Teach Yourself VISUALLY Office 2013 E-Book

Elaine Marmel

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Serie: Teach Yourself VISUALLY (Tech)
• Sprache: Englisch
• Veröffentlichungsjahr: 2013

Seitenzahl: 397

Beschreibung

Learn the new Microsoft Office suite the easy, visual way Microsoft Office 2013 is a power-packed suite of office productivity tools including Word, Excel, PowerPoint, Outlook, Access, and Publisher. This easy-to-use visual guide covers the basics of all six programs, with step-by-step instructions and full-color screen shots showing what you should see at each step. You'll also learn about using Office Internet and graphics tools, while the additional examples and advice scattered through the book give you tips on maximizing the Office suite. If you learn best when you can see how things are done, this book is for you. * Shows you how to use Microsoft Office 2013 with easy-to-follow, step-by-step instructions illustrated with full-color screen shots * Covers Word, Excel, PowerPoint, Outlook, Access, and Publisher * Includes additional information on using Office Internet and graphics tools * Designed to help visual learners read less and learn more Teach Yourself VISUALLY Office 2013 shows you how to use all six tools in the Office suite, step by step.

Leseprobe

Teach Yourself VISUALLY™ Office 2013

Table of Contents

Part I: Office Features

Chapter 1: Office Basics

Start and Exit Office Applications

Navigate the Program Windows

Work with Backstage View

Work with the Ribbon

Customize the Quick Access Toolbar

Using an Office Program on a Tablet PC

Chapter 2: Working with Files

Create a New File

Save a File

Open a File

Print a File

Check Your File for Hidden or Personal Data

E-Mail a File

Select Data

Cut, Copy, and Paste Data

Arrange Windows

Chapter 3: Office Graphics Tools

Insert a Picture

Insert an Online Picture

Resize and Move Graphic Objects

Understanding Graphic Object Modification Techniques

Chapter 4: Working with Office Files Online

Office and the Cloud

Sign In to Office Online

Share a Document from Office

Download Apps from the Office Store

Sign In to SkyDrive

Using a Web App in SkyDrive

Using an Office Program from SkyDrive

Upload a Document to SkyDrive

Share a Document Using SkyDrive

Part II: Word

Chapter 5: Adding Text

Change Word’s Views

Type and Edit Text

Insert Quick Parts

Insert Symbols

Create a Blog Post

Chapter 6: Formatting Text

Change the Font, Size, and Color

Align Text

Set Line Spacing

Indent Text

Set Tabs

Set Margins

Create Lists

Copy Formatting

Clear Formatting

Format with Styles

Apply a Template

Chapter 7: Adding Extra Touches

Insert an Online Video

Assign a Theme

Add Borders

Create Columns

Insert a Table

Apply Table Styles

Insert an Excel Spreadsheet

Add Headers and Footers

Insert Footnotes and Endnotes

Insert Page Numbers and Page Breaks

Mark Index Entries

Generate an Index

Generate a Table of Contents

Create a Bibliography

Chapter 8: Reviewing Documents

Work in Read Mode View

Find and Replace Text

Scan Document Content

Check Spelling and Grammar

Check Spelling and Grammar

Work with AutoCorrect

Using Word’s Thesaurus and Dictionary

Translate Text

Track and Review Document Changes

Lock and Unlock Tracking

Combine Reviewers’ Comments

Work with Comments

Part III: Excel

Chapter 9: Building Spreadsheets

Enter Cell Data

Select Cells

Faster Data Entry with AutoFill

Turn On Text Wrapping

Center Data across Columns

Adjust Cell Alignment

Change the Font and Size

Change Number Formats

Increase or Decrease Decimals

Add Cell Borders and Shading

Format Data with Styles

Apply Conditional Formatting

Add Columns and Rows

Resize Columns and Rows

Freeze Column and Row Titles On-Screen

Name a Range

Clear or Delete Cells

Split and Format a Column of Data

Chapter 10: Worksheet Basics

Add a Worksheet

Name a Worksheet

Change Page Setup Options

Move and Copy Worksheets

Delete a Worksheet

Find and Replace Data

Create a Table

Filter or Sort Table Information

Analyze Data Quickly

Understanding Data Analysis Choices

Track and Review Worksheet Changes

Insert a Comment

Chapter 11: Working with Formulas and Functions

Understanding Formulas

Create a Formula

Apply Absolute and Relative Cell References

Understanding Functions

Apply a Function

Total Cells with AutoSum

Audit a Worksheet for Errors

Add a Watch Window

Chapter 12: Working with Charts

Create a Chart

Move and Resize Charts

Change the Chart Type

Change the Chart Style

Change the Chart Layout

Add Chart Elements

Format Chart Objects

Change the Chart Data

Using Sparklines to View Data Trends

Part IV: PowerPoint

Chapter 13: Creating a Presentation

Build a Blank Presentation

Create a Presentation Using a Template

Create a Photo Album Presentation

Change PowerPoint Views

Insert Slides

Change the Slide Layout

Change the Slide Size

Chapter 14: Populating Presentation Slides

Add and Edit Slide Text

Change the Font, Size, and Color

Apply a Theme

Set Line Spacing

Align Text

Add a Text Box to a Slide

Add a Table to a Slide

Add a Chart to a Slide

Add a Video Clip to a Slide

Move a Slide Object

Resize a Slide Object

Chapter 15: Assembling and Presenting a Slide Show

Reorganize Slides

Reuse a Slide

Organize Slides into Sections

Define Slide Transitions

Add Animation Effects

Create a Custom Animation

Record Narration

Insert a Background Song

Create Speaker Notes

Rehearse a Slide Show

Run a Slide Show

Review a Presentation

Package Your Presentation on a CD

Present Online

Part V: Access

Chapter 16: Database Basics

Understanding Database Basics

Create a Database Based on a Template

Create a Blank Database

Create a New Table

Change Table Views

Add a Field to a Table

Delete a Field from a Table

Hide a Field in a Table

Move a Field in a Table

Create a Form

Change Form Views

Move a Field in a Form

Delete a Field in a Form

Apply a Database Theme

Format Form Fields

Add a Background Image

Chapter 17: Adding, Finding, and Querying Data

Add a Record to a Table

Add a Record to a Form

Navigate Records in a Form

Search for a Record in a Form

Delete a Record from a Table

Delete a Record from a Form

Sort Records

Filter Records

Apply Conditional Formatting

Perform a Simple Query

Create a Report

Part VI: Outlook

Chapter 18: Organizing with Outlook

Navigate in Outlook

Schedule an Appointment

Create a New Contact

Create a New Task

Add a Note

Customize the Navigation Bar

Peek at Appointments and Tasks

Search for Outlook Items

Work with the To-Do Bar

Link Contacts

Chapter 19: E-Mailing with Outlook

Compose and Send a Message

Send a File Attachment

Read an Incoming Message

Reply To or Forward a Message

Add a Sender to Your Outlook Contacts

Delete a Message

Work with Conversations

Screen Junk E-Mail

Create a Message Rule

Part VII: Publisher

Chapter 20: Publisher Basics

Create a Publication

Zoom In and Out

Add Text

Add a New Text Box

Swap Pictures

Save a Publication for Photo Center Printing

Chapter 21: Fine-Tuning a Publication

Change the Font, Size, and Color

Apply a Text Effect

Change Text Alignment

Add a Border

Control Text Wrap

Link Text Boxes

Move and Resize Publication Objects

Edit the Background

Add a Building Block Object

Create a Building Block Object

Part VIII: OneNote

Chapter 22: Taking Notes with OneNote

Navigate OneNote

Type and Draw Notes

Insert and Format a Table

Attach Files to Notes

Send Information to OneNote

Insert a Screen Clipping

Create a Quick Note

Record an Audio Note

Chapter 23: Organizing and Sharing Notes

Create a New Notebook

Create a New Section

Create a New Page

Rename a Section or Page

Group Sections

Search Notes

Search for Recent Edits

Set Synchronization Options

Share Notes with People Who Do Not Have OneNote

Teach Yourself VISUALLY™ Office 2013

Published by John Wiley & Sons, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256

www.wiley.com

Published simultaneously in Canada

Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400, fax [phone]. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax [phone], or online at www.wiley.com/go/permissions.

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ISBN: 978-1-118-51768-0

Manufactured in the United States of America

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Credits

Executive Editor

Jody Lefevere

Sr. Project Editor

Sarah Hellert

Technical Editor

Vince Averello

Copy Editor

Marylouise Wiack

Editorial Director

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Business Manager

Amy Knies

Sr. Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

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Vice President and Executive Publisher

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Project Coordinator

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Graphics and Production Specialists

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Quality Control Technician

Lauren Mandelbaum

Proofreader

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Indexer

Potomac Indexing, LLC

About the Author

Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical writing and software training. Elaine has an MBA from Cornell University and worked on projects to build financial management systems for New York City and Washington, D.C. This prior experience provided the foundation for Marmel Enterprises, LLC to help small businesses manage the project of implementing a computerized accounting system.

Elaine spends most of her time writing; she has authored and co-authored more than 65 books about Microsoft Excel, Microsoft Word, Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Word for the Mac, Microsoft Windows, 1-2-3 for Windows, and Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications Inside Peachtree, Inside Timeslips, and Inside QuickBooks.

Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C., and Tampa, FL) where she basks in the sun with her PC, her cross stitch projects, and her dog, Jack.

Author’s Acknowledgments

Because a book is not just the work of the author, I’d like to acknowledge and thank all the folks who made this book possible. Thanks to Jody Lefevere for the opportunity to write this book. Thank you, Vince Averello, for doing a great job to make sure that I “told no lies.” Thank you, Marylouise Wiack, for making sure I was understandable. And, thank you, Sarah Hellert; your top-notch management of all the players and manuscript elements involved in this book made my life easy and writing the book a pleasure.

Dedication

To Buddy (1995-2012), my constant companion for 17 ½ years. You brought me nothing but joy and I will sorely miss you.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names or options that you must click or text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Part I: Office Features

The Office 2013 applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, Quick Access Toolbar, program window controls, and File tab. Many of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Office suite. In this part, you learn how to navigate the common Office features and basic tasks.

Chapter 1: Office Basics

Chapter 2: Working with Files

Chapter 3: Office Graphics Tools

Chapter 4: Working with Office Files Online

Chapter 1: Office Basics

Start and Exit Office Applications

Office 2013 runs on a 1-gigahertz (GHz) or faster x86- or x64-bit processor with 1 or 2 gigabytes of RAM, based on your processor speed. Your system must be running Windows 7, Windows 8, Windows Server 2008 R2, or Windows Server 2012. For additional requirements, visit http://technet.microsoft.com/en-us/library/ee624351%28v=office.15%29.aspx.

This section uses Access to demonstrate how to open a program from the Windows 8 Start screen. Once an Office program opens, its Start screen appears, helping you to find a document on which you recently worked or to start a new document. For other ways to open or start a new document, see Chapter 2.

Start and Exit Office Applications

On the Windows Start screen, click to zoom.

Note: You can start typing the name of the program and then skip to Step 3.

Windows zooms out so that you can see tiles for all installed programs.

Click any program tile on the right side of the Start screen.

Windows zooms in and enlarges all tiles to their regular size.

Click the tile of the program you want to open.

Note: This example uses Access 2013.

Windows switches to the Desktop and opens the program, displaying the program’s Start screen, which helps you open new or existing documents; see Chapter 2 for other ways to open documents.

A You can use this panel to open an existing document.

B You can use this area to start a new document.

C This area indicates whether you have signed in to Office Online.

D To exit from the program, click the Close button () after closing all documents.

TIP

Can I create a shortcut to open an Office application?

Yes. You can create a shortcut icon that appears on the Windows Desktop; however, pinning the program to the Windows taskbar is easier and just as effective because you can then click the taskbar button to start the program. On the Windows Start screen, right-click the tile of the program that you want to pin to the Windows taskbar. The program’s App bar appears; click Pin to taskbar. Windows 8 pins the program to the Windows taskbar. To open the program, display the Desktop and click the program’s tile on the taskbar.

Navigate the Program Windows

All Office programs share a common appearance and many of the same features, and when you learn your way around one Office program, you can easily use the same skills to navigate the others. These common features include scroll bars, a Ribbon, and a Quick Access Toolbar (QAT). The Ribbon contains commands that Microsoft Office determines that users use most often, and the QAT contains frequently used commands; you can customize both of these elements.

Take a moment to familiarize yourself with each program’s various on-screen elements so that you can learn to work quickly and efficiently while you create documents.

A Title Bar

Displays the name of the open file and the Office program.

B Quick Access Toolbar

Displays quick access buttons to the Save, Undo, and Redo commands.

C Ribbon

Displays groups of related commands in tabs. Each tab offers buttons for performing common tasks.

D Program Window Controls

These buttons enable you to view the program in a full screen, with only scroll bars but no other controls. They also allow you to minimize the program window, to maximize or restore the window including program controls, or to close the window.

E Office Online Indicator

If you see your name, you are signed in to Office Online. You can click to display a menu that enables you to change your photo, manage your Microsoft account, or switch to a different Microsoft account. If you are not signed in, this area shows a Sign In link. See Chapter 4 for details.

F Scroll Bars

The vertical and, if available, horizontal scroll bars let you scroll through the item shown in the work area, such as a document or worksheet.

G Status Bar

Displays information about the current Office document.

H View Shortcuts

These shortcuts switch to a different view of your document.

I Zoom Controls

This feature changes the magnification of a document.

Work with Backstage View

You can click the File tab to display Backstage view, which resembles a menu. Backstage is the place to go when you need to manage documents or change program behavior. In Backstage view, you find a list of actions — you can think of them as commands — that you can use to, for example, open, save, print, remove sensitive information, and distribute documents as well as set Word program behavior options. You can also use Backstage to manage the places on your computer hard drive or in your network that you use to store documents and to manage your Office Online account.

Work with Backstage View

Click the File tab to display Backstage view.

A Commonly used file and program management commands appear here.

B Buttons you can click appear here.

C Information related to the button you click appears here. Each time you click a button, the information shown to the right changes.

Note: The New, Close, and Options commands do not display buttons or information, but take other actions. See Chapter 2 for details.

Click here to return to the open document.

Work with the Ribbon

In Office 2013, you use the Ribbon to select commands. On each Ribbon tab, you find groups of related command buttons. Each button performs a common task. Some tabs appear only when needed. For example, if you select a picture, the Ribbon displays the Picture Tools tab.

In all Office programs, you can customize the Ribbon. You can create your own Ribbon tab that contains the buttons you use most often; that way, you do not need to switch tabs to use a particular command.

Work with the Ribbon

Using the Ribbon

Click the tab containing the command you want to use.

Click the command.

A Buttons with arrows () display additional commands.

B You can click the dialog box launcher () to display a dialog box of additional settings.

Create a Ribbon Tab

Click the File tab.

Click Options to display the Options dialog box.

Click Customize Ribbon.

Click the tab you want to appear to the left of the new tab.

Click New Tab.

C Word creates a new tab and a new group on that tab. To reposition the tab, click it and click the arrows.

Click New Tab (Custom).

Click Rename to display the Rename dialog box.

Type a name for your tab and click OK.

Click New Group (Custom) and repeat Steps 7 and 8 to rename the group.

Add Buttons

Click the group on the tab you created.

Click a command.

D If the command you want does not appear in the list, click the list box arrow () and select All Commands.

Click Add.

E The command appears below the group you created.

Repeat Steps 2 and 3 for each button you want to add to the group.

Click OK.

F The new tab appears on the Ribbon. If you positioned your tab as the first tab, it will appear each time you open the program.

TIPS

How do I assign keyboard shortcuts to the buttons I add to my group?

You do not need to assign keyboard shortcuts; the program assigns them for you, based on the keys already assigned to commands appearing on the tab where you placed your group. Be aware that you can place the same button on two different tabs, and if you do, the program assigns different keyboard shortcuts to that button on each tab.

What can I do if I decide that I do not want a custom tab on the Ribbon?

Reopen the program’s Options dialog box and deselect the check box beside the tab you created ( changes to ). Click OK. When the program redisplays the Ribbon, your tab will not appear.

Customize the Quick Access Toolbar

The Quick Access Toolbar, or QAT, is located in the top-left corner of the program window above the File and Home tabs. It offers quick access to the frequently used Save, Undo, and Redo commands. If you want, you can customize this toolbar to include other commands you use often, such as the Quick Print command or the Print Preview command, or any other command you want.

You can also reposition the QAT so that it appears below the Ribbon instead of above it; and, if you change your mind, you can put the QAT back above the Ribbon.

Customize the Quick Access Toolbar

Click .

A You can click any of the common commands to add them to the toolbar.

B You can click Show Below the Ribbon if you want to display the toolbar below the Ribbon.

Click More Commands.

The Options dialog box appears.

Click the Choose commands from.

Click a command group.

Click the command that you want to add to the toolbar.

Click Add.

C Office adds the command.

You can repeat Steps 3 to 6 to move additional buttons to the toolbar.

Click OK.

D The new command appears on the Quick Access Toolbar.

TIPS

How do I remove a button from the Quick Access Toolbar?

To remove a command, reopen the program’s Options dialog box by following the steps in this section, click the command name in the list on the right, click the Remove button, and click OK. The button no longer appears on the toolbar.

Are there other ways to customize the Quick Access Toolbar?

Yes. You can add commands to the toolbar directly from the Ribbon. Simply click the tab containing the command that you want to add, right-click the command, and then click Add to Quick Access Toolbar. The command is immediately added as a button on the toolbar.

Using an Office Program on a Tablet PC

If you are using Office 2013 with Windows 8 on a tablet PC, you need to know some basic touch gestures. Using a tablet PC is a different experience than using a computer with a keyboard and mouse, but Windows 8 was built with the tablet PC in mind, so the touch gestures are intuitive and easy to learn.

On a tablet PC, you use your fingers (or sometimes a stylus, if your tablet comes with one) to run applications, select items, and manipulate screen objects. This might seem awkward at first, but just a little practice of the gestures in this section will make your experience natural and easy.

Using an Office Program on a Tablet PC

Start a Program

Note: This section uses Word to demonstrate gestures.

Position your finger or the stylus over a blank spot toward the bottom of the Windows 8 Start screen.

Quickly move your finger or the stylus across the tablet screen— called swiping — from the right edge to the left edge of the tablet.

Windows 8 displays the tiles on the right side of the Start screen.

Tap the Word tile to switch to the Desktop and open Word to the Word Start screen.

Swipe the Screen

Click to switch to Word’s Read Mode view.

Note: See Chapter 8 for details.

Swipe left from the right edge of the tablet to read the next page.

Swipe right from the left edge of the tablet to read the previous page.

Move an Object

Position your finger or the stylus over the item you want to move.

Tap and hold the item and begin moving your finger or the stylus.

A The object moves along with your finger or the stylus, and an alignment guide helps you find a position for the object.

When the object appears where you want it, lift your finger or the stylus off the screen to complete the move and hide the alignment guide.

TIPS

How do I close a program using gestures?

Position your finger or the stylus at the top edge of the tablet and then slide it down the screen. At first you see the Windows 8 application bar for the program, so keep sliding. When you get about halfway, the application becomes a small window. Keep dragging that small window to the very bottom of the screen, and then lift your finger or the stylus. Windows 8 shuts down the application.

After I tap the Desktop tile, how do I return to the Start screen?

You can do this in a couple of ways. Because the Desktop is an application, you can close it using the technique described in the preceding tip. Alternatively, swipe left from the right edge of the tablet to display the Charms bar, and then tap the Start icon.

Chapter 2: Working with Files

Create a New File

When you open an Office program (except Outlook), the program’s Start screen greets you; see Chapter 1 for details. If Word, Excel, PowerPoint, Access, or Publisher are already open and you want to create a new document, workbook, presentation, database, or publication, you create a new file using Backstage view. When you do, you have the option of creating a blank file or basing the file on a template. Outlook opens by default to the Inbox, and, to create a new item in Outlook, whether it is an e-mail message, a calendar appointment, a contact, or a task item, you use the Ribbon.

Create a New File

Create a New Word, Excel, PowerPoint, Access, or Publisher File

Click the File tab.

Backstage view appears.

Click New.

The New screen appears.

Click the type of file that you want to create.

If you click a template, a preview appears; if you like what you see, click Create and the new file opens.

If you click a blank document, no preview appears; instead, a new blank document appears.

Create a New Outlook Item

In the Navigation bar at the bottom of the Outlook window, click the type of item you want to create — Mail, Calendar, People, or Tasks.

Click the appropriate New button. For example, if you are creating a Mail item, the button is labeled New Email. If you are creating a Calendar item, the button is labeled New Appointment, New Meeting, and so on.

A The new item opens.

TIPS

What is a template?

A template is a file containing predefined settings that serve as the foundation for your document, saving you the effort of manually creating the settings. Word, Excel, PowerPoint, Access, and Publisher 2013 display a variety of templates on the program Start screen and also when you start a new document while working in the program.

Where can I find more templates to use with my Microsoft Office programs?

At Office Online. At the top of the program Start screen or on the New screen, click in the Search online templates box, describe the type of template you want, and click .

Save a File

You save files so that you can use them at another time in Office programs. When you save a file, you can give it a unique filename and store it in the folder or drive of your choice.

After you save a document for the first time, you can click the Save button on the Quick Access Toolbar (QAT) to save it again. The first time you save a document, the program prompts you for a document name. Subsequent times, when you use the Save button on the QAT, the program saves the document using its original name without prompting you.

Save a File

A Before you save a document, the program displays a generic name in the title bar.

Click the File tab.

Backstage view appears.

Click Save As.

Click Computer.

B If the folder in which you want to save the document appears here, click it and skip to Step 5.

Click Browse.

The Save As dialog box appears.

Type a name for the document here.

C You can click here to select a location on your computer in which to save the document.

D You can click the NewFolder button to create a new folder in which to store the document.

Click Save.

E Word saves the document and displays the name you supplied in the title bar.

F For subsequent saves, you can click the Save button () on the Quick Access Toolbar to quickly save the file.

TIP

Can I save a file using a different file type?

Yes. Each Office program saves to a default file type. For example, a Word document uses the DOCX file format and Excel uses the XLSX file format. If you want to save the file in a format compatible with previous versions of Office, you must save it in the appropriate format, such as Word 97-2003 Document for previous versions of Word. To save a file in a different format, click the Save as Type in the Save As dialog box and choose the desired format from the list that appears.

Open a File

You can open documents that you have created and saved previously in order to continue adding data or to edit existing data, regardless of where you store the files. If you are not sure where you saved a file, you can use the Open dialog box’s Search function to locate it.

New to Word 2013, you can open and edit PDF files. However, editing a PDF file in Word works best if you used Word to create the original PDF file. If you used a different program to create the PDF file, you will find that Word has difficulty maintaining the file’s formatting.

Open a File

Click the File tab.

Backstage view appears.

Click Open.

A Recently opened documents appear here. If you see the file you want to open, you can click it to open it and skip the rest of these steps.

Click the place where you believe the document is stored. This example uses Computer.

Note: If you choose the wrong place, you can search for the file.

B If the folder containing the document appears here, click it and skip to Step 5.

Click Browse.

The Open dialog box appears.

Click here to navigate to the folder containing the document you want to open.

Click the document you want to open.

Click Open.

The file opens in the program window.

Note: To close a file, click in the upper-right corner. If you have not saved the file, the program prompts you to save it.

TIP

What if I cannot find my file?

You can use the Search box in the upper-right corner of the Open dialog box to locate files. Complete Steps 1 to 4 to display the Open dialog box. Locate and open the folder in which you believe the file was saved and type the file’s name in the Search box. Files containing the search term appear highlighted along with files containing a close match.

Print a File

If a printer is connected to your computer, you can print your Office files. For example, you might distribute printouts of a file as handouts in a meeting.

When you print a file, you have two options: You can send a file directly to the printer using the default settings or you can open the Office application’s Print screen to change these settings. For example, you might opt to print just a portion of the file, print using a different printer, print multiple copies of a file, collate the printouts, and so on. (Printer settings vary slightly among Office programs.)

Print a File

Click the File tab.

Backstage view appears.

Click Print.

A You can specify the number of copies to print using the Copies spin box.

B You can choose a printer from the Printer drop-down list.

C You can choose to print a selection from the file or specific pages using the available settings in the Settings list.

D You can select additional print options under Settings. For example, you can click here to choose from various paper sizes and to print in landscape or portrait orientation.

E You can page through a preview of your printed file by clicking here.

Click Print.

The Office program sends the file to the printer for printing.

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How do I print using default settings?

If you do not need to change any of your default print settings, you can simply click the Quick Print button () on the Quick Access Toolbar. If the Quick Print button does not appear on your QAT, you can add it. To do so, click to the right of the QAT and click Quick Print in the list of commands that appears. You can also add a Print Preview and Print button () to the QAT; clicking that button opens the Print screen.

Check Your File for Hidden or Personal Data

You can remove any personal information that an Office program stores in a document. For issues of privacy, you may want to remove this information before you share a document with anyone.

Depending on the Office program, the Document Inspector searches your document for comments, revision marks, versions, and ink annotations. It searches document properties for hidden metadata and personal information. It inspects for task pane apps saved in the document as well as information like hidden rows, columns, or worksheets. If your document contains custom XML data, headers, footers, watermarks, or invisible content, the Document Inspector alerts you.

Check Your File for Hidden or Personal Data

In the document you want to check for sensitive information, click the File tab.

Backstage view appears.

Click Info.

Click Check for Issues.

Click Inspect Document.

Note: If you have unsaved changes, Word prompts you to save the document, which you do by clicking Yes.

The Document Inspector window appears.

A You can deselect check marks ( changes to ) to avoid inspecting for these elements.

Click Inspect.

The Document Inspector looks for the information you specified and displays the results.

B You can remove any identified information by clicking Remove All beside that element.

C You can click Reinspect after removing identifying information.

Click Close.

TIPS

Can I review the information that the Document Inspector displays before I remove it?

No. The only way to review the information before you remove it is to close the Document Inspector without removing information, use the appropriate Word features to review the information, and then rerun the Document Inspector as described in this section.

What happens if I remove information and then decide that I really want that information?

You cannot undo the effects of removing the information using the Document Inspector. However, to restore removed information, you can close the document without saving changes and then reopen it.

E-Mail a File

You can share a file with others via e-mail. For example, suppose that you have a colleague who must present a project for approval at an upcoming meeting. Your colleague approaches you, asking for guidance concerning what to discuss. You put together a skeleton PowerPoint presentation and you want to e-mail it to your colleague.

You could create a new e-mail message in Outlook and add the file as an attachment, as discussed in Chapter 19. Or, you can send a file from the program you used to create the file, as described here. Note that, to open the file, recipients must have the appropriate software on their computer.

E-Mail a File

With the document you want to share via e-mail open, click the File tab.

Backstage view appears.

Click Share.

Click Email.

A Options for e-mailing the file appear here.

Click Send as Attachment.

Note: If you are sending a file that you do not want anyone to edit, click Send as PDF or Send as XPS.

Office launches an Outlook New Message window.

B The name of your file appears in the New Message window’s Subject line.

C The file is attached to the message.

Type the message recipient’s e-mail address in the To field.

Type your text in the body of the message.

Click Send.

Office places the message in your e-mail program’s outbox.

TIP

What if my recipient does not have the necessary software to open the file?

You can send the file in PDF or XPS format, which maintains the appearance of your file, but the file cannot easily be changed — meaning your recipient cannot edit the file. Alternatively, you can suggest that the recipient download an Office program viewer from http://office.microsoft.com; a viewer can, for example, help an Office 2007 user open an Office 2013 file. Finally, you can suggest that the recipient use the appropriate Office Web App, available in SkyDrive; see Chapter 4.

Select Data

You can select data in your file to perform different tasks, such as deleting it, changing its font or alignment, applying a border around it, or copying and pasting it. Selected data appears highlighted.

Depending on the program you are using, Office offers several different techniques for selecting data. For example, in Word, PowerPoint, Outlook, and Publisher, you can select a single character, a word, a sentence, a paragraph, or all the data in the file. In Excel and Access tables, you typically select cells. In One Note, use the technique appropriate to the type of data you want to select.

Select Data

Select Data in Word, PowerPoint, or Publisher

Note: You can use this technique to select characters, words, sentences, and paragraphs.

Click to one side of the word or character that you want to select.

Drag the mouse pointer across the text that you want to select.

A The program highlights the characters to indicate that they are selected.

To cancel a selection, click anywhere outside the text or press any arrow key on your keyboard.

Select Cells in Excel or Access

Click the cell representing the upper-left corner of the cells you want to select.

Drag the cell pointer across the cells you want to select.

B The program highlights the characters to indicate that they are selected.

To cancel a selection, click anywhere outside the text or press any arrow key on your keyboard.

TIP

How can I use my keyboard to select text?

To select text or cells to the left or right of the insertion point or cell pointer, press ++ or ++. To select a paragraph or cells above or below the insertion point or cell pointer, press ++ or ++. To select all text or cells from the insertion point or cell pointer location onward, press ++. To select all of the text or cells above the insertion point or cell pointer location, press ++. To select all the text or cells containing data in the file, press +.

Cut, Copy, and Paste Data

You can use the Cut, Copy, and Paste commands to move or copy data. For example, you might cut or copy text or a picture from a Word document and paste it elsewhere in the same Word document, in another Word document, or in a PowerPoint slide or a Publisher file.

When you cut data, it is removed from its original location; when you copy data, the selected data is duplicated, leaving it in its original location. You can move or copy data using two methods: drag-and-drop or buttons on the Ribbon. This section uses Word to drag-and-drop, and Excel to demonstrate Ribbon buttons.

Cut, Copy, and Paste Data

Cut or Copy in Word, PowerPoint, Publisher, or Outlook

Select the data that you want to cut or copy. This example cuts text.

Click and drag the data to a new location.

A As you drag, changes to .

To copy the data, you can press and hold as you drag, and changes to .

B A bold insertion point marks where the text will appear as you drag.

Release the mouse to drop the data in place.

C The data appears in the new location.

Cut or Copy in Excel or Access

Select the cell(s) that you want to cut or copy. This example copies a formula.

Click the Home tab.

Click the Cut button () to move data or the Copy button () to copy data.

Note: You can also press + to cut data or + to copy data.

The outline around the selected cell(s) changes to an animated dashed box and the data is stored in the Office Clipboard.

Select the cells where you want the cut or copied data to appear.

Note: You can also open another file into which you can paste the data.

On the Home tab, click the Paste button. Alternatively, to preview how the text will look before you paste it, click the down arrow below the Paste button and position your mouse pointer over each button that appears.

Note: You can also press + to paste data.

D The data appears in the new location.

TIPS

When I paste cut or copied data, an icon appears. What is it?

This is the Paste Options button (). You can use it to view Paste-formatting choices; the options that appear depend on the program you are using and the location where you want to paste. You can click one of these options or ignore ; eventually, it disappears.

Can I cut or copy multiple selections?

Yes, you can, using the Office Clipboard, which holds up to 24 items that you can paste in any order you choose. To display the Office Clipboard, click the dialog box launcher () in the Clipboard group on the Ribbon’s Home tab. Then select and cut or copy.

Arrange Windows

You can simultaneously view multiple files. For example, you might view two versions of a Word document side by side to compare their contents or view two Excel workbooks to compare data. If the files you want to compare are particularly long, you can enable the Synchronous Scrolling option to scroll both files at the same time.

In addition to viewing multiple files simultaneously, you can split the window of one long file into scrollable panes to view different portions of it. For example, you might split a document to compare how portions of it are formatted.

Arrange Windows

View Multiple Files

Open two or more files.

Click the View tab.

Click the View Side by Side button.

A Both files appear on-screen side by side.

B To scroll both files at the same time, click the Window button and then click the Synchronous Scrolling button.

C You can click the Maximize button () to restore a window to its full size.

D You can click the Close button () to close a file.

Split a Window

To split the window displaying a single file into scrollable panes, click the View tab.

Click the Split button.

E Horizontal and vertical bars appear.

Drag the bar up, down, right, or left to resize the panes, and click to set the bar in place when the panes are the desired size.

To return the page to a full document, click the Split button again.

TIPS

What does the Switch Windows button do?

If you have two or more files open, click the Switch Windows button to view a list of all open files in the current Office program. You can then choose a file in the list to view it.

Can I display two Excel files one on top of the other?

Yes. Click the View tab and then click the Arrange All button. The Arrange Windows dialog box opens, and you can select how you want to display multiple files: horizontally, vertically, tiled (where each window appears in a square pane), or cascaded (where windows appear one behind another).

Chapter 3: Office Graphics Tools

Insert a Picture