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Microsoft® Office Excel® For Dummies®. Published by Excel Workbook For Dummies and Roxio Easy Media Creator 8 For Dummies, and the most. In Microsoft Office Excel , using the keystroke shortcuts (Alt + hot keys) Instead of using the ribbon for your basic file functions in Excel , check out. Curt Frye is a freelance writer and Microsoft Most Valuable Professional for Microsoft. Office Excel. He lives in Portland, Oregon, and is the.
The Shift key acts like the left mouse button and tells Office what to select. Move the mouse pointer to highlight one or more actions you want to undo. Icons Used in This Book Icons highlight important or useful information. Dragging the mouse pointer selects data in Office Some icons display a downward-pointing arrow to the right. Who share their knowledge, you can discover the extent of our being selected to easily learn without spending a fortune!
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This is a very good initiative and work that you people are doing, please keep it up. I like to learn excel to be able to do some data work and chat loveisall at By reading about how to use Outlook in this part of the book, you can see how to turn your computer into a personal assistant to make you more productive. Part VI: Storing Stuff in Access If you need to store large amounts of information, such as tracking inventories, organizing customer orders, or tracking prospective customers, you may need to use a database program like Microsoft Access.
With Access able to slice and dice your information, you can better analyze your data to understand how your business really works. Part VII: The Part of Tens Almost every program offers multiple ways of accomplishing the same task, and Office is no exception.
After you get familiar with using Office, take a peek in this part of the book to read about different types of shortcuts you can use to work with Office even faster than before. This part of the book also offers tips for using Office to make the programs even easier and more useful. How to Use This Book Although you can just flip through this book to find the features you need, consider reading Part I of this book to discover how the new menus and toolbar icons of Office work and how they differ from previous versions of 3 Conventions To get the most from this book, you need to understand the following conventions: First, you use the mouse pointer to select data text, numbers, e-mail messages, and so on to change.
Second, you use the mouse pointer to tell Office which commands you want to use to change the data you selected. Dragging typically moves something from one location to another, such as moving a word from the top of a paragraph to the bottom.
Right-clicking typically displays a shortcut menu of additional options. In addition to understanding these terms to describe different mouse actions, you also need to understand different keystroke conventions too. Icons Used in This Book Icons highlight important or useful information. This icon highlights information that can save you time or make it easier for you to do something.
Introduction This icon emphasizes information that can be helpful, although not crucial, when using Office Look out!
This icon highlights something dangerous that you need to avoid before making a mistake that you might not be able to recover from again. This icon highlights interesting technical information that you can safely ignore but which might answer some questions for why Office works a certain way.
Getting Started The best way to master anything is to jump right in and start fiddling with different commands just to see what they do and how they work. Just hold down the Ctrl key, press the Z key, and release both keys at the same time. Mastering Office is going to be easier than you think. A In this part. But after you get over your initial impression or fear of Office, you can understand and even admire the elegant madness behind its massive bulk. Despite the fact that Microsoft Office contains more commands than any sane person could ever possibly use, it can be conquered.
Perhaps the most important part of this book explains the completely redesigned user interface of Microsoft Office To guide you through the multitude of commands you may need to get your work done, Office provides several ways to get help, one of which hopefully will actually provide you with the answers you need.
Besides showing you how to get help within Office, this part of the book also explains how to get the various programs of Office started in the first place. After you start using Office, this part of the book also shows you some of the more common keystroke and menu commands that all Office programs share.
That way when you figure out how to use one Office program, you can quickly learn and use any other Office program with a minimum of retraining and hassle, and you can then join the ranks of the many happy people already using Microsoft Office to get their work done.
Each of these core programs specializes in manipulating different data. Word manipulates words, sentences, and paragraphs; Excel manipulates numbers; PowerPoint manipulates text and pictures to create a slide show; Access manipulates data, such as inventories; and Outlook manipulates personal information, such as e-mail addresses and phone numbers.
Although each Office program specializes in storing and manipulating different types of data, they all work in similar ways. First, you have to enter data into an Office program by typing on the keyboard or loading data from an existing file.
Second, you have to tell Office how to manipulate your data, such as underlining, enlarging, coloring, or deleting it. Third, you have to save your data as a file.
To help you understand this three-step process of entering, manipulating, and saving data, Office offers similar commands among all its programs so you can quickly jump from Word to PowerPoint to Excel without having to relearn entirely new commands to use each program. Even better, Office rearranges its numerous commands so finding the command you need is faster and easier than ever before.
Loading an Office Program The first step to using Office is loading the program you want to use. To load any Office program, follow these steps: Click the Start button on the Windows taskbar. A pop-up menu appears. Choose All Programs. Another pop-up menu appears. Choose Microsoft Office. A list of programs appears on the Start menu, as shown in Figure Figure You can find every Office program from the Start menu.
Chapter 1: Getting to Know Microsoft Office 4. Your chosen program appears on the screen. This new user interface consists of three parts, as shown in Figure The three parts of the new Microsoft Office user interface. Ribbon 11 In Word, a file is called a document. In Excel, a file is called a workbook. In PowerPoint, a file is called a presentation.
In Access, a file is called a database. In previous versions of Office, the File menu was clearly labeled File.
In Office , the File menu appears when you click the Office Button in the upper-left corner refer to Figure Creating a new file When you first load an Office program, it automatically creates an empty file for you to use right away. Click the Office Button. A drop-down menu appears, as shown in Figure The Office Button menu displays different commands for opening, creating, or closing your files.
Getting to Know Microsoft Office 2. Choose New. A New dialog box appears, as shown in Figure A New dialog box lets you create a blank file or use an existing template. A blank file appears ready for you to start storing data in it. Creating a new file from a template Rather than create a blank file, you may find it easier to use a template instead.
A template contains predefined formatting for creating different types of files easily, such as calendars, newsletters, sales reports, or a corporate slide show presentation.
Office provides three types of templates: To use one of these templates, follow these steps: Click the Office Button and choose New. A New window appears refer to Figure Click Installed Templates.
The New window displays all the installed templates on your computer. Click the template you want to use and then click the Create button.
Office creates a new file based on your chosen template. To retrieve these templates, you need to connect to the Internet and then follow these steps: Click the Office Button and then choose New.
The New window displays all the templates available from the Microsoft Web site, as shown in Figure Getting to Know Microsoft Office 3. Click the template you want to use and then click the Download button. Office downloads and creates a new file based on your chosen template. To open an existing file, you need to tell Office the location and name of the file you want to open. Just follow these steps: Click the Office Button and then choose Open. An Open dialog box appears, as shown in Figure The Open dialog box lets you change drives and folders to find the file you want to use.
Optional To choose a different drive to look for files, click Computer under the Favorite Links panel see the left side of Figure Then click the drive where you want to load the file, such as the C: Optional Click a folder and then click Open to search for a file inside a folder.
Repeat this step as many times as necessary. Click the file you want to open and then click Open. Your chosen file appears ready for editing. Getting to Know Microsoft Office When you click the Open command under Microsoft Word, Excel, PowerPoint, and Access, an additional window appears to the right that contains a list of the last files you opened. Saving files Saving a file stores all your data on a hard disk or other storage device such as a Compact Flash card.
The first time you save a file, you need to specify three items: By default, Office stores all your files in the Documents folder. The format of your file defines how Office stores your data. The default file format is known as Office format, which simply means that only people with Office can reliably open and view the contents of that file.
A drop-down menu appears. Click Save. Getting to Know Microsoft Office Figure The Save As dialog box lets you choose the name, file format, and a location to save your file. Optional To specify a drive and folder to save your file, click Browse Folders. This causes the dialog box to expand, as shown in the bottom dialog box in Figure Now you can click Computer, under Favorite Links, and then click a folder.
Or, click the New Folder button; when the New Folder dialog box appears, type a name for your new folder and then click OK. Click in the File Name text box and type a descriptive name for your file. Getting to Know Microsoft Office Saving a file for older versions of Microsoft Office If you need to share files with people using older versions of Microsoft Office, you need to save your files in a different file format known as , such as Word Document or PowerPoint Presentation.
When you save files in the format, Microsoft Office saves your files with a three-letter file extension, like.
When you save files in the Office format, Microsoft Office saves your files with a four or five-letter file extension, such as. Click the Office Button and then choose Save As. A Save As dialog box appears. Click in the Save as Type list box. A list of different formats appears, as shown in Figure Choose the format option, such as Word Format or Excel Format. Most programs can accept files stored in the format, but many older programs cannot, so you may have to resort to saving a file in one of these other formats instead.
The Save as Type list box lets you choose a file format for saving your file. Optional Click in the File Name text box and type a descriptive name for your file. Closing a file simply removes the file from your screen but keeps your Office program running so you can edit or open another file. To close a file, follow these steps: Click the Office Button and then choose Close. Click Yes to save your changes, No to discard any changes, or Cancel to keep your file open.
If you click either Yes or No, Office closes your file. Using the Quick Access toolbar The Quick Access toolbar appears to the right of the Office Button refer to Figure near the top of the screen, displaying icons that represent commonly used commands such as Save, Undo, and Redo as shown in Figure If you click the Print icon in the Quick Access toolbar, Office immediately prints one copy of your entire file through the default printer.
If you want to specify a different printer to use, the number of copies to print, or specific pages to print, click the Office Button and choose Print instead. The Redo icon reverses the last Undo command you chose.
For example, if you delete a paragraph, Office makes that paragraph disappear. Then if you immediately click the Undo icon, the paragraph magically reappears. If you immediately click the Redo icon, the Redo command reverses the Undo command and deletes the paragraph once more. The Undo icon is unique in that it offers two ways to use it. First, you can click the Undo icon to undo the last action you chose.
Second, you can click the downward-pointing arrow that appears to the right of the Undo icon to display a list of one or more of your previous actions, as shown in Figure The Undo icon displays a list of actions you can undo. Getting to Know Microsoft Office The most recent action you chose appears at the top of this list, the second most recent action appears second, and so on.
To undo multiple commands, follow these steps: Click the downward-pointing arrow that appears to the right of the Undo icon in the Quick Access toolbar. Move the mouse pointer to highlight one or more actions you want to undo. Click the left mouse button.
Office undoes all the multiple actions you selected. Adding icons The Quick Access toolbar is designed to put your most commonly used commands where you can always find them. To add other icons to the Quick Access toolbar, follow these steps: A pull-down menu appears.
You can add an icon to the toolbar by just clicking on an icon name, such as Quick Print or New, from the pull-down menu. Click More Commands. An Options window appears, as shown in Figure The panel on the right shows all the current icons on the Quick Access toolbar. The panel on the left shows all the additional icons you can add. The Options window lets you select the icons you want to add to the Quick Access toolbar.
The left panel displays a list of icons and commands. Click an icon and then click the Add button. Optional Repeat Steps 3 and 4 for each additional icon you want to add to the Quick Access toolbar.
Click OK. Your chosen icon or icons now appears on the Quick Access toolbar. Removing icons You can remove icons from the Quick Access toolbar at any time. To remove an icon, follow these steps: Right-click an icon on the Quick Access toolbar.
Click Remove from Quick Access Toolbar. Office removes your selected icon from the Quick Access toolbar. Click the Customize Quick Access Toolbar arrow. Minimizing the Ribbon You can tuck the Ribbon out of sight temporarily so it only appears when you click on a tab such as Home or Insert. To hide the Ribbon, follow these steps: Getting to Know Microsoft Office 1.
Click Minimize the Ribbon. Office hides the Ribbon and only displays the tabs. To display the Ribbon again, repeat these two steps. Using the Ribbon The Ribbon organizes commands into categories called contextual tabs. Each tab displays a different group of commands. For example, the Page Layout tab displays only those commands related to designing a page, and the Insert tab displays only those commands related to inserting items into a file, such as a page break or a picture, as shown in Figure Each tab displays a different group of related commands.
Using the Ribbon is a two-step process. First, you must click the tab that contains the command you want. Second, you click the actual command. Tabs act exactly like traditional pull-down menus. Whereas a pull-down menu simply displays a list of commands, tabs display a list of icons that represent different commands. Deciphering Ribbon icons The main idea behind organizing commands within tabs is to avoid overwhelming you with a barrage of different commands.
Although most icons include a short text description, you can get additional help deciphering different icons through ScreenTips, which typically displays the following, as shown in Figure ScreenTips explain what each command does. To view the ScreenTip for a command, move the mouse pointer over a command and wait a few seconds for the ScreenTip appear. Shortcut keystrokes let you choose a command from the keyboard without the hassle of clicking a tab and then clicking the command buried inside that tab.
Using Live Preview In the past, you might have known what a particular command did, but you would never know how it would affect your file until after you chose that command. Oftentimes, you might choose a command, see how it changed your file, and then undo the change because it may not be what you really wanted. To avoid this hassle of constant experimentation with different commands, Office offers a feature called Live Preview.
Live Preview lets you move the mouse pointer over certain icons displayed in a tab and then immediately see the changes displayed in your current file. To use Live Preview, follow these steps: Move the cursor or click the mouse on an object text, picture, table, and so on that you want to change.
Move the mouse pointer over any command. Office shows you how your chosen object will look if you choose the command, as shown in Figure Live Preview lets you see how a particular command could change your file. In Word, Live Preview will not work if you display your document in Draft view.
Giving commands to Office To give a command to Office , you need to follow these basic steps: Select an item text, picture, table, and so on that you want to modify. Click a tab that contains the command you want. Click the command you want to use. Command icons work in one of three ways, as shown in Figure Clicking an icon immediately chooses a command to alter your data.
The Bold and Italic icons are examples of icons that you click only once to choose them. Some icons display a downward-pointing arrow to the right. Clicking these icons displays a list of additional options. The Font and Font Size icons are examples of list box icons. Some icons display a downward-pointing arrow that displays a drop-down list of additional commands, called a gallery. Commands appear as icons, list boxes, or galleries. List box Gallery Customizing an Office Program If you want to modify how a particular Office program works, you can customize its features.
To customize an Office program, follow these steps: Load the Office program you want to customize. An Options dialog box appears, as shown in Figure The Options dialog box lets you change how an Office program behaves. Click a category, such as Save or Display. The Options dialog box displays multiple options for you to customize. If you click the Save category in Step 4, you can define a default file format and file location for storing files for each Office program Word, Excel, and so on.
Exiting Office No matter how much you may love using Office , eventually there will come a time when you need to exit an Office program and do something else with your life.
To exit from any Office program except Outlook , choose one of the following: Getting to Know Microsoft Office If you try to close an Office program before saving your file, a dialog box pops up to give you a chance to save your file. Editing can add, rearrange, or delete data, such as text, numbers, or pictures. Adding Data by Pointing When you enter data into a file, your data appears wherever the cursor appears on the screen.
To move the cursor using the mouse, follow these steps: Move the mouse pointer where you want to move the cursor. The cursor appears where you click the mouse pointer. Getting to Know Microsoft Office To move the cursor using the keyboard, you can use one of many cursor movement keys: To move the cursor faster, hold down the Ctrl key and then press the arrow keys. If you hold down the Ctrl key, the up-arrow key moves the cursor up one paragraph, the down-arrow key moves the cursor down one paragraph, the left-arrow key moves the cursor left one word, and the right-arrow key moves the cursor right one word.
Pressing the Home key moves the cursor to the beginning of a sentence or a row in a spreadsheet , and pressing the End key moves the cursor to the end of a sentence or a row in a spreadsheet. Using any of the cursor movement keys moves the cursor to a new location. Wherever the cursor appears will be where you can enter new data.
Table lists ways to move the cursor in each Office program. Chapter 2: Then choose a command that changes your data, such as underlining text or deleting a picture.
To select anything in Office , you can use either the mouse or the keyboard. Generally, the mouse is faster but takes some time getting used to coordinating the motion of the mouse with the movement of the mouse pointer on the screen. The keyboard is slower but much simpler to use.
Selecting data with the mouse The mouse provides two ways to select data. The first way involves pointing and dragging the mouse, as shown in Figure Point the mouse pointer at the beginning or end of the data you want to select. Hold down the left mouse button and drag move the mouse pointer over the data to select it. When you drag the mouse, hold down the left mouse button. You can also select data by clicking the mouse. To select a picture, such as a chart in Microsoft Excel or a photograph added to a Microsoft Word document, just click the picture to select it.
Office displays rectangles, called handles, around the border of any selected picture, as shown in Figure Dragging the mouse pointer selects data in Office To select a picture, just click it once. Handles Editing Data To select text with the mouse, you can click the mouse in one of three ways, as shown in Figure Selecting data with the keyboard To select data with the keyboard, you need to use the following keys: