file to the other computer.

• To edit the range in Excel, doubleclick the range in Word.

166

Figure 4. Select the range to link.

T'M:.lp~ett:l::.o-loci ¥C:t.~~oC:Q~nu• II«WWIIIIICnta•~ ,.., . :.tc.._t .. UIJJOQJ_f _.(l¢.- .... ffo~IOII;~ ..... c-.J, e..,.o,.......,. &t,f'99lUtC ''III5(•l'lft ii'WII,.,.. V'..J~ ..... !.\11,. _ 1:7, o.lll .. t.UOII-Lt> • nc-.•n.-I'JMIII:IIII9)'J

&oar .. wr.-~"""""• -.!tctt1Drbe..r.W:"tdt..,)'ttr ..-:.1111.1 A.eorr.uac o.~~l!.fi!CI .., tlilinW ~~tJrc .,• --.:t,t111t~ca =--•,• •:. -to";~~--~a.f'alll.~•" -._-.o .,.u" ~~ tM ... :&_....I:. .. lra:b filf iiQUII~---tobrwii.I,IOIIZII ;...-.. ,...

Figure 5. Click at tbe destination for the Excel range.

Saut'tll: Mllr'oMn r ..... J'Wtn•M~ "-'ti i.ICIA\01:4

Q ..... •~• li.'\'!

"" ' c r ll"'tttt~:~ hxt err \Jr.fw rr.n.d Tn:t ptu~o~r• WlfG H -~~trhl\k ~n..tMrtP:t

••un---====-====~- ottjjlt~~n fe.oti N"hl'!l~lof ••C1\IbNt•N• ,t¢1.-, J

~-1!] ,.,u\.W;•••Ift ,.,_,..,,lt.,.t..,...fr• ~· . • • .,._,...m. ..... ... "f'IH4t4.,!i ___ ,

- - -Figure 6. 17Je Paste Special dialog box.

n.ul '"rot .:I JOCbul toel1~ --.tlllet.:rnrt• .. ~n-•C.b )'MIIIM:ISI.Mif•f*'Utlll:ll;- 4 '01tae.t .. """"'p. ... ,.'l""r ...... , '- rw.~ui."Cb ...... tU."Cl .. Cti.W•~,..~ .. Ut!wU(MiiQI ""J'J~. COSll•• •ac.• • vwflc•"-I'OUi'alm

hkwlna.on.h n - • .s• -.u a t. tno W ci 1M,.._, .,...,, .......,IUli( C.~I·C.-Itbr.:W IJ.~te~ ... ...tt!ll, l • ti )'C"'eu llllll.t •e-=•~~Of"' FQIU· ''-••'.,.. .. -'lt'...-l."Tia' lw-1ftMJ'OIMII¢11: lCt~t:lfO'QIIIUuti,_MI_*1'"HIKWIL\ tll «!!lll ... ~!.

AdOIIdflOI

tlo!Jazi'no TV Radio Jon $1 6,000 $76,000 $6,200 Feb

: ~:~~~ ' 76,000 6,200

Mar 82,500 11.000, Apr 17,5001 82,500 11.0001

r~·Y 14,000 64,000 6,700f Jun IS 000 64,000 7.200 r

iTola l S96:ooof $4~9 .000 $52.300

Figure 7. nJe Excel range linked to a Word document.

Double click to add chart

Figure 8. The PowerPoint Chart slide.

.. '~ ~ :'29rir•PhlnM O..dtMP'ruut)tJQa•O.t4"hei'IC: ..,~~..!P-=s.Eie !Ill I c ~ r; p ..

-f-i ----::'---- ---!---'------. . Figure 9. The datasheet.

Can't \,.Indo :li!Z

Cut sex (Qpy :l€C Pcute 8€V Paste ll nk.-Clenr ~

Delete ... &eK Unks ...

' Import File ... [~

Figure 10. The Graph Edit menu.

~Import Data Options~

Select sheet from vorkbook: Cher t I

Sheet2 Sheet3

0 Enti re $heat

r

l:mport:

@) Renge: r.IA-::-37:0';:;~------,

[iJOver..,rtte exl$ting cell '

[ Cencel ) [I OK ~

Figure 11. The Import Data Options dialog

box.

Copying and Linking

Excel to PowerPoint: Graphing Numbers 1. In PowerPoint, create a slide for a

chart. (Figure 8)

2. Double-click the "Double click to add chart" placeholder.

3. Click the cell on the datasheet at the upper left corner of the range of cells into which you want to import data

from Excel. (Figure 9)

4. From Graph's Edit menu , choose Import File. (Figure 10)

5. On the Import File dialog box, select the Excel file you want to import. In the Import Data Options dialog box (Figure 11), choose which sheet or chart to import, and specify the range if you want to import only part of a worksheet. (Figure 11)

v Tips • You can consolidate data from several

worksheets in a single PowerPoint graph by importing data from different ranges.

• The procedure above imports the data but does not establish a link. See Excel to PowerPoint: Linking Excel Data to a PowerPoint Chart, on the next page.

267

r -S'

f l. a

Pow~

Polnt

i .s 1

PowerPoint

Chapter 34

Excel to PowerPoint: Linking Excel Data to a PowerPoint Chart

1. In PowerPoint, start a Chart slide and double-click the "Double click to add chart" placeholder so the datasheet is open. (Figure 12)

l. Switch to Excel and then select the range to link. (Figure 13)

3. From the Excel Edit menu, choose Copy.

4. Switch to PowerPoint and click the datasheet cell at the upper left corner of the destination for the data.

5. From Graph's Edit menu, choose Paste

~~~.;: CiraJIIIa,.,lalttl'"-•• .. •U.• ·~ c

~ . Z!~l___)Ll ..... 45~1.

Ill

Figure 12. Open a datasheet for a new chart.

Link. (Figure 14) Figure 13. Select the range to link. The data appears in the worksheet. (Figure 15)

V' Tips • Any changes to the numbers in Excel

will be reflected in the PowerPoint chatt.

• To update the link, choose Links from the Edit menu and then click Update Now on the Links dialog box.

• Be sure not to include totals in the data imponed. If you do include a total row, double-click the row header button for the total row on the datasheet so the row won't be graphed.

268

Cat~'t Undo ii!!Z

Cut sgx Copy aec Post!! SW

Clear

Pelete_ KK Link$.-

Import File.

Figure 14. Graph :S Edit menu.

-- ··- ~ "' ... ... !.;!!' I HI __!!.!! , ... l!\!!!

* -

--

-Figure 15. The data appems in the datasheet .

Figure 17. Choose Create Publisher from the Publishing submenu.

I§ OoiUftU! nts i t I ..!tArt•onPI•n j,Att&du,.t '! /l.d 8ud!JI'f lt'H~r ~Ad &udtJI'I Prf'\tn i~Uon !':"".Adt'rPn lht fo r M•II \lt'rUP. •

Nome of new edition:

0 M4clntos:h-

~ G1[U ~

Figure 18. Choose a name and location for the edition file and click Publish.

Figure 19. Choose Subscribe To from the Publishing submenu.

Figure 20. Locate the ed ition and click Subscn'be.

Copying and Linking

Excel to Word: Publish and Subscribe Office for Macintosh provides an alternative to Copy and Paste Link, called Publish and Subscribe. \Xlhen you publish a segment of a document, it is saved as an Edition file, to which other documents can subscribe. Changes made later in the published docume nt are reflected in the documents that have subscribed to that edition .

1. Select a range of cells in Excel.

2. From the Edit menu, choose Publishing .

3. From the submenu that p ops out, choose Create Publisher. (Figure 17)

4 . Choose a name a nd location for the edition file and click Publish. (Figure 18)

5. In the Word document, click where you want the Excel ed ition inserted.

6. From the Edit menu, choose Publishing.

7. From the submenu that pops out, choose Subscribe To. (Figure 19)

8. Locate the edition you want to subscribe to and click Subscribe. (Figure 20). The information is inserted in your Word document.

V' Tips • Excel cell ranges are subscribed into

Word documents as Word tables.

• To edit a ll subscribed copies of a published edition, edit the data in the original document that published the edition. Do not attempt to edit the edition file.

269

PowerPoint

PowerPoint

Chapter 34

Word to Excel or PowerPoint: Copying Text 1. Arrange the Word w indow side by side

with the Excel o r PowerPoint window.

2. In Word, select the text to copy. (Figure 21)

3. Place the mouse pointer on the text.

4. Drag the text to a destination cell in Excel or to a slide in PowerPoint. (Figures 22-23)

v' Tips • In Excel, the text goes into a cell as

though you'd typed it into the cell.

• Edit copied text using the destination applications own text tools .

270

Figure 21. Select text to copy.

• J•n t Ftb • Mar • Apr , May ,J..,

,....,gl.,ri'ht!_ l16.0:l0

16,0:)0 17,500 17,500 14.0QO, 15.000 96,000

I -

TV - 11e:ooo--

76,000 82,500 82,500 ~....~.OQO_ 6<: 000

4 49 ,0 00

Figure 22. Drag the text to the Excel or PowerPoint window.

Figure 23. The text on an Excel worksheet.

o Recent Developments = /nitialgrantslromstote

Formflfionolbcne!Jicommllfee 0 Pub/icityincreoscs

a TV appearances c Magazine articles

o Current Projects 0 Form11tlonof lldYisor.r/Jo8rd

a Summer benefit a Invitations a Location a Entertainment

a Le//N /Opolentialdonors

l!! • J . · -

Figure 24. The presentation outline in Word.

p 4 m. Utt 'l5ltW lcleelal *til

c~-OittuiMMJ es

~~HM. n ....... -..tt,. I] PI'1~ Utt ,....

~ t:l mJ~Ki ti ·-(1 i1Jre)t:.l fi"Crt$t

(;'"JKI.$ ...... ~ ...... \ 5f'tl

(! ~tl:-.c.tt .. [!r.wt.:.....t!~•n,.C'•:lf".~ [lt•• tMn. (lt•W~t ~1MtntQt:w>IReC.t"iien., (!t.._...tl ....... (!'t· .. ew\ r.\t .. t t ......

' itrosottc;tlc-r• 1•"1•-t,ll'h•-:;~

111:r11Nf\~"t4JOI111:~Wtrol

Figure 25 . Drag and drop the outline file to the PowerPoint icon.

l .. . ....

~==~~~, Q II I /i) ~ffitii•fiif§t.J.],(j.Qj

• liiHfld~httNJII I.Jtl

• f• II

• Tt:nN-b oltJIDdle-1/IN • Albld"'-ur-HI

• lY • ;>polfll'l .. l

·Mtc~~~·

2 0 O..rnmt Projoda . RxtMb tlfl'dlhtlty bolld

.s... ... ~ .... ~. _,_

. (Jor .... .......

· ~IDJJD.t.#Mik»«f

Figure 26. The outline in PowerPoint.

Copying and Linking

Word to PowerPoint: Using a Word Outline File 1.

2.

Create a presentation outline in Word and save it in a file. Each level 1 item will be the title of a new slide. (Figure 24)

In the Finder, drag and drop the Word outline file on top of the PowerPoint icon. The outline appears in PowerPoint. (Figures 25-26)

al' lip • Generating the outline in Word allows

you to use Word tools, such as the thesaurus.

271

PowerPoint

1! I .s '!

j

• Power-Point

Chapter 34

PowerPoint to Word: Copying a Presentation Outline to Word 1. Switch to Outline view in PowerPoin t.

(Figure 27)

2. PuU down the File menu and pause on Send To. Select Microsoft Word from the submenu that appears. (Figure 28)

3. In Word, save the temporary file that is created (Figure 29) and give it a permanent file name.

272

·~-tOM<I'ket S'..:n:m.ary · • to:tP• .. Pf--.&f~

. ,.. ,.,.,.~.h~l......,l~r.,rrJ"''r."Mtot•., • · -''

P'olrQ.~ttOI'\

ao Produti:Dee.::it:.on

4 o Cornpebton • lha CClf11JCfl)teiW'dtc~pe

- A-ooldlmooton litwol~l-.~\:n.""r t~t...S....,..tMt •A)Ittot!Uchto'!'p~t p-od.otl~-t,...Pf'O(ll>l

:~o ~riticmna • POIIUonhg af PfUdl,d or --"ee

-t• .. ~th.td ontro.tnu t•~U,.th-.tl•r~hQIIIflt~H• ~·*"' 0_1_

• Ca.JnD" pmri• ., .. ._II'WOI'tttu~ ln;ht~trwlt ~:~ ttt.~tor--btt. tono~r

6 0 Ccm:ru.cU ccmcn Strr..eg:es - ~boJIUCitnal



11 999 Advedising B~dgci Dan Henderson Market Summary • Marl<et Pea~ Present, & Futuro

- Revtew ch&ngu In mart: It 1h1re, lu denhlp, playm. marklt shtfts, cottt, pricing, compeddon

Product Definition • Dtscrlbo productlservlco being marl<etod

Competition • The competitive landscape

- Provide I n overview of product comp«Jton, th•lr strengths and wuJtntttll

- Posrtton ••ch competitor's product agaJntt new product Positioning • p~~~~~!.~P~~-~~~~r .. ~~.~-~~~- ___ .... _,_ ..... --- -·

Figure 29. 1be outline as it appears in a temporary Word file .

Symbols 3-D charts 226 3-D effects 108 3-D referencing 166 3-D View command 227

A abbreviations 113 active cell 131, 134 active ftle 18 Add Trendline dialog box 174 address books 45 Align command 249 All Caps 69 America Online 42 applications. See also Windows

defined 3 layout 8 opening 18 opening files in 19 quitting 13, 40 starting 12

arrows 106 Assistant, adding an 232 auditing sheets 183 Auto Scaling checkbox 227 AutoContem Wizard 196 AuroCorrect 113 autofilling ranges 138 AutoFilter command 179 AutoFormat dialog box 155 autoformatting 92 automatic page breaks 89 automatic saves 121 automatic word selection 25 automatically entering text 114

AutoSum 141 AutoText 114

creating 114 inserting 115

Average function 144, 147 averaging numbers. See Average function

B background color, slide 243 bar code, Word 118 binding space, Word 86 Blank Presentation option 195 boilerplate text 114 boldfacing 67 borders 159

Word tables 103 breaks 89 Bring Forward option 250 Bring to Front option 250 bullets 78

bullet level formatting 244 bullet style 244

Bullets and Numbering command 78 Business Reply Mail 118 By Columns 171, 222 By Rows 171, 222

c calculations in Excel 139-148 case 69 cells

active 131 alignment in 135 borders 159 comments in 181 copying data berween 152

173

" 1 -

Index

cells (continued) deleting 151 editing 136 entering data into 135 formatting numbers in 158

formatting text in 156 inserting 151 moving data berween 152 non-adjacent in formulas 145 pointer 131 shading 160

Center Across Columns button 157

centering 76 titles, Excel 157

cha racte r

spacing 68 styles 81, 84

Chart Objects list 170

Chart Wizard 168

charts 3-0 226 adding data labels to 221 adding titles to 220 axes 173 By Rows vs By Columns 222 changing the chart type of 217 chang ing the view of 3-D 227 chan area 172 Chan Wizard 168 creating 168 data tables 174 Excel 167

formatting 223-227 fo rmaning an eleme nt of 223 grid lines in 219 gridlines 172 High-Low-Close 225 legend 173 legends in 219 linking data from Excel 268 modifying in Excel 170 o bjects 170 plot area 172 starting, PowerPoint 215 title 173 titles 220 trendlines 174 types 171 types, button 217

174

types, default 168 what a re 215

Chooser dialog box 37

clip art 105, 112

Clip Galle1y 112

close box 13

collapse box 16

Collapse Selection button 207

collapsing windows 16

colo rs 108 fill 108 line 108 schemes 245

Column command, Excel 149 Column Width dialog box 149 columns

deleting 150, 151 equal wid th 91 heading buttons 131 inserting 150 line between 91 multiple 91 setting up 91 widening 149 w idening multiple 149

comments 181

compound documents 64

condensing character spacing 68

copying an object from one app ro ano the r 259 data between cells 152 Excel ranges to Word 265 formatting 32

copyright symbol 92

correcting typos 58, 113

Create Publishe r command 269 creating an embedded object 262

Currency formatting 158

D data

extracting 179 sheets 216 tables 174

databases in Excel 175-186 sorting 178 to taling numbers in 180

Date function 147 Days360 function 147 DDB function 147 Decrease Indent button 72 Default Paragraph Font style 81 Define Name dialog box 182 deleting 58

Delete Slide command 240 deleting slides 208, 240

Delivery Point Bar Code option 118 Desktop 6 dialog boxes 11 discussion groups. See newsgroups Document Template command 119 documents

starting new 57 switching among, Word 57

double spacing 75 drag 5 drag and drop 20, 152

between applications, defined 258 copying an object bet\veen two apps with 259 editing objects after 260 moving an object between two apps with 259 text 29

drawing, PowerPoint aligning shapes 249 grouping shapes 248 in PowerPoint 247-253 overlapping shapes 250 rotating shapes 249 ungrouping shapes 248

drop-down lists 5 duplicating slides 240

E e-mail 41, 45. See also Outlook Express

addressing 45 attaching files to 45 composing 45 forwarding 45 reading 45 replying to 45 s10ring 45

edit line 131, 136 editing

Excel data 136 Word 60

edition file 269 embedding 261

editing embedded objects 261 from within another app 262

entering text in applications 22 text in Word 58

entry ranges 137 envelopes

printing 117 printing options 118 reply 118 trays 118

Envelopes and Labels dialog box 118 Equal Column Width check box 91 Excel

charts in 167 copying text from Word 270 databases 175

Index

Excel to PowerPoint: Graphing Numbers 267 Excel to PowerPoint: Linking Excel Data 268 Excel to Word: Copying Ranges 265 Excel to Word: Linking Numbers 266 forms, creating 177 moving the cursor in 134 reviewing 185 starting 132 tracking 184 what is 127 window, described 130

Expand Selection button 207 expanding character spacing 68 extracting data 179

F favorites 44 fields in Excel 175 files

finding . 39 opening 39 opening in applications 19 opening on the Desktop 18 opening with drag and drop 20

fill handle 143 filling an Excel range automatically 138

175

~ -

Index

Filte r command, Excel 179 filtering data 179 FIM codes 118 Find dialog box 61, 80 Find Whole option 61 Finder 4 finding 61, 80

files 39 Find All 61 Find !\ext 62 Find Whole 61 formaning 80 Match Case 61 Sounds Like 61 Use Wildcards 61 Word Forms 61 Words Only 61

folders 19, 39 font

changing, Word 66 effects 70 Font Style option 67 formatting 65, 65-70 size 66 standard size 66 Wingdings 116

footers date, time, page number in 87 Word 87

Form command 177 form letters, Word 122 Format A."-iS dialog box 173 Format Cells dialog box 156, 158, 159, 160 Format Chart Area dialog box 172 Format Chart Title dialog box 173 Format Data Series dialog box 171 Format Data Table dialog box 174 Format Gridlines dialog box 172 Format Legend dialog box 173 Format Painter 32 Format Plot Area dialog box 172 formatting

finding 61, 80 finding and replacing 80 objects 31 page 85 paragraph 71-92 replac_ing 62

276

toolbar 31, 55, 131 fom1s, Excel 175, 177 formulas

copying 143 defined 139 referring to other sheets in 165 simple 140

Free Rotate command 249 Freeze Panes command 153 functions 142

Average 147 Date 147 Days360 147 DDB 147 example of 142 Function Wizard 146 FV 147 IRR 147 Max 148 Median 148 Min 148 Now 147 NPV 147 PMT 147 PV 147 Round 147 Sum 147 Today 147 using 146 Value 148 VAR 148

FV function 147

G General number format 158 Goal Seek dialog box 186 goal seeking 186 grand totals 180

graphics drawing 105 scanning 105 Word 105

grid lines 172, 219 grouping shapes 248 guners 91

width 86

H hanging indents 74 headers and footers, Word 87 headings, freezing 153 Height of Base percentage setting 227 Horizontal Gridlines button 219 HTML. See HyperText Markup Language hyperlinks. See links HyperText Markup Language 48

I !-beam pointer 25 importing

Excel data to PowerPoint chart 268 Word outline to PowerPoint presentation 271

in-place editing 260, 262 Increase Indent button 72 indenting

first line 73 markers 72 paragraphs 72, 74

Insert dialog box 151 Insert Graph button 215 Insert Hyperlink 47 Insert Microsoft Word Table button 235 Insert Object 262 Insert Word Table dialog box 235 inserting

slides 208 symbols 116 text 22

insertion point defined 22 moving the 23

Internet 41. See also Web applications, installing the 42 links 41 newsgroups 41 service provider 42

Internet Explorer 41 address fie ld 43 using 42

IRR function 147 italicizing 67

J justify ing paragraphs 76

K Keep With Next 89 keyboard

L

equivalents 10 selecting text with 27 shortcuts 31, 67, 69, 134

labels, printing 117 landscape printing 36, 85 left-aligning paragraphs 76 legends 219 Line Between check box 91 line spacing 75 lines

dashed 106 drawing 106 editing 106

linking Excel ranges to Word 266 Links dialog box 264 objects 263 updating a link 264

links 43 creating 47 Excel 47 managing 44 mouse click actions 47 PowerPoint 47 Word 47

M Macintosh

applications 3 desktop 4 folders 39 plug and play 3 shutting down 4 starting 4 what is 3

magnifying. See zooming

Index

I

277

I -

Index

mail merges checking for e rrors 122 creating 122 fields 122 Mail Merge Helper 122 printing 122

manual page breaks, Word 89 Manual update option 264 margins

page 36 Word 86

Master Document view 64 Match Case 61 Max function 148 Median function 148 menu bar 55, 131 menus

choosing from 10 keyboa rd equivalents 10

Merge Cells command 157 Microsoft

Network 42 Office 21 Organization Chan 229 Word. See Word Word Table command 235

Min function 148 Mirror Margins check box 86 mode indicators 55. 131 modems 42 Modify Style dialog box 83 mouse 25

cl ick actions 47 selecting text with 26 using the 5

Move Down button 206 Move Up button 206 moving

an object between applications 259 data in a sheet 152 in a document 24 windows 14

multimedia 41

178

N naming ranges 182 New command 57 New Slide

dialog box 202, 209, 215, 229 New Sryle dialog box 84 newsgroups 41, 46

reading 46 servers 46

Next bunon 63 nonprinting characters 59 normal style 81, 161 Notes Pages View 200 Now function 147 NPV function 147 numbering

0

formatting in Excel 158 pages, Word 90 paragraphs 79 paragraphs, numbering style 79 removing 79

object area on sl ides 244 objects 258

creating embedded 262 editing after drag and drop 260 embedding 261 formatting 31 linking 263 selecting 30 updating a link 264

Office Assistant 55, 131 Online Layout view 48 Open command 18, 19, 39 opening a me 39 operators 140 Org Chart layout 229 organization charts 229-246

adding an assistant to 232 adding coworkers to 231 adding subordinates to 231 entering members imo 230 formatting boxes, text, lines of 233 moving a subordinate in 231

orientation 85

Outline view about, PowerPoint 203 deleting slides in 208 entering text in, PowerPoint 204 insening slides in 208 reorganizing slides in 206 replacing text in, PowerPoint 205 showing only slide titles 207 switching to, PowerPoim 203 Word 64

outlining, about 203. See also Outline view Outlook Express 41, 45 overlap options 250

p

page breaks 89 automatic 89 manual 89

page formatting Word 85-92

Page Layout command 63 Page Layout view 63, 87 Page Number Format dialog box 90 Page Numbers dialog box 90 Page Setup command, Word 85 pages

margins, setting 36 numbering 90 numbers 90 shape, Word 85 size, Word 85

paginating 89 panes

freezing 153 unfreezing 153

paper size 36 Paragraph command 74, 75 Paragraph dialog box 74, 76 paragraphs

bullets 78 centering 76 double spacing 75 fmding and replacing formatting 80 formatting 71 hanging indent 74 indenting 72, 74 justifying 76

left aligning 76 marks 59, 124 numbering 79 right aligning 76 selecting 26, 71

Index

styles 81, 81-92. See also Styles: character vs paragraph

tabs in 77 Paste Function button 146 Paste Link 263 Paste Special

command 261 dialog box 263

Percentage formatting 158 pictures 112

dimming 112 flowing text around 112

pie charts, cutting a slice from 224 placeholders 210 plot area 172 PMT function 147 pointing devices 5 ponrait printing 36

Word 85 PowerPoint

copying a presentation outline to Word 272 copying text from Word 270 drawing in 247-253 graphing Excel data 267 importing a Word outline file 271 linking data from Excel to a chart 268 staning 194 starting a presentation in 195 what is 189 window 192

precedents 183 presentations

adding slides to 202 adding text slides to 209 changing the design of 241 changing the fonts of 244 customizing 241-246 formatting text in 213 saving a custom design for 246 staning 195 viewing in Slide Sorter view 237

press 5 Previous button 63

279

Index

Print Preview 89

printing 37 choosing a printer 37 envelopes 117 labels 117 landscape 36 mail merges 122 orientation, Word 85 paper size 36 ponrait 36 previewing 89 printers, choosing 37

Publish and Subscribe 269 PV functJon 147

Q quitting applications 40

R ranges

adding borders to 159 adding shading to 160 autofilling 138 autoformatting 155 centering titles above 157 copying from Excel to Word 265 entering data into 137 linking from Excel to Word 266 named '165 naming 182 summing 141, 142

records in Excel 175

redo 21

registered trademark symbol 92 Regroup command 248 Rehearse New Timings option 253 Remove All Arrows command 183 Remove Split command 154

repaginatJng 89 replacing 80

formaning 80 Replace command 62 replace vs. replace all 62 text 28

resize box 17

280

reviewing changes 185 right aligning paragraphs 76

Rotate/Flip command 249 Round function 147 row command, Excel 149 row heading buttons 131

Row Height dialog box 149 rows

changing the height of 149 changing the height of multiple 149 deleting 150, 151 inserting 150

ruler 55, 77

5 saving 38

automatic, Word 121

scrolling 5 scroll bars 24, 124, 131 scro ll position indicator 24

searching. See fmding

sections 88 breaks 88

Select Browse Object bunon 63

selecting 5 multiple lines of text 26 objects 30 pamgraphs, Word 71 text 25, 26 text with the keyboa rd 27

Send Backward option 250 Send to Back option 250 Series in Columns command 222

Series in Rows command 222

shading 160, 243 Word tables 103

shadows 108 shapes 107

aligning 249 drawing 247 making text conform to 110 overlapping 250 rotating 249

sheets auditing 183 autoformatting 155

consolidating 166 entering data into 135 freezing headings 153 modifying 155-166 moving wirhin 134 multiple 163-166 naming 164 referring ro in formulas 165 reordering 163 splitting 154 switching among 163 tabs 131

Shift Cells down 151 left 151 right 151 up 151

shortcut menus 34 Show All button, PowerPoint 207 Show Number on First Page check box 90 Show Titles button 207 Shut Down command 4 shutting down the Macintosh 4 Slide Color Scheme dialog box 245 Slide Layout dialog box 202 slide masters 242 slide shows 250-253

build effects in 252 displaying 253 keyboard control of 253 mouse control of 253 transition effects in 250

Slide Sorte r view 200, 237 changing templates in 239 deleting slides in 240 duplicating slides in 240 reordering slides in 238 switching to 237

Slide view 200 slides

adding 202 background color of 243 background of 242 default font of 244 deleting in outline view 208 deleting in Slide Sorter view 240 drawing on 247-253 duplicating in Slide Sorte r view 240

entering text on in Outline view 204 formatting text on 213 gathering in Slide Sorter view 238 inserting in Outline view 208 org chan 229 rearranging text on 214 reordering in Slide Sorter view 238 reorganizing in Outline view 206 shading 243 starting text slides 209 table 235 text levels on 214

Small Caps 69 Son command 178 sorting 178

ascending 178 descending 178

Sounds Like option 61 spacing 75 special characters, inserting 116 splitting sheets 154 Standard toolbar 55, 131 starting

new documents, Word 57 the Mac 4

status bar 55, 124, 131 Style command 161

Word 82 Style dialog box 84, 161 styles

character vs paragraph 81 choosing, Word 81 copying between workbooks, Excel 162 creating in Excel 162 creating, Word 82 defined 65, 81 list 81 modifying 83 normal 81 paragraph 81 searching for, Word 80 selecting, Excel 161

subordinates 231 Subscribe To command 269 Subtotals command 180 Sum function 142, 147 Summary Info dialog box 38 summing numbers 141

Index

281

Index

Symbol dialog box 116 symbols 116 System Folder 4

T tab scrolling buttons 131, 163 Table layout in PowerPoint 235 tables 93-124

adding lines 95 aligning data in 98 autoformatting 94 borders 103 calculations in 99 cell heights 96 converting text to 104 deleting data from 100 deleting lines 95 distributing rows or columns 96 drawing 95 entering data into 97

PowerPoint 236 formatting, PowerPoint 236 inserting columns or rows 101 merging cells 102 moving lines 96 orientation within 98 PowerPoint 229-246 row widths 96 shading 103 splitting cells 102 starting, PowerPoint 235 starting, Word 94

tabs 77 deleting 77 settings 77 Tab alignment button 77 types 77

templates custom.izing in PowerPoint 246 modifying 120 PowerPoint 241 Word 119

text all caps 69 autoformatting in Word 92 automatic 114 boilerplate 114

181

boldfacing 67 bullets 78 case of 69 centering 76 character spacing 68 characters styles, Word 84 copying 60 copying from Word to Excel or

PowerPoint 270 copying with drag and drop 29 correcting 58 deleting 58, 60 double spacing 75 editing, Word 60 entering 22 entering, Word 58 finding 61 finding and replacing formatting 80 font 66 font effects 70 formatting in Excel 156 hanging indent 74 indenting paragraphs, Word 72, 74 inserting 22, 60 italicizing 67 justifying 76 left aligning 76 moving 60 moving with drag and drop 29 numbering paragraphs 79 placeholders 210 replacing 28, 60 replacing, Word 62 right aligning 76 rotating 110 selecting 28 selecting a line of 26 selecting multiple lines of 26 selecting paragraphs 26, 71 selecting with the keyboard 27 selecting with the mouse 25, 26 selecting words 26 setting tabs in 77 shaping 110 slides, starting 209 small caps 69 styles, Word 81-92 underlining 67 wrapping 112

text blocks formaning 213 moving 212 rearranging texr in 214 resizing 212 selecting 211

title area on slides 244 Title bar 55 titles

centering in Excel 157 Today function 147 toolbars 124

adding bunons to 33 buttons, described 12 choosing 12 moving buttons on 33 selecting 33 using 12

Trace Precedents command 183 Track Changes command 184 tracking 184 trademark symbol 92 transition effects 251 Trash icon 4 trendlines 174 typos 58

correcting automatically 113

u underlining 67 undo 21 Unfreeze Panes command 153 ungrouping shapes 248 Universal Resource Locator 43 Update Now option 264 updating a link 264 URL. See Universal Resource Locator Use Slide Timings option 253 UUNet newsgroups. See news groups

v Valuefunction 148 Var function 148

Index

Vertical Gridlines button 219 View Datasheet button 216

w watermarks 11 2 Web 41

home pages 43 links, managing 44 pages 42, 43

address 43 links 43 opening 43 Word 48

Widow/ Orphan Control 89 windows

collapsing 16 moving 14 zooming 15

Wingdings font 116 Word

presentation outline from PowerPoinL 272 starting 56 what is 51 window, described 54

word processing. See Word Worc!Art 110 words

selecting 26 Words Only option 61 worksheets . See a lso sheets

planning 133 World Wide \X'eb. See Web Wrap to Window command 124 wrapping 112, 124

z zooming 15, 35, 63

page width 35 selection 35 zoom box 15 zoom control 35

283

B 0 0 K

--MICROSOFT

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