2007 MicrosoftВ® Office System Step by Step

1 Exploring Word 2007

To start Word

To open an existing file

1. Click the Microsoft Office Button, and then click Open.

2. In the Open dialog box, navigate to the folder that contains the file you want to open, and then double-click the file.

To move the insertion point to the beginning or end of the document

To convert a document created in an earlier version of Word

To view multiple pages

1. On the View toolbar, click the Zoom button.

2. In the Zoom dialog box, click the Many pages arrow, select the number of pages, and then click OK.

To adjust the magnification of a document

1. On the View toolbar, click the Zoom button.

2. In the Zoom dialog box, click a Zoom to percentage or type an amount in the Percent box, and then click OK.

To display the Document Map

To display thumbnails of pages

To display or hide non-printing characters

To display a document in a different view

To switch among open documents

On the View tab, in the Window group, click the Switch Windows button, and then click the name of the document you want to switch to.

To view multiple open documents

To open a new document

To save a document for the first time

1. On the Quick Access Toolbar, click the Save button; or click the Microsoft Office Button, and then click Save As.

2. If Browse Folders is shown in the lower-left corner of the Save As dialog box, click it, and then navigate to the location where you want to save the file.

3. In the File name box, type a name for the document, and then click Save.

To create a new folder while saving a document

1. Click the Microsoft Office Button, and then click Save As.

2. In the Save As dialog box, navigate to the folder where you want to create the new folder.

3. On the dialog box’s toolbar, click the New Folder button.

4. Type the name of the new folder, press , and then click Open.

5. In the File name box, type a name for the document, and then click Save.

To preview how a document will look when printed

To print a document with the default settings

To print a document with custom settings

1. Click the Microsoft Office Button, and then click Print.

2. In the Print dialog box, modify the settings as needed, and then click OK.

2 Editing and Proofreading Documents

To select text

To delete text

To copy or cut and paste text

1. Select the text, and then on the Home tab, in the Clipboard group, click the Copy or Cut button.

2. Click where you want to paste the text, and then in the Clipboard group, click the Paste button.

To undo an action

To move text by dragging

1. Select the text, and then point to the selection.

2. Hold down the mouse button, drag the text to its new location, and then release the mouse button.

To save text as a building block

1. Select the text. Then on the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery.

2. In the Create New Building Block dialog box, type a name for the building block, make any necessary changes to the settings, and then click OK.

To insert a building block in a document

To insert the date and time

1. Click where you want the date or time to appear, and then on the Insert tab, in the Text group, click the Date & Time button.

2. In the Date and Time dialog box, under Available formats, click the format you want, and then click OK.

To use the Thesaurus

1. Double-click the word you want to replace, and then on the Review tab, in the Proofing group, click the Thesaurus button.

2. In the Research task pane, point to the word you want to insert in place of the selected word, click the arrow that appears, and then click Insert.

To research information

1. On the Review tab, in the Proofing group, click Research.

2. In the Research task pane, in the Search for box, type the research topic.

3. Click the arrow of the box below the Search for box, click the resource you want to use, and then in the results list, click a source to view its information.

To translate a word or phrase into another language

1. Select the word or phrase, and then on the Review tab, in the Proofing group, click the Translate button.

2. In the Translation area of the Research task pane, select the desired languages in the From and To boxes to display the translation.

To display a document in Outline view

To display specific heading levels in Outline view

To collapse or expand heading levels in Outline view

To demote or promote headings in Outline view

To move content in Outline view

To find text

1. On the Home tab, in the Editing group, click the Find button.

2. On the Find tab of the Find and Replace dialog box, specify the text you want to find, and then click Find Next.

To replace text

1. On the Home tab, in the Editing group, click the Replace button.

2. On the Replace tab of the Find and Replace dialog box, specify the text you want to find and the text you want to replace it with, and then click Find Next.

3. Click Replace to replace the first instance of the text, Replace All to replace all instances, or Find Next to leave that instance unchanged and move to the next one.

To check spelling and grammar

1. On the Review tab, in the Proofing group, click the Spelling & Grammar button.

2. In the Spelling and Grammar dialog box, click the appropriate buttons to correct the errors Word finds or to add words to the custom dictionary or AutoCorrect list.

3. Click OK when Word reaches the end of the Spelling and Grammar check, and then click Close.

To remove personal information from a document

1. Click the Microsoft Office Button, point to Prepare, and then click Inspect Document.

2. In the Document Inspector dialog box, select the items you want checked, and then click Inspect.

3. In the Document Inspector summary, click the Remove All button to the right of any items you want removed, and then close the Document Inspector dialog box.

To mark a document as final

1. Click the Microsoft Office Button, point to Prepare, and then click Mark as Final.

2. Click OK in the message box, click Save, then click OK in the finalization message.

3 Changing the Look of Text

To preview and apply styles

To change the style set

To apply character formatting

To copy formatting

To change the font

To change the font size

To apply text effects

1. Select the text, and then on the Home tab, click the Font Dialog Box Launcher.

2. In the Font dialog box, under Effects, select the check box for the effect you want, and then click OK.

To clear formatting from text

To change the color of text

To highlight text with a color

To select all text with the same formatting

To insert a line break

To align paragraphs

To indent the first line of a paragraph

To indent an entire paragraph

To increase or decrease indenting

To set a tab stop

To change the position of a tab stop

To add a border or shading to a paragraph

1. Click the paragraph. Then on the Home tab, in the Paragraph group, click the Borders and Shading arrow, and click Borders and Shading.

2. In the Borders and Shading dialog box, on the Borders tab, click the icon of the border style you want to apply, and then click OK.

3. In the Borders and Shading dialog box, on the Shading tab, click the Fill arrow, click the shading color you want, and then click OK.

To format paragraphs as a list

To change the style of a list

1. Select the list paragraphs. Then on the Home tab, in the Paragraph group, click the Bullets or Numbering arrow.

2. In the Bullets Library or Numbering Library, click the bullet or number style you want to use.

To change the indent level of a list

To sort items in a list

1. Select the list paragraphs. Then on the Home tab, in the Paragraph group, click the Sort button.

2. In the Sort Text dialog box, click the Type arrow, and then in the list, click the type of text by which to sort.

3. Select Ascending or Descending, and then click OK.

To create a multilevel list

1. Click where you want to create the list. Then on the Home tab, in the Paragraph group, click the Multilevel List button.

2. In the Multilevel List gallery, click the thumbnail of the multilevel list style you want to use.

3. Type the text of the list, pressing to create another item at the same level, pressing and then to create a subordinate item, or pressing and then to create a higher-level item.

4 Presenting Information in Columns and Tables

To format text in multiple columns

To change the width of columns

1. Click anywhere in the first column. Then on the Page Layout tab, in the Page Setup group, click the Columns button, and then click More Columns.

2. Under Width and spacing, change the setting in the Width column or the Spacing column, and then click OK.

To hyphenate text automatically

To insert a column break

To create a tabular list

1. Type the text of the list, pressing between each item on a line and pressing at the end of each line.

2. Select the lines of the list, change the Tab button to the type of tab stop you want, and then click the horizontal ruler where you want to set tab stops that will line up the items in columns.

To insert a table

1. Click where you want to insert the table. Then on the Insert tab, in the Tables group, click the Table button.

2. In the grid, point to the upper-left cell, move the pointer across and down to select the number of columns and rows you want, and click the lower-right cell in the selection.

To merge table cells

To add rows to a table

To convert text to a table

1. Select the text you want to convert. Then on the Insert tab, in the Tables group, click the Table button, and click Convert Text to Table.

2. In the Convert Text to Table dialog box, enter the dimensions of the table in the Number of columns and Number of Rows boxes, select the type of text separator, and then click OK.

To insert a Quick Table

1. Click where you want to insert the table. Then on the Insert tab, in the Tables group, click the Table button, and then point to Quick Tables.

2. In the Quick Tables gallery, click the table style you want.

To apply a table style

To total a column of values in a table

1. Click the cell in the table where you want the total to appear.

2. On the Layout contextual tab, in the Data group, click the Formula button.

3. With the SUM formula in the Formula box, click OK to total the values.

To insert an Excel worksheet

1. In Excel, copy the worksheet data. Then in Word, click where you want to insert the copied data, and on the Home tab, in the Clipboard group, click the Paste arrow, and click Paste Special.

2. In the Paste Special dialog box, in the As list, click Microsoft Office Excel Worksheet Object, select the Paste link option, and then click OK.

To draw a table

1. Click where you want to draw the table. Then on the Insert tab, in the Tables group, click the Table button, and then click Draw Table.

2. Drag the pointer (which has become a pencil) across and down to create a cell.

3. Point to the upper-right corner of the cell, and drag to create another cell, or draw column and row boundaries inside the first cell.

5 Setting Up a Workbook

To open a workbook

1. Click the Microsoft Office Button and then click Open.

2. Navigate to the folder that contains the workbook you want to open.

3. Click the workbook.

4. Click Open.

To create a new workbook

1. Click the Microsoft Office Button.

2. Click New.

3. Click Blank Workbook.

To save a workbook

1. On the Quick Access Toolbar, click the Save button.

2. Type a name for the file.

1. Click Save.

To set file properties

1. Open the file for which you want to assign property values.

2. Click the Microsoft Office Button.

3. Point to Finish and then click Properties.

4. Add information describing your file.

To define custom properties

1. Open the file for which you want to assign property values.

2. Click the Microsoft Office Button.

3. Point to Finish and then click Properties.

4. Click the Property Views and Options down arrow.

5. Click Advanced.

6. Click the Custom tab.

7. Type a property name.

8. Select the type of data contained in the property.

9. Type a value for the property.

10. Click Add.

11. Click OK.

To display a worksheet

To create a new worksheet

1. Right-click the sheet tab of the worksheet that follows the location where you want to insert a worksheet.

2. Choose Insert from the shortcut menu.

3. Double-click Worksheet.

To rename a worksheet

1. Double-click the sheet tab of the worksheet you want to rename.

2. Type the new name of the worksheet and press Enter.

To copy a worksheet to another workbook

1. Open the workbook that will receive the new worksheets.

2. Switch to the workbook that contains the worksheets you want to copy, hold down the Ctrl key, and click the sheet tabs of the worksheets you want to copy.

3. Right-click the selection.

4. Choose Move Or Copy from the shortcut menu.

5. Select the Create A Copy check box.

6. Click the To Book down arrow.

7. Click the workbook to which you want the worksheet(s) copied.

8. Click OK.

To change the order of worksheets in a workbook

To hide a worksheet

1. Hold down the key and click the sheet tabs of the worksheets you want to hide.

2. Right-click any selected worksheet tab and then choose the Hide command.

To unhide a worksheet

1. Right-click any worksheet tab.

2. Click Unhide.

3. Click the worksheet you want to unhide.

4. Click OK.

To delete a worksheet

1. Hold down the key and click the sheet tabs of the worksheets you want to delete.

2. Right-click the selection.

3. Choose Delete from the shortcut menu.

To change a row’s height or column’s width

1. Select the rows and columns you want to resize.

2. Drag a row or column border until it is the desired size.

To insert a column or row

1. Right-click the column header to the right of, or the row header below, where you want the new column or row to appear.

2. Choose Insert from the shortcut menu.

To delete a column or row

1. Select the row or column you want to delete.

2. Right-click the selection and choose Delete from the shortcut menu.

To hide a column or row

1. Select the rows or columns you want to hide.

2. Right-click a row or column header in the selection and choose Hide from the shortcut menu.

To unhide a column or row

1. Click the row or column header of the row above or the column to the left of the rows or columns you want to unhide.

2. Hold down the key and click the row or column header of the row or column below or to the right of the rows or columns you want to unhide.

3. Right-click the selection and choose Unhide from the shortcut menu.

To insert a cell

1. Select the cells in the spot where you want to insert new cells.

2. Click the Home tab.

3. In the Cells group, click the Insert button’s down arrow.

4. Click Insert Cells.

5. Select the option button representing how you want to move the existing cells to make room for the inserted cells.

6. Click OK.

To delete a cell

1. Select the cells you want to delete.

2. Click the Home tab.

3. In the Cells group, click the Delete button’s down arrow.

4. Click Delete Cells.

5. Select the option button representing how you want the remaining cells to fill in the deleted space.

6. Click OK.

To move a group of cells to a new location

1. Select the cells you want to move.

2. Move the mouse pointer over the outline of the selected cells.

3. Drag the cells to the desired location.

To zoom in or out on a worksheet

To zoom in or out to a specific zoom level

1. On the View tab, in the Zoom group, click Zoom.

2. Select the Custom option.

3. Type a new zoom level in the Custom field.

4. Click OK.

To change to another open workbook

1. On the View tab, in the Window group, click Switch Windows.

2. Click the name of the workbook you want to display.

To arrange all open workbooks in the program window

1. On the View tab, in the Window group, click Arrange All.

2. Select the desired arrangement.

3. Click OK.

To add a button to the Quick Access Toolbar

1. Click the Customize Quick Access Toolbar button.

2. Click More Commands.

3. Click the Choose Commands From down arrow.

4. Click the category from which you want to choose the command.

5. Click the command you want to add.

6. Click Add.

7. Click OK.

To move a button on the Quick Access Toolbar

1. Click the Customize Quick Access Toolbar button.

2. Click More Commands.

3. Click the command you want to move.

4. Click the Move Up button or the Move Down button.

To remove a button from the Quick Access Toolbar

1. Right-click the button you want to remove.

2. Click Remove from Quick Access Toolbar.

6 Working with Data and Data Tables

To enter a data series using AutoFill

1. Type the first label or value for your list.

2. Drag the fill handle to the cell containing the last label or value in the series.

To change how dragging the fill handle extends a series

1. Type the first label or value for your list.

2. Hold down the key, and drag the fill handle to the cell containing the last label or value in the series.

To enter data by using AutoComplete

1. Type the beginning of an entry.

2. Press to accept the AutoComplete value.

To enter data by picking from a list

1. Right-click a cell in a column with existing values and click Pick from Drop-down List from the shortcut menu.

2. Click the item in the list you want to enter.

To copy and paste cells

1. Select the cell you want to copy.

2. On the Home tab, in the Clipboard group, click Copy.

3. Click the cells into which you want to paste the values.

4. On the Home tab, in the Clipboard group, click Paste.

To copy and paste a row or column

1. Select the row or column you want to copy.

2. On the Home tab, in the Clipboard group, click Copy.

3. Click the header of the row or column into which you want to paste the values.

4. On the Home tab, in the Clipboard group, click Paste.

To find data within a worksheet

1. Click the Home tab.

2. In the Editing group, click Find and Select.

3. Click Find.

4. Type the text you want to find.

5. Click Find Next.

6. Click Close.

To replace a value with another value within a worksheet

1. Click the Home tab.

2. In the Editing group, click Find and Select.

3. Click Replace.

4. Type the text you want to replace.

5. Type the text you want to take the place of the existing text.

6. Click Find Next. Follow any of these steps:

7. Click Close.

To edit a cell’s contents by hand

1. Click the cell you want to edit.

2. Select the text you want to edit in the Formula Bar.

3. Type the new text and press Enter.

To check spelling

1. On the Review tab, in the Proofing group, click Spelling . If you are asked whether you want to save your work, do so.

2. Follow any of these steps:

3. Click OK to clear the dialog box that appears after the spelling check is complete.

To look up a word in the Thesaurus

1. Select the word you want to look up.

2. On the Review tab, in the Proofing group, click Thesaurus .

To translate a word to another language

1. Select the word you want to look up.

2. On the Review tab, in the Proofing group, click Translate .

To create a data table

1. Type your table headers in a single row.

2. Type your first data row directly below the header row.

3. Click any cell in the range from which you want to create a table.

4. On the Home tab, in the Styles group, click Format as Table.

5. Click the desired table style.

6. Verify that Excel identified the data range correctly.

7. If your table has headers, select the My table has headers check box.

8. Click OK.

To add rows to a data table

Follow either of these steps:

To resize a table

1. Click any cell in the table.

2. Drag the resize handle to expand or contract the table.

To add a Total row to a column

1. Click any cell in the table.

2. On the Design tab, in the Table Style Options group, click Total Row.

To change the Total row summary function

1. Click any cell in the table’s Total row.

2. Click the down arrow that appears.

3. Click the desired summary function.

To rename a table

1. Click any cell in the table.

2. On the Design tab, in the Properties group, type a new value in the Table Name box.

7 Performing Calculations on Data

To create a named range

1. Select the cells you want to name.

2. Click the Name Box on the Formula Bar.

3. Type the name you want for the range.

4. Press .

To create a named range from a selection

1. Select the cells you want to name as a range. Be sure either the first or last cell contains the name for the range.

2. On the Formulas tab, in the Defined Names group, click Create from Selection.

3. Select the check box that represents the cell that contains the range’s desired name.

4. Click OK.

To display the Name Manager

To edit a named range

1. On the Formulas tab, in the Defined Names group, click Name Manager.

2. Click the named range you want to edit.

3. Click the Edit button.

4. Click the Collapse Dialog button.

5. Select the cells you want in the range.

6. Click Close.

To create a formula

1. Click the cell into which you want to enter a formula.

2. Type =.

3. Type the expression representing the calculation you want to perform.

4. Press .

To create a formula using the Insert Function dialog box

1. On the Formulas tab, in the Function Library group, click Insert Function.

2. Select the function you want to use, and click OK.

3. Fill in the Function Arguments dialog box, and click OK.

To use a named range in a formula

1. Begin typing the formula.

2. Type the name of the named range as a function’s argument.

To refer to a table column or row in a formula

1. Click the cell in which you want to create the formula.

2. Type =, followed by the function to include in the formula and a left parenthesis; for example, =SUM( would be a valid way to start.

3. Move the mouse pointer over the header of the table column you want to use in the formula. When the mouse pointer changes to a black, downward-pointing arrow, click the column header.

4. Type a right parenthesis and press .

To create a formula using Formula AutoComplete

1. Begin typing the formula.

2. Click the desired function from the list that appears.

To create a formula that doesn’t change when copied between cells

1. Begin typing the formula.

2. Precede all column and row references with a dollar sign (e.g., $C$4).

To create a formula that does change when copied between cells

1. Begin typing the formula.

2. Type all column and row references without a dollar sign (e.g., C4).

To create a conditional formula

1. Click the cell in which you want to enter an IF function.

2. On the Formulas tab, in the Function Library group, click Logical, and then click IF.

3. Type a conditional statement that evaluates to true or false.

4. Type the text you want to appear if the condition is true.

5. Type the text you want to appear if the condition is false.

6. Click OK.

To display cells that provide values for a formula

1. Click the cell you want to track.

2. On the Formulas tab, in the Formula Auditing group, click the Trace Precedents button.

To display formulas that use a cell’s contents

1. Click the cell you want to track.

2. On the Formulas tab, in the Formula Auditing group, click the Trace Dependents button.

To remove tracer arrows

1. Click the cell you want to track.

2. On the Formulas tab, in the Formula Auditing group, click the Remove Arrows button.

To locate errors in a worksheet

1. On the Formulas tab, in the Formula Auditing group, click the Error Checking button.

2. Click the Edit in Formula Bar button.

3. Edit the formula.

4. Click the Next button to view the next error.

To step through a formula to locate an error

1. Click the cell with the formula you want to evaluate.

2. On the Formulas tab, in the Formula Auditing group, click Evaluate Formula.

3. Click Evaluate (one or more times) to move through the formula’s elements.

4. Click Close.

To watch a value in a cell

1. On the Formulas tab, in the Formula Auditing group, click Watch Window.

2. Click Add Watch.

3. Select the cells you want to watch.

4. Click Add.

5. Click Watch Window.

To delete a watch

1. On the Formulas tab, in the Formula Auditing group, click Watch Window.

2. Click the watch you want to delete.

3. Click Delete Watch.

4. Click the Close button.

8 Changing Document Appearance

To change a cell’s font, font style, font color, or background color

1. Select the cells you want to change.

2. On the Home tab, use the controls in the Font group to format the cells.

To add a border to a cell

1. Select the cells around which you want to draw a border.

2. On the Home tab, in the Font group, click the Border button’s down arrow.

3. Click the type of border you want to apply.

To apply a style to a cell

1. Select the cells you want to change.

2. On the Home tab, in the Styles group, click Cell Styles.

3. Click a style.

To create a new style

1. On the Home tab, in the Styles group, click Cell Styles.

2. Click New Cell Style.

3. Type a new style name.

4. Click Format.

5. Specify the formatting you want this style to contain.

6. Click OK twice.

To delete a style

1. On the Home tab, in the Styles group, click Cell Styles.

2. Right-click the style you want to delete.

3. Click Delete.

To copy a cell’s formatting onto another cell

1. Click the cell that contains the format you want to apply to another cell.

2. On the Home tab, in the Clipboard group, click the Format Painter button.

3. Select the cells to which you want to apply the formatting.

To apply a workbook theme

1. On the Page Layout tab, in the Themes group, click Themes.

2. Click the theme you want to apply.

To change theme fonts, colors, and graphic effects

Using the Controls on the Page Layout tab, in the Themes group, follow one of these steps:

To save a workbook’s format as a new theme

1. Format your worksheet using the colors, fonts, and effects you want to include in your theme.

2. On the Page Layout tab, in the Themes group, click Themes.

3. Click Save Current Theme.

4. Type a name for your theme.

5. Click Save.

To create a new table style

1. On the Home tab, in the Styles group, click Format as Table and then click New Table Style.

2. In the Name field, type a name for the table style.

3. In the Table Element list, click the element you want to format.

4. Click Format, and use the controls in the Format dialog box to format the table element.

5. Click OK.

6. Repeat as desired to format other elements, and then click OK.

To format a cell value as a phone number

1. On the Home tab, click the Number group’s dialog box expander.

2. Click Special.

3. Click Phone Number.

4. Click OK.

To format cell data as a currency value

To select a foreign currency symbol

1. On the Home tab, in the Number group, click the Accounting Number Format button’s down arrow.

2. Click the currency symbol you want to apply.

To add words to a cell’s value

1. On the Home tab, click the Number group’s dialog box expander.

2. Click Custom.

3. Click the format to serve as the base for your custom format.

4. Type the text to appear in the cell, enclosed in quotes (e.g., “ cases”).

5. Click OK.

To apply a conditional format to a cell

1. Select the cells you want to change.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click New Rule.

4. Click Format Only Cells That Contain.

5. Click the Comparison Phrase down arrow, and then click the comparison phrase you want.

6. Type the constant values or formulas you want evaluated.

7. Click Format.

8. Specify the formatting you want and click OK twice.

To edit a conditional formatting rule

1. Select the cells that contain the rule you want to edit.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click Manage Rules.

4. Click the rule you want to change.

5. Click Edit Rule.

6. Use the controls to make your changes.

7. Click OK twice to save your changes.

To delete a conditional formatting rule

1. Select the cells that contain the rule you want to edit.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click Manage Rules.

4. Click the rule you want to delete.

5. Click Delete Rule.

6. Click OK.

To display data bars in one or more cells

1. Select the cells that contain your data.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Point to Data Bars.

4. Click the data bar option you want to apply.

To display a color scale in one or more cells

1. Select the cells that contain your data.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Point to Color Scales.

4. Click the color scale pattern you want to apply.

To display icon sets in one or more cells

1. Select the cells that contain your data.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Point to Icon Sets.

4. Click the icon set you want to apply.

To add a picture to a worksheet

1. On the Insert tab, in the Illustrations group, click Picture.

2. Double-click the picture you want to insert.

To change a picture’s characteristics

1. Click the picture.

2. Use the controls on the Format tab to edit the picture.

9 Creating a Database

To open a template and save it as a new database

1. On the Getting Started with Microsoft Office Access page, in the Template Categories list, click a category.

2. Click the template icon for the template you want to open.

3. In the File Name box, type a new name for the database, and note the default path.

4. Click the Create button.

To open a new blank database

1. Open Access.

2. On the Getting Started with Microsoft Access page, click Blank Database.

3. In the File Name box, type the name for the database.

4. Click the Browse for a location button, browse to the folder where you want to save the database, click OK, and then click Create.

To enter information in a database

To change a field name

To change the data type of a field

To change the size of a field

1. In Design view, click the field name.

2. In the Field Properties area, select the current field size, and then enter the new field size.

To close and save a table

To create a table by using a template

To add a new field name to a table and assign it a data type

1. Click in the first blank Field Name cell below the existing field names, type the field name, and then press .

2. Click the Data Type arrow for the new field, and then click the data type that you want assigned to the field.

To delete a table row while in Design view

To edit a field name

To change the size of a table column

1. With the table in Datasheet View, drag the vertical bar at the right edge of a column header to the left or right until the column is the size you want.

2. To size a column to the minimum width that will display all the text in that field in all records, point to the vertical bar on the right of the column header, and when the pointer changes to a double-headed arrow, double-click.

To change the height of all rows in a table

To reset all rows in a table to standard height

1. With the table in Datasheet View, on the Home tab, in the Records group, click More, and then click Row Height to display the Row Height dialog box.

2. In the Row Height dialog box, select the Standard Height check box or type in the height you want in the Row Height box, and then click OK.

To hide and unhide columns

1. Click anywhere in the column you want to hide, and in the Records group, click More. Then click Hide Columns.

2. To restore the hidden column, click More again, and then click Unhide Columns to display the Unhide Columns dialog box.

3. In the Unhide Columns dialog box, select the check box of the column you want to unhide, and then click Close.

To freeze and unfreeze columns

1. Drag through the column header of the column or columns you want to freeze.

2. With the columns selected, click the More button, and then click Freeze.

3. To restore the columns to their normal condition, click More, and then click Unfreeze.

10 Simplifying Data Entry by Using Forms

To create a form based on a table by using the Form tool

1. Open the table on which you want to base the form.

2. On the Create tab, in the Forms group, click the Form button.

To move labels on a form

To change the font and font size of a label on a form

1. Open the form in Design View, and click the label (not its text box) you want to change.

2. On the Design contextual tab, in the Font group, click the Font arrow, and then in the list, click the font you want to use.

3. With the label still selected, click the Font Size arrow, and then in the list, click the size you want.

To edit form control properties by using the Property Sheet pane

1. Open the form in Design view, and if the Property Sheet pane is not visible, right-click the desired control, and then click Properties.

2. In the Property Sheet pane, click the property you want to change, and either type the new value, or click the down arrow and select the value you want. Repeat for all properties that you want to change.

To edit multiple form control properties at once

1. Click anywhere in the Detail section of the form, and then drag diagonally to draw a rectangle through some portion of all the controls to select them.

2. In the Property Sheet pane, click the property you want to change, click the arrow that appears, and then click the option you want. Repeat for all properties that you want to change.

To set the background properties of all controls on a form

1. Select all the controls on the form. Then on the Format tab of the Property Sheet pane, click Back Style, and set it to the option you want.

2. Click Back Color, and then click the ellipsis button.

3. In the Color Builder, click the square of the color you want.

4. Set the Special Effect property to the option you want, and the Border Color property to the color you want.

To edit the caption of a form control

To change the layout of controls on a form

To delete a form control label

To select specific control labels on a form

To align form controls

To size form control labels to fit their contents

To insert space between form control labels and text boxes

To save the design of a form

To expand the Detail area of a form

To move a label or text box control on a form

To create an AutoFormat form template

1. On the Arrange contextual tab, in the AutoFormat group, click the AutoFormat button.

2. At the bottom of the AutoFormat gallery, click AutoFormat Wizard.

3. In the AutoFormat dialog box, click the Customize button.

4. In the Customize AutoFormat dialog box, click Create a new AutoFormat based on the Form option, and then click OK.

5. In the New Style Name dialog box, type a name for the new style, and then click OK.

6. Click OK to close the AutoFormat dialog box. Then click the Save button, and close the form.

To add a graphic to a form control

1. In the Navigation Pane, under Forms, right-click the form you want to use, and then click Design View.

2. On the Design contextual tab, in the Controls group, click the Image button, and then click the area where you want to place the image, drag diagonally to draw a rectangle, and release the mouse button.

3. In the Insert Picture dialog box, navigate to the folder where the graphic you want to use is located, and then double-click the graphic.

To add a caption below a picture

1. In the Controls group, click the Label button, and then drag diagonally to draw a rectangle where you want it to appear.

2. In the active label control, type the caption text, and then press .

To size a label control to fit the text

To add a combo box control without using a wizard

1. On the Design tab, in the Controls group, look at the Use Control Wizards button. If the button is active (orange), click it to deactivate it.

2. In the Controls group, click the Combo Box button, and then drag diagonally in the form to draw a rectangle where you want the combo box to appear.

To copy the formatting of one control to another

To remove the record selector and scroll bar controls from a form

1. In Design view, click the Form selector (the box at the junction of the horizontal and vertical rulers), and then press to display the Property Sheet pane for the entire form (if the sheet is not already displayed).

2. On the Format tab, change Record Selectors to No, and Scroll Bars to Neither.

To create a form based on the fields in a table by using the Form wizard

1. In the Navigation Pane, under Tables, click the table in which you want to create the AutoForm.

2. On the Create tab, in the Forms group, click the More Forms button, and then in the list, click Form Wizard.

3. With the open table selected in the Tables/Queries list, click the Move All button to move all the table fields to the Selected Fields list, and then click Next.

4. On the second page of the wizard, choose the layout of the fields in the new form. On the third page, select a style option.

5. On the fourth page, with the Open the form to view or enter information option selected, click Finish.

To create a form and subform simultaneously

1. On the Create tab, in the Forms group, click the More Forms button, and then click Form Wizard.

2. On the first page of the Form wizard, in the Tables/Queries list, click the table on which you want to base the form. Then click the Move All button to include all the table fields in the new form.

3. To create the subform, display the Tables/Queries list, and then click the table on which you want to base the subform.

4. In the Available Fields list, double-click the fields you want to include in the subform to move them to the Selected fields list, and then click Next.

5. With your primary table and Form with subform(s) selected, click Next.

6. With Datasheet selected, click Next.

7. On the last page of the wizard, select a style, and then click Finish.

To add a subform to a form

1. Open the form in Design view. Then on the Design tab, in the Controls group, make sure the Use Control Wizards button is active (orange).

2. In the Controls group, click the Subform/Subreport button, and then drag diagonally to draw a rectangle in a section where you want to put the subform.

3. On the Subform wizard’s first page, with the Use existing Tables and Queries option selected, click Next.

4. In the Tables/Queries list, click the type of item you want to use.

5. Add fields to the Selected Fields list by double-clicking each field. Then click Next, select the options you want, and click Finish.

11 Locating Specific Information

To sort information in one column

To sort information in multiple columns

To move a field

To filter records by a single criterion

1. In the field, click any instance of the record you want to filter by.

2. On the Home tab, in the Sort & Filter group, click the Selection button, and then in the list, click Equals “[the term you want to filter on]”.

To remove a filter

To filter records with a text filter

1. Click the column header arrow, point to Text Filters, and then click the criterion you want to filter by.

2. In the Custom Filter dialog box, in the ItemText begins with box, type the first few letters of the text you want to filter by. Then click OK.

To filter records with a “does not equal” filter

To use the Filter By Form command

1. In the Navigation Pane, under Forms, double-click the form you want to search.

2. On the Home tab, in the Sort & Filter group, click the Advanced button, and then in the list, click Filter By Form.

3. Click the box you want to search in, type the search criterion, and then press .

4. In the Sort and Filter group, click the Toggle Filter button.

To use the Advanced Filter/Sort command to sort tables

1. On the Home tab, in the Sort & Filter group, click the Advanced Filter Options button, and then in the list, click Advanced Filter/Sort.

2. In the field list, double-click a field to copy it to the first cell in the first column of the design grid.

3. In the Criteria cell under the field you just copied, type the search criterion, and then press .

4. Repeat Steps 2 and 3 for any other fields you want to filter on.

5. In the Sort & Filter group, click the Toggle Filter button to view the records that match the criteria.

To create a query in Design view

1. On the Create tab, in the Other group, click the Query Design button.

2. In the Show Table dialog box, on the Tables tab, double-click any tables you want to add to the query window. Then close the dialog box.

3. Drag the fields to be used in the query from the field lists to consecutive columns in the design grid.

4. On the Design contextual tab, in the Results group, click the Run button to run the query and display the results in Datasheet view.

12 Keeping Your Information Accurate

To set the data type for a field

1. With the table in Design view, click the Data Type cell next to the desired field.

2. Click the Data Type arrow, and then in the list, click the data type you want.

To view the properties of a field

To set the Field Size property for text, number, and autonumber fields

To use the Input Mask wizard

1. With the table in Design view, select a field, and then click Input Mask in the Field Properties area.

2. Click the ellipsis button to the right of the cell to start the Input Mask wizard. (Click Yes if Access prompts you to install this feature.)

3. Select an available mask in the Input Mask list, and then click Next.

4. In the Input Mask and Placeholder character boxes, make any changes you want, and then click Next.

5. Choose whether to store the data with the symbols, and then click Finish.

6. Press to accept the mask. Then save your changes.

To set a field validation rule

1. With the table in Design view, select a field, and then click in the Validation Rule box in the Field Properties area.

2. Type an expression in the Validation Rule box, or click the ellipsis button to use the Expression Builder.

3. Press . Then save the table.

To test the validation rules in a table

To select an entire field

To set a table validation rule

1. Right-click in the table window, and then click Properties.

2. Click in the Validation Rule box, type the information for the rule, press , and then save the table.

To create a lookup list with the Lookup wizard

1. Set the data type of a field to Lookup Wizard.

2. Select the options you want, and then click Next.

3. Continue selecting the options you want, clicking Next when you are done with each page. When you are done filling out the wizard, click Finish.

4. On the Quick Access Toolbar, click the Save button.

To restrict what can be entered in a lookup list

1. In Design view, in the Field Properties area, click the Lookup tab.

2. Change Limit To List to Yes.

3. Change Allow Value List Edits to No.

4. Save the table.

To create a multi-column lookup list

1. Add a new field, name it, and then set the data type to Lookup Wizard.

2. Select the values option you want, and then click Next.

3. Type the number of columns you want, and then enter the data you want in each column.

4. Click Next, and then click Finish.

5. Save your changes.

To prevent a column from being displayed in a multi-column lookup list

To filter selections in a multi-column lookup list

1. Right-click any cell in a column you want to filter, point to Text Filters, and then click the filter option you want.

2. In the Custom Filter box, type criterion you want to filter for, and then press .

To create a select query

1. You must first create a select query. On the Create tab, in the Other group, click the Query Design button.

2. In the New Query dialog box, with Simple Query Wizard selected, click OK.

3. In the Tables/Queries list, click the option you want. Then in the Available Fields list, double-click the fields you want to move to the Selected Fields list.

4. In the Simple Query Wizard dialog box, click Finish to create the select query.

To create an update query

1. First, create a select query that selects the records you want to update.

2. Open the select query in Design view. Then on the Design contextual tab, in the Query Type group, click the Update button.

3. In the design grid, type the expression for your update.

To create an action query

1. First, create a select query that selects the records you want to manipulate.

2. Open the select query in Design view. Then on the Design contextual tab, in the Query Type group, click the Make Table, Append, Update, or Delete button.

3. Provide the information requested for the specified query type.

To create a delete query

1. First, create a select query that selects the records you want to delete.

2. Open the select query in Design view. Then on the Design contextual tab, in the Query Type group, click the Delete button to convert this select query to a delete query.

3. In the design grid, set the delete criteria.

To back up a database

1. Click the Microsoft Office Button, point to Manage, and then click Back Up Database.

2. In the Save As dialog box, navigate to the folder in which you want to store the backup, and then click Save.

To compact a database

To analyze the performance of a database

1. On the Database Tools tab, in the Analyze group, click the Analyze Performance button.

2. In the Performance Analyzer dialog box, on the All Object Types tab, click Select All, and then click OK.

3. Click each result in the Analysis Results box to display more information about that result in the Analysis Notes area.

To document a database

1. On the Database Tools tab, in the Analyze group, click the Database Documenter button.

2. In the Documenter dialog box, select the options you want on each tab. Then click OK to start the documentation process.

13 Starting a New Presentation

To base a presentation on an example from Office Online

1. Click the Microsoft Office Button, and then click New.

2. Under Microsoft Office Online in the left pane, click Presentations.

3. Scroll the center pane until you find the presentation you want, and then click Download.

To base a presentation on an existing presentation

1. Click the Microsoft Office Button, and then click New.

2. In the left pane, under Templates, click New from existing.

3. Navigate to the folder containing the presentation on which you want to base the new one, and then double-click that presentation.

To base a presentation on a design template

1. Click the Microsoft Office Button, and then click New.

2. In the left pane, under Microsoft Office Online, click Design slides.

3. In the Design slides category list, click the category that you want.

4. Scroll the center pane until you find the template you want, and then click Download.

To add a new slide with the default layout

To add slides with other layouts

To delete a slide

To convert a Microsoft Office Word outline into a presentation

1. On the Home tab, in the Slides group, click the New Slide arrow, and then click Slides from Outline.

2. Navigate to the folder containing the Word outline, and then double-click the Word document.

To save a presentation as an outline

1. Click the Microsoft Office Button, and then click Save As.

2. In the File name box, enter the name of the outline file.

3. Click the Save as type arrow, and then in the list, click Outline/RTF.

4. Navigate to the folder where you want to store the outline, and then click Save.

To insert a slide from another presentation

1. Click the slide after which you want to insert the slide.

2. On the Home tab, in the Slides group, click the New Slide arrow, and then in the list, click Reuse Slides.

3. In the Reuse Slides task pane, click the Open a PowerPoint File link.

4. Navigate to the folder containing the presentation with the slide you want to reuse, and double-click the presentation.

5. In the task pane, click the slide you want to reuse.

14 Working with Slide Text

To create slides, bullet points, and subpoints on the Outline tab

To delete and replace a word

To move text

1. Select the text, and on the Home tab, in the Clipboard group, click the Cut button.

2. Click where you want to insert the text, and then click the Paste button.

To undo or redo editing actions

To select an entire placeholder

To create a text box

To rotate a text box

To move a text box

To size a text box

To add a solid border to a text box

1. Right-click the border of the text box, and then click Format Shape.

2. In the Format Shape dialog box, click Line Color, click the line option you want, select appropriate options, and then click Close.

To change the default settings of a text box

1. Format the text and the text box the way you want all the text boxes you create from now on in this presentation to be.

2. Right-click the border of the text box, and then click Set as Default Text Box.

To add an AutoCorrect entry

1. Click the Microsoft Office Button, click PowerPoint Options, click Proofing, and then click AutoCorrect Options.

2. In the Replace box above the table in the dialog box, type a word you commonly misspell, and then press .

3. In the With box, type the correct spelling of the word, click Add, and then click OK twice to close the dialog box and PowerPoint Options window.

To correct a word flagged as a misspelling

To mark a non-English word

1. With the insertion point in the word, on the Review tab, in the Proofing group, click the Language button.

2. In the Language dialog box, click the language, and then click OK.

To check the spelling of an entire presentation

1. With the first slide displayed, on the Review tab, in the Proofing group, click the Spelling button.

2. If the Spelling dialog box appears, click the appropriate buttons to correct the errors PowerPoint finds or to add words to the custom dictionary or AutoCorrect list.

3. Click OK when PowerPoint reaches the end of the spelling check, and then click Close.

To find a synonym for a word

1. Select a word (but not the following space). Then on the Review tab, in the Proofing group, click the Thesaurus button.

2. Point to the word you want to substitute for the selection, click the arrow that appears, and then click Insert.

To find and replace a word

1. On the Home tab, in the Editing group, click the Replace button.

2. In the Find what box, type the word you want to replace, and in the Replace with box, type the replacement text.

3. If necessary, select the Match case or Find whole words only check box.

4. Click Find Next, and then click Replace or Replace All.

To find and replace a font

1. On the Home tab, in the Editing group, click the Replace arrow, and then in the list, click Replace Fonts.

2. In the Replace list, click the font you want to replace, and then in the With list, click the replacement font.

3. Click Replace.

To hide or display an object on a slide

1. On the Home tab, in the Editing group, click the Select button, and then click Selection Pane.

2. Under Shapes on this Slide in the task pane, click the box to the right of the object to hide or display it.

To change the font size

To change the size of a placeholder

To size a placeholder to fit its text

1. Right-click the placeholder’s border, and then click Format Shape.

2. Click Text Box, select the Resize shape to fit text option, and then click Close.

To change text alignment

To adjust line spacing

1. Click the paragraph, and then click the Paragraph Dialog Box Launcher.

2. Under Spacing, in the Paragraph dialog box, adjust the Line Spacing setting, and then click OK.

To change the text case

To apply bold or italic formatting to text

To change the color of text

15 Adjusting the Layout, Order, and Look of Slides

To change the layout of a slide

To restore the default layout after making changes

To collapse bullet points under slide titles

To expand or collapse the entire presentation outline

To arrange slides in a presentation

To move slides from one open presentation to another

1. Open two or more presentations in Slide Sorter view, and then on the View tab, in the Window group, click the Arrange All button.

2. Drag slides from one presentation window to another.

To change the theme

To change the color scheme

1. On the Design tab, in the Themes group, click the Colors button.

2. In the Colors gallery, click the color scheme you want.

To create your own color scheme

1. On the Design tab, in the Themes group, click the Colors button, and then click Create New Theme Colors.

2. In the Create New Theme Colors dialog box, select the colors you want, and then click Save.

To change the color scheme of the current slide

To change a theme’s fonts and effects

To create a custom font combination

1. On the Design tab, in the Themes group, click the Fonts button, and then click Create New Theme Fonts.

2. In the Create New Theme Fonts dialog box, specify the font combination you want, and then click Save.

To add a picture to the slide background

1. On the Design tab, in the Background group, click the Background Styles button, and then click Format Background.

2. In the Format Background dialog box, click the Picture or texture fill option.

3. Click File, navigate to the folder containing the picture you want to use, and then double-click the picture.

4. To make the picture fill the entire slide, select the Tile picture as texture check box.

5. To use the picture in the background of the current slide, click Close, or to use it in the background of all slides, click Apply to All.

To add a shade or texture to the slide background

16 Delivering a Presentation Electronically

To create a custom slide show

1. On the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show button, and then click Custom Shows.

2. In the Custom Shows dialog box, click New.

3. In the Slide show name box of the Define Custom Show dialog box, type a name for the custom show.

4. In the Slides in presentation list, click the slides you want, and then click Add.

To start a custom show

To hide a slide

To apply slide timings to all the slides

1. On the Animations tab, in the Transition to This Slide group, under Advance Slide, select the Automatically After check box, and then type or select the time you want the current slide to appear on the screen.

2. On the Animations tab, in the Transition to This Slide group, click the Apply To All button.

To rehearse a presentation and apply slide timings

1. With Slide 1 displayed, on the Slide Show tab, in the Set Up group, click the Rehearse Timings button.

2. Rehearse the presentation, clicking Next to move to the next slide. To repeat the rehearsal for a particular slide, on the Rehearsal toolbar, click the Repeat button to reset the time for that slide to 0:00:00.

3. At the end of the slide show, click Yes to apply the recorded slide timings to the slides.

To set up a self-running presentation

1. On the Slide Show tab, in the Set Up group, click the Set Up Slide Show button.

2. In the Show type area of the Set Up Show dialog box, select the Browsed at a kiosk (full screen) option, and select or clear the Show without narration and the Show without animation check boxes. Then click OK.

To enter speaker notes

To insert a graphic, table, or other object in a note

1. On the View tab, in the Presentations Views group, click the Notes Pages button.

2. Insert the object the way you would insert it on a slide.

To customize the layout of speaker notes

To preview and print speaker notes or handouts

1. Click the Microsoft Office Button, and then click Print.

2. In the Print dialog box, click the Print what arrow, select Notes Pages or Handouts in the list.

3. In the lower-left corner of the Print dialog box, click Preview.

4. On the Print Preview tab, in the Print group, click the Print button, and then click OK.

To prepare a presentation for travel

1. Click the Microsoft Office Button, point to Publish, and then click Package for CD. Click OK in the message box that appears.

2. In the Name the CD box of the Package for CD dialog box, type the name you want.

3. To include embedded fonts, click Options. Then under Include these files, select the Embedded TrueType fonts check box, and click OK.

4. Insert a blank CD in your CD burner, and then click Copy to CD. Or click Copy to Folder instead, and then select the folder in which you want to store the package.

5. When PowerPoint asks you to verify that you want to include linked content, click Yes.

To run a presentation in the PowerPoint Viewer

To navigate by using the keyboard

To end a presentation without a black screen

1. Click the Microsoft Office Button, click PowerPoint Options, and then click Advanced.

2. In the Slide Show area, clear the End with Black Slide check box, and then click OK.

To navigate by using the onscreen toolbar

To use a pen tool to mark up slides

To erase all markup from a slide

17 Getting Started with Outlook 2007

To configure Outlook to connect to an e-mail account

1. On the Start menu, point to All Programs, click Microsoft Office, and then click Microsoft Office Outlook 2007.

2. On the welcome page of the Outlook 2007 Startup wizard , click Next.

3. On the E-mail Upgrade Options page, select the Do not upgrade option, and then click Next.

4. On the E-mail Accounts page, with the Yes option selected, click Next.

5. On the Auto Account Setup page, enter your name, e-mail address, and password in the corresponding text boxes, and then click Next.

To manually configure your Exchange Server account settings

1. On the Start menu, point to All Programs, click Microsoft Office, and then click Microsoft Office Outlook 2007.

2. On the welcome page of the Outlook 2007 Startup wizard, click Next.

3. On the E-mail Upgrade Options page, select the Do not upgrade option, and then click Next.

4. On the E-mail Accounts page, with the Yes option selected, click Next.

5. On the Auto Account Setup page select the Manually configure server settings check box, and then click Next.

6. On the Choose E-mail Service page, select the Microsoft Exchange Server option, and then click Next.

7. On the Microsoft Exchange Settings page, enter the name or address of your Exchange Server and your user name, and then click the Check Name button. If the Connect to dialog box appears, enter your logon information, and then click OK.

8. After your name is underlined, click Next, and then on the final page of the wizard, click Finish.

To connect to an additional e-mail account

1. On the Tools menu, click Account Settings.

2. On the E-mail tab of the Account Settings dialog box, click the New button.

3. On the Choose E-mail Service page of the Add New E-mail Account wizard , with the Microsoft Exchange Server, POP3, IMAP, or HTTP option selected, click Next.

4. On the Auto Account Setup page, enter the account display name, the e-mail address, and the password of the account you want to add to your profile. Then click Next.

5. Click Finish to complete the account setup.

To create an additional Outlook profile

1. Exit Outlook if it is running.

2. Display Control Panel in Classic View, and then double-click the Mail icon. In the User Account Control dialog box, if you’re logged on as an administrator, click Continue. Otherwise, enter an administrator password, and then click OK.

3. In the Mail Setup dialog box, click the Show Profiles button.

4. In the Mail dialog box, click the Add button.

5. In the Profile Name box, type a name to identify the new profile, and then click OK.

6. On the Choose E-mail Service page, with the Microsoft Exchange Server, POP3, or IMAP option selected, click Next.

7. On the Auto Account Setup page, enter the name, e-mail address, and password in the corresponding text boxes, and then click Next.

8. After Outlook connects to the e-mail account, click Finish.

To configure Outlook to prompt for a profile when starting

1. Display Control Panel in Classic View, and then double-click the Mail icon. In the User Account Control dialog box, if you’re logged on as an administrator, click Continue. Otherwise, enter an administrator password, and then click OK.

2. In the Mail Setup dialog box, click Show Profiles.

3. In the Mail dialog box, select the Prompt for a profile to be used option, and then click OK.

18 Sending E-Mail Messages

To check addresses

To have Outlook search additional address books

1. On the Tools menu, click Address Book. Then in the Address Book window, on the Tools menu, click Options.

2. In the Addressing dialog box, click Add.

3. In the Add Address List dialog box, click the address list you want to add, click Add, and then click Close.

4. In the Addressing dialog box, click OK, and then in the Address Book window, click the Close button.

To send a courtesy copy of a message

To display the Bcc field in an outgoing message

To compose and send a new e-mail message

1. On the Standard toolbar, click the New Mail Message button.

2. In the To box of the message window, type an e-mail address.

3. In the Subject box, enter the main idea of your message.

4. In the message content area, type the body of the message.

5. When you finish, click Send.

To recall a message

1. In the Sent Items folder, open the message you want to recall.

2. On the Message tab, in the Actions group, click the Other Actions button, and then click Recall This Message.

3. Select the option to delete unread copies of the message or to replace them with a new message, and then click OK.

To attach a file to an e-mail message

1. Display the message window.

2. On the Message tab, in the Include group, click the Attach File button (not the arrow under the button).

3. Browse to the file you want to attach, click it, and then click Insert.

To send a business card

1. Display the message window.

2. On the Message tab, in the Include group, click the Insert Business Card button, and then in the list, click Other Business Cards.

3. In the Insert Business Card dialog box, select the card or cards you want to send, and then click OK.

To create a SmartArt diagram within an e-mail message

1. Click to place the insertion point in the message content area.

2. On the Insert tab, in the Illustrations group, click the SmartArt button.

3. In the SmartArt gallery, click the diagram you want to create, and then click OK.

To format the text of an e-mail message

To apply a different theme to an outgoing e-mail message

1. In the message window, on the Options tab, in the Themes group, click the Themes button.

2. In the Themes gallery, click the theme you want.

To create a signature and insert it in all the new messages

1. On the Tools menu, click Options. On the Mail Format tab of the Options dialog box, click Signatures.

2. On the E-mail Signature tab of the Signatures and Stationery dialog box, click New.

3. In the New Signature dialog box, type a name for the signature, and then click OK.

4. In the signature content area, type a salutation, such as Regards, and a comma. Press the key once or twice, and then type your name.

5. Add any other information you want to include, such as a telephone number, legal disclaimer, or link to your organization’s Web site, and format the text and paragraphs the way you want them to appear in messages.

6. In the Choose default signature area of the Signatures and Stationery dialog box, in the New messages list, click the name you gave your signature. Then click OK twice.

19 Managing Your Inbox

To use Instant Search to locate a specific message

To change the display, arrangement, sort order, and grouping of messages

To expand or collapse groups

To filter the Inbox content

To add and remove fields

1. On the View menu, point to Current View, and then click Customize Current View.

2. In the Customize View dialog box, click the Fields button.

3. To add fields, in the Available fields list of the Show Fields dialog box, click the fields you want to add, and then click Add.

4. To remove fields in any list view, drag the column heading downward, and release the mouse button when a large black X appears over the heading.

To change the order of columns in any view

To restore the default Inbox settings

1. On the View menu, point to Current View, and then click Define Views.

2. In the Custom View Organizer dialog box, click Reset. In the Microsoft Office Outlook message box asking whether you want to reset the current view to its original settings, click OK.

3. Reset any customized views you want by clicking the view name and then clicking Reset. When you finish, click the Messages view, and then click Apply View.

To create a custom Search Folder

1. In the Navigation Pane, right-click the Search Folders folder, and then click New Search Folder.

2. In the New Search Folder dialog box, scroll the Select a Search Folder list to see the available options, select the option you want, and then click OK.

To make changes to the contents of an existing Search Folder

To display the default color categories

To rename categories

1. On the Standard toolbar, click the Categorize button, and in the Category list, click All Categories.

2. In the Color Categories dialog box, click the category (not the check box), and then click Rename.

3. Type the name you want, and then press .

To change the color associated with a category

1. On the Standard toolbar, click the Categorize button, and in the Category list, click All Categories.

2. In the Color Categories dialog box, click the category you want.

3. In the Color palette, click the icon of the color you want.

To create categories

1. On the Standard toolbar, click the Categorize button, and in the Category list, click All Categories.

2. In the Color Categories dialog box, click New.

3. In the Name box of the Add New Category dialog box, type the name you want to give the category. Then if you want, assign a color and a shortcut key.

To sort the Inbox contents by category

1. At the top of the Inbox, click the Arranged By bar, and then click Categories.

2. To the right of the Arranged By bar, click the command you want.

To create a folder

1. On the Standard toolbar, in the New list, click Folder.

2. In the Name box of the Create New Folder dialog box, type the folder name, and then click OK.

To move messages to a folder

Or

1. Right-click the message, and then click Move to Folder.

2. In the Move Items dialog box, in the Move the selected items to the folder list, click the folder where you want to move the message, and then click OK.

To send the content of an e-mail message to OneNote

To set the default automatic archive options

1. On the Tools menu, click Options. On the Other tab of the Options dialog box, click AutoArchive.

2. Make the changes you want to your AutoArchive settings, then click OK in each of the open dialog boxes.

To manually archive a folder

1. Click the folder you want to archive. Then on the File menu, click Archive.

2. In the Archive dialog box, select the Archive this folder and all subfolders option, and then click OK.

To set the archive options for an individual folder

1. Right-click the folder in the Navigation Pane, and then click Properties.

2. On the AutoArchive tab of the Properties dialog box, set the archive options you want, and then click OK.

20 Managing Appointments, Events, and Meetings

To schedule an appointment

1. In the Calendar, display the date on which you want to schedule an appointment.

2. Click the desired time slot, type information about the appointment, and then press .

3. To change the end time for the appointment, drag the bottom border of the time slot down to the bottom of the end time.

To reschedule an appointment

To make an appointment recurring

1. Open the appointment. Then on the Appointment tab, in the Options group, click the Recurrence button.

2. In the Recurrence pattern area of the Appointment Recurrence dialog box, select the option that corresponds to the desired recurrence, and then click OK.

3. On the Recurring Appointment tab, in the Actions group, click the Save & Close button.

To schedule an event

1. In the Date Navigator, click the date on which you want to schedule an event, and then in the Calendar pane, click the blank space below the day header and above the time slots.

2. Type the name of the event, and then press .

To make an event recurring

1. Double-click the event, and then on the Event tab, in the Options group, click the Recurrence button.

2. In the Recurrence pattern area of the Appointment Recurrence dialog box, select the option that corresponds to the recurrence you want, and then click OK.

3. On the Recurring Event tab, in the Actions group, click the Save & Close button.

To create and send a meeting request

1. In the Date Navigator, click the date on which you want the meeting to occur.

2. On the Standard toolbar, in the New Appointment list, click Meeting Request.

3. In the To box, type the e-mail addresses of the meeting attendees; in the Subject box, type the name of the meeting; and in the Location box, indicate where the meeting will take place.

4. On the Meeting tab, in the Show group, click the Scheduling button. Then set the meeting time, and click Send.

To manually respond to a meeting request

1. In the Date Navigator, double-click the scheduled meeting.

2. In the meeting request window, in the Reading Pane, click Accept, Tentative, or Decline.

3. Choose whether to send a standard response, a personalized response, or no response at all.

To propose a new time for a meeting

1. In the Reading Pane of the meeting request window, click Propose New Time.

2. In the schedule area of the Propose New Time dialog box, set the proposed meeting start and end times, and then click Propose Time.

3. In the meeting response window that opens, enter a message to the meeting organizer, and then click Send.

To instruct Outlook to automatically respond to meeting requests

1. On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.

2. In the Calendar Options dialog box, click Resource Scheduling.

3. In the Resource Scheduling dialog box, select the Automatically accept meeting requests and process cancellations check box.

4. Select the Automatically decline conflicting meeting requests and/or the Automatically decline recurring meeting requests check boxes if you want Outlook to do this.

5. Click OK in each of the open dialog boxes.

21 Managing Your Calendar

To add the holidays of other countries to your calendar

1. On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.

2. In the Calendar Options dialog box, click Add Holidays.

3. In the Add Holidays to Calendar dialog box, select the check boxes of the countries whose holidays you want to add, and then click OK in each open dialog box.

To remove holidays from your calendar

1. In Calendar view, on the View menu, point to Current View, and then click All Appointments.

2. On the View menu, point to Current View, and click Customize Current View. Then in the Customize View dialog box, click Group By.

3. In the Group By dialog box, clear the Automatically group according to arrangement check box if it is selected. Then in the Group items by list, click Location.

4. Ensure that all the Then by lists display (none), and then click OK in each of the open dialog boxes.

5. In the Calendar pane, collapse the displayed groups or scroll the pane until the Location group of the holidays you want to remove is visible. Then do the following:

To change your work week

1. Display your calendar in Week view, and at the top of the Calendar pane, select the Show work week option.

2. On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.

3. In the Calendar work week area of the Calendar Options dialog box, select or clear the check boxes of the days of the week.

4. Set the start and end times, and then click OK in the open dialog boxes.

To change the time zone

1. On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.

2. In the Calendar Options dialog box, click Time Zone.

3. In the Time zone list, click the time zone you want. Then click OK in each of the open dialog boxes.

To simultaneously display two time zones in your Calendar

1. On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.

2. In the Calendar Options dialog box, click Time Zone.

3. In the Time Zone dialog box, select the Show an additional time zone check box. Then in the second Time zone list, click the additional time zone you want to display.

4. Type a label for each time zone in its corresponding Label box, and then click OK in each of the open dialog boxes.

To preview and print your calendar

1. On the View menu, click Day.

2. On the Standard toolbar, click the Print button. Then in the Print dialog box, click Preview.

3. On the Print Preview toolbar, click the Print button to redisplay the Print dialog box.

4. In the Print style list, click the style of printing you want.

5. In the Print range area, set the first and last dates you want to print, and then click OK.

To save calendar information as a Web page

1. Display your calendar, and then on the File menu, click Save as Web Page.

2. In the Save as Web Page dialog box, enter the start and end dates for which you want to publish calendar information.

3. In the Options area, select whether to include appointment details or a background graphic.

4. In the Save as area, append a file name (the extension is unnecessary) at the end of the path shown in the File name box. If you want, change the title that will be displayed on the Web page and the location where Outlook saves it.

5. With the Open saved web page in browser check box selected, click Save.

To embed information about your schedule in an e-mail message

1. Display your calendar, and then in the Navigation Pane, under Other Calendars, click Send a Calendar via E-mail.

2. In the Send a Calendar via E-mail dialog box, in the Date Range list, click the command you want.

3. In the Detail list, click the option you want.

4. Click Advanced, set any options you want, and then click OK.

To link one or more calendar entries to OneNote

To link to an Internet calendar

1. In the Calendar module Navigation Pane, scroll the All Calendar Items list to the Other Calendars section, and then click Search Calendars Online.

2. On the Internet Calendars page, scroll to the Subscribe to a Free Internet Calendar section, and then click the Internet calendar you want.

3. If an Internet Explorer Security message box prompts you to allow Outlook to open Web content, click the Allow button.

4. In the Microsoft Office Outlook message box asking whether you want to add the calendar to Outlook and subscribe to updates, click Yes.

To view multiple calendars side by side and as a composite

1. In either the My Calendars or Other Calendars list in the Navigation Pane, select the check box for at least one other calendar.

2. On the title bar tab of a secondary calendar, click the View in Overlay Mode button.

3. Click either Calendar tab to display that calendar on top of the other calendar.

4. On either of the overlaid calendars, click the View in Side-By-Side Mode button to return to the standard display.

To delegate control of your calendar so that meeting requests can be created and responded to on your behalf

1. On the Tools menu, click Options. On the Delegates tab of the Options dialog box, click Add.

2. In the Add Users dialog box, click the person you want to delegate control to, click Add, and then click OK.

3. In the Delegate Permissions dialog box, in the Calendar list, click the level of permission you want to delegate.

4. Select the Automatically send a message to delegate summarizing these permissions check box, and then click OK in each of the open dialog boxes.

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