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Part I: Getting Started.
Chapter 1: Welcome to Your New Office.
Chapter 2: Using Office’s Menus and Toolbars.
Part II: Using Word.
Chapter 3: Creating and Working with Documents.
Chapter 4: Working with Text.
Chapter 5: Working with Tables.
Chapter 6: Forms, Fields, and Merging.
Chapter 7: Outlines, Tables of Contents, and Indexes.
Chapter 8: Styles and Templates.
Chapter 9: Getting Graphical.
Chapter 10: Working with Others on Word Documents.
Chapter 11: Using XML in Word.
Part III: Using Excel.
Chapter 12: Worksheets and Workbooks.
Chapter 13: Entering and Formatting Information.
Chapter 14: Charts.
Chapter 15: Formulas and Functions.
Chapter 16: Lists and Databases.
Chapter 17: Templates, Forms, and Graphics.
Chapter 18: PivotTable and PivotChart Reports.
Chapter 19: Using Excel to Analyze Data.
Chapter 20: Using XML in Excel.
Part IV: Using Outlook.
Chapter 21: Outlook Overview.
Chapter 22: Advanced Message Management.
Chapter 23: Outlook Security.
Chapter 24: Creating and Maintaining a Contact List.
Chapter 25: Managing Your Time with Calendar.
Part V: Using PowerPoint.
Chapter 26: Beginning a Presentation.
Chapter 27: Entering and Formatting Text.
Chapter 28: Using Templates and Wizards.
Chapter 29: Creating Charts and Tables.
Chapter 30: Adding Graphics and Special Effects.
Chapter 31: Finalizing Your Slide Show.
Chapter 32: Fine-Tuning Your Presentation.
Part VI: Using Access.
Chapter 33: Fundamentals of Access.
Chapter 34: Creating a Database.
Chapter 35: Working with Forms.
Chapter 36: Using Queries.
Chapter 37: Generating Reports.
Chapter 38: Access and XML.
Part VII: Office and the Web.
Chapter 39: Designing Web Sites with FrontPage.
Chapter 40: Managing Your Web Site with FrontPage.
Chapter 41: Creating Web Pages in Other Office Applications.
Part VIII: Collaborating in Office.
Chapter 42: Building Integrated Documents.
Chapter 43: Universal Drawing and Graphics Features.
Chapter 44: Using Microsoft Office Document Imaging and Scanning.
Chapter 45: Using Microsoft Office Picture Manager.
Chapter 46: Collaborating on a Network.
Chapter 47: Windows SharePoint Services with Office System.
Part IX: Customizing and Automating Office.
Chapter 48: Customizing Office Applications.
Chapter 49: Working with Macros.
Appendix A: What’s on the CD-ROM.
Appendix B: Optimizing Your Office Installation.
Appendix C: International Support and Accessibility Features.
Appendix D: Finding Office Information on the Web.
Welcome to Microsoft Office 2003! It's a powerful, complex suite of applications, but don't let that intimidate you; this book will get you up and running in no time, even if you've never used Office before. If you have used Office before, you'll soon find yourself as comfortable with the new version as you are with the old.
Introducing Office Applications: What Do They Do?
Microsoft Office contains numerous applications, each of which we'll be looking at. The following list briefly describes the programs outlined in this book (you may not have all of these applications installed, depending on what version of Office 2003 you've purchased):
* Word. A powerful word processor, Word makes it easy to enter text into the computer, format it the way you want, and then print it or post it online.
* Excel. A versatile spreadsheet program, Excel can be used in countless ways, but its most basic use, like the spreadsheets on paper that inspired it, is as a tool for organizing numbers into rows and columns and manipulating and analyzing them to help with budgeting and planning.
* Outlook. Outlook is Office's application for managing messages, from e-mail to faxes, and your time. Its powerful calendar function keeps you organized, its Tasks list makes sure you don't forget your day-to-dayresponsibilities, and its Contacts folder stores all the information you'll ever need about the important people in your life.
* PowerPoint. Office's presentation application, PowerPoint can help you create vivid onscreen or printed presentations that communicate your ideas clearly and effectively.
* Access. A database program, Access makes it easy to collect and analyze data-and use it in other Office applications.
* FrontPage. A powerful tool for creating and managing Web sites, FrontPage is the only Office component entirely dedicated to that task. (You can create Web pages with all Office applications.)
Starting Office Applications
You can open any Office application from the Start menu just as you open any other application: choose Start[right arrow]Programs, and then find the application you want to start and select it.
You might find it handy to create shortcuts on your desktop to your most commonly used Office applications. To do so, right-click the program in the Start[right arrow]All Programs menu and drag it to your desktop. You'll see a shortcut menu offering you two choices: Copy Here or Move Here. If you choose Copy Here, the program remains listed in your Start[right arrow]All Programs menu, but a shortcut is also added to your desktop. If you choose Move Here, the program appears as a desktop shortcut and is no longer listed in your Start[right arrow]All Programs menu.
Creating, Saving, and Closing Documents
In all Office applications except Outlook, your goal is to create some kind of "document," whether it's a PowerPoint presentation, a Word document, an Excel spreadsheet, a FrontPage Web site, or an Access database.
You can create Office documents in two main ways:
* From within an Office application
* Using the Start menu
If you're already in an Office application, the easiest way to create a new document is to choose File[right arrow]New. This brings up different options depending on the program you're using. For instance, choosing File[right arrow]New in Word opens the task pane shown on the right in Figure 1-1. You can choose to create a new blank document, Web page, XML document, or e-mail message; create a new document based on an existing document; or create a new document based on a template.
In Outlook, you choose from a different list of options, including Mail Message, Appointment, Contact, Distribution List, Task, Journal Entry, Note, and Fax. Excel's options are similar to Word's, Access's are different again, and so on.
You can save a step in creating a new document if you already know what kind of document it will be. Instead of first opening an Office application and then creating a new document, you can create a new document and open the application you need at the same time.
You can do that by choosing Start[right arrow]Programs[right arrow]Microsoft Office Tools[right arrow]New Office Document. The New Office Document dialog box is shown in Figure 1-2.
This dialog box brings together all the many different types of Office documents that can be automatically created, from a blank Word document, PowerPoint presentation, Excel workbook, Access database, or Outlook e-mail message to specific templates, such as the PowerPoint template for Recommending a Strategy or the Excel template for Loan Amortization. Just click the tab you want and choose from the available options.
You can find more than just templates in the New Office Document dialog box. You'll also find a plethora of useful wizards, such as the Calendar Wizard and Resume Wizard, that take you step by step through the process of creating a specific type of document.
No matter which application you're working in, the process of saving documents (and an important process it is, too!) is much the same: Choose File[right arrow]Save or File[right arrow]Save As (the Standard toolbar usually has a Save button on it as well, if you prefer the one-click approach).
The first time you choose Save, or any time you choose Save As, you'll see the Save As dialog box (see Figure 1-3).
This is a relatively standard dialog box that you're probably familiar with from other Windows applications. Type the name you want to give the document into the File name text box, and choose the type of file it is in the Save as type box, using the drop-down list provided. By default, this will be the standard file format used by that program; in the example shown in Figure 1-3, it's the PowerPoint Presentation format, which uses the .ppt extension.
Other options include template format, which makes the document available for use as a template for future documents; older versions of the standard format for backward compatibility; Web page format, which turns the document into an HTML file suitable for viewing online using a standard Web browser; and, in some applications, XML format, a powerful new feature that makes it easy to create documents that can import and manage data from remote sources and non-Office applications (provided, of course, that they too support XML).
For more information about using XML in Office applications, see Chapters 11, 20, and 38.
Once you've saved a document once, choosing Save again doesn't open this dialog box: instead, it overwrites the previous version of the document with the currently open version. If you'd prefer to save the new version of a document without overwriting the previous version, or if you want to save the new version in a different file format, or in a different location, choose File[right arrow]Save As. This will open the Save As dialog box again, enabling you to give the new version of the file a new name (perhaps for version tracking) and/or a new format or save it in another location, such as to a different folder or to another drive.
To close a document without closing the application, click the closest X in the upper-right corner (just underneath the topmost X, which closes the entire application). Alternatively, choose File[right arrow]Close. If you haven't saved the current version of the document, the application will ask you if you want to save any changes you made to that file. Choose Yes to overwrite any previous version with the current version, No to keep the currently saved version without preserving any changes you may have made to it, or Cancel to return to the application without saving.
Working with Smart Tags and Task Panes
Smart Tags and task panes, introduced in Office XP and further developed in Office 2003, provide quick access to commonly used commands. Making good use of them can make your Office experience more pleasant and more efficient.
Task panes are windows that appear within an Office application to one side of the workspace. They provide a list of commands you may want to use, depending on what you're trying to do. You've already seen one in Figure 1-1.
Like toolbars, task panes can be made to float or dock against any side of the workspace you prefer. To pull the task pane free of its default location, click and drag the upper-left corner of the task pane's title bar, just to the left of the title, where you see a column of small dots.
As you use any Office application, you're likely to open a series of task panes. You can move through these task panes just as you'd maneuver through a series of pages you've opened in your Web browser, by using Back and Forward buttons (located in the upper-left corner of the task pane). You'll also see a Home button. Clicking this takes you to the application's most basic task pane, which enables you to open a document or create a new document. The Home task pane also includes a Search box that connects you to Office on Microsoft.com (provided, of course, you are online). To close a task pane, click on the X at the right end of its title bar, or press Ctrl+F1. Smart Tags are buttons that provide choices for enhancing content or layout in Office applications. You don't call them up yourself; instead, they appear when you need them (or at least when Office thinks you need them-such as when you make a mistake in an Excel formula, or when Word automatically corrects something you've done, or when you paste in data from the clipboard). Clicking the Smart Tag will bring up a small menu offering the options you need to fix the error, reverse the action, or do whatever else might be appropriate.
Figure 1-4 shows a Smart Tag (and a task pane, for good measure) in Excel.
Using Office Search Effectively
Another useful feature in Office 2003 is an enhanced search capability that makes it easy to locate specific documents both on your computer and on the network it's connected to, if any. It will even search through all the messages you've stored in Outlook!
To access Search from any Office application, choose File[right arrow]File Search. This opens the Basic File Search task pane shown on the right in Figure 1-5.
This task pane contains three text boxes:
* In the top text box, Search text:, enter any keywords that might help identify the file. The program will look for files containing those words in the name of the file, in the body of the file, or in any keywords assigned to the file. The more words you enter, the more specific the search. You can also use wildcards. The asterisk (*) can stand for any number of characters. Thus, a search for h*p would return everything from hip and hop to hoop, hyssop, and horsewhip. The question mark stands for any single character; using h?p in your search would return files containing hip, hop, and hep, but not hoop, hyssop, or horsewhip.
Search looks for all forms of a word you enter in the Search text box. If you enter "run," for instance, it will also find files containing "running" and "ran."
If you're searching your Outlook mailbox and you're working in English, you can frame your search query using natural language, just as if you were talking to a human being, in other words. For example, you could type "Find all messages received today."
* In the Search in: text box, specify at least one place in which Office should search. The proffered list of possibilities includes My Computer, My Network Places, and Outlook. You can narrow the search by specifying only certain folders.
* Finally, in the Results should be: text box, specify which types of file to search for: Anything, Office Files, Outlook Items, or Web pages (items with .htm, .html, .mht, .mhtml, or .asp extensions). You can specify which types of Office files to search for and which specific Outlook items (e-mail messages, appointments, contacts, tasks, or notes), to narrow the search.
Figure 1-6 shows some typical results. Office has found two files containing the keyword indicated ("sunset").
Once results are displayed, you can rest your pointer on the filename to get more information about it, click it to open it, right-click it to see more actions you can perform (such as edit the file, create a new document based on it, or copy a link to it to your clipboard), or click Modify to start a new search.
Click Advanced File Search at the bottom of the Basic File Search task pane to run searches based on document properties, such as author and date modified, and to use logic (i.e., AND/OR) to include or exclude information in your search.
In the Advanced File Search task pane, you first enter a property to search for (there's a long list of possibilities, from Address to Size to Format to Web page), then select a condition for that property (in the case of text properties such as Address, you can choose to search for files that either include the text you enter or precisely match it; other properties offer other conditions), and then set a value to search for-a text string, for instance, or a file size.
Next, click Add to add that value to your search. You can build in additional search parameters by creating additional property/condition/value combinations and clicking either the And or Or radio buttons, depending on whether you want all of the conditions you've specified to be met or if meeting any one of them is sufficient.
Finally, choose the locations to search in and the file types you're interested in, just as you did with the Basic File Search, and click Go.
Getting Help in Office Applications
Office may not give you much in the way of a printed user's manual (which may be why you bought this book!), but it does provide a massive amount of help information on your screen. Because Office presents you with so many complex applications and supporting utilities, the ability to find the help you need and find it quickly becomes a vital skill.
Office's Help tools include three main components: the Office Help system, which links you to a set of files containing help information stored on your local computer; the optional Office Assistant, which offers a small and friendly-to-a-fault gateway to the main Help system; and Office on Microsoft.com, a link to Microsoft's Web-based Office resources.
Figure 1-7 shows an Excel help topic.
Excerpted from Microsoft Office 2003 Bible by Edward Willett Allen Wyatt Bill Rodgers Excerpted by permission.
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