9780735626966
9780735626966
9780735626966
Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
Copyright © 2011 by Online Training Solutions, Inc. and Curtis Frye
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any
means without the written permission of the publisher.
Library of Congress Control Number: 2010932312
ISBN: 978-0-7356-2696-6
5 6 7 8 9 10 11 12 13 QG 7 6 5 4 3 2
Microsoft Press books are available through booksellers and distributors worldwide. For further information about
international editions, contact your local Microsoft Corporation office or contact Microsoft Press International
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The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and
events depicted herein are fictitious. No association with any real company, organization, product, domain name,
e-mail address, logo, person, place, or event is intended or should be inferred.
This book expresses the author’s views and opinions. The information contained in this book is provided without
any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or
distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by
this book.
[2012-11-09]
Contents
Introducing Microsoft Office Professional 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Modifying the Display of the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxvii
Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii
Your Companion eBook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii
microsoft.com/learning/booksurvey
iii
iv Contents
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 985
microsoft.com/learning/booksurvey
Office Standard and Office Professional Plus are available only to volume licensing
subscribers. The Office Web Apps, which are available with Office Standard and Office
Professional Plus, and available to the general public through Windows Live, are online
versions of Word, Excel, PowerPoint, and OneNote. You can store documents online and
work with them from within any Web browser window by using the Office Web Apps.
xv
xvi Introducing Microsoft Office Professional 2010
This book provides instructional material for the following programs, which together
form the Office Professional 2010 software suite:
● Microsoft Word 2010 A word-processing program with which you can quickly
and efficiently author and format documents.
● Microsoft Excel 2010 A spreadsheet program with which you can analyze,
communicate, and manage information.
● Microsoft PowerPoint 2010 A program with which you can develop and present
dynamic, professional-looking slide presentations.
● Microsoft OneNote 2010 A digital notebook program with which you can collect,
organize, and quickly locate many types of electronic information.
● Microsoft Access 2010 A database program with which you can collect information
and output information for reuse in a variety of formats.
● Microsoft Publisher 2010 A desktop publishing program with which you can lay
out newsletters, cards, calendars, and other publications.
The information in this book applies to these programs in all the software suites. If you
have a software suite other than Office Professional, or if you installed one or more of
these programs independently of a software suite, this is the right book for you.
Certification
Desktop computing proficiency is increasingly important in today’s business world. When
screening, hiring, and training employees, more employers are relying on the objectivity
and consistency of technology certification to ensure the competence of their workforce.
As an employee or job seeker, you can use technology certification to prove that you
already have the skills you need to succeed. A Microsoft Office Specialist (MOS) is an
individual who has demonstrated worldwide skill standards through a certification exam
in one or more of the Office 2010 programs, including Microsoft Access, Excel, Outlook,
PowerPoint, or Word. To learn more about the MOS program, visit the Microsoft Office
Specialist Certification page at go.microsoft.com/fwlink/?LinkId=193884.
Introducing Microsoft Office Professional 2010 xvii
Contents:
Contents:
1 Setting Up a Workbook
2 Working with Data and Excel Tables
3 Performing Calculations on Data
4 Changing Workbook Appearance
5 Focusing on Specific Data by Using Filters
6 Reordering and Summarizing Data
7 Combining Data from Multiple Sources
8 Analyzing Alternative Data Sets
9 Creating Dynamic Worksheets by Using PivotTables
10 Creating Charts and Graphics
11 Printing
12 Automating Repetitive Tasks by Using Macros
13 Working with Other Microsoft Office Programs
14 Collaborating with Colleagues
Contents:
Contents:
Contents:
Throughout this book, we discuss the commands and ribbon elements associated with
the program feature being discussed. In this section, we discuss the general appearance
of the ribbon, things that affect its appearance, and ways of locating commands that
aren’t visible on compact views of the ribbon.
See Also For detailed information about the ribbon, see “Working in the Program
Environment” in Chapter 1, “Explore Office 2010.”
Tip Some older commands no longer appear on the ribbon but are still available in the
program. You can make these commands available by adding them to the Quick Access
Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 1,
“Explore Office 2010.”
xxi
xxii Modifying the Display of the Ribbon
For example, when sufficient horizontal space is available, the buttons on the Review
tab of the Word program window are spread out and you’re able to see more of the
commands available in each group.
The Review tab of the Word program window at 1024 pixels wide.
If you decrease the width of the ribbon, small button labels disappear and entire groups
of buttons are hidden under one button that represents the group. Click the group button
to display a list of the commands available in that group.
The Review tab of the Word program window at 675 pixels wide.
Modifying the Display of the Ribbon xxiii
When the window becomes too narrow to display all the groups, a scroll arrow appears
at its right end. Click the scroll arrow to display hidden groups.
Scroll arrow
The Review tab of the Word program window at 340 pixels wide.
● The width of the program window Maximizing the program window provides
the most space for ribbon elements. You can resize the program window by
clicking the button in its upper-right corner or by dragging the border of a
non-maximized window.
On a computer running Windows 7, you can maximize the program window by
dragging its title bar to the top of the screen.
● Your screen resolution Screen resolution is the amount of information your screen
displays, expressed as pixels wide by pixels high. The greater the screen resolution, the
greater the amount of information that will fit on one screen. Your screen resolution
options are dependent on your monitor. At the time of writing, possible screen reso-
lutions range from 800 × 600 to 2048 × 1152. In the case of the ribbon, the greater
the number of pixels wide (the first number), the greater the number of buttons that
can be shown on the ribbon, and the larger those buttons can be.
xxiv Modifying the Display of the Ribbon
On a computer running Windows 7, you can change your screen resolution from
the Screen Resolution window of Control Panel.
● The density of your screen display You might not be aware that you can change the
magnification of everything that appears on your screen by changing the screen mag-
nification setting in Windows. Setting your screen magnification to 125% makes text
and user interface elements larger on screen. This increases the legibility of informa-
tion, but it means that less information fits onto each screen.
On a computer running Windows 7, you can change the screen magnification from
the Display window of Control Panel.
See Also For more information about display settings, refer to Windows 7 Step by Step
(Microsoft Press, 2009), Windows Vista Step by Step (Microsoft Press, 2006), or Windows
XP Step by Step (Microsoft Press, 2002) by Joan Lambert Preppernau and Joyce Cox.
Modifying the Display of the Ribbon xxv
You can choose one of the standard display magnification options or create another by setting
a custom text size.
The screen magnification is directly related to the density of the text elements on
screen, which is expressed in dots per inch (dpi) or points per inch (ppi). (The terms
are interchangeable, and in fact are both used in the Windows dialog box in which
you change the setting.) The greater the dpi, the larger the text and user interface
elements appear on screen. By default, Windows displays text and screen elements
at 96 dpi. Choosing the Medium - 125% display setting changes the dpi of text and
screen elements to 120 dpi. You can choose a custom setting of up to 500 percent
magnification, or 480 dpi, in the Custom DPI Setting dialog box.
You can choose a magnification of up to 200 percent from the lists, or choose a greater
magnification by dragging the ruler from left to right.
xxvi Modifying the Display of the Ribbon
● On the Insert tab, in the Illustrations group, click the Chart button.
● On the Page Layout tab, in the Page Setup group, click the Breaks button
and then, in the list, click Page.
The first time we instruct you to click a specific button in each exercise, we display
an image of the button in the page margin to the left of the exercise step.
If differences between your display settings and ours cause a button on your screen to
not appear as shown in the book, you can easily adapt the steps to locate the command.
First, click the specified tab. Then locate the specified group. If a group has been collapsed
into a group list or group button, click the list or button to display the group’s commands.
Finally, look for a button that features the same icon in a larger or smaller size than that
shown in the book. If necessary, point to buttons in the group to display their names in
ScreenTips.
If you prefer not to have to adapt the steps, set up your screen to match ours while you
read and work through the exercises in the book.
See Also This book, Microsoft Office Professional 2010 Step by Step, includes a selection of
instructional content for each program in the Office Professional 2010 software suite. For
more complete coverage of the features of each of these programs, refer to the corresponding
program-specific Step by Step book.
Each chapter of this book includes self-contained topics that teach you about specific
program features. Most topics conclude with a step-by-step exercise in which you
practice using the program. The following features of this book will help you locate
specific information:
● Detailed table of contents Scan the listing of the topics and sidebars within
each chapter.
● Chapter thumb tabs Easily locate the beginning of each chapter by looking
at the colored blocks on the odd-numbered pages.
● Detailed index Look up specific tasks and features in the index, which has been
carefully crafted with the reader in mind.
xxvii
xxviii Features and Conventions of This Book
You can save time when reading this book by understanding how the Step by Step series
shows exercise instructions, keys to press, buttons to click, and other information. These
conventions are listed in the following table.
Convention Meaning
SET UP This paragraph preceding a step-by-step exercise indicates the practice
files that you will use when working through the exercise. It also indicates
any requirements you should attend to or actions you should take before
beginning the exercise.
CLEAN UP This paragraph following a step-by-step exercise provides instructions
for saving and closing open files or programs before moving on to
another topic. It also suggests ways to reverse any changes you made
to your computer while working through the exercise.
1 Blue numbered steps guide you through hands-on exercises in
each topic.
2
1 Black numbered steps guide you through procedures in sidebars and
expository text.
2
See Also This paragraph directs you to more information about a topic in this
book or elsewhere.
Troubleshooting This paragraph alerts you to a common problem and provides guidance
for fixing it.
Tip This paragraph provides a helpful hint or shortcut that makes working
through a task easier.
Important This paragraph points out information that you need to know to
complete a procedure.
Keyboard Shortcut This paragraph provides information about an available keyboard
shortcut for the preceding task.
Ctrl+B A plus sign (+) between two keys means that you must press those
keys at the same time. For example, “Press Ctrl+B” means that you
should hold down the Ctrl key while you press the B key.
Pictures of buttons appear in the margin the first time the button is
used in an exercise.
Black bold In exercises that begin with SET UP information, the names of program
elements, such as buttons, commands, windows, and dialog boxes,
as well as files, folders, or text that you interact with in the steps, are
shown in bold black type.
Blue bold In exercises that begin with SET UP information, text that you should
type is shown in bold blue type.
Using the Practice Files
Before you can complete the exercises in this book, you need to copy the book’s practice
files to your computer. These practice files, and other information, can be downloaded
from the book’s detail page, located at:
http://go.microsoft.com/fwlink/?Linkid=192155
Display the detail page in your Web browser and follow the instructions for downloading
the files.
Important The Office Professional 2010 software suite is not available from this Web page.
You should purchase and install that software suite before using this book.
The following table lists the practice files for this book.
Chapter File
Chapter 1: None
Explore Office 2010
Chapter 2: Prices_start.docx
Work with Files Procedures_start.docx
Rules_start.docx
Chapter 3: Bamboo_start.docx
Edit and Proofread Text Brochure_start.docx
Letter_start.docx
Orientation_start.docx
RulesRegulations_start.docx
Chapter 4: AgendaA_start.docx
Change the Look of Text AgendaB_start.docx
Information_start.docx
OrientationDraft_start.docx
RulesDraft_start.docx
Chapter 5: ConsultationA_start.docx
Organize Information in ConsultationB_start.docx
Columns and Tables RepairCosts_start.docx
RoomPlanner_start.docx
xxix
xxx Using the Practice Files
Chapter File
Chapter 6: Announcement_start.docx
Add Simple Graphic Authors_start.docx
Elements Flyer_start.docx
Joan.jpg
Joyce.jpg
MarbleFloor.jpg
OTSI-Logo.png
Chapter 7: InfoSheetA_start.docx
Preview, Print, and InfoSheetB_start.docx
Distribute Documents InfoSheetC_start.docx
OfficeInfo_start.docx
Chapter 8: ExceptionSummary_start.xlsx
Set Up a Workbook ExceptionTracking_start.xlsx
MisroutedPackages_start.xlsx
PackageCounts_start.xlsx
RouteVolume_start.xlsx
Chapter 9: 2010Q1ShipmentsByCategory_start.xlsx
Work with Data AverageDeliveries_start.xlsx
and Excel Tables DriverSortTimes_start.xlsx
Series_start.xlsx
ServiceLevels_start.xlsx
Chapter 10: ConveyerBid_start.xlsx
Perform Calculations ITExpenses_start.xlsx
on Data PackagingCosts_start.xlsx
VehicleMiles_start.xlsx
Chapter 11: CallCenter_start.xlsx
Change Workbook Dashboard_start.xlsx
Appearance ExecutiveSearch_start.xlsx
HourlyExceptions_start.xlsx
HourlyTracking_start.xlsx
Phone.jpg
Texture.jpg
VehicleMileSummary_start.xlsx
Chapter 12: Credit_start.xlsx
Focus on Specific Data ForFollowUp_start.xlsx
by Using Filters PackageExceptions_start.xlsx
Using the Practice Files xxxi
Chapter File
Chapter 13: Projects.pptx
Work with Slides ServiceA_start.pptx
ServiceB_start.pptx
ServiceC_start.pptx
ServiceD_start.pptx
ServiceOrientation.docx
Chapter 14: BuyingTripsB_start.pptx
Work with Slide Text BuyingTripsC_start.pptx
CommunityServiceA_start.pptx
CommunityServiceB_start.pptx
CommunityServiceC_start.pptx
Chapter 15: BusinessTravelA_start.pptx
Format Slides BusinessTravelB_start.pptx
ColorDesign_start.pptx
CompanyMeetingA_start.pptx
CompanyMeetingB_start.pptx
LandscapingA_start.pptx
Chapter 16: Agastache.jpg
Add Simple Visual JournalingA_start.pptx
Enhancements JournalingB_start.pptx
Penstemon.jpg
WaterConsumption.xlsx
WaterSavingA_start.pptx
WaterSavingB_start.pptx
WaterSavingC_start.pptx
Chapter 17: Harmony_start.pptx
Review and Deliver Meeting_start.pptx
Presentations SavingWater_start.pptx
ServiceOrientationA_start.pptx
ServiceOrientationB_start.pptx
YinYang.png
Chapter 18: None
Explore OneNote 2010
Chapter 19: None
Create and Configure
Notebooks
xxxii Using the Practice Files
Chapter File
Chapter 20: SBS Content Entry folder
Create and Organize Notes ADatumLogo.png
Cabo.jpg
California_Poppy.jpg
Desert.jpg
Landscaping.pptx
Chapter 21: Brochure.docx
Send and Receive E-Mail StrategySession.pptx
Messages SBS First Draft message (created in this chapter)
Chapter 22: Andrea Dunker, Andrew Davis, Idan Rubin, Nancy Anderson,
Store and Access Contact and Sara Davis contact records (created in this chapter)
Information
Chapter 23: SBS Lunch with Jane and SBS Staff Meeting appointments,
Manage Scheduling SBS Pay Day event (created in this chapter)
Chapter 24: SBS First Draft and SBS Tradeshow Schedule messages
Track Tasks (created in Chapter 21)
SBS Dinner Reservations, SBS Order Brochures, and SBS Send
Dinner Invitations tasks (created in this chapter)
Chapter 25: GardenCompany01_start.accdb
Explore an Access 2010
Database
Chapter 26: None
Create Databases and Simple
Tables
Chapter 27: GardenCompany03_start.accdb
Create Simple Forms Logo.png
Chapter 28: GardenCompany04_start.accdb
Display Data
Chapter 29: Importing.docx
Get Started with Logo.png
Publisher 2010 Printing_start.pub
Chapter 30: BirthdayGirl.jpg
Create Visual Interest Blank_start.pub
Text.docx
Chapter 31: DataSource.xlsx
Create Colorful Cards and Peaceful.jpg
Calendars
Getting Help
Every effort has been made to ensure the accuracy of this book. If you do run into
problems, please contact the sources listed in the following sections.
http://go.microsoft.com/fwlink/?Linkid=192155
This page provides information about known errors and corrections to the book. If
you do not find your answer on the errata page, send your question or comment to
Microsoft Press Technical Support at:
mspinput@microsoft.com
To download your eBook, please see the instruction page at the back of this book.
xxxiii
xxxiv Getting Help
● To find out about an item on the screen, you can display a ScreenTip. For example, to
display a ScreenTip for a button, point to the button without clicking it. The ScreenTip
gives the button’s name, the associated keyboard shortcut if there is one, and some-
times a description of what the button does when you click it.
● In the program window, you can click the Help button (a question mark in a blue
circle) at the right end of the ribbon to display the program-specific Help window.
● At the right end of the title bars of some dialog boxes is a Help button (also a
question mark) that you can click to display the program-specific Help window.
Sometimes, topics related to the functions of that dialog box are already identified
in the window.
To practice getting help, you can work through the following exercise.
SET UP You don’t need any practice files to complete this exercise. Start Word, and
then follow the steps.
1. At the right end of the ribbon, click the Microsoft Word Help button.
The Word Help window opens.
Getting Help xxxv
You can change the size of the font in the window by clicking the Change Font Size button on
the toolbar.
If you are connected to the Internet, clicking any of the buttons below the Microsoft
Office banner (Products, Support, Images, and Templates) takes you to a correspond-
ing page of the Office Web site.
xxxvi Getting Help
2. Below the bulleted list under Browse Word 2010 support, click see all.
The window changes to display a list of Help topics.
3. In the list of topics, click Activating Word.
Word Help displays a list of topics related to activating Microsoft Office programs.
You can click any topic to display the corresponding information.
4. On the toolbar, click the Show Table of Contents button.
The window expands to accommodate two panes. The Table Of Contents pane
appears on the left. Like the table of contents in a book, it is organized in sections.
If you’re connected to the Internet, Word displays sections, topics, and training
available from the Office Online Web site as well as those stored on your computer.
Clicking any section (represented by a book icon) displays that section’s topics (represented by
Help icons).
Getting Help xxxvii
5. In the Table of Contents pane, click a few sections and topics. Then click the Back
and Forward buttons to move among the topics you have already viewed.
6. At the right end of the Table of Contents title bar, click the Close button.
7. At the top of the Word Help window, click the Type words to search for box,
type saving, and then press the Enter key.
The Word Help window displays topics related to the word you typed.
Next and Back buttons appear, making it easier to search for the topic you want.
8. In the results list, click the Recover earlier versions of a file in Office 2010 topic.
The selected topic appears in the Word Help window.
9. Below the title at the top of the topic, click Show All.
Word displays any information that has been collapsed under a heading and
changes the Show All button to Hide All. You can jump to related information
by clicking hyperlinks identified by blue text.
Tip You can click the Print button on the toolbar to print a topic. Only the displayed
information is printed.
CLEAN UP Click the Close button at the right end of the Word Help window.
More Information
If your question is about an Office 2010 program or another Microsoft software product
and you cannot find the answer in the product’s Help system, please search the appro-
priate product solution center or the Microsoft Knowledge Base at:
support.microsoft.com
In the United States, Microsoft software product support issues not covered by the
Microsoft Knowledge Base are addressed by Microsoft Product Support Services.
Location-specific software support options are available from:
support.microsoft.com/gp/selfoverview/
Chapter at a Glance
Present information
in columns, page 140
Present information
in tables, page 149
Information in
Columns and Tables
In this chapter, you will learn how to
✔ Present information in columns.
✔ Create tabbed lists.
✔ Present information in tables.
✔ Format tables.
When you need to present data in a document, using a table is often more efficient than
describing the data in a paragraph, particularly when the data consists of numeric values.
Tables make the data easier to read and understand. A small amount of data can be dis-
played in simple columns separated by tabs, which creates a tabbed list. A larger amount
of data, or more complex data, is better presented in a table, which is a structure of rows
and columns, frequently with row and column headings.
In this chapter, you’ll first create and modify columns of text. Then you’ll create a simple
tabbed list. Finally, you’ll create tables from scratch and from existing text, and format
a table in various ways.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter05 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
139
140 Chapter 5 Organize Information in Columns and Tables
The Columns gallery in the Page Setup group on the Page Layout tab displays several
standard options for dividing text into columns. You can choose one, two, or three
columns of equal width or two columns of unequal width. If the standard options
don’t suit your needs, you can specify the number and width of columns. The number
of columns is limited by the width and margins of the page, and each column must be
at least a half inch wide.
No matter how you set up the columns initially, you can change the layout or column
widths at any time.
You can format an entire document or a section of a document in columns. When you
select a section of text and format it as columns, Word inserts section breaks at the begin-
ning and end of the selected text to delineate the area in which the columnar formatting is
applied. Within the columnar text, you can insert column breaks to specify where you want
to end one column and start another. Section and column breaks are visible when you dis-
play formatting marks in the document.
Presenting Information in Columns 141
Tip You can apply many types of formatting, including page orientation, to content within
a specific section of a document without affecting the surrounding text. For information
about sections, see “Controlling What Appears on Each Page” in Chapter 7, “Preview, Print,
and Distribute Documents.”
You can apply character and paragraph formatting to columnar text in the same way you
would any text. Here are some formatting tips for columnar text:
● When presenting text in narrow columns, you can justify the paragraphs (align
the text with the left and right edges) to achieve a neat and clean appearance.
To justify the paragraphs, Word adjusts the spacing between words, essentially
moving the empty space that would normally appear at the end of the line into
the gaps between words.
● To more completely fill columns, you can have Word hyphenate the text to break
words into syllables to fill up the gaps.
In this exercise, you’ll flow the text in one section of a document into three columns.
You’ll justify the text in the columns, change the column spacing, and hyphenate the
text. You’ll then break a column at a specific location instead of allowing the text to flow
naturally from one column to the next.
SET UP You need the RoomPlanner_start document located in your Chapter05 practice
file folder to complete this exercise. Open the RoomPlanner_start document, and save
it as RoomPlanner. Then display formatting marks and the rulers, and follow the steps.
1. Click at the beginning of the paragraph that begins Take a look (do not click in the
selection area). Then scroll down until you can see the end of the document, hold
down the Shift key, and click to the right of the paragraph mark after credit cards.
Word selects the text from the Take a look paragraph through the end of the last
paragraph (but not the empty paragraph).
Tip If you want to format an entire document with the same number of columns, you
can simply click anywhere in the document—you don’t have to select the text.
2. On the Page Layout tab, in the Page Setup group, click the Columns button, and
then in the Columns gallery, click Three.
Word inserts a section break above the selected text and flows the text within the
section into three columns.
142 Chapter 5 Organize Information in Columns and Tables
A continuous section break changes the formatting of the subsequent text but keeps it on the
same page.
4. On the Home tab, in the Editing group, click the Select button, and then click
Select All.
Keyboard Shortcut Press Ctrl+A to select all the text in the document.
The spacing between the words changes to align all the paragraphs in the document
with both the left and right margins. Because you applied the formatting to the entire
document, the title is no longer centered. However, it is often quicker to apply format-
ting globally and then deal with the exceptions.
Presenting Information in Columns 143
6. Press Ctrl+Home to move to the paragraph containing the document title. Then in
the Paragraph group, click the Center button.
Keyboard Shortcut Press Ctrl+E to center text.
Word centers the document title between the left and right margins.
7. Adjust the zoom percentage until you can see about two-thirds of the first page of
the document.
See Also For information about adjusting the zoom percentage, see “Viewing Files
in Different Ways” in Chapter 2, “Work with Files.”
On the ruler, the indent markers show the indentation of the active column.
Tip If your rulers aren’t turned on, select the Ruler check box in the Show group of the
View tab.
144 Chapter 5 Organize Information in Columns and Tables
9. On the Page Layout tab, display the Columns gallery, and click More Columns.
The Columns dialog box opens. The spacing between columns is set by default to a
half inch.
Because the Equal Column Width check box is selected, you can adjust the width
and spacing of only the first column.
Tip To separate the columns with vertical lines, select the Line Between check box.
10. In the Width and spacing area, in the Spacing box for column 1, type or
select 0.2".
Word changes the measurement in the Spacing box for column 2, and widens all
the columns in the Preview area to reflect the new setting.
11. Click OK.
Word reflows the columns to fit their new margins.
Presenting Information in Columns 145
12. Click at the beginning of the Take a look paragraph. Then in the Page Setup
group, click the Hyphenation button, and click Automatic.
Word hyphenates the text of the document, which fills in some of the large gaps
between words.
13. Click anywhere in the NOTE paragraph in the third column.
14. On the horizontal ruler, at the left end of the third column, drag the Hanging
Indent marker 0.25 inch (two marks) to the right.
All the lines in the NOTE paragraph except the first are now indented, offsetting
the note from the paragraphs above and below it.
146 Chapter 5 Organize Information in Columns and Tables
15. Display the bottom of page 1. In the first column on page 1, click at the beginning
of the Take your Room Planner home paragraph. Then in the Page Setup group,
click the Breaks button, and click Column.
Word inserts a column break. The text that follows the column break moves to the
top of the second column.
16. At the bottom of the third column on page 1, click at the beginning of the If you’re
not sure paragraph, and then on the Quick Access Toolbar, click the Repeat Insertion
button to insert another column break.
Keyboard Shortcut Press Ctrl+Y to repeat the previous action.
Word inserts a column break. The text that follows the column break moves to the
top of the first column on page 2.
CLEAN UP Return the Zoom Level setting to 100%, and then save and close the
RoomPlanner document.
Creating Tabbed Lists 147
When entering text in a tabbed list, inexperienced Word users have a tendency to
press the Tab key multiple times to align the columns of the list with the default tab
stops. If you do this, you have no control over the column widths. To be able to
fine-tune the columns, you need to set custom tab stops rather than relying on the
default ones.
When setting up a tabbed list, you should press Tab only once between the items that
you want to appear in separate columns. Next you apply any necessary formatting. And
finally, you set the custom tab stops. Set left, right, centered, and decimal tabs to control
the alignment of the column content, or set a bar tab to add a vertical line to visually
separate list columns. By setting the tabs in order from left to right, you can check the
alignment of the text within each column as you go.
In this exercise, you’ll first enter text separated by tabs and format the text. Then you’ll
set custom tab stops to create a tabbed list.
SET UP You need the ConsultationA_start document located in your Chapter05
practice file folder to complete this exercise. Open the ConsultationA_start
document, and save it as ConsultationA. Then display formatting marks and the
rulers, and follow the steps.
1. Set the zoom percentage to a level that is comfortable for you, and then press
Ctrl+End to move the cursor to the blank line at the end of the document.
2. Type Location, press Tab, type Discount Applies, press Tab, type Hourly Rate,
and then press Enter.
148 Chapter 5 Organize Information in Columns and Tables
3. Add three more lines to the list by typing the following text, pressing the Tab and
Enter keys where indicated.
In home Tab No Tab $50.00 Enter
Phone Tab Yes Tab $35.00 Enter
In store Tab Yes Tab $40.00 Enter
The tab characters push the items to the next default tab stop, but because some
items are longer than others, they do not line up.
In a tabbed list, it’s important to press the Tab key only once between items.
4. Select the first line of the tabbed list, and then on the Mini Toolbar that appears,
click the Bold button.
Troubleshooting If the Mini Toolbar doesn’t appear, click the Bold button in the Font
group on the Home tab.
Keyboard Shortcut Press Ctrl+B to apply bold.
5. Select all four lines of the tabbed list, and then on the Mini Toolbar, click the
Increase Indent button.
Tip It’s more efficient to make all character and paragraph formatting changes to the
text before setting tab stops. Otherwise, you might have to adjust the tab stops after
applying the formatting.
6. With the tabbed list still selected, on the Page Layout tab, in the Paragraph
group, under Spacing, change the After setting to 0 pt.
7. Click the tab setting button at the junction of the horizontal and vertical rulers until
the Center Tab button is active. (You will probably have to click only once.) Then
click the 2.5 inch mark on the horizontal ruler.
Presenting Information in Tables 149
On the ruler, Word sets a center-aligned tab stop that looks like the Center Tab icon.
The items in the second column of the tabbed list center themselves at that position.
8. Click the tab setting button once.
The Right Tab button is now active.
9. With the Right Tab button active, click the horizontal ruler at the 4.5 inch mark.
On the ruler, Word sets a right-aligned tab stop that looks like the Right Tab icon. The
items in the third column of the tabbed list right-align themselves at that position.
10. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button to hide
the tabs, paragraph marks, and other formatting marks. Then click away from the
tabbed list to see the results.
The tabbed list resembles a simple table.
You have created a simple table-like layout with just a few clicks.
CLEAN UP Save the ConsultationA document, and then close it.
You can create empty or predefined tables in a Word document in the following ways:
● The Insert Table gallery, which is available from the Tables group on the Insert tab,
displays a simple grid.
You can create a simple table from the grid in the Insert Table gallery.
Clicking a cell in the grid inserts an empty table the width of the text column. The
table has the number of rows and columns you indicated in the grid, with all the rows
one line high and all the columns of an equal width.
● To insert a more customized empty table, you can click Insert Table on the menu at
the bottom of the Insert Table gallery to open the Insert Table dialog box, in which
you can specify the number of rows and columns and customize the column width.
You can create a custom-width table from the Insert Table dialog box.
Presenting Information in Tables 151
● To insert a less clearly defined empty table, you can click Draw Table below the grid
in the Insert Table gallery. This command displays a pencil with which you can draw
cells directly in the Word document to create a table. The cells you draw connect by
snapping to a grid, but you have some control over the size and spacing of the rows
and columns.
See Also For information about drawing tables, refer to Microsoft Word 2010 Step
by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
● In addition to empty tables, you can insert any of the available Quick Tables,
which are predefined tables of formatted data that you can replace with your
own information. Built-in Quick Tables include a variety of calendars, simple
tables, tables with subheadings, and tabbed lists. You can also save your own
custom tables to the Quick Tables gallery so that you can easily insert a frequently
used table structure and data into any document.
The Quick Tables gallery includes a selection of predefined tables such as this one.
152 Chapter 5 Organize Information in Columns and Tables
A new table appears in the document as a set of cells, usually bordered by gridlines. (In
some Quick Tables, the gridlines are turned off.) Each cell contains an end-of-cell marker,
and each row ends with an end-of-row marker. (The end-of-cell markers and end-of-row
markers are identical in appearance, and are visible only when you display formatting
marks in the document.) When you point to a table, a move handle appears in its upper-
left corner and a size handle in its lower-right corner. When the cursor is in a table, two
Table Tools contextual tabs—Design and Layout—appear on the ribbon.
A table has its own controls and its own contextual ribbon tabs.
Tip The move handle and size handle appear only in Print Layout view and Web Layout view.
After you create a table, you can enter data (such as text, numbers, or graphics) into the
table cells and press the Tab key to move the cursor from cell to cell. Pressing Tab when the
cursor is in the last cell of a row moves the cursor to the first cell of the next row. Pressing
Tab when the cursor is in the last cell of the last row adds a new row to the table and moves
the cursor to the first cell of that row.
Tip You can move and position the cursor by pressing the Tab key or the Arrow keys, or by
clicking in a table cell.
If the data you want to present in a table already exists in the document, either as regular
text or as a tabbed list, you can convert the text to a table by selecting it and then clicking
Convert Text To Table in the Insert Table gallery. Conversely, you can convert an active table
to regular text by clicking the Convert To Text button in the Data group on the Layout tab.
You can modify a table’s structure by changing the size of the table, changing the size of
one or more columns or rows, or adding or removing rows, columns, or individual cells.
Presenting Information in Tables 153
Tip To change a table’s structure, you often need to select the entire table or a specific column
or row. The simplest way to do this is to position the cursor in the table, column, or row, click the
Select button in the Table group on the Layout tab, and then click the table element you want.
Alternatively, you can point to the top edge of a column or left edge of a row and, when the
pointer changes to an arrow, click to select the column or row.
The basic methods for manipulating a table or its contents are as follows:
● Insert a row or column Click anywhere in a row or column adjacent to where you
want to make the insertion. Then on the Layout tab, in the Rows & Columns group,
click the Insert Above, Insert Below, Insert Left, or Insert Right button.
Selecting more than one row or column before you click an Insert button inserts
that number of rows or columns in the table.
Tip You can insert cells by clicking the Rows & Columns dialog box launcher and
specifying in the Insert Cells dialog box how adjacent cells should be moved to
accommodate the new cells.
● Delete a row or column Click anywhere in the row or column, and in the Rows &
Columns group, click the Delete button. Then click Delete Cells, Delete Columns,
Delete Rows, or Delete Table.
● Resize a single column or row Without selecting the column, drag its right border
to the left or right. Without selecting the row, drag its bottom border up or down.
(If you select a column or row and then drag its border, only the selected column
or row changes.)
● Move a table Point to the table, and then drag the move handle that appears in
its upper-left corner to a new location. Or use the Cut and Paste commands in the
Clipboard group on the Home tab to move the table.
● Merge cells Create cells that span multiple columns or rows by selecting the cells
you want to merge and clicking the Merge Cells button in the Merge group on the
Layout tab. For example, to center a title in the first row of a table, you can merge
all the cells in the row to create one merged cell that spans the table’s width.
154 Chapter 5 Organize Information in Columns and Tables
● Split cells Divide one cell into multiple cells by clicking the Split Cells button in the
Merge group on the Layout tab and then specifying the number of columns and
rows you want.
● Sort information Click the Sort button in the Data group on the Layout tab to sort
the rows in ascending or descending order by the data in any column. For example,
in a table that has the column headings Name, Address, ZIP Code, and Phone
Number, you can sort on any one of those columns to arrange the information in
alphabetical or numerical order.
In this exercise, you’ll work with two tables. First you’ll create an empty table, enter and
align text in the table cells, add rows to the table, and merge cells. Then you’ll create a
second table by converting an existing tabbed list, change the width of a column, and
change the width of the entire table.
SET UP You need the ConsultationB_start document located in your Chapter05 practice
file folder to complete this exercise. Open the ConsultationB_start document, and save it
as ConsultationB. Then display formatting marks and the rulers, and follow the steps.
1. Click to the left of the second blank paragraph below Please complete this form.
2. On the Insert tab, in the Tables group, click the Table button. Then in the Insert
Table gallery, point to (don’t click) the cell that is five columns to the right and five
rows down from the upper-left corner of the grid.
Word highlights the cells that will be in the table, indicates the table dimensions
in the gallery header, and creates a temporary table in the document.
You can preview the table with the number of columns and rows you have specified.
Presenting Information in Tables 155
Merged cells are often used for table titles and column headings.
8. Click the first cell in the second row, type Type, and then press Tab.
9. Type Location, Consultant, Hourly Rate, and Total, pressing Tab after each entry.
Pressing Tab after the Total heading moves the cursor to the first cell of the third
row. The table now has a row of column headings.
10. Select the column heading row, and then on the Mini Toolbar, click the Bold button.
11. In the third row, type Window treatments, In home, Andy Ruth, $50.00, and
$50.00, pressing Tab after each entry.
You have entered a complete row of data.
12. Select the last two rows, and then on the Layout tab, in the Rows & Columns
group, click the Insert Below button.
Word adds two new rows and selects them.
13. In the last row, click the first cell, hold down the Shift key, and then press the Right
Arrow key four times to select the first four cells in the row.
156 Chapter 5 Organize Information in Columns and Tables
When you add a new row, it has the same format as the one it is based on.
17. Type Add trip fee, press Tab twice to add a new row, and then type Total.
Now you’ll create a different table by converting existing text.
18. Scroll down to the bottom of the document, and select the rows of the tabbed list
beginning with Distance and ending with $20.00.
19. On the Insert tab, in the Tables group, click the Table button, and then click
Convert Text to Table.
The Convert Text To Table dialog box opens.
You can separate text into columns based on the symbol you specify.
Presenting Information in Tables 157
20. Verify that the Number of columns box displays 2, and then click OK.
The selected text appears in a table with two columns and six rows.
21. Click anywhere in the table to release the selection, and then point to the right
border of the table. When the pointer changes to two opposing arrows, double-
click the border.
Word adjusts the width of the right column to accommodate its longest cell
entry.
Tip You can also adjust the column width by changing the Table Column Width setting
in the Cell Size group on the Layout tab.
The table is now approximately as wide as the tabbed list above, creating a nice balance.
CLEAN UP Save the ConsultationB document, and then close it.
158 Chapter 5 Organize Information in Columns and Tables
A formula consists of an equal sign (=), followed by a function name (such as SUM),
followed by parentheses containing the location of the cells you want to use for the
calculation. For example, the formula =SUM(Left) totals the cells to the left of the
cell containing the formula.
To use a function other than SUM in the Formula dialog box, you click the function
you want in the Paste Function list. You can use built-in functions to perform a num-
ber of calculations, including averaging (AVERAGE) a set of values, counting (COUNT)
the number of values in a column or row, or finding the maximum (MAX) or minimum
(MIN) value in a series of cells.
Although formulas commonly refer to the cells above or to the left of the active cell,
you can also use the contents of specified cells or constant values in formulas. To
use the contents of a cell, you type the cell address in the parentheses following the
function name. The cell address is a combination of the column letter and the row
number—for example, A1 is the cell at the intersection of the first column and the
first row. A series of cells in a row can be addressed as a range consisting of the first
cell and the last cell separated by a colon, such as A1:D1. For example, the formula
=SUM(A1:D1) totals the values in row 1 of columns A through D. A series of cells in a
column can be addressed in the same way. For example, the formula =SUM(A1:A4)
totals the values in column A of rows 1 through 4.
Presenting Information in Tables 159
● On the Table page, you can specify the width of the entire table, as well as the
way it interacts with the surrounding text.
● On the Row page, you can specify the height of each row, whether a row is
allowed to break across pages, and whether a row of column headings should
be repeated at the top of each page.
Tip The Repeat As Header Row option is available only if the cursor is in the top
row of the table.
● On the Column page, you can set the width of each column.
● On the Cell page, you can set the width of cells and the vertical alignment of
text within them.
Tip You can also control the widths of selected cells by changing the settings in
the Cell Size group on the Layout tab.
● On either the Table page or Cell page, you can control the margins of cells
(how close text comes to the cell border) by clicking Options and specifying
top, bottom, left, and right settings.
Tip You can also control the margins by clicking the Cell Margins button in the
Alignment group on the Layout tab.
● On the Alt Text page, you can enter text that describes what the table is
about.
160 Chapter 5 Organize Information in Columns and Tables
Formatting Tables
Formatting a table to best convey its data can be a process of trial and error. With Word
2010, you can quickly get started by applying one of the table styles available in the
Table Styles gallery on the Design contextual tab.
The table styles include a variety of borders, colors, and other attributes to give the table a
professional look.
If you want to control the appearance of a table more precisely, you can use the commands
on the Design and Layout tabs. You can also format the table content. As you saw in the
previous exercise, you can apply character formatting to the text in tables just as you would
to regular text, by clicking buttons on the Mini Toolbar. You can also click the buttons in the
Font group on the Home tab. You can apply paragraph formatting, such as alignment and
spacing, by clicking buttons in the Paragraph group on the Home tab. And you can apply
both character and paragraph styles from the Quick Styles gallery.
Formatting Tables 161
In this exercise, you’ll first apply a table style to a table. Then you’ll format a table row
and column. You’ll also apply character and paragraph formatting to various cells so
that the table’s appearance helps the reader understand its data.
SET UP You need the RepairCosts_start document located in your Chapter05 practice
file folder to complete this exercise. Open the RepairCosts_start document, and save it
as RepairCosts. If formatting marks are displayed, hide them, and then follow the steps.
1. Click anywhere in the table, and then on the Design tab, point to each thumbnail
in the first row of the Table Styles gallery to see its live preview.
2. In the Table Style Options group, clear the Banded Rows check box, and select
the Total Row check box.
The table style thumbnails no longer have banded rows, reflecting your changes.
3. In the Table Styles group, click the More button.
The Table Styles gallery appears.
4. Preview all the styles in the gallery. When you finish exploring, click the second
thumbnail in the fifth row (Medium Shading 2 – Accent 1).
The style needs to be modified to suit the data, but it’s a good starting point.
This table style applies formatting to the header and total rows, the first column, and the
text of the table.
162 Chapter 5 Organize Information in Columns and Tables
5. Select all the cells in the last row by clicking in the selection area to its left. Then in
the Table Styles group, click the Borders arrow, and click Borders and Shading.
The Borders And Shading dialog box opens, displaying the borders applied to the
selected cells.
6. On the Borders page of the dialog box, scroll to the top of the Style list, and click
the thick black border.
7. In the Preview area, click the top border button once to remove the current border,
and click again to apply the thick black border.
8. Click the Shading tab, and click the Fill arrow. Under Theme Colors in the palette,
click the fifth box in the top row (Blue, Accent 1). Then click OK.
9. Without moving the selection, on the Home tab, in the Font group, click the Font
Color arrow, and under Theme Colors in the palette, click the white box. Then
press Home to release the selection.
The table now has the same border at the top and bottom.
10. Point to the left side of the Elastomeric Decks cell, and when the pointer changes
to a black right-pointing arrow, drag downward to select all the cells in the Item
column except the TOTAL cell.
Formatting Tables 163
11. On the Design tab, in the Table Styles group, click the Shading arrow, and
under Theme Colors, click the third box in the blue column (Blue, Accent 1,
Lighter 40%).
12. Select all the cells containing amounts in the Cost, $ column, including the cell with
the total. Then on the Layout tab, in the Alignment group, click the Align Center
Right button.
Tip If the first row of your table has several long headings that make it difficult to fit the
table on one page, you can turn the headings sideways. Simply select the heading row
and click the Text Direction button in the Alignment group on the Layout tab.
Now you can judge how well the table displays its data.
The total now stands out better, and the amounts are easier to read.
Tip If you will need to use this formatted table with different data in the future, you can
save it as a Quick Table. For information about saving customized tables for future use,
see the sidebar “Quick Tables” on the next page.
CLEAN UP Save the RepairCosts document, and then close it.
164 Chapter 5 Organize Information in Columns and Tables
Quick Tables
With Word 2010, you can create Quick Tables—preformatted tables with sample
data that you can customize. To create a Quick Table:
1. On the Insert tab, in the Tables group, click the Table button, and then point
to Quick Tables.
The Quick Tables gallery appears.
2. Scroll through the gallery, noticing the types of tables that are available, and
then click the one you want.
For example, this is the Matrix Quick Table.
The Matrix Quick Table includes row and column headings, placeholder data, and no
summary data, such as totals.
Key Points 165
3. On the Design tab, apply formatting to tailor the Quick Table to your needs.
For example, here’s the Matrix Quick Table after we formatted it.
If you will use the table again, you can save it in the Quick Tables gallery. Select
the table, display the Quick Tables gallery, and click Save Selection To Quick Tables
Gallery. Then in the Create New Building Block dialog box, assign a name to the table,
and click OK. Provided you save the Building Blocks template when Word prompts
you to, the table will be available in the Quick Tables gallery for future use.
See Also For information about building blocks, see “Inserting Building Blocks” in
Chapter 6, “Add Simple Graphic Elements.”
Key Points
● To vary the layout of a document, you can divide text into columns. You can
control the number of columns, the width of the columns, and the space between
the columns.
● To clearly present a simple set of data, you can use tabs to create a tabbed list,
with custom tab stops controlling the width and alignment of columns.
● You can create a table from scratch, or convert existing text to a table. You can
control the size of the table and its individual structural elements.
● By using the built-in table styles, you can quickly apply professional-looking cell
and character formatting to a table and its contents.
● You can enhance a table and its contents by applying text attributes, borders, and
shading.
Chapter at a Glance
Define styles,
page 316
Format cells,
page 310
Apply workbook
themes and
Excel table styles,
page 320
Add images to
worksheets, page 339
11 Change Workbook
Appearance
In this chapter, you will learn how to
✔ Format cells.
✔ Define styles.
✔ Apply workbook themes and Excel table styles.
✔ Make numbers easier to read.
✔ Change the appearance of data based on its value.
✔ Add images to worksheets.
Entering data into a workbook efficiently saves you time, but you must also ensure
that your data is easy to read. Microsoft Excel 2010 gives you a wide variety of ways
to make your data easier to understand; for example, you can change the font, character
size, or color used to present a cell’s contents. Changing how data appears on a work-
sheet helps set the contents of a cell apart from the contents of surrounding cells. The
simplest example of that concept is a data label. If a column on your worksheet contains
a list of days, you can easily set apart a label (for example, Day) by presenting it in bold
type that’s noticeably larger than the type used to present the data to which it refers. To
save time, you can define a number of custom formats and then apply them quickly
to the desired cells.
You might also want to specially format a cell’s contents to reflect the value in that cell.
For example, Lori Penor, the chief operating officer of Consolidated Messenger, might
want to create a worksheet that displays the percentage of improperly delivered packages
from each regional distribution center. If that percentage exceeds a threshold, she could
have Excel display a red traffic light icon, indicating that the center’s performance is out
of tolerance and requires attention.
309
310 Chapter 11 Change Workbook Appearance
In this chapter, you’ll learn how to change the appearance of data, apply existing formats
to data, make numbers easier to read, change data’s appearance based on its value, and
add images to worksheets.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter11 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Formatting Cells
Excel spreadsheets can hold and process lots of data, but when you manage numerous
spreadsheets it can be hard to remember from a worksheet’s title exactly what data is
kept in that worksheet. Data labels give you and your colleagues information about data
in a worksheet, but it’s important to format the labels so that they stand out visually. To
make your data labels or any other data stand out, you can change the format of the
cells that hold your data.
Most of the tools you need to change a cell’s format can be found on the Home tab. You
can apply the formatting represented on a button by selecting the cells you want to apply
the style to and then clicking that button. If you want to set your data labels apart by
making them appear bold, click the Bold button. If you have already made a cell’s con-
tents bold, selecting the cell and clicking the Bold button will remove the formatting.
Tip Deleting a cell’s contents doesn’t delete the cell’s formatting. To delete a selected cell’s
formatting, on the Home tab, in the Editing group, click the Clear button (which looks like an
eraser), and then click Clear Formats. Clicking Clear All from the same list will remove the cell’s
contents and formatting.
Buttons in the Home tab’s Font group that give you choices, such as the Font Color
button, have an arrow at the right edge of the button. Clicking the arrow displays a list
of options accessible for that button, such as the fonts available on your system or the
colors you can assign to a cell.
Another way you can make a cell stand apart from its neighbors is to add a border around
the cell. To place a border around one or more cells, select the cells, and then choose the
border type you want by selecting from the Border list in the Font group. Excel does
provide more options: To display the full range of border types and styles, in the Border
list, click More Borders. The Format Cells dialog box opens, displaying the Border page.
The Border page of the Format Cells dialog box contains the full range of tools you can use to
define your cells’ borders.
You can also make a group of cells stand apart from its neighbors by changing its shading,
which is the color that fills the cells. On a worksheet that tracks total package volume for
the past month, Lori Penor could change the fill color of the cells holding her data labels
to make the labels stand out even more than by changing the labels’ text formatting.
Tip You can display the most commonly used formatting controls by right-clicking a selected
range. When you do, a Mini Toolbar containing a subset of the Home tab formatting tools
appears above the shortcut menu.
If you want to change the attributes of every cell in a row or column, you can click the
header of the row or column you want to modify and then select your desired format.
Formatting Cells 313
One task you can’t perform by using the tools on the Home tab is to change the stan-
dard font for a workbook, which is used in the Name box and on the formula bar. The
standard font when you install Excel is Calibri, a simple font that is easy to read on a
computer screen and on the printed page. If you want to choose another font, click the
File tab, and then click Options. On the General page of the Excel Options dialog box, set
the values in the Use This Font and Font Size list boxes to pick your new display font.
Important The new standard font doesn’t take effect until you exit Excel and restart the
program.
In this exercise, you’ll emphasize a worksheet’s title by changing the format of cell data,
adding a border to a cell range, and then changing a cell range’s fill color. After those
tasks are complete, you’ll change the default font for the workbook.
4. Click cell B5, hold down the Ctrl key, and click cell C4 to select the non-contiguous
cells.
5. On the Home tab, in the Font group, click the Bold button.
Excel displays the cells’ contents in bold type.
6. Select the cell ranges B6:B15 and C5:H5.
7. In the Font group, click the Italic button.
Excel displays the cells’ contents in italic type.
You can distinguish header cells from other cells by applying a background color.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
CLEAN UP Save the VehicleMileSummary workbook, and then close it.
316 Chapter 11 Change Workbook Appearance
Defining Styles
As you work with Excel, you will probably develop preferred formats for data labels,
titles, and other worksheet elements. Instead of adding a format’s characteristics one
element at a time to the target cells, you can have Excel store the format and recall it
as needed. You can find the predefined formats by displaying the Home tab, and then
in the Styles group, clicking Cell Styles.
You can choose a style from the Cell Styles gallery, or create a custom style.
Clicking a style from the Cell Styles gallery applies the style to the selected cells,
but Excel also displays a live preview of a format when you point to it. If none of the
existing styles is what you want, you can create your own style by clicking New Cell
Style at the bottom of the gallery to display the Style dialog box. In the Style dialog
box, type the name of your new style in the Style Name field, and then click Format.
The Format Cells dialog box opens.
Defining Styles 317
A custom style can include number, alignment, font, and border formatting.
After you set the characteristics of your new style, click OK to make your style available
in the Cell Styles gallery. If you ever want to delete a custom style, display the Cell Styles
gallery, right-click the style, and then click Delete.
If all you want to do is apply formatting from one cell to the contents of another cell, use
the Format Painter tool in the Clipboard group on the Home tab. Just click the cell that
has the format you want to copy, click the Format Painter button, and then click the cells
to which you want to apply the copied format. To apply the same formatting to multiple
cells, double-click the Format Painter button and then click the target cells. When you’re
done applying the formatting, press the Esc key.
In this exercise, you’ll create a style and apply the new style to a data label.
SET UP You need the HourlyExceptions_start workbook located in your Chapter11
practice file folder to complete this exercise. Open the HourlyExceptions_start
workbook, and save it as HourlyExceptions. Then follow the steps.
1. On the Home tab, in the Styles group, click Cell Styles, and then click New Cell Style.
The Style dialog box opens.
318 Chapter 11 Change Workbook Appearance
The elements of the current style are described in the Cell Style dialog box.
You can make changes on multiple pages of the Format Cells dialog box before closing it.
13. On the Home tab, in the Styles group, click Cell Styles.
The Cell Styles gallery opens.
Your new style appears at the top of the gallery, in the Custom group.
CLEAN UP Save the HourlyExceptions workbook, and then close it.
To apply an existing workbook theme, display the Page Layout tab. Then, in the Themes
group, click Themes, and click the theme you want to apply to your workbook. By default,
Excel applies the Office theme to your workbooks.
Applying Workbook Themes and Excel Table Styles 321
When you want to format a workbook element, Excel displays colors that are available
within the active theme. For example, selecting a worksheet cell and then clicking the Font
Color arrow displays a palette of colors. The theme colors appear at the top of the color
palette—the standard colors and the More Colors link, which displays the Colors dialog
box, appear at the bottom of the palette.
If you format workbook elements by using colors from the Theme Colors area, applying a
different theme changes that object’s colors.
322 Chapter 11 Change Workbook Appearance
You can change a theme’s colors, fonts, and graphic effects by displaying the Page Layout
tab and then, in the Themes group, selecting new values from the Colors, Fonts, and
Effects lists. To save your changes as a new theme, display the Page Layout tab, and in the
Themes group, click Themes, and then click Save Current Theme. Use the controls in the
Save Current Theme dialog box that opens to record your theme for later use. Later, when
you click the Themes button, your custom theme will appear at the top of the gallery.
Tip When you save a theme, you save it as an Office Theme file. You can apply the theme to
other Office 2010 documents as well.
Just as you can define and apply themes to entire workbooks, you can apply and
define Excel table styles. You select an Excel table’s initial style when you create it;
to create a new style, display the Home tab, and in the Styles group, click Format As
Table. In the Format As Table gallery, click New Table Style to display the New Table
Quick Style dialog box.
You can apply a standard Excel table style or create a custom table style.
Applying Workbook Themes and Excel Table Styles 323
Type a name for the new style, select the first table element you want to format, and
then click Format to display the Format Cells dialog box. Define the element’s formatting,
and then click OK. When the New Table Quick Style dialog box reopens, its Preview pane
displays the overall table style and the Element Formatting area describes the selected
element’s appearance. Also, in the Table Element list, Excel displays the element’s name
in bold to indicate it has been changed. To make the new style the default for new Excel
tables created in the current workbook, select the Set As Default Table Quick Style For
This Document check box. When you click OK, Excel saves the new table style.
Tip To remove formatting from a table element, click the name of the table element and then
click the Clear button.
In this exercise, you’ll create a new workbook theme, change a workbook’s theme, create
a new table style, and apply the new style to an Excel table.
SET UP You need the HourlyTracking_start workbook located in your Chapter11
practice file folder to complete this exercise. Open the HourlyTracking_start
workbook, and save it as HourlyTracking. Then follow the steps.
The fill colors shown in the palette are specific to the currently applied theme.
8. In the first row of color squares, just below the No Color button, click the third
square from the left.
The new background color appears in the Sample pane of the dialog box.
9. Click OK.
Applying Workbook Themes and Excel Table Styles 325
The Format Cells dialog box closes. When the New Table Quick Style dialog box
reopens, the Header Row table element appears in bold, and the Preview pane’s
header row is shaded.
10. In the Table Element list, click Second Row Stripe, and then click Format.
The Format Cells dialog box opens.
11. Just below the No Color button, click the third square from the left again.
The new background color appears in the Sample pane of the dialog box.
12. Click OK.
The Format Cells dialog box closes. When the New Table Quick Style dialog box
reopens, the Second Row Stripe table element appears in bold, and every second
row is shaded in the Preview pane.
After changing a theme’s colors, fonts, or effects, you can save the theme for reuse as a
custom theme.
16. In the Themes group, click the Themes button, and then click Save Current
Theme.
The Save Current Theme dialog box opens.
Making Numbers Easier to Read 327
17. In the File name field, type Verdana Office, and then click Save.
Excel saves your theme.
18. In the Themes group, click the Themes button, and then click Origin.
Excel applies the new theme to your workbook.
CLEAN UP Save the HourlyTracking workbook, and then close it.
As an example, consider U.S. phone numbers. These numbers are 10 digits long and have
a 3-digit area code, a 3-digit exchange, and a 4-digit line number written in the form (###)
###-####. Although it’s certainly possible to type a phone number with the expected for-
matting in a cell, it’s much simpler to type a sequence of 10 digits and have Excel change
the data’s appearance.
You can tell Excel to expect a phone number in a cell by opening the Format Cells
dialog box to the Number page and displaying the formats available for the Special
category.
The Type list displays special formats that are specific to the location selected in the Locale list.
Clicking Phone Number in the Type list tells Excel to format 10-digit numbers in the
standard phone number format. You can see this in operation if you compare the con-
tents of the active cell and the contents of the formula box for a cell with the Phone
Number formatting.
Troubleshooting If you type a 9-digit number in a field that expects a phone number, you
won’t see an error message; instead, you’ll see a 2-digit area code. For example, the number
425550012 would be displayed as (42) 555-0012. An 11-digit number would be displayed with
a 4-digit area code. If the phone number doesn’t look right, you probably left out a digit or
included an extra one, so you should make sure your entry is correct.
Making Numbers Easier to Read 329
The Phone Number format applied to the number shown in the formula box.
Just as you can instruct Excel to expect a phone number in a cell, you can also have it
expect a date or a currency amount. You can make those changes from the Format Cells
dialog box by choosing either the Date category or the Currency category. The Date
category enables you to pick the format for the date (and determine whether the date’s
appearance changes due to the Locale setting of the operating system on the computer
viewing the workbook). In a similar vein, selecting the Currency category displays controls
to set the number of places after the decimal point, the currency symbol to use, and the
way in which Excel should display negative numbers.
Tip The Excel user interface enables you to make the most common format changes by
displaying the Home tab of the ribbon and then, in the Number group, either clicking a
button representing a built-in format or selecting a format from the Number Format list.
You can also create a custom numeric format to add a word or phrase to a number
in a cell. For example, you can add the phrase per month to a cell with a formula that
calculates average monthly sales for a year to ensure that you and your colleagues will
recognize the figure as a monthly average. To create a custom number format, click the
Home tab, and then click the Number dialog box launcher (found at the bottom right
corner of the Number group on the ribbon) to display the Format Cells dialog box.
Then, if necessary, click the Number tab.
In the Category list, click Custom to display the available custom number formats in the
Type list. You can then click the base format you want and modify it in the Type box. For
example, clicking the 0.00 format causes Excel to format any number in a cell with two
digits to the right of the decimal point.
Tip The zeros in the format indicate that the position in the format can accept any number as
a valid value.
To customize the format, click in the Type box and add any symbols or text you want to
the format. For example, typing a dollar ($) sign to the left of the existing format and then
typing “per month” (including quote marks) to the right of the existing format causes the
number 1500 to be displayed as $1500.00 per month.
330 Chapter 11 Change Workbook Appearance
Important You need to enclose any text to be displayed as part of the format in quotes so
that Excel recognizes the text as a string to be displayed in the cell.
In this exercise, you’ll assign date, phone number, and currency formats to ranges of cells.
SET UP You need the ExecutiveSearch_start workbook located in your Chapter11
practice file folder to complete this exercise. Open the ExecutiveSearch_start
workbook, and save it as ExecutiveSearch. Then follow the steps.
The Type list displays date formats that are specific to the location selected in the Locale list.
The Sample area displays a preview of the currently selected number format.
17. In the Type box, click to the left of the existing format, and type $. Then click to
the right of the format, and type “ before bonuses” (note the space after the
opening quote).
18. Click OK.
The Format Cells dialog box closes.
The custom number formatting is applied to the value in the active cell.
CLEAN UP Save the ExecutiveSearch workbook, and then close it.
Another way you can make your data easier to interpret is to have Excel change the
appearance of your data based on its value. These formats are called conditional for-
mats because the data must meet certain conditions, defined in conditional formatting
rules, to have a format applied to it. For example, if chief operating officer Lori Penor
wanted to highlight any Thursdays with higher-than-average weekday package volumes,
she could define a conditional format that tests the value in the cell recording total sales
and changes the format of the cell’s contents when the condition is met.
To create a conditional format, you select the cells to which you want to apply the format,
display the Home tab, and then in the Styles group, click Conditional Formatting to display
a menu of possible conditional formats. In Excel, you can define conditional formats that
change how the program displays data in cells that contain values above or below the aver-
age values of the related cells, that contain values near the top or bottom of the value range,
or that contain values duplicated elsewhere in the selected range.
Changing the Appearance of Data Based on Its Value 333
When you select which kind of condition to create, Excel displays a dialog box that contains
fields and controls you can use to define your rule. To display all of the rules for the selected
cells, display the Home tab, and then in the Styles group, click Conditional Formatting. On
the menu, click Manage Rules to display the Conditional Formatting Rules Manager.
The Conditional Formatting Rules Manager enables you to control your conditional formats
in the following ways:
● Change a rule by clicking the rule and then clicking the Edit Rule button.
● Remove a rule by clicking the rule and then clicking the Delete Rule button.
● Move a rule up or down in the order by clicking the rule and then clicking the
Move Up button or Move Down button.
● Control whether Excel continues evaluating conditional formats after it finds a rule
to apply by selecting or clearing a rule’s Stop If True check box.
● Save any new rules and close the Conditional Formatting Rules Manager by
clicking OK.
● Save any new rules without closing the Conditional Formatting Rules Manager by
clicking Apply.
● Discard any unsaved changes by clicking Cancel.
Tip Clicking the New Rule button in the Conditional Formatting Rules Manager opens the New
Formatting Rule dialog box. The commands in the New Formatting Rule dialog box duplicate the
options displayed when you click the Conditional Formatting button in the Styles group on the
Home tab.
334 Chapter 11 Change Workbook Appearance
After you create a rule, you can change the format applied if the rule is true by clicking
the rule and then clicking the Edit Rule button to display the Edit Formatting Rule dialog
box. In that dialog box, click the Format button to display the Format Cells dialog box.
After you define your format, click OK to display the rule.
Important Excel doesn’t check to make sure that your conditions are logically consistent, so
you need to be sure that you plan and enter your conditions correctly.
Excel also enables you to create three other types of conditional formats: data bars,
color scales, and icon sets.
Data bars summarize the relative magnitude of values in a cell range by extending a band of color
across the cell.
When data bars were introduced in Excel 2007, they filled cells with a color band that
decreased in intensity as it moved across the cell. This gradient fill pattern made it a bit
difficult to determine the relative length of two data bars because the end points weren’t
as distinct as they would have been if the bars were a solid color. Excel 2010 enables you
to choose between a solid fill pattern, which makes the right edge of the bars easier
Changing the Appearance of Data Based on Its Value 335
to discern, and a gradient fill, which you can use if you share your workbook with col-
leagues who use Excel 2007.
Excel also draws data bars differently than was done in Excel 2007. Excel 2007 drew a very
short data bar for the lowest value in a range and a very long data bar for the highest
value. The problem was that similar values could be represented by data bars of very
different lengths if there wasn’t much variance among the values in the conditionally
formatted range. In Excel 2010, data bars compare values based on their distance from
zero, so similar values are summarized using data bars of similar lengths.
Tip Excel 2010 data bars summarize negative values by using bars that extend to the left of
a baseline that the program draws in a cell. You can control how your data bars summarize
negative values by clicking the Negative Value And Axis button, which can be accessed from
either the New Formatting Rule dialog box or the Edit Formatting Rule dialog box.
Color scales compare the relative magnitude of values in a cell range by applying colors
from a two-color or three-color set to your cells.
The intensity of a cell’s color reflects the value’s tendency toward the top or bottom of the values in
the range.
Icon sets are collections of images that Excel displays when certain rules are met.
When icon sets were introduced in Excel 2007, you could apply an icon set as a whole,
but you couldn’t create custom icon sets or choose to have Excel 2007 display no icon if
the value in a cell met a criterion. In Excel 2010, you can display any icon from any set for
any criterion or display no icon.
When you click a color scale or icon set in the Conditional Formatting Rules Manager
and then click the Edit Rule button, you can control when Excel applies a color or icon
to your data.
336 Chapter 11 Change Workbook Appearance
Important Be sure to not include cells that contain summary formulas in your conditionally
formatted ranges. The values, which could be much higher or lower than your regular cell
data, could throw off your comparisons.
In this exercise, you’ll create a series of conditional formats to change the appearance of
data in worksheet cells displaying the package volume and delivery exception rates of a
regional distribution center.
SET UP You need the Dashboard_start workbook located in your Chapter11 practice
file folder to complete this exercise. Open the Dashboard_start workbook, and save it
as Dashboard. Then follow the steps.
4. On the Home tab, in the Styles group, click Conditional Formatting. On the
menu, point to Data Bars, and then, in the Solid Fill group, click the orange data
bar format.
Excel formats the selected range.
5. Select cells I4:I12.
6. On the Home tab, in the Styles group, click Conditional Formatting. On the
menu, point to Icon Sets, and then in the left column of the list of formats, click
the three traffic lights with black borders.
Excel formats the selected cells.
7. With the range I4:I12 still selected, on the Home tab, in the Styles group, click
Conditional Formatting, and then click Manage Rules.
The Conditional Formatting Rules Manager opens.
8. Click the Icon Set rule, and then click Edit Rule.
The Edit Formatting Rule dialog box opens.
338 Chapter 11 Change Workbook Appearance
In the Edit Formatting Rule dialog box, you can customize conditional formatting.
CLEAN UP Save the Dashboard workbook, and then close it.
One way to add a picture to a worksheet is to display the Insert tab, and then in the
Illustrations group, click Picture. Clicking Picture displays the Insert Picture dialog box,
340 Chapter 11 Change Workbook Appearance
from which you can locate the picture you want to add from your hard disk. When you
insert a picture, the Picture Tools Format contextual tab appears on the ribbon. You can
use the tools on the Format contextual tab to change the picture’s contrast, brightness,
and other attributes. With the controls in the Picture Styles group, you can place a bor-
der around the picture, change the picture’s shape, or change a picture’s effects (such as
shadow, reflection, or three-dimensional effects). Other tools, found in the Arrange and
Size groups, enable you to rotate, reposition, and resize the picture.
You can also resize a picture by clicking it and then dragging one of the handles that
appears on the graphic. If you accidentally resize a graphic by dragging a handle, just
click the Undo button to remove your change.
Adding Images to Worksheets 341
Excel 2010 includes a new built-in capability that you can use to remove the background
of an image you insert into a workbook. To do so, click the image and then, on the Format
contextual tab of the ribbon, in the Adjust group, click Remove Background. When you do,
Excel attempts to identify the foreground and background of the image.
You can display only the image subject by removing the image background.
You can drag the handles on the inner square of the background removal tool to change
how the tool analyzes the image. When you have adjusted the outline to identify
the elements of the image you want to keep, click the Keep Changes button on the
Background Removal contextual tab of the ribbon to complete the operation.
Tip To remove a background image from a worksheet, display the Page Layout tab, and then
in the Page Setup group, click Delete Background.
To achieve a watermark-type effect with words displayed behind the worksheet data, save
the watermark information as an image, and then use the image as the sheet background;
you could also insert the image in the header or footer, and then resize or scale it to
position the watermark information where you want it.
342 Chapter 11 Change Workbook Appearance
In this exercise, you’ll add an image to an existing worksheet, change its location on
the worksheet, reduce the size of the image, and then set another image as a repeating
background for the worksheet.
SET UP You need the CallCenter_start workbook and the Phone and Texture images
located in your Chapter11 practice file folder to complete this exercise. Open the
CallCenter_start workbook, and save it as CallCenter. Then follow the steps.
You resize an image on a worksheet by using the same techniques you do in a document.
6. Move the image to the upper-left corner of the worksheet, click and hold the handle
at the lower-right corner of the image, and drag it up and to the left until the image
no longer obscures the Call Volume label.
7. On the Page Layout tab, in the Page Setup group, click Background.
The Sheet Background dialog box opens.
8. Navigate to the Chapter11 practice file folder, and then double-click the Texture
image file.
Excel repeats the image to form a background pattern.
344 Chapter 11 Change Workbook Appearance
9. On the Page Layout tab, in the Page Setup group, click Delete Background.
Excel removes the background image.
CLEAN UP Save the CallCenter workbook, and then close it. If you are not continuing
directly to the next chapter, exit Excel.
Key Points 345
Key Points
● If you don’t like the default font in which Excel displays your data, you can change it.
● You can use cell formatting, including borders, alignment, and fill colors, to
emphasize certain cells in your worksheets. This emphasis is particularly useful
for making column and row labels stand out from the data.
● Excel comes with a number of existing styles that enable you to change the
appearance of individual cells. You can also create new styles to make format-
ting your workbooks easier.
● If you want to apply the formatting from one cell to another cell, use the Format
Painter to copy the format quickly.
● There are quite a few built-in document themes and Excel table formats you can
apply to groups of cells. If you see one you like, use it and save yourself lots of
formatting time.
● Conditional formats enable you to set rules so that Excel changes the appearance
of a cell’s contents based on its value.
● Adding images can make your worksheets more visually appealing and make your
data easier to understand. Excel 2010 greatly enhances your ability to manage
your images without leaving Excel.
Index
Symbols &
adding values together, 286
Address Block button (Publisher), 970
Numbers
address blocks, 970
Address Book button, 648, 658-659
address books
$ (dollar sign) in absolute references, 294 accessing, 647
= (equal sign) in formulas, 286 adding contacts to, 621
##### error code, 301 adding to default search list, 602
#DIV/0! error code, 301 Contacts, 646
#NAME? error code, 301 contacts, adding, 664
#REF! error code, 301 creating, 647
#VALUE! error code, 301 custom, 647
[ ] (square brackets) in formulas, 289, 299 Global Address List (GAL), 648
3-D borders, 128 Mobile Address Book, 646
35mm slides, 486 organizing, 647
100% button (Publisher), 904, 978 overview of, 646
printing, 667-668
search order, changing, 602
985
986 alignment, cell
AutoFill Options button (Excel), 258, 260 Backstage view (Publisher), 868
AutoFilter, 348 displaying, 748, 750, 753
AutoFit New page, 749
changing default settings , 406 overview of, 748
reducing text size with, 411 Backstage view (Word), 18, 38, 43, 208, 217
AutoFit Options button (PowerPoint), 406, 410 displaying, 48
AutoFormatting options, 136 Help page, 16
automatic slide shows, 491 Info page, 15
AutoRecover options (Word), 20, 41 New page, 16
AutoText, 190 opening documents from, 46
availability, marking, 680, 682 Print page, 16
AVERAGE function, 287, 355 Recent page, 16
AVERAGEIF function, 297-298, 300 Share page, 16
AVERAGEIFS function, 297, 299 banded rows in tables, 161
averages Banner slide size, 486
calculating, 297 banners, 488
viewing with AutoCalculate, 355, 359 Bcc field, 658
bilingual dictionary, 83, 87
Bing decision engine, 270
E
entering text, 41, 64
in OneNote, 565, 572
on Outline tab, 390
Edit Data button (PowerPoint), 467
in Slide pane, 390
Edit Formatting Rule dialog box (Excel), 334-337
in text boxes, 394
Edit Name dialog box (Excel), 284
equal sign (=) in formulas, 286
Edit Relationships dialog box, 817
erasing slide markup, 511
Edit Shape button (PowerPoint), 476
errata page, xxv, xxxiii
Edit WordArt Text dialog box, 909
Error button (Excel), 301
editing meetings, 697
Error Checking dialog box (Excel), 302, 305
Effect Options button (PowerPoint), 481
error codes
effects. See text effects
#####, 301
Effects button (PowerPoint), 427
common, summarized, 301
effects schemes, 427
#DIV/0!, 301
efficiency, improving, 6, 227
#NAME?, 301
e-mail accounts, 614
#REF!, 301
e-mail addresses for contacts, entering, 650
#VALUE!, 301
e-mail attachments. See attachments
error messages
e-mail etiquette, 635
adding icons to, 365
e-mail headers. See headers, e-mail
Cancel button, 366
e-mail messages. See also drafts; sent messages
displaying default, 366
addressing, 605, 658
displaying with validation rules, 363, 364
Bcc field, 658
Retry button, 366
calendar items, creating from, 688
errors, Excel
Cc field, 658
auditing, 300
creating, 605
changing settings for, 302
entering text, 607
deleting, 390
flagging for follow-up, 718, 719
displaying custom messages, 298
HTML format, 603
displaying in dialog box, 302, 305
mail merging, 617
finding information about, 301, 305
opening, 619, 626
ignoring, 302
personalizing, 603
ignoring in AGGREGATE function, 358
Plain Text format, 603
messages, 298
recalling, 641
reference, 301
replacing, 641
settings, changing, 302
resending, 641
tracing dependents to identify, 301
RTF format, 603
tracing precedents to identify, 301
saving as drafts, 604-605
ways to reduce, 412
scrolling through, 629
errors, spelling, 42, 88-90
tasks, creating from, 718-719
etiquette, e-mail, 635
unread, 619
Evaluate Formula dialog box (Excel), 303, 306
viewing text of, 619
events
e-mail signatures. See signatures
creating, 688-689
e-mailing link to OneNote notebook, 546
defined, 689
embedded datasheets. See subdatasheets
entering details, 689
embedded fonts in Word, 21
private, 682
embedding fonts in publications, 889
recurring, 689, 690
Enable Content button, 759
examining formulas, 303, 306
Encarta dictionary, 270
Excel 2007
enforcing referential integrity, 817
data bars in, 334
enhanced handouts, 501
icon sets in, 335
entering data series, 256
Excel 2010
entering Excel data, 255-256
data bars in, 334
entering ranges in formulas, 295
ease of use, improving, 227
fields 997
Insert Worksheet button (Excel), 233 for document navigation, 55, 71, 78
inserting for editing text, 402
cells, 238, 240 for finding text, 73
columns, 237, 239 for Font dialog box display, 116
line breaks, 439 for font size, 116
rows, 237, 239 for formatting marks, 68
shapes, 932 for Go To tab of Find And Replace dialog box, 48
slides, 448 for Help window display, 8
text, 64 for hiding/displaying rule lines in OneNote, 571
inspecting documents, 219, 221, 502, 505 for inserting date and time, 584
instant messages, 636, 657 for inserting documents in OneNote, 565
Instant Search, 661, 742 for inserting page breaks, 215
international languages, specifying in Word, 21 for justifying text, 121, 142
Internet Explorer. See Web browsers for left-aligning text, 121
Internet links, 426 for line breaks, 121
invitation cards. See cards for minimizing/expanding ribbon, 8
invitations. See meeting requests for Month view in Calendar, 708
Italic button (PowerPoint), 440 for moving to end of message, 609
italicizing text, 314, 439 moving cursor with, 47
for navigating, 765
for navigating OneNote, 534
K
for saving document, 41
for Screen Clipping tool in OneNote, 581
for selecting all, 65, 142, 905
Keep On Top button (OneNote), 592 for sending e-mail messages, 605, 612
Keep Text Only button (Word), 87 for underlining text, 113
Keyboard Shortcut paragraphs, xx for undoing editing, 67
keyboard shortcuts for Work Week view in Calendar, 705
for attaching documents, 565 keywords, 221, 229, 231, 923
for bolding text, 113 Keywords dialog box, 923
for building blocks, 94
for centering text, 121, 143
L
for clearing formatting, 118
for copying text, 67
for creating blank OneNote pages, 558
label controls, 821
for creating OneNote sections, 559
labels
for creating OneNote subpages, 558, 559
changing names, 836
for cursor movement, 47
creating, 778
for cursor placement, 49
font size, changing, 831
for cutting text, 67, 193
font weight, changing, 833
for docking OneNote window, 532
many-to-many relationships 1005
margins meetings
changing, 206, 208, 211, 216 creating from e-mail messages, 688
of columns, 143 duration, changing, 693
in forms, 840 private, 682
gallery of, 209 proposing new time for, 700
mirroring, 210 replying to e-mail messages with invitation, 634
specifying, 119 start time, changing, 693
in tables, 159 updating, 697
Margins button (Word), 12, 119, 216 memos, printing contacts as, 667
Mark Complete button, 729 Merge Cells button (Word), 153, 155-156
marking documents as final, 223 Merge List button (Word), 70
marking messages as read, 628-629 merging
marking presentations as final, 503 bullet points, 71
marking slides, 509 cells, 153, 155
marking tasks as complete, 717, 721, 729 Message button, 623
Master Page button (Publisher), 976, 981 message headers. See headers, e-mail
master pages in publications, 975 message list. See Inbox
closing, 982 message window, 605
editing, 976 messages, e-mail. See e-mail messages
modifying, 976 messages, entry, 363-364
switching to, 981 messages, error
masters, 495 adding icons to, 365
mathematical functions in tables. See formulas, displaying custom, 298, 363-364
Excel; functions displaying default, 366
MAX function, 287 displaying with validation rules, 363-364
Maximize button, 59 microphones, configuring, 585
maximizing documents, 59 Microsoft Access 2010. See Access 2010
maximum field size, specifying, 811 Microsoft Bing decision engine, 270
maximum value in worksheets Microsoft certification, xii, xvi
advantage of identifying, 281 Microsoft Clip Organizer, 919
finding, 287 Microsoft Encarta dictionary, 270
.mdb file extension, 753 Microsoft Excel 2010
Meeting button, 657 data bars in, 334
Meeting Properties dialog box (PowerPoint), 505 ease of use, improving, 227
meeting requests file formats, 44
accepting, 698 icon sets in, 335
Appointment page, 691 online version, xi
attendees, 691-695 program window, customizing, 241
checking availability for, 699 starting, 4, 227, 229
components of, 692, 695 user interface, customizing, 241
creating, 694 Microsoft Knowledge Base, xxix, xxxvii
declining, 698 Microsoft Office 2010
editing, 697 common user interface, 3
overview of, 691 compatibility with earlier versions, 44
replying to, 637 online applications, xi
required attendees, 695 software suite comparison, xi
responding to, 698-700 themes in, 322
Room Finder, 693 Microsoft Office Clipboard, 66, 72, 401, 405
scheduling, 693, 695 Microsoft Office Compatibility Pack, 45
Scheduling Assistant page, 692-693, 695 Microsoft Office Online Web site
sending, 696 clip art images, 448
suggesting times in, 693, 696, 698, 700 Help from, xxvii
Tentative time, 693 templates on, 39
themes from, 107
moving 1007
Microsoft Office Security Options dialog box, 759 Microsoft Translator service, 84
Microsoft Office Specialist (MOS), xii, xvi Microsoft Update service, 10
Microsoft Office Trusted Location dialog box, 759 Microsoft Visual Basic for Applications (VBA)
Microsoft OneNote 2010. See also notebooks macros, 758, 759
(OneNote) Microsoft Word 2010. See also documents
advanced options, 536 compatibility with earlier versions, 44
audio/video options, 536 file formats, 44
Backstage view, 522 first time starting, 10
customizing, 535 handouts, creating, 501
display options, 536 Help button, xxvi
docking to desktop, 532-533 Help window, opening, xxvi
docking window, 532 OneNote pages, sending to, 524
drawing pictures in, 577 online version, xi
entering text in, 572 starting, 4, 10
external files, inserting, 572 views in, 52
Full Page View, 533 Microsoft Word Help button, xxxiv
handwritten content, 520 MIN function, 287
Help, accessing, 525 Mini Toolbar, 65, 312, 439, 440
inserting content in, 519 character formatting with, 111
language options, 536 hiding, 18
Navigation Bar, 517, 526-527 Mini Translator, 82, 84, 417
navigation keyboard shortcuts, 534 Minimize button, 5
online version, xi Minimize The Ribbon button, 8, 59, 751
opening images from, 576 Minimize The To-Do Bar button, 613
Page Tabs Bar, collapsing, 529 minimizing
Page Tabs Bar, default location of, 526 documents, 5
Pages tab, expanding, 533 ribbon, 8, 59, 751
page titles, displaying, 529 minimum value in worksheets
paragraph formatting, 569 advantage of identifying, 281
printing from, 525 finding, 287
product activation, 525 mirroring margins, 210
program window, 516, 521, 526, 527 misspellings. See spelling, checking
proofing options, 536 mistakes, correcting automatically. See AutoCorrect
ribbon, 519, 531 Mobile Address Book, 646
saving options, 536 mobile device messaging. See text messages
saving pages, 524 mobile devices, OneNote on, 593
screen clippings from, 579-582 monitoring values in cells, 303-304
sending items to, 580 monitors, multiple, 508
sending pages to Outlook/Word, 524 Month button, 708
Side Notes, 591 Month view (Calendar), 702, 704, 708-709
starting, 4, 526 months, entering series with AutoFill, 256
storage structure, 516 More button (Access), 772, 806
tags, 578-579 More button (PowerPoint), 424
translating content, 520 More Fields button, 803
undocking, 533 MOS (Microsoft Office Specialist), xii, xvi
Unfiled Notes section, 528 Move or Copy dialog box (Excel), 233, 235
Microsoft Outlook dialog box, 665 Move Up button (Word), 28
Microsoft PowerPoint presentations, previewing in moving
Reading Pane, 624 cells, 238, 240
Microsoft Press Technical Support, xxxiii to cells, 260
Microsoft Product Support Services, xxix, xxxvii diagrams, 456, 459
Microsoft Publisher 2010. See Publisher 2010 dialog boxes, 419
Microsoft SharePoint fields, 808
file location, setting default, 20 images, 343
sharing notebooks from, 545, 547 pictures, 450
1008 Multilevel List button (Word)
page orientation, changing, 206, 208, 672, 784 keeping lines together, 215
page setup, customizing, 671 keeping with next, 212
Page Setup button (PowerPoint), 487 overview of, 119
Page Setup dialog box (PowerPoint), 486-487 selecting, 65, 71
Page Setup dialog box (Word), 12, 206, 208 width, defining. See margins
Page Tabs area (OneNote), 571 partner, adding to contact records, 652
Page Tabs Bar (OneNote), 518, 554 Paste All button (Word), 72
collapsing, 529 Paste button (Access), 802
collapsing/expanding, 518 Paste button (PowerPoint), 401, 404, 466
default location of, 526 Paste button (Word), 66, 70
expanding, 554 Paste gallery, 261
keyboard shortcut for, 518 Paste Live Preview, 261-262
page tabs (OneNote) Paste Options button (Excel), 261-262
filtering, 518 Paste Options button (PowerPoint), 402
navigating, 518 Paste Options button (Word), 67
ScreenTips on, 529 Paste Special dialog box (Excel), 262
selecting, 529 Paste Table As dialog box, 802
truncating names on, 529 pasting tables, 798, 802
pages (OneNote) pasting text, 66, 70, 263, 401
blank, 551, 558 from Clipboard, 404-405
creating, 552, 555, 558 in earlier versions of Excel, 261
keyboard shortcuts for creating, 558 formulas in cells, 291
naming, 554-555 keyboard shortcut for, 67, 402
organizing, 551 options for, 70
subpages, creating, 558-559 Paste Live Preview, 261
templates, applying, 556 previewing, 261
titles, entering, 554 specialized, 263
pagination, 212, 215 undoing, 262
paper size, changing, 206, 208 without formatting, 191
Paragraph dialog box (PowerPoint), 438, 442 paths, 792
Paragraph dialog box (Word), 212, 214 pattern, background, 341, 343
opening, 123 Pause button (OneNote), 589
tab alignment, 122 pausing video notes (OneNote), 589
paragraph formatting (OneNote), 569-570 Pen button (PowerPoint), 511
paragraph formatting (Outlook), 607 pen color, 509
paragraph formatting (PowerPoint), 437 pen tool (OneNote), 567, 577
paragraph formatting (Word) pencil icon, 797
aligning, 120-122, 125-126 People Pane
borders, 123-124, 128 expanding, 632
defined, 119 filtering item list, 633
shading, 128 toggling between simple/detailed view, 632
paragraph indenting troubleshooting, 633
first line, 120 personal information, clearing before distributing
hanging indent, 120, 126, 145 document, 219, 222
left, 120, 126 personal information in Publisher, 879
right, 120, 126 creating, 882
paragraph marks, 56. See also non-printing editing, 884, 887
characters Personal notebook (OneNote), 516, 526
paragraph spacing, 122, 127, 148, 438 Phone button, 663
paragraph styles, 100. See also Quick Styles phone directory, printing contacts as, 667
finding/replacing, 130 phone numbers
paragraphs in contact records, 648
aligning, 121 formatting, 328, 331
first letter, formatting, 202 troubleshooting, 328
1012 Phone view (contact records)
Q R
queries RAND function, 354, 360
creating, 773, 860, 861-862 RANDBETWEEN function, 354
in design grid, 776 random rows, selecting, 354
in Design view, 775 random values, generating, 354
list of, displaying, 774 ranges
overview of, 773 cell, defined, 260, 282
properties, displaying, 774 changing definition of, 284
relationships and, 776 comments, 282
running, 773, 775 copying, 261
saving, 773 creating, 282-284
Query Tools Design contextual tab, 775 deleting, 284
Query wizard, 773 displaying, 283
question mark character in searches, 859 editing, 284-285
repeating background images 1015
Select Location In OneNote dialog box, 582-583 Set Up Show dialog box (PowerPoint), 487, 490, 508
Select Name dialog box, 658-659 Set Up Slide Show button (PowerPoint), 490
Select Row button, 840 setting a watch, 303-304
Select Table dialog box (Publisher), 967 setting up automatic slide shows, 491
Select & Type button (OneNote), 577 setting up presentations, 491
select queries, 773 setting workbook properties, 229, 231
selecting Shading button (tables), 163
adjacent fields, 806-807 shading cells in Excel worksheets, 312, 314, 324, 334
all controls, 834, 840 shading cells in Word tables, 162
cells, 260 shading paragraphs, 128
controls, 824 shadow effects, 439
fields, 809 in forms, 835
multiple columns, 849 for WordArt, 918
outline levels in OneNote, 570 Shadow Effects button, 918
ranges, 260 Shape Effects button (PowerPoint), 436
shapes, 931 Shape Fill arrow (Publisher), 905, 962, 982
tables, 153, 802 Shape Fill button (PowerPoint), 434
text, 905 Shape Fill button (Publisher), 915
text boxes, 907 Shape Fill gallery, 915
WordArt, 915 Shape Outline arrow (Publisher), 937, 961
worksheet columns/rows, 261 Shape Outline button (PowerPoint), 435
selecting all, 142 Shapes button (PowerPoint), 470-471
keyboard shortcut for, 65 Shapes gallery (PowerPoint), 471
in placeholders, 441 shapes, PowerPoint
with Select button, 214 adjusting, 470
selecting text, 65, 68, 71, 141, 401 connecting, 478
by line, 103 copying, 471, 473
deselecting, 66 copying formatting, 471, 478
in tables, 155 drawing, 470
selection area, 65 duplicating, 471, 474
Selection button, 851 effects, changing, 436
selections, creating ranges from, 283 filling with color, 434
selector, 809 flipping, 473
Send Backward button (Publisher), 945 formatting, 434, 471
Send button, 605, 612, 696, 734 grouping, 476
Send page (OneNote Backstage view), 524 moving, 471
Send Status Report button, 733 outline, changing, 435
senders, creating contacts from, 655 rotating, 470, 473
sending e-mail messages, 605, 612, 614, 641 setting default formatting, 471
sending meeting requests, 696 sizing, 470, 474
Sent Items folder, 605, 613 text, adding, 471, 474
sent messages shapes, Publisher
save location, changing, 605 applying to pictures, 928
viewing, 613 circles, drawing, 933
sentences, selecting, 65 coloring, 934, 961-962
series axis, 463 connecting, 932, 935-936
series, data, 463 connecting, changing line color when, 937
entering, 256-258 copying, 931
in Excel tables, 276 copying formatting to, 932
types of, 257 creating, 931
Set Numbering Value dialog box (Word), 134 default settings, 932
Set Quick Click dialog box, 719 drawing, 933
SET UP paragraphs, xx flipping, 933
1020 Shapes button (Publisher)
Z
displaying, 233
filtering. See filters
hiding, 234, 235
zeros in number formatting, 329
images, adding, 339, 342
ZIP codes, 811
purpose of, 233
Zoom arrow, 779
renaming, 233, 235
Zoom button (Word), 9, 53, 55, 56, 209
reordering, 234-235
Zoom control, 242
rows. See rows, worksheet
Zoom dialog box (Excel), 242, 250
searching, 264
Zoom dialog box (Word), 55, 56, 209
tab color, changing, 234-235
Zoom In button (PowerPoint), 494
unhiding, 234, 236
Zoom In button (Word), 56
Wrap Text button (Word), 199
Zoom Level button (Word), 176, 185
wrapping text
Zoom Out button (Word), 56, 102, 191
in text boxes, 395
Zoom Slider, 9, 385
around WordArt, 199
Zoom To Page button (PowerPoint), 494
Zoom To Selection button (Excel), 242, 249
X
zooming effect in slide transitions, 479
zooming in/out, 249
adjusting, 53, 102
XML data, removing before distributing of contact records, 662
document, 222 displaying multiple pages, 55, 209
XML file formats, 44 to full page, 176
XPS format overview of, 242
printing documents to, 223 by percentage, 56
in Publisher, 904
in Reading Pane, 627
Y in reports, 778-779
specific zoom level, 242
y-axis, 463
About the Authors
Joyce Cox
Joyce has 30 years’ experience in the development of training materials
about technical subjects for non-technical audiences, and is the author
of dozens of books about Office and Windows technologies. She is the
Vice President of Online Training Solutions, Inc. (OTSI).
Joan Lambert
Joan has worked in the training and certification industry for more
than a decade. As President of OTSI, Joan is responsible for guiding
the translation of technical information and requirements into useful,
relevant, and measurable training and certification tools.
Curtis Frye
Curtis Frye is a writer, speaker, and performer living in Portland, Oregon.
He is the sole or lead author of more than 20 books, including
Microsoft Excel 2010 Plain & Simple, Microsoft Access 2010 Plain &
Simple, and Excel 2007 Pocket Guide. In addition to his writing, Curt
presents keynote addresses on Excel and motivational topics.