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To homeless and neglected pets everywhere, in the hope that you will find a better life and the loving care that you deserve. And to the many compassionate people involved in animal rescue work, in thanks for the selfless work that you do.
About the Authors
Lisa A. Bucki is an author, trainer, and consultant and has been writing and teaching about computers and software for more than 15 years. Also author of Microsoft Word 2013 Bible and contributing author for two prior editions of Office 2013 Bible, she wrote Teach Yourself Visually Microsoft Office PowerPoint 2007; Microsoft Office Project 2007 Survival Guide; Learning Photoshop CS2; Dell Guide to Digital Photography: Shooting, Editing, and Printing Pictures; Learning Computer Applications: Projects & Exercises (multiple editions); and Adobe Photoshop 7 Fast & Easy. Along with Faithe Wempen, Lisa also co-wrote Windows 8 (brief and expanded editions) for educational publisher Paradigm Publishing. Lisa has written or contributed to dozens of additional books and multimedia tutorials covering a variety of software and technology topics, including FileMaker Pro, iPhoto, Fireworks and Flash from Adobe, Microsoft Office applications, and digital photography. She also spearheaded or developed more than 100 computer and trade titles during her association with the former Macmillan Computer Publishing (now a division of Pearson).
John Walkenbach is a bestselling Excel author and has published more than 50 spreadsheet books. He lives amid the saguaros, javelinas, rattlesnakes, bobcats, and gila monsters in Southern Arizona — but the critters are mostly scared away by his clayhammer banjo playing. For more information, Google him.
Faithe Wempen, MA, is an A+ Certified hardware guru, Microsoft Office Specialist Master Instructor, and software consultant with over 120 computer books to her credit. She has taught Microsoft Office applications, including PowerPoint, to over a quarter of a million online students for corporate clients, including Hewlett Packard, CNET, Sony, Gateway, and eMachines. When she is not writing, she teaches Microsoft Office classes in the Computer Technology department at Indiana University-Purdue University at Indianapolis (IUPUI), does private computer training and support consulting, and owns and operates Sycamore Knoll Bed and Breakfast in Noblesville, Indiana (www.sycamoreknoll.com).
Michael Alexander is a Microsoft Certified Application Developer (MCAD) and author of several books on advanced business analysis with Microsoft Access and Microsoft Excel. He has more than 15 years of experience consulting and developing Microsoft Offi ce solutions. Mike has been named a Microsoft MVP for his ongoing contributions to the Excel community. In his spare time, he runs a free tutorial site, www.datapigtechnologies.com, where he shares Excel and Access tips.
Dick Kusleika has been awarded as a Microsoft MVP for 12 consecutive years and has been working with Microsoft Office for more than 20. Dick develops Access- and Excel-based solutions for his clients and has conducted training seminars on Offi ce products in the United States and Australia. Dick also writes a popular Excel-related blog at www.dailydoseofexcel.com.
About the Technical Editor
Justin Rodino began his technical instructional career working as a guest lecturer while also attending Purdue University as an undergraduate. After graduation, he worked overseas for Tias Business School doing educational design for online delivery, by creating one of the fi rst online eLearning platforms. Later, Justin joined Altiris/Symantec and was one of their lead Microsoft Consultants in the EMEA region where he became an expert in Microsoft Technologies, received his MCSE, and became an MCT. He has been an MCT for the past five years and in that time was also awarded the coveted MVP award two years in a row before joining Microsoft as a Technical Program Manager. In the past three years Justin has worked with Microsoft to help defi ne their lab strategy as well as operationalize and run the internal eLearning platform. Over the years he has served as the technical editor on numerous books such as the Office 2010 and Office 2013 Bibles. As well as editing books, Justin speaks at numerous Microsoft Events, runs Square Baboon, a consulting company specializing in IP Telephony and IT services, and is a volunteer fi refighter and EMT.
Credits
Acquisitions Editor
Mariann Barsolo
Senior Project Editor
Adaobi Obi Tulton
Technical Editor
Justin Rodino
Production Editor
Christine Mugnolo
Copy Editors
Judy Flynn
Elizabeth Kuball
Liz Welch
Editorial Manager
Mary Beth Wakefield
Freelancer Editorial Manager
Rosemarie Graham
Associate Director of Marketing
David Mayhew
Marketing Manager
Ashley Zurcher
Business Manager
Amy Knies
Production Manager
Tim Tate
Vice President and Executive Group
Publisher Richard Swadley
Vice President and Executive
Publisher Neil Edde
Associate Publisher
Jim Minatel
Project Coordinator, Cover
Katie Crocker
Proofreaders
Nancy Carrasco
Josh Chase, Word One New York
Indexer
Johnna VanHoose Dinse
Cover Image
iStockphoto.com / Aleksandar Velasevic
Cover Designer Ryan Sneed
Acknowledgments
Thanks to Mariann Barsolo for signing me (Lisa A. Bucki) on for many months of adventure pulling together the contents of this Bible as well as rewriting the Word 2013 Bible. Mariann, you always know just when an author needs a good cheering section. I also appreciate the ongoing support that I’ve received from my friend Jim Minatel at Wiley.
Thanks also to Adaobi Obi Tulton, Senior Project Editor. Adaobi, it’s time to promote you from superhero to Goddess. Thank you for helping a mere mortal through a massive project like this.
The authors who contributed chapters from their individual Bible books provided the granite from which this edifice was built. Thanks to these folks for their excellence and expertise:
■ John Walkenbach, Microsoft Excel 2013 Bible
■ Michael R. Groh, Michael Alexander, and Dick Kusleika, Microsoft Access 2013 Bible
■ Faithe Wempen, Microsoft PowerPoint 2013 Bible
I thank Technical Editor Justin Rodino for lending his MVP experience in making this a better book. Justin, I appreciated the many thoughtful and informative comments you contributed over the course of so many chapters.
Chapter 1: Welcome
Chapter 2: Navigating in
Chapter 3: Mastering Fundamental
Part II: Creating Documents with Word 2013
Chapter 4: Diving Into Document Creation
Creating a Blank File ..........................................................................................103
Creating a File from a Template
Opening an Existing File ....................................................................................113
Saving and File Formats
Compatibility with Previous Versions of Word
Navigation and Selection Tips and Tricks
Choosing the Right Word View for the Task at Hand ..............................................131
Chapter 5: Font/Character Formatting
Reviewing the Ways You Can Format Text in Word ................................................139
Formatting Characters Directly or with Styles ......................................................140
Applying Character Formatting ...........................................................................143
Chapter 6: Paragraph Formatting
Choosing between Styles and Paragraph Formatting .............................................165
Welcome to Microsoft Office 2013 Bible. This book provides the information you need to get up and running with the applications in the latest version of the Microsoft Office 2013 suite. Inside, you get coverage of these members of the various versions of the Offi ce Suite:
■ Microsoft Word 2013
■ Microsoft Excel 2013
■ Microsoft PowerPoint 2013
■ Microsoft Outlook 2013
■ Microsoft Publisher 2013
■ Microsoft Access 2013
■ Microsoft OneNote 2013
This book brings together chapters from the new versions of the Word, Excel, PowerPoint, and Access Bibles. You get the best information from experts in each program so that you can get to work and be productive quickly.
Who Should Read This Book
Office 2013 adds some terrific new features in Word, Excel, PowerPoint, Access, Outlook, Publisher, and OneNote. As a result, even experienced Office users can use this book to get up to speed with using the new features and other tricks quickly. Because this book presents information using the friendly, accessible Bible format that combines straightforward steps and concise reference information, beginners with Office can use it to learn Offi ce quickly and expand their skills beyond the basics.
How This Book Is Organized
Microsoft Office 2013 Bible organizes information into several parts. In most cases, a part focuses on a particular application in the suite, so you can jump right to the part for the application you’re currently using.
Part I: Common Office Features
The chapters in this part provide the fi rst introduction to the new user interface in the major Office applications, as well as show how to perform fundamental operations, such as working with fi les.
Part II: Creating Documents with Word 2013
This part covers using the Microsoft Word 2013 word processing program to create and format text-based documents. In addition to learning how to format words, paragraphs, and pages, you get a shot at working with more sophisticated features such as tables and mail merge, and even the new SmartArt diagrams. You also see how document security settings can help protect information.
Part III: Making the Numbers Work with Excel 2013
The chapters here show you how to use the spreadsheet program Microsoft Excel 2013 to organize and calculate data. After getting a preview of the new features in the program, you learn how to enter, format, and calculate information. You also see how to create powerful charts that tell a story about your data, summarize data with data bars, sparklines, and conditional formatting.
Part IV: Persuading and Informing with PowerPoint 2013
In this part, you learn how to get the word out with the Microsoft PowerPoint 2013 presentation graphics program. This part explains how to add information, charts, SmartArt diagrams, and graphics to slides. You also see how to animate and automate a slide show and get expert tips about going live with your presentation.
Part V: Organizing Messages, Contacts, and Time with Outlook
The basics for using Microsoft Outlook 2013 appear in this part. Learn to set up an e-mail account; compose, send, and respond to messages; organize messages and deal with junk mail and security issues; manage your contacts, appointments, and to-do list.
Part VI: Designing Publications with Publisher
This part introduces you to the Microsoft Publisher 2013 page layout and design program. Learn how to not only create great-looking publications with Publisher’s flexible tools but also prep your publications for professional printing.
Part VII: Managing Information with Access and OneNote
If you manage detailed lists — with customer or product data, for example — Microsoft Access 2013 and this part’s chapters are for you. Get a roadmap here for designing a good database. Learn how to create tables, fields, and forms, and how to select and present data with queries and reports. Also get an overview about using OneNote 2013 to track notes and project details,
Part VIII: Sharing and Collaborating in the Cloud and Applications
This part explains not only how to share information between Offi ce applications, but also how to use Office 2013 applications with SkyDrive.
Conventions and Features
As you work your way through the text, be on the lookout for these icons that bring your attention to important information:
This information is important and is set off in a separate paragraph with a special icon. Cautions provide information about things to watch out for, whether simply inconvenient or potentially hazardous to your data or systems.
Tips generally are used to provide information that can make your work easier—special shortcuts or methods for doing something easier than the norm.
Notes provide additional, ancillary information that is helpful but somewhat outside of the current presentation of information.
The text also uses specific shortcuts for choosing commands:
■ Mouse: When the text instructs you to choose a command from a menu or the Ribbon (in the new interface), the command is presented like this: Choose Home ➪ Clipboard ➪ Copy. That means to click the Home tab on the Ribbon, look in the Clipboard group, and click the Copy choice. These Ribbon tab name ➪ group ➪ command sequences help you navigate through the Ribbon to fi nd
Introduction and choose the appropriate command. When referencing contextual tabs, where the fi rst part of the tab name appears on an upper row and the subtab name appears on the lower row along with the normal tabs, an arrow will also appear between the upper part of the contextual tab name and the subtab, as in Picture Tools ➪ Format. After the fi rst mention in a chapter, the text may refer to the contextual tab by its subtab name only, that is, Format rather than Picture Tools ➪ Format.
■ Keyboard: Any keyboard shortcuts appear like this: Ctrl+C. That means to press the Ctrl key and C key simultaneously and then release them.
Where to Go from Here
Microsoft has released several versions of the Microsoft Office 2013 suite, with different versions including different applications. You can jump right to the parts that offer coverage for the applications offered in the fl avor of Office that you own.
Part I Common Office Features
The new version of Microsoft Office brings some changes that even seasoned Office users will appreciate. Besides a more modern look and style, Office includes new tools, new views, new navigational tricks, and more. Chapter 1 provides your fi rst look at the new Office, including introducing just a few of its new features. Chapter 2 shows you the basics for fi nding and using tools and commands in Office applications, including using task panes, dialog boxes, and options. It even introduces you to the touch gestures you can use if you’re working with Office on a touch-enabled system or tablet. Chapter 3 summarizes common tasks such as creating and printing fi les, fi nding and replacing information, going to a location, working with the new user accounts feature, or even a brief introduction to working in the cloud.
IN THIS PART
Chapter 1
Welcome to Microsoft Office 2013
Chapter 2
Navigating in Office
Chapter 3
Mastering Fundamental Operations
Welcome to Microsoft Office 2013
IN THIS CHAPTER
Reviewing the core Microsoft Offi ce business applications
Looking at additional Offi ce applications
Getting a first look at new features in Offi ce 2013
Starting and closing an application
Finding a file
Browsing and finding Help
Microsoft Office 2013 provides a comprehensive toolkit for tackling day-to-day productivity and communication tasks for business or personal purposes. This chapter introduces the individual Office applications and teaches you skills for getting started using them.
Learning about Office Applications
Microsoft Office 2013 offers a robust set of applications, each tailor-made to provide the best tools for a particular job. For example, if you’re creating a letter, you may need to work with commands for formatting text. If you need to total sales figures, you’ll need an automated way to sum the numbers.
Office provides applications that enable you to handle each of those aforementioned scenarios and more. Read on to learn which Offi ce applications to use for creating text-based documents, manipulating numbers, presenting your ideas, or even communicating with others.
Microsoft offers several different versions of the Microsoft Office 2013 software suite, including the Home & Student, Home & Business, and Professional retail versions. In addition, some plans for the Office 365 subscription service will include licensed copies of the different versions of the Office software, including a Professional Plus version, with the version varying depending on
the subscription. Each version includes a different combination of the individual Offi ce programs. Only Word 2013, Excel 2013, and PowerPoint 2013 are included in all versions. Therefore, depending on the Office version you’ve purchased, you may not have all of the applications described in this chapter and further throughout the book. Offi ce 2013 also comes in both 32-bit and 64-bit releases. If you have a 64-bit computer system and are running a 64-bit operating system, you could choose a 64-bit Offi ce release for enhanced functionality.
This book focuses primarily on the Word, Excel, PowerPoint, Outlook, Access, and OneNote applications found in
Microsoft also offers free Office web apps: web-browser-based versions of Word, Excel, PowerPoint, and OneNote, helping eliminate the need for the software to be installed locally on your computer, subsequently enabling online fi le sharing and collaboration. (Some of the Office 365 subscriptions also enable you to offer other Office web apps.) Using Office web apps enables you to store your fi les in an online location, in the “cloud,” in a SkyDrive account; if you have Offi ce installed on your computer, you also can download from a web app to the local app. Access to Office web apps is included free with your Microsoft account, with a limited amount of storage available for free. This book focuses on the locally installed desktop versions of the Office applications, but you can explore Office web apps and online storage options if you require remote capabilities of either specifi c office applications or your data.
Finally, Office 2013 will include a version optimized for Windows RT — the version of Windows 8 optimized for tablet and other portable devices.
Word
Word processing — typing, editing, formatting letters, reports, fax cover sheets, and so on — is perhaps the most common activity performed on a computer. Whether you need to create a memo at the office or a letter at home, using a word processing program can save you time and help you achieve polished results.
Microsoft Word has long been the leading word processing program. As one of the core applications in the Office suite, Word provides a host of document-creation tools that have been refi ned to be easy to use, yet have comprehensive feature sets should you wish to extend your document beyond the basics. Using Word to apply a minor bit of text formatting and a graphic can make even a simple document, such as the meeting agenda shown in Figure 1.1, have more impact and appeal than just plain text alone.
Office 2013 Professional and all the Office 365 suites.
FIGURE 1.1
Microsoft Word 2013 enables you to create appealing documents.
Word enables you to do more than just make your documents look great. Its features can help you enhance your document text more easily and furthermore create sophisticated elements such as footnotes, endnotes, and more. You’ll learn about these powerful Word features, among others, later in this book:
■ Templates: A template is a starter document that supplies the document design, text formatting, and, often, placeholder text or suggested text. Add your own text and your document is fi nished!
■ Styles: If you like a particular combination of formatting settings that you’ve applied to text, you can save the combination as a style that you can easily apply to other text.
■ Tables: Add a table to organize text in a grid of rows and columns to which you can then apply terrific formatting. In Word 2013, you can add a title and a summary to a table to better describe its contents.
■ Graphics: You can add all types of pictures to your documents and even create diagrams like the one in Figure 1.2 using the SmartArt feature. Some SmartArt layouts even enable you to insert pictures as shown in Figure 1.2.
FIGURE 1.2
SmartArt diagrams illustrate information in a document.
■ Mail Merge: Create your own, customized “form letter” wherein each copy is automatically customized for a particular recipient (or list entry). Word’s Merge feature even enables you to create matching envelopes and labels.
■ Document Security and Review: Word enables you to protect a document against unwanted changes, as well as to track changes made by other users. Using these features, you can control the document content through a collaboration process.
Excel
Spreadsheet programs — which provide formulas and functions that make it easy to calculate numerical data — made a critical technology leap in business computing. Business people no longer need to rely on adding machines, scientifi c calculators, or accountants to perform detailed sales or fi nancial calculations. Even a beginning salesperson could insert numbers into a spreadsheet, type a few formulas, and have the data automatically calculated. Even better, spreadsheet programs give you the ability to represent data graphically, which communicates the impact of the data more effectively. Microsoft Excel 2013, shown in Figure 1.3, performs the spreadsheet duties in the Microsoft Office suite.
FIGURE 1.3
Use the Microsoft Excel 2013 program to organize and calculate numerical data.
Excel 2013 enables you to build a calculation by creating a formula that specifies the values to calculate and which mathematical operators to use to perform the calculation. Excel also offers functions — predesigned formulas that perform more complex calculations, such as calculating accrued interest. Excel not only provides tools to assist you in building and error-checking spreadsheet formulas, but it also gives you many easy choices for formatting the data to make it more readable and professional. You’ll learn these Excel essentials later in the book, as well as more about these key Excel features:
■ Worksheets: Within each fi le, you can divide and organize a large volume of data across multiple worksheets or pages of information in the fi le.
■ Ranges: You can assign a name to a contiguous area on a worksheet so that you can later select that area by name, or use the name in a formula to save time.
■ Number and Date Value Formatting: You can apply a number format that defi nes how Excel should display a cell’s contents, indicating details such as how many decimal points should appear and whether a percentage or dollar sign should be included. You can also apply a date format to determine how the date appears.
■ Charts: Translate your data into a meaningful image by creating a chart in Excel (as shown in Figure 1.4). Excel offers dozens of chart types, layouts, and formats to help you present your results in the clearest way.
FIGURE 1.4
Excel’s data visualization features, such as sparklines and charting, help you make data more compelling and easier to evaluate.
■ Specialized Data Formatting: Sometimes it’s more expedient to use cell formatting to help data have more visual impact rather than creating a separate chart. Excel offers conditional formatting, a tool that enables it to apply specialized formatting for selected cells based on the results of the formulas in those cells or the contents of the cells. For example, if you have a spreadsheet calculating grade averages, you can set up the cells to be formatted in one color for a passing average and another for a failing average. The conditional formats include data bars, color scales, icon scales, and more. Excel 2013 offers a sparklines feature that enables you to create a small chart within a cell. Refer to Figure 1.4 to see examples under Qtr Chart.
PowerPoint
To achieve positive outcomes in situations such as persuading customers to buy; convincing your company’s leadership to invest in developing a new product you’ve conceived; training members of your team to follow a new operating procedure; or making sure that a group of volunteers understands program requirements — you must deliver your message in a clear, concise, convincing, and often visual way. A presentation graphics program helps you inform your audience in situations like those just described, and more.
The Microsoft PowerPoint 2013 presentation graphics program (see Figure 1.5) enables you to communicate information and ideas via an on-screen slide show or by printing the pages as handouts. Each slide should present a key topic that you want to convey, along with a few supporting points or a graphical reinforcement, such as a chart or picture. In this way, PowerPoint helps you to divide information into chunks that audience members can more easily absorb.
FIGURE 1.5
Use PowerPoint to present your message in informative slides.
Later in the book, you will learn how to create the basic presentation structure and add information as well as use the following PowerPoint features to help reinforce your message:
■ Layouts, Themes, and Masters: These PowerPoint features control the content that appears on a slide and how the content is arranged, as well as the appearance of all of the slides. You can quickly redesign a single slide or the entire presentation.
■ Tables and Charts: Similar to Word and Excel, PowerPoint enables you to arrange information in an attractively formatted grid of rows and columns. PowerPoint works with Excel to deliver charted data, so the Excel charting skills you build make developing charts in PowerPoint even easier.
■ Animations and Transitions: You can set up the text and other items on slides to make a special entrance, such as appearing to fly onto the screen, when you play them in a slide show. In addition to applying animations on objects, you can apply a transition that animates how the overall slide appears and disappears from the screen, such as dissolving or wiping in and away.
■ Live Presentations: PowerPoint offers several different ways in which you can customize and control how the presentation looks when played as an on-screen slide show. In this book, you will learn tricks such as hiding slides or jumping between slides on-screen.
Outlook
As technology improves, businesses naturally begin to move at a faster and faster pace. The days of face-to-face conversations for each meeting are a thing of the past, and everyone faces the challenge of tracking more and more virtual meetings, contacts, and to-dos. The Microsoft Outlook 2013 program in the Microsoft Office suite can handle your e-mail messages (Figure 1.6), appointment scheduling, contact information, and your to-do list, as well as other various communication tasks. This program helps you stay in the loop, keeps you organized, and also keeps you up-to-date with all the action in your work life, including connecting you with social and business networks via the People app in Windows 8.
In addition to learning Outlook e-mail, scheduling, contact management, and to-do list basics later in the book, you will learn which Outlook settings and tools help prevent messages with viruses from infecting your computer. Also, you’ll learn how Outlook can automatically manage annoying yet pervasive junk mail messages.
FIGURE 1.6
Send and receive e-mail messages in Microsoft Outlook.
Taking Advantage of Other Office Applications
You may be a user whose needs extend beyond letter writing and number crunching. If you routinely take on special tasks such as creating printed publications or tracking extensive customer data, you may fi nd yourself working with some of the other applications that are part of certain editions of Microsoft Offi ce 2013. This section gives you a snapshot of those other applications; later chapters of the book revisit these topics.
Publisher
Microsoft Publisher 2013 enables you to create publications, which have a greater emphasis on design than a word processing program typically offers. To help the creative process, Publisher includes attractive publication designs and templates with placeholders for text and images, as well as other features, including decorative rules and backgrounds already in place, as shown in Figure 1.7.
FIGURE 1.7
Microsoft Publisher provides placeholders and design elements so that you can create eyecatching publications with minimal design effort.
The distinction between documents and publications often is a very gray area; however, think of a document as something printed from a personal printer, either at home or in the office. This usually is something like a report or proposal. On the other hand, a publication is something typically printed professionally, like business cards or brochures and fl yers. Typically, for example, you wouldn’t use Word to prepare a brochure for professional printing, because many professional print shops require a more comprehensive page setup and design features such as those found in Publisher.
A later chapter shows you how to handle Publisher’s basics of choosing a publication design and then adding the text and graphics. You’ll also learn how to add effects such as drop caps and design gallery objects, and even how to prepare a publication for professional printing.
Access
The Microsoft Access 2013 database program can certainly do heavy lifting when it comes to managing detailed mountains of data such as customer detail, stock inventory, and order lists that may have hundreds or thousands of entries. The fi le that holds such lists is called a database. Each Access database fi le actually can hold multiple lists of data, each usually stored in a separate table, such as the Current Foster Animals table shown in Figure 1.8.
A Microsoft Access database organizes lists of information in tables.
Access enables you to enter and view data using various forms. You also can set up queries to retrieve data that matches certain criteria out of your database tables. These queries can be used to generate reports that consolidate and analyze your data. Later chapters introduce you to these Access skills.
FIGURE 1.8
OneNote
It’s a risky proposition to track your professional or educational life via notes scribbled on various scraps of paper or notebook pages. As the notes pile up, it becomes harder and harder to fi nd relevant information, making it look as though you can’t keep up. If you lose a scrap of paper containing a critical piece of information, you can put a project in jeopardy.
Microsoft OneNote 2013 as seen in Figure 1.9, serves as a type of electronic scrapbook for notes, reference materials, and files related to a particular activity or project. This way, when you need to fi nd all the relevant material related to a specific topic or a particular project, you can fl ip right to the applicable notebook tab. You learn to get yourself together with OneNote in a later chapter.
FIGURE 1.9
Organize notes, files, pictures, and other material in a OneNote notebook.