Microsoft Office 2010 On Demand

Introduction xxi



Chapter 1 Getting Started with Office 1

Starting an Office Program 2 New!

Viewing an Office Program Window 3

Using the Ribbon 4 New!

Choosing Commands 5 New!

Working with the Ribbon and Toolbars 6 New!

Choosing Dialog Box Options 8

Using the Status Bar 9

Creating a Blank Office Document 10

Creating a Document Using a Template 11

Opening an Existing Office Document 12 New!

Converting an Existing Office Document 14

Using Task and Window Panes 15

Arranging Windows 16

Switching Views 18

Documenting Properties 19

Getting Help While You Work 20

Saving an Office Document 22

Saving an Office Document with Different Formats 24

Checking Compatibility 26

Checking Accessibility 27 New!

Recovering an Office Document 28 New!

Maintaining and Repairing Office 30

Getting Updates on the Web 31

Closing a Document and Exiting Office 32



Chapter 2 Using Shared Office Tools 33

Editing Text 34

Copying and Moving Text 36 New!

Finding and Replacing Text 38

Correcting Text Automatically 40 New!

Inserting Information the Smart Way 42 New!

Checking Spelling 44

Changing Proofing Options 45

Using Custom Dictionaries 46

Inserting Symbols 47

Finding the Right Words 48

Inserting Research Material 49

Translating Text to Another Language 50 New!

Using Multiple Languages 51 New!

Undoing and Redoing an Action 52

Zooming the View In and Out 53

Previewing a Document 54 New!

Printing a Document 55 New!

Creating a Template 56



Chapter 3 Adding Art to Office Documents 57

Locating and Inserting Clip Art 58 New!

Inserting a Picture 59

Inserting a Picture Screen Shot 60 New!

Adding an Artistic Style to a Picture 61 New!

Adding a Quick Style to a Picture 62

Applying a Shape to a Picture 63 New!

Applying a Border to a Picture 64

Applying Picture Effects 65

Modifying Picture Size 66

Compressing a Picture 68 New!

Correcting a Picture 69 New!

Recoloring a Picture 70 New!

Cropping and Rotating a Picture 72 New!

Removing a Picture Background 74 New!

Creating WordArt Text 75

Formatting WordArt Text 76

Applying WordArt Text Effects 78

Modifying WordArt Text Position 79

Creating SmartArt Graphics 80 New!

Formatting a SmartArt Graphic 82

Modifying a SmartArt Graphic 84

Adding Pictures to a SmartArt Graphic 85 New!

Creating an Organization Chart 86

Inserting and Creating a Chart 87

Changing a Chart Layout and Style 88 New!

Changing Chart Labels 89

Formatting Line and Bar Charts 90

Editing Chart Data 91 New!

Saving a Chart Template 92



Chapter 4 Adding Shapes to Office Documents 93

Drawing and Resizing Shapes 94

Adding Text to a Shape 96

Creating and Editing Freeforms 97

Adding a Quick Style to a Shape 98

Adding a Quick Style to Shape Text 99

Applying Color Fills 100

Applying Picture or Texture Fills 102

Applying Gradient Fills 103

Applying Shape Effects 104

Aligning and Distributing Objects 106

Aligning Objects to Grids and Guides 108 New!

Changing Stacking Order 110

Rotating and Flipping Objects 111

Grouping and Ungrouping Objects 112

Selecting Objects Using the Selection Pane 114



Chapter 5 Formatting Office Documents 115

Formatting Text 116

Changing Alignment 118

Using the Format Painter 120

Adding Custom Colors 121

Understanding Themes 122

Viewing and Applying a Theme 123 New!

Creating Theme Colors 124

Choosing Theme Fonts 126

Choosing Theme Effects 128

Creating a Custom Theme 129

Choosing a Custom Theme 130



Chapter 6 Creating a Document with Word 131

Viewing the Word Window 132

Moving Around in a Document 133

Changing Document Views 134

Reading a Document 136 New!

Navigating a Document 138 New!

Setting Up the Page 139

Setting Up the Page Margins 140

Creating an Outline 142

Selecting Text 143

Checking Spelling and Grammar 144

Inserting New Pages and Sections 146

Adding Headers and Footers 148

Inserting Page Numbers and the Date and Time 150

Creating a Blog Posting on the Web 152



Chapter 7 Formatting a Document with Word 153

Formatting Text for Emphasis 154 New!

Finding and Replacing Formatting 156

Changing Paragraph Alignment 158

Changing Line Spacing 159

Displaying Rulers 160

Setting Paragraph Tabs 161

Setting Paragraph Indents 162

Changing Character Spacing 164 New!

Applying a Quick Style 166

Changing a Style Set 167

Creating and Modifying Styles 168

Creating Bulleted and Numbered Lists 170 New!

Hiding Text 172



Chapter 8 Enhancing a Document with Word 173

Adding Desktop Publishing Effects 174

Adding a Watermark 175 New!

Adding Page Backgrounds 176

Arranging Text in Columns 178

Wrapping Text Around an Object 180

Working with Text Boxes 182 New!

Inserting Building Blocks Using Quick Parts 184 New!

Creating a Table 186

Entering Text in a Table 187

Modifying a Table 188

Adjusting Table Cells 190

Formatting a Table 192

Calculating a Value in a Table 194

Addressing Envelopes and Labels 195

Creating a Form Letter 196

Creating Labels 198

Inserting a Table of Contents 200

Creating an Index 201

Creating Captions 202

Creating a Table of Figures 203

Creating Footnotes or Endnotes 204

Creating a Bookmark 205

Inserting Cross References 206

Comparing and Merging Documents 207

Using Track Changing 208

Adding a Cover Page 210 New!



Chapter 9 Creating a Worksheet with Excel 211

Viewing the Excel Window 212

Selecting Cells 213

Moving Around the Workbook 214

Entering Labels on a Worksheet 216

Entering Values on a Worksheet 218

Entering Values Quickly with AutoFill 219

Editing Cell Contents 220

Clearing Cell Contents 221

Inserting and Deleting Cell Contents 222

Selecting Rows, Columns, and Special Ranges 224

Selecting and Naming a Worksheet 226

Inserting and Deleting a Worksheet 227

Moving and Copying a Worksheet 228

Hiding and Unhiding Worksheets and Workbooks 230

Hiding and Unhiding a Column or Row 231

Inserting a Column or Row 232

Deleting a Column or Row 233

Adjusting Column Width and Row Height 234

Splitting a Worksheet into Panes 236

Freezing and Unfreezing a Column or Row 237

Showing and Hiding Workbook Elements 238



Chapter 10 Building a Worksheet with Excel 239

Understanding Formulas 240

Understanding Cell Referencing 241

Creating a Simple Formula 242

Creating a Formula Using Formula AutoComplete 244

Editing a Formula 245

Naming Cells and Ranges 246

Entering Named Cells and Ranges 248

Managing Names 250

Simplifying a Formula with Ranges 252

Calculating Totals with AutoSum 253

Correcting Formulas 254

Auditing a Worksheet 256

Creating Functions 257

Creating Functions Using the Library 258 New!

Calculating Multiple Results 259

Using Nested Functions 260

Using Text Functions 261

Using Lookup and Reference Functions 262

Summarizing Data Using Subtotals 264

Summarizing Data Using Functions 265

Converting Text to Columns 266

Creating a Table 267

Formatting a Table 268

Formatting Table Elements 269

Creating Calculations in a Table 270

Removing Table Rows and Columns 271

Working with Tables 272

Sorting Data in a Table 274

Displaying Parts of a Table with AutoFilter 276 New!

Creating Custom Searches 277

Creating Groups and Outlines 278

Adding Data Validation to a Worksheet 279

Creating a Drop-Down List 280



Chapter 11 Designing a Worksheet with Excel 281

Formatting Numbers 282

Applying and Creating Cell Styles 284

Applying Conditional Formatting 286 New!

Applying Specialized Conditional Formatting 288 New!

Creating Conditional Formatting 290 New!

Managing Conditional Formatting 291

Creating Sparkline Formatting 292 New!

Controlling Text Flow 293

Formatting Tabs and Background 294

Adding Borders to Cells 295

Setting Up the Page 296

Inserting Page Breaks 297

Adjusting Page Margins 298

Adding Headers and Footers 300

Customizing Worksheet Printing 302

Setting the Print Area 304



Chapter 12 Creating a Presentation with PowerPoint 305

Viewing the PowerPoint Window 306

Browsing a Presentation 307

Understanding PowerPoint Views 308 New!

Creating New and Consistent Slides 310

Working with Objects 312

Entering and Editing Text 314

Resizing Text While Typing 316

Changing Text Spacing 317

Inserting and Developing an Outline 318

Moving and Indenting Text 320

Modifying a Bulleted and Numbered List 322

Creating Text Columns 324

Organizing Slides into Sections 325 New!

Rearranging Slides 326

Using Slides from Other Presentations 328 New!

Making Your Presentation Look Consistent 329

Controlling Slide Appearance with Masters 330

Controlling a Slide Layout with Masters 332

Modifying Placeholders 334

Controlling a Slide Background with Masters 336

Adding a Background Style 337 New!

Inserting a Table 338

Modifying a Table 339

Adding a Quick Style to a Table 340

Formatting a Table 341

Creating a Text Box 342



Chapter 13 Delivering a Presentation with PowerPoint 343

Changing Page Setup Options 344

Adding Animation 345 New!

Using Specialized Animations 346 New!

Coordinating Multiple Animations 348 New!

Adding Slide Timings 350

Creating Slide Transitions 351 New!

Inserting Videos and Audio 352 New!

Editing and Formatting Videos and Audio 354 New!

Setting Video and Audio Play Options 356

Recording a Narration 357 New!

Setting Up a Slide Show 358

Creating a Custom Slide Show 360

Starting a Slide Show 361

Navigating a Slide Show 362 New!

Annotating a Slide Show 363

Saving a Presentation as a Slide Show 364 New!

Saving a Presentation as a Video 365 New!

Packaging a Presentation on CD 366

Preparing Handouts 367

Preparing Speaker Notes 368

Adding a Footer and Header 370

Inserting the Date and Time 371

Inserting Slide Numbers 372

Previewing Slides 373

Printing a Presentation 374 New!



Chapter 14 Creating a Database with Access 375

Understanding How Databases Store Data 376

Creating a Database 378 New!

Viewing the Access Window 380

Changing Database Display Options 381 New!

Viewing Database Objects 382

Working with Database Objects 384 New!

Planning Tables 386

Creating a Table by Entering Data 387 New!

Creating an Application Part Using a Template 388 New!

Creating a Table Using SharePoint 389

Working with a Table 390

Importing Data into Tables 392

Working with a Table in Design View 393

Working with Fields 394

Specifying Data Types and Field Properties 396 New!

Changing Field Properties 397

Creating Input Masks 398

Creating a Lookup Field 399

Planning Table Relationships 400

Defining Table Relationships 402

Ensuring Referential Integrity 404



Chapter 15 Locating and Managing Data with Access 405

Sorting Records 406

Filtering Out Records 407 New!

Creating Complex Filters Using Forms 408

Understanding the Different Types of Queries 409

Creating a Query Using a Wizard 410

Creating a Query in Design View 412

Getting Information with a Query 413

Modifying a Query in Design View 414

Performing Calculations in Queries 415 New!

Summarizing Values with a Crosstab Query 416

Creating a Parameter Query 418

Finding Duplicate Fields 419

Identifying Object Dependencies 420

Backing Up and Repairing a Database 421

Sharing a Database 422 New!



Chapter 16 Presenting Data with Access 423

Creating a Form 424 New!

Working with a Form in Design View 426 New!

Entering and Editing Data in a Form 427

Modifying a Form 428 New!

Creating a Report 430

Modifying a Report in Design View 432

Performing Calculations in Reports 434

Formatting a Form or Report 436 New!

Aligning and Sizing Controls 438

Grouping and Sorting in Reports 440

Formatting a Datasheet 442

Changing the Page Setup 443

Previewing and Printing Information 444

Creating Mailing Labels 446



Chapter 17 Communicating with Outlook 447

Preparing for Outlook 448

Using Outlook for the First Time 449

Viewing the Outlook Window 450 New!

Using the To-Do Bar 451

Using the Navigation Pane 452

Viewing Items and Folders 453

Creating a Contact 454

Sorting Contacts 456

Creating a Contact Group 457

Creating and Addressing an E-Mail Message 458

Formatting Message Text 460

Attaching a File or Item to a Message 461

Using Stationery 462

Creating a Signature 463

Inserting Message Content 464 New!

Sending Messages 465

Setting Message Delivery Options 466

Receiving and Reading Messages 468

Flagging Messages 469

Categorizing Messages By Color 470

Deleting Messages 471 New!

Replying To and Forwarding a Message 472 New!

Finding and Filtering Messages 474 New!

Organizing Messages in Folders 476 New!

Managing Messages with Rules 478

Managing Messages with Quick Steps 479 New!

Using Search Folders 480

Working with a Message Conversation 481 New!

Reducing Junk Messages 482

Archiving Messages 483

Cleaning Up Messages 484 New!

Working with Outlook Data 486

Sending and Receiving Instant Messages 488



Chapter 18 Managing Information with Outlook 489

Viewing the Calendar 490 New!

Customizing the Calendar 491 New!

Scheduling an Appointment and Event 492 New!

Scheduling Meetings 494 New!

Responding to Meeting Requests 496 New!

Updating and Canceling Meeting Re quests 498

Working with Calendars 499 New!

Creating and Updating Tasks 500

Organizing Tasks 501

Assigning Tasks to Others 502

Monitoring Task Progress 503

Managing Tasks 504

Tracking Activities with Contacts 505

Recording Items in the Journal 506

Opening and Modifying Journal Entries 508

Organizing Items by Categories 509

Customizing How You View Items 510 New!

Creating and Modifying Notes 512

Previewing and Printing Items from Outlook 513 New!

Connecting to a Social Network 514 New!

Sharing Calendars Over the Internet 516

Adding and Viewing an RSS Feed 518



Chapter 19 Creating a Publication with Publisher 519

Viewing the Publisher Window 520 New!

Creating a New Publication 521

Downloading a New Publication 522

Creating a Blank Publication 523

Changing Your View 524

Working with Pages 525

Inserting and Editing Text 526

Inserting Content 528 New!

Controlling Pages Appearance with Masters 530

Applying Color 531

Checking Your Design 532

Setting Up the Page 533

Using Commercial Printing Tools 534

Printing a Publication 536 New!



Chapter 20 Designing a Publication with Publisher 537

Setting Up Layout Guides 538

Viewing Elements and Tools 539

Working with Text 540

Connecting Text Frames 542

Creating a Consistent Look 544

Creating Tables 546

Working with Pictures and Shapes 548 New!

Wrapping Text Around an Object 550

Layering Objects 552

Grouping Objects Together 553

Aligning with Precision 554

Rotating and Flipping Objects 556



Chapter 21 Publishing Office Documents on the Web 557

Opening a Web Page 558

Previewing a Web Page 559

Creating a Hyperlink 560

Adding Hyperlinks to Slide Objects 562

Formatting a Cell Hyperlink 564

Changing Web Page Options 565

Saving a Web Page 566

Publishing a Web Page 568

Saving Slides as Web Graphics 569

Creating Refreshable Web Queries 570

Getting Data from Web Queries 571

Saving Web Queries 572

Accessing Office Information on the Web 573

Getting Documents from the Web 574



Chapter 22 Protecting and Securing Office Documents 575

Inspecting Documents 576

Protecting a Worksheet 578

Locking or Unlocking Worksheet Cells 580

Adding Security Encryption to a Document 581

Adding Password Protection to a Document 582

Adding a Digital Signature 584

Adding a Signature Line 586

Avoiding Harmful Attacks 588

Using the Trust Center 590 New!

Selecting Trusted Publishers and Locations 591

Setting Document Related Security Options 592 New!

Setting Add-in Security Options 594

Setting ActiveX Security Options 595

Setting Macro Security Options 596

Changing Message Bar Security Options 597

Setting Privacy Options 598

Setting External Content Security Options 600

Working with Office Safe Modes 602

Marking a Document as Read-Only 604



Chapter 23 Reviewing and Sharing Office Documents 605

Sharing Workbooks 606

Creating and Reading a Cell Comment 608

Editing and Deleting a Cell Comment 609

Adding Comments to a Presentation 610

Tracking Workbook Changes 612

Comparing and Merging Presentations 614 New!

Creating and Opening OneNotes 615 New!

Sending a Document for Review Using E-Mail 616

Sending a Document by Internet Fax 617

Creating a PDF Document 618

Creating an XPS Document 619

Working with XML 620 New!

Creating an XML Data Map 622

Exporting and Saving Data in X ML 624

Sharing Information Between Programs 626

Exporting and Importing Data 628 New!

Linking and Embedding Files 630 New!

Consolidating Data in Excel 632

Linking Data in Excel 634

Getting External Data in Excel 635

Connecting to Data in Excel 636

Getting Query Data from a Database 638

Getting Data from Access 640

Getting Text Data in Excel 642

Saving a Document to a SharePoint Server 643

Saving Documents to Windows Live 644 New!

Publishing Slides to a Library 646

Broadcasting a Presentation 648 New!



Chapter 24 Expanding Office Functionality 649

Viewing and Managing Add-ins 650 New!

Loading and Unloading Add-ins 652

Enhancing a Document with VBA 654

Viewing the Visual Basic Editor 656

Setting Developer Options 657

Understanding How Macros Automate Your Work 658

Recording a Macro 659

Creating a Macro 660

Running a Macro 661

Controlling a Macro 662

Building a Macro 664 New!

Adding a Digital Signature to a Macro Project 666

Assigning a Macro to a Toolbar 667

Saving a Document with Macros 668

Opening a Document with Macros 669

Inserting ActiveX Controls 670

Using ActiveX Controls 672

Setting ActiveX Control Properties 673

Adding VBA Code to an ActiveX Control 674

Playing a Movie Using an ActiveX Control 675

Changing the Document Information Panel 676



Chapter 25 Working with Other Office Tools 677

Viewing the OneNote Window 678

Working with OneNote 679

Viewing the InfoPath Designer Window 680

Working with InfoPath Designer 681

Viewing the InfoPath Filler Window 682

Working with InfoPath Filler 683

Organizing Clips 684

Managing Pictures 686

Working with SharePoint Workspaces 687 New!

Working with Office Online 688 New!



New Features 689 New!

Microsoft Certified Applications Specialist 697

Index 705