Office 2013Elaine Marmel
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER ANDTHE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECTT...
CreditsExecutive EditorJody LefevereSr. Project EditorSarah HellertTechnical EditorVince AverelloCopy EditorMarylouise Wia...
About the AuthorElaine Marmel is President of Marmel Enterprises, LLC, an organizationthat specializes in technical writin...
How to Use This BookWho This Book Is ForThis book is for the reader who has never used thisparticular technology or softwa...
Table of ContentsStart and Exit Office Applications................................ 4Navigate the Program Windows............
Office and the Cloud................................................ 40Sign In to Office Online..............................
Table of ContentsInsert an Online Video............................................. 92Assign a Theme........................
Work in Read Mode View.........................................118Find and Replace Text......................................
Table of ContentsAdd a Worksheet....................................................174Name a Worksheet......................
Build a Blank Presentation......................................224Create a Presentation Using a Template....................
Table of ContentsAdd and Edit Slide Text...........................................238Change the Font, Size, and Color.......
Understanding Database Basics................................286Create a Database Based on a Template........................
Table of ContentsApply Conditional Formatting...................................320Perform a Simple Query....................
Create a Publication...............................................366Zoom In and Out........................................
Table of ContentsNavigate OneNote..................................................396Type and Draw Notes....................
PART IOffice FeaturesThe Office 2013 applications share a common look and feel. You canfind many of the same features in e...
Chapter 1: Office Basics .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 4Chapter 2: Working with Files  .  .  .  .  ...
4	 Windows zooms out so thatyou can see tiles for allinstalled programs.2	Click any program tile on theright side of the S...
5TIPCHAPTER1OFFICE FEATURESOffice BasicsCan I create a shortcut to open an Office application?Yes. You can create a shortc...
6All Office programs share a common appearance and many of the same features, and when youlearn your way around one Office...
7CHAPTER1A	Commonly used file andprogram managementcommands appear here.B	Buttons you can click appearhere.C	Information r...
8Using the Ribbon1	Click the tab containing the commandyou want to use.2	Click the command.A	Buttons with arrows ( ) displ...
9CHAPTER1OFFICE FEATURESOffice BasicsAdd Buttons1	Click the group on the tab youcreated.2	Click a command.D	If the command...
10	 The Options dialog boxappears.3	Click the Choose commandsfrom .4	Click a command group.1	Click .A	You can click any of...
11CHAPTER1OFFICE FEATURESOffice BasicsD	The new command appearson the Quick Access Toolbar.5	Click the command that youwan...
12	 Windows 8 displays the tiles onthe right side of the Startscreen.3	Tap the Word tile to switch tothe Desktop and open ...
13CHAPTER1OFFICE FEATURESOffice BasicsMove an Object1	Position your finger or the stylus overthe item you want to move.2	T...
14	 Backstage view appears.2	Click New.	 The New screen appears.3	Click the type of file that youwant to create.	 If you c...
15CHAPTER2OFFICE FEATURESWorking with Files2	Click the appropriate Newbutton. For example, if youare creating a Mail item,...
16	 Backstage view appears.2	Click Save As.3	Click Computer.B	If the folder in which youwant to save the documentappears h...
17CHAPTER2OFFICE FEATURESWorking with FilesCan I save a file using a different file type?Yes. Each Office program saves to...
183	Click the place where youbelieve the document isstored. This example usesComputer.Note: If you choose the wrongplace, ...
19CHAPTER2OFFICE FEATURESWorking with FilesWhat if I cannot find my file?You can use the Search box in the upper-right cor...
20	 Backstage view appears.2	Click Print.A	You can specify the numberof copies to print using theCopies spin box.B	You can...
21CHAPTER2OFFICE FEATURESWorking with FilesHow do I print using default settings?If you do not need to change any of your ...
22	 Backstage view appears.2	Click Info.3	Click Check for Issues.4	Click Inspect Document.Note: If you have unsavedchanges...
23CHAPTER2OFFICE FEATURESWorking with Files	 The Document Inspector looks forthe information you specified anddisplays the...
24	 Backstage view appears.2	Click Share.3	Click Email.A	Options for e-mailing the fileappear here.4	Click Send as Attachm...
25CHAPTER2OFFICE FEATURESWorking with FilesWhat if my recipient does not have the necessary software to open the file?You ...
262	Drag the mouse pointeracross the text that you wantto select.A	The program highlights thecharacters to indicate thatth...
27CHAPTER2OFFICE FEATURESWorking with FilesHow can I use my keyboard to select text?To select text or cells to the left or...
283	Release the mouse to dropthe data in place.C	The data appears in the newlocation.Cut or Copy in Word, PowerPoint,Publi...
29CHAPTER2OFFICE FEATURESWorking with Files4	Select the cells where you wantthe cut or copied data to appear.Note: You can...
30A	Both files appear on-screenside by side.B	To scroll both files at thesame time, click the Windowbutton and then click ...
31CHAPTER2OFFICE FEATURESWorking with FilesSplit a Window1	To split the window displaying a singlefile into scrollable pan...
32	 The Insert Picture dialog boxappears.A	The folder you are viewing appearshere.Note: Image files come in a variety offo...
33CHAPTER3OFFICE FEATURESOffice Graphics ToolsD	The picture appears in yourdocument, selected and surroundedby handles ( a...
34	 The Insert Pictures window appears.4	Click here and type a description ofthe kind of image you want.5	Click the Search...
35CHAPTER3OFFICE FEATURESOffice Graphics ToolsC	The picture appears in yourdocument, selected andsurrounded by handles ( )...
363	Drag the graphic object to anew location.B	In Word, green alignmentguides help you position thegraphic object.4	Releas...
37CHAPTER3OFFICE FEATURESOffice Graphics Tools3	Drag the handle inward oroutward until the graphicobject is the appropriat...
38In addition to inserting, moving, and resizing pictures as described in this chapter, you caninsert and modify other typ...
39CHAPTER3OFFICE FEATURESOffice Graphics ToolsRemove the Background of an ImageYou can remove the background of a picture,...
40Office 2013 offers a completely new experience when it comes to working in a mobile environment.Today, people are on the...
41OFFICE FEATURESWorking with Office Files OnlineCHAPTER4Your Documents Are Always Up to DateOffice 2013 saves your Office...
42	 The Microsoft account sign-in windowappears.4	Type your Microsoft account e-mailaddress.5	Type your Microsoft account ...
43CHAPTER4OFFICE FEATURESWorking with Office Files OnlineHow do I sign out of Office Online?Sign in to Windows 8 using a l...
44	 Backstage view appears.2	Click Share.3	Click Invite People.4	Type e-mail addresses of peoplewith whom you want to shar...
45CHAPTER4OFFICE FEATURESWorking with Office Files OnlineStop Sharing1	Open the document you want tostop sharing and click...
46Install an App1	Click the Insert tab.2	Click Apps for Office.	 The Insert App dialog box appears,displaying the My Apps ...
47CHAPTER4OFFICE FEATURESWorking with Office Files OnlineWhat should I do for add-ins for other Office 2013 programs?OneNo...
48Activate the Dictionary App1	In Word or Excel, click theInsert tab.2	Click Apps for Office.Note: If you click on thebott...
49CHAPTER4OFFICE FEATURESWorking with Office Files Online	 The app loads. Forthe Merriam-WebsterDictionary app, a paneopen...
50	 You are redirected to theSkyDrive sign-in page.1	Open your browser.2	In the address bar, typeskydrive.com and press.Si...
51CHAPTER4OFFICE FEATURESWorking with Office Files OnlineHow do I sign out of SkyDrive?Click your name (A) and then click ...
52	 The document appears forviewing only.Open the Document1	Sign in to SkyDrive athttps://skydrive.live.com.2	Open the fol...
53CHAPTER4OFFICE FEATURESWorking with Office Files Online	 The document appears in theWord Web App, where youcan perform b...
54	 A security dialog boxappears.3	Click Yes.1	Open a document and edit itusing a Web App.Note: See the previous section,“...
55CHAPTER4OFFICE FEATURESWorking with Office Files OnlineWhat happens when I close the Officeprogram?Save your document in...
563	Click Upload.1	Sign in to SkyDrive usingyour browser.Note: See the section “Sign In toSkyDrive” for details.2	Click to...
57CHAPTER4OFFICE FEATURESWorking with Office Files OnlineWhat can I do if I forgot to upload afile I need to use remotely?...
58	 The Share dialog box appears,suggesting that you share bye-mail.Note: Follow the steps in one of thefollowing subsecti...
59CHAPTER4OFFICE FEATURESWorking with Office Files OnlineHow do I stop sharing a document?Open the document and click Shar...
PART IIWordYou can use Word to tackle any project involving text, such ascorrespondence, reports, and more. Word’s versati...
Chapter 5: Adding Text  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 62Chapter 6: Formatting Text .  .  .  .  .  ....
62C	Word magnifies thedocument, and the degree ofmagnification appears here.Using the Zoom Tool1	Drag the Zoom slider on t...
63CHAPTER5WORDAdding TextTIPHow can I zoom an image?While in Read Mode view, double-click an image. Word enlarges the imag...
642	Press to start a newparagraph.C	You can press twice toadd an extra space betweenparagraphs.D	You can press +to insert ...
65CHAPTER5WORDAdding TextTIPWhat is the difference between the Insert and Overtype modes?By default, Word is set to Insert...
66	 The Create New BuildingBlock dialog box appears.6	Type a name that you wantto use as a shortcut for theentry.A	You can...
67CHAPTER5WORDAdding TextTIPSHow do I insert a preset Quick Part?Click the Insert tab on the Ribbon, click the QuickParts ...
682	Click the Insert tab.3	Click Symbol.A	A gallery of commonly usedsymbols appears. If thesymbol you need appearsin the g...
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  1. 1. Office 2013Elaine Marmel
  2. 2. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER ANDTHE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECTTO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORKAND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUTLIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NOWARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONALMATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAYNOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITHTHE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED INRENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IFPROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENTPROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHERNOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM.THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO INTHIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHERINFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHERENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAYPROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERSSHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORKMAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WASWRITTEN AND WHEN IT IS READ.FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUESDESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES,COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONEAND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH AREFICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES,PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUALPERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL ANDPURELY COINCIDENTAL.Contact UsFor general information on our other products and services please con-tact our Customer Care Department within the U.S. at 877-762-2974,outside the U.S. at 317-572-3993 or fax 317-572-4002.For technical support please visit www.wiley.com/techsupport.Teach Yourself VISUALLY™ Office 2013Published byJohn Wiley & Sons, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256www.wiley.comPublished simultaneously in CanadaCopyright © 2013 by John Wiley & Sons, Inc., Indianapolis, IndianaNo part of this publication may be reproduced, stored in a retrievalsystem or transmitted in any form or by any means, electronic, mechani-cal, photocopying, recording, scanning or otherwise, except as permit-ted under Sections 107 or 108 of the 1976 United States CopyrightAct, without either the prior written permission of the Publisher, orauthorization through payment of the appropriate per-copy fee to theCopyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923,978-750-8400, fax 978-646-8600. Requests to the Publisher for permis-sion should be addressed to the Permissions Department, John Wiley& Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax201-748-6008, or online at www.wiley.com/go/permissions.Wiley publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of thisbook may not be included in e-books or in print-on-demand. If this bookrefers to media such as a CD or DVD that is not included in the version youpurchased, you may download this material at http://booksupport.wiley.com. For more information about Wiley products, visit www.wiley.com.Library of Congress Control Number: 2012956423ISBN: 978-1-118-51768-0Manufactured in the United States of America10 9 8 7 6 5 4 3 2 1Trademark AcknowledgmentsWiley, the Wiley logo, Visual, the Visual logo, Teach Yourself VISUALLY,Read Less - Learn More and related trade dress are trademarks or reg-istered trademarks of John Wiley & Sons, Inc. and/or its affiliates.Microsoft is a registered trademark of Microsoft Corporation. All othertrademarks are the property of their respective owners. John Wiley &Sons, Inc. is not associated with any product or vendor mentioned inthis book.Sales | Contact Wiley at (877) 762-2974 or fax (317) 572-4002.
  3. 3. CreditsExecutive EditorJody LefevereSr. Project EditorSarah HellertTechnical EditorVince AverelloCopy EditorMarylouise WiackEditorial DirectorRobyn SieskyBusiness ManagerAmy KniesSr. Marketing ManagerSandy SmithVice President and ExecutiveGroup PublisherRichard SwadleyVice President and ExecutivePublisherBarry PruettProject CoordinatorSheree MontgomeryGraphics and Production SpecialistsNoah HartJoyce HaugheyJennifer HenryAndrea HornbergerJennifer MayberryQuality Control TechnicianLauren MandelbaumProofreaderBroccoli Information Mgt.IndexerPotomac Indexing, LLC
  4. 4. About the AuthorElaine Marmel is President of Marmel Enterprises, LLC, an organizationthat specializes in technical writing and software training. Elaine has anMBA from Cornell University and worked on projects to build financialmanagement systems for New York City and Washington, D.C. This priorexperience provided the foundation for Marmel Enterprises, LLC to helpsmall businesses manage the project of implementing a computerizedaccounting system.Elaine spends most of her time writing; she has authored and co-authoredmore than 65 books about Microsoft Excel, Microsoft Word, Microsoft Project,QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, MicrosoftWord for the Mac, Microsoft Windows, 1-2-3 for Windows, and Lotus Notes.From 1994 to 2006, she also was the contributing editor to monthlypublications Inside Peachtree, Inside Timeslips, and Inside QuickBooks.Elaine left her native Chicago for the warmer climes of Arizona (by wayof Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C., andTampa, FL) where she basks in the sun with her PC, her cross stitchprojects, and her dog, Jack.Author’s AcknowledgmentsBecause a book is not just the work of the author, I’d like to acknowledgeand thank all the folks who made this book possible. Thanks to Jody Lefeverefor the opportunity to write this book. Thank you, Vince Averello, for doing agreat job to make sure that I “told no lies.” Thank you, Marylouise Wiack, formaking sure I was understandable. And, thank you, Sarah Hellert; yourtop-notch management of all the players and manuscript elements involvedin this book made my life easy and writing the book a pleasure.DedicationTo Buddy (1995-2012), my constant companion for 17 ½ years. Youbrought me nothing but joy and I will sorely miss you.
  5. 5. How to Use This BookWho This Book Is ForThis book is for the reader who has never used thisparticular technology or software application. It isalso for readers who want to expand their knowledge.The Conventions in This Book1 StepsThis book uses a step-by-step format to guide youeasily through each task. Numbered steps are actionsyou must do; bulleted steps clarify a point, step, oroptional feature; and indented steps give you theresult.2 NotesNotes give additional information — specialconditions that may occur during an operation, asituation that you want to avoid, or a cross-referenceto a related area of the book.3 Icons and ButtonsIcons and buttons show you exactly what you need toclick to perform a step.4 TipsTips offer additional information, including warningsand shortcuts.5 BoldBold type shows command names or options that youmust click or text or numbers you must type.6 ItalicsItalic type introduces and defines a new term.4CHAPTER2OFFICE FEATURESWorking with FilesSplit a Window1 To split the window displaying a singlefile into scrollable panes, click theView tab.2 Click the Split button.E Horizontal and vertical bars appear.3 Drag the bar up, down, right, or left toresize the panes, and click to set thebar in place when the panes are thedesired size.To return the page to a full document,click the Split button again.C You can click the Maximizebutton ( ) to restore awindow to its full size.D You can click the Closebutton ( ) to close a file.A Both files appear on-screenside by side.B To scroll both files at thesame time, click the Windowbutton and then click theSynchronous Scrollingbutton.View Multiple Files1 Open two or more files.2 Click the View tab.3 Click the View Side by Sidebutton.Arrange WindowsYou can simultaneously view multiple files. For example, you might view two versions of a Worddocument side by side to compare their contents or view two Excel workbooks to compare data. Ifthe files you want to compare are particularly long, you can enable the Synchronous Scrolling optionto scroll both files at the same time.In addition to viewing multiple files simultaneously, you can split the window of one long file intoscrollable panes to view different portions of it. For example, you might split a document to comparehow portions of it are formatted.Arrange WindowsTIPSWhat does the Switch Windowsbutton do?If you have two or more files open, click theSwitch Windows button to view a list of allopen files in the current Office program. Youcan then choose a file in the list to view it.Can I display two Excel files one on top of the other?Yes. Click the View tab and then click the Arrange Allbutton. The Arrange Windows dialog box opens, andyou can select how you want to display multiple files:horizontally, vertically, tiled (where each window appearsin a square pane), or cascaded (where windows appear onebehind another).153
  6. 6. Table of ContentsStart and Exit Office Applications................................ 4Navigate the Program Windows................................... 6Work with Backstage View.......................................... 7Work with the Ribbon................................................ 8Customize the Quick Access Toolbar........................... 10Using an Office Program on a Tablet PC...................... 12 Chapter 1 Office BasicsCreate a New File.................................................... 14Save a File............................................................. 16Open a File............................................................ 18Print a File............................................................. 20Check Your File for Hidden or Personal Data................ 22E-Mail a File........................................................... 24Select Data............................................................ 26Cut, Copy, and Paste Data......................................... 28Arrange Windows.................................................... 30Insert a Picture...................................................... 32Insert an Online Picture........................................... 34Resize and Move Graphic Objects............................... 36Understanding Graphic Object Modification Techniques.....38 Chapter 2 Chapter 3 Working with FilesOffice Graphics ToolsPart I Office Features
  7. 7. Office and the Cloud................................................ 40Sign In to Office Online........................................... 42Share a Document from Office................................... 44Download Apps from the Office Store......................... 46Sign In to SkyDrive................................................. 50Using a Web App in SkyDrive.................................... 52Using an Office Program from SkyDrive....................... 54Upload a Document to SkyDrive................................. 56Share a Document Using SkyDrive.............................. 58 Chapter 4 Working with Office Files OnlineChange Word’s Views................................................ 62Type and Edit Text................................................... 64Insert Quick Parts................................................... 66Insert Symbols....................................................... 68Create a Blog Post................................................... 70 Chapter 5 Adding TextPart II Word
  8. 8. Table of ContentsInsert an Online Video............................................. 92Assign a Theme...................................................... 94Add Borders........................................................... 96Create Columns....................................................... 98Insert a Table........................................................100Apply Table Styles..................................................102Insert an Excel Spreadsheet.....................................103Add Headers and Footers.........................................104Insert Footnotes and Endnotes.................................106Insert Page Numbers and Page Breaks.......................108Mark Index Entries.................................................110Generate an Index..................................................112Generate a Table of Contents...................................114Create a Bibliography.............................................116 Chapter 7 Adding Extra TouchesChange the Font, Size, and Color............................... 72Align Text.............................................................. 76Set Line Spacing..................................................... 77Indent Text............................................................ 78Set Tabs................................................................ 80Set Margins............................................................ 82Create Lists............................................................ 84Copy Formatting..................................................... 86Clear Formatting..................................................... 87Format with Styles.................................................. 88Apply a Template.................................................... 90 Chapter 6 Formatting Text
  9. 9. Work in Read Mode View.........................................118Find and Replace Text.............................................122Scan Document Content..........................................124Check Spelling and Grammar....................................126Work with AutoCorrect............................................128Using Word’s Thesaurus and Dictionary......................130Translate Text........................................................132Track and Review Document Changes.........................134Lock and Unlock Tracking........................................136Combine Reviewers’ Comments.................................138Work with Comments..............................................140 Chapter 8 Reviewing DocumentsEnter Cell Data......................................................144Select Cells...........................................................146Faster Data Entry with AutoFill.................................148Turn On Text Wrapping............................................150Center Data across Columns.....................................151Adjust Cell Alignment.............................................152Change the Font and Size........................................154Change Number Formats..........................................156Increase or Decrease Decimals..................................157Add Cell Borders and Shading...................................158Format Data with Styles..........................................160Apply Conditional Formatting...................................162Add Columns and Rows...........................................164Resize Columns and Rows........................................166 Chapter 9 Building SpreadsheetsPart III Excel
  10. 10. Table of ContentsAdd a Worksheet....................................................174Name a Worksheet..................................................175Change Page Setup Options.....................................176Move and Copy Worksheets......................................178Delete a Worksheet................................................179Find and Replace Data............................................180Create a Table.......................................................182Filter or Sort Table Information................................184Analyze Data Quickly..............................................186Understanding Data Analysis Choices........................187Track and Review Worksheet Changes........................188Insert a Comment..................................................192Understanding Formulas..........................................194Create a Formula....................................................196Apply Absolute and Relative Cell References...............198Understanding Functions.........................................200Apply a Function....................................................202Total Cells with AutoSum.........................................204Audit a Worksheet for Errors....................................206Add a Watch Window..............................................208 Chapter 10 Chapter 11 Worksheet BasicsWorking with Formulas and FunctionsFreeze Column and Row Titles On-Screen...................167Name a Range.......................................................168Clear or Delete Cells...............................................170Split and Format a Column of Data............................172
  11. 11. Build a Blank Presentation......................................224Create a Presentation Using a Template.....................226Create a Photo Album Presentation...........................228Change PowerPoint Views........................................230Insert Slides..........................................................232Change the Slide Layout..........................................234Change the Slide Size.............................................236 Chapter 13 Creating a PresentationPart IV PowerPointCreate a Chart.......................................................210Move and Resize Charts...........................................212Change the Chart Type............................................214Change the Chart Style...........................................215Change the Chart Layout.........................................216Add Chart Elements................................................217Format Chart Objects..............................................218Change the Chart Data............................................219Using Sparklines to View Data Trends........................220 Chapter 12 Working with Charts
  12. 12. Table of ContentsAdd and Edit Slide Text...........................................238Change the Font, Size, and Color..............................240Apply a Theme.......................................................244Set Line Spacing....................................................245Align Text.............................................................246Add a Text Box to a Slide........................................247Add a Table to a Slide.............................................248Add a Chart to a Slide.............................................250Add a Video Clip to a Slide......................................252Move a Slide Object................................................254Resize a Slide Object..............................................255Reorganize Slides...................................................256Reuse a Slide.........................................................258Organize Slides into Sections...................................260Define Slide Transitions...........................................262Add Animation Effects............................................264Create a Custom Animation......................................266Record Narration....................................................268Insert a Background Song.......................................269Create Speaker Notes..............................................270Rehearse a Slide Show............................................272Run a Slide Show...................................................274Review a Presentation............................................278Package Your Presentation on a CD...........................280Present Online.......................................................282 Chapter 14 Chapter 15 Populating Presentation SlidesAssembling and Presenting a Slide Show
  13. 13. Understanding Database Basics................................286Create a Database Based on a Template.....................288Create a Blank Database..........................................290Create a New Table.................................................292Change Table Views................................................294Add a Field to a Table.............................................296Delete a Field from a Table......................................297Hide a Field in a Table............................................298Move a Field in a Table...........................................299Create a Form........................................................300Change Form Views.................................................302Move a Field in a Form............................................303Delete a Field in a Form..........................................304Apply a Database Theme.........................................305Format Form Fields.................................................306Add a Background Image.........................................307Add a Record to a Table..........................................308Add a Record to a Form...........................................310Navigate Records in a Form.....................................312Search for a Record in a Form..................................313Delete a Record from a Table...................................314Delete a Record from a Form....................................315Sort Records..........................................................316Filter Records........................................................318 Chapter 16 Chapter 17 Database BasicsAdding, Finding, and Querying DataPart V Access
  14. 14. Table of ContentsApply Conditional Formatting...................................320Perform a Simple Query...........................................322Create a Report......................................................326Navigate in Outlook...............................................332Schedule an Appointment........................................334Create a New Contact..............................................336Create a New Task..................................................338Add a Note...........................................................340Customize the Navigation Bar..................................342Peek at Appointments and Tasks...............................344Search for Outlook Items.........................................346Work with the To-Do Bar.........................................348Link Contacts........................................................349 Chapter 18 Organizing with OutlookPart VI OutlookCompose and Send a Message..................................350Send a File Attachment...........................................352Read an Incoming Message......................................353Reply To or Forward a Message.................................354Add a Sender to Your Outlook Contacts......................356Delete a Message...................................................357Work with Conversations.........................................358Screen Junk E-Mail.................................................360Create a Message Rule............................................362 Chapter 19 E-Mailing with Outlook
  15. 15. Create a Publication...............................................366Zoom In and Out....................................................368Add Text...............................................................370Add a New Text Box................................................371Swap Pictures........................................................372Save a Publication for Photo Center Printing..............374 Chapter 20 Publisher BasicsPart VII PublisherChange the Font, Size, and Color..............................376Apply a Text Effect.................................................380Change Text Alignment...........................................381Add a Border.........................................................382Control Text Wrap...................................................383Link Text Boxes.....................................................384Move and Resize Publication Objects.........................386Edit the Background...............................................388Add a Building Block Object....................................390Create a Building Block Object.................................392 Chapter 21 Fine-Tuning a Publication
  16. 16. Table of ContentsNavigate OneNote..................................................396Type and Draw Notes..............................................398Insert and Format a Table........................................400Attach Files to Notes..............................................402Send Information to OneNote..................................403Insert a Screen Clipping..........................................404Create a Quick Note................................................405Record an Audio Note.............................................406 Chapter 22 Taking Notes with OneNotePart VIII OneNoteCreate a New Notebook...........................................408Create a New Section..............................................409Create a New Page..................................................410Rename a Section or Page.......................................411Group Sections......................................................412Search Notes.........................................................414Search for Recent Edits...........................................416Set Synchronization Options....................................417Share Notes with People Who Do Not Have OneNote....418 Chapter 23 Organizing and Sharing NotesIndex...................................................... 420
  17. 17. PART IOffice FeaturesThe Office 2013 applications share a common look and feel. You canfind many of the same features in each program, such as the Ribbon,Quick Access Toolbar, program window controls, and File tab. Many ofthe tasks you perform, such as creating and working with files, sharethe same processes and features throughout the Office suite. In thispart, you learn how to navigate the common Office features andbasic tasks.
  18. 18. Chapter 1: Office Basics . . . . . . . . . . . . . . . . . . 4Chapter 2: Working with Files . . . . . . . . . . . . . . 14Chapter 3: Office Graphics Tools . . . . . . . . . . . . . 32Chapter 4: Working with Office Files Online . . . . . . . . 40
  19. 19. 4 Windows zooms out so thatyou can see tiles for allinstalled programs.2 Click any program tile on theright side of the Start screen.1 On the Windows Start screen,click to zoom.Note: You can start typing thename of the program and thenskip to Step 3.Start and Exit Office ApplicationsOffice 2013 runs on a 1-gigahertz (GHz) or faster x86- or x64-bit processor with 1 or 2 gigabytesof RAM, based on your processor speed. Your system must be running Windows 7, Windows 8,Windows Server 2008 R2, or Windows Server 2012. For additional requirements, visit http://technet.microsoft.com/en-us/library/ee624351%28v=office.15%29.aspx.This section uses Access to demonstrate how to open a program from the Windows 8 Start screen. Oncean Office program opens, its Start screen appears, helping you to find a document on which you recentlyworked or to start a new document. For other ways to open or start a new document, see Chapter 2.Start and Exit Office Applications
  20. 20. 5TIPCHAPTER1OFFICE FEATURESOffice BasicsCan I create a shortcut to open an Office application?Yes. You can create a shortcut icon that appears on the Windows Desktop;however, pinning the program to the Windows taskbar is easier and just aseffective because you can then click the taskbar button to start the program.On the Windows Start screen, right-click the tile of the program that youwant to pin to the Windows taskbar. The program’s App bar appears; click Pinto taskbar. Windows 8 pins the program to the Windows taskbar. To open theprogram, display the Desktop and click the program’s tile on the taskbar. Windows zooms in andenlarges all tiles to theirregular size.3 Click the tile of the programyou want to open.Note: This example usesAccess 2013. Windows switches to theDesktop and opens the program,displaying the program’s Startscreen, which helps you opennew or existing documents; seeChapter 2 for other ways toopen documents.A You can use this panel to openan existing document.B You can use this area to start anew document.C This area indicates whether youhave signed in to Office Online.D To exit from the program, clickthe Close button ( ) afterclosing all documents.
  21. 21. 6All Office programs share a common appearance and many of the same features, and when youlearn your way around one Office program, you can easily use the same skills to navigate theothers. These common features include scroll bars, a Ribbon, and a Quick Access Toolbar (QAT). TheRibbon contains commands that Microsoft Office determines that users use most often, and the QATcontains frequently used commands; you can customize both of these elements.Take a moment to familiarize yourself with each program’s various on-screen elements so that youcan learn to work quickly and efficiently while you create documents.Navigate the Program WindowsA Title BarDisplays the name of theopen file and the Officeprogram.B Quick AccessToolbarDisplays quick accessbuttons to the Save,Undo, and Redocommands.C RibbonDisplays groups of relatedcommands in tabs. Eachtab offers buttons forperforming common tasks.D Program WindowControlsThese buttons enable youto view the program in a fullscreen, with only scroll bars butno other controls. They also allowyou to minimize the programwindow, to maximize or restorethe window including programcontrols, or to close the window.E Office Online IndicatorIf you see your name, you aresigned in to Office Online. Youcan click to display a menuthat enables you to change yourphoto, manage your Microsoftaccount, or switch to a differentMicrosoft account. If you are notsigned in, this area shows a SignIn link. See Chapter 4 for details.F Scroll BarsThe vertical and, if available,horizontal scroll bars let youscroll through the item shown inthe work area, such as adocument or worksheet.G Status BarDisplays information about thecurrent Office document.H View ShortcutsThese shortcuts switch to adifferent view of your document.I Zoom ControlsThis feature changes themagnification of a document.
  22. 22. 7CHAPTER1A Commonly used file andprogram managementcommands appear here.B Buttons you can click appearhere.C Information related to thebutton you click appearshere. Each time you click abutton, the informationshown to the right changes.Note: The New, Close, andOptions commands do not displaybuttons or information, but takeother actions. See Chapter 2 fordetails.2 Click here to return to theopen document.1 Click the File tab to displayBackstage view.Work with Backstage ViewWork with Backstage ViewYou can click the File tab to display Backstage view, which resembles a menu. Backstage is theplace to go when you need to manage documents or change program behavior. In Backstage view,you find a list of actions — you can think of them as commands — that you can use to, for example,open, save, print, remove sensitive information, and distribute documents as well as set Word programbehavior options. You can also use Backstage to manage the places on your computer hard drive or inyour network that you use to store documents and to manage your Office Online account.
  23. 23. 8Using the Ribbon1 Click the tab containing the commandyou want to use.2 Click the command.A Buttons with arrows ( ) displayadditional commands.B You can click the dialog box launcher( ) to display a dialog box ofadditional settings.Create a Ribbon Tab1 Click the File tab.2 Click Options to display the Optionsdialog box.3 Click Customize Ribbon.4 Click the tab you want to appear to theleft of the new tab.5 Click New Tab.C Word creates a new tab and a newgroup on that tab. To reposition thetab, click it and click the arrows.6 Click New Tab (Custom).7 Click Rename to display the Renamedialog box.8 Type a name for your tab and click OK.9 Click New Group (Custom) and repeatSteps 7 and 8 to rename the group.Work with the RibbonIn Office 2013, you use the Ribbon to select commands. On each Ribbon tab, you find groups ofrelated command buttons. Each button performs a common task. Some tabs appear only whenneeded. For example, if you select a picture, the Ribbon displays the Picture Tools tab.In all Office programs, you can customize the Ribbon. You can create your own Ribbon tab thatcontains the buttons you use most often; that way, you do not need to switch tabs to use aparticular command.Work with the Ribbon
  24. 24. 9CHAPTER1OFFICE FEATURESOffice BasicsAdd Buttons1 Click the group on the tab youcreated.2 Click a command.D If the command you want does notappear in the list, click the list boxarrow ( ) and select All Commands.3 Click Add.E The command appears below thegroup you created.4 Repeat Steps 2 and 3 for each buttonyou want to add to the group.5 Click OK.F The new tab appears on the Ribbon.If you positioned your tab as thefirst tab, it will appear each time youopen the program.TIPSHow do I assign keyboard shortcuts to the buttons I add tomy group?You do not need to assign keyboard shortcuts; the programassigns them for you, based on the keys already assigned tocommands appearing on the tab where you placed your group.Be aware that you can place the same button on two differenttabs, and if you do, the program assigns different keyboardshortcuts to that button on each tab.What can I do if I decide that I do notwant a custom tab on the Ribbon?Reopen the program’s Options dialog boxand deselect the check box beside thetab you created ( changes to ).Click OK. When the program redisplaysthe Ribbon, your tab will not appear.
  25. 25. 10 The Options dialog boxappears.3 Click the Choose commandsfrom .4 Click a command group.1 Click .A You can click any of thecommon commands to addthem to the toolbar.B You can click Show Below theRibbon if you want to displaythe toolbar below the Ribbon.2 Click More Commands.Customize the Quick Access ToolbarThe Quick Access Toolbar, or QAT, is located in the top-left corner of the program window abovethe File and Home tabs. It offers quick access to the frequently used Save, Undo, and Redocommands. If you want, you can customize this toolbar to include other commands you use often,such as the Quick Print command or the Print Preview command, or any other command you want.You can also reposition the QAT so that it appears below the Ribbon instead of above it; and, if youchange your mind, you can put the QAT back above the Ribbon.Customize the Quick Access Toolbar
  26. 26. 11CHAPTER1OFFICE FEATURESOffice BasicsD The new command appearson the Quick Access Toolbar.5 Click the command that youwant to add to the toolbar.6 Click Add.C Office adds the command. You can repeat Steps 3 to 6to move additional buttonsto the toolbar.7 Click OK.TIPSHow do I remove a button from the QuickAccess Toolbar?To remove a command, reopen the program’sOptions dialog box by following the steps in thissection, click the command name in the list onthe right, click the Remove button, and clickOK. The button no longer appears on the toolbar.Are there other ways to customize the Quick AccessToolbar?Yes. You can add commands to the toolbar directly fromthe Ribbon. Simply click the tab containing the commandthat you want to add, right-click the command, and thenclick Add to Quick Access Toolbar. The command isimmediately added as a button on the toolbar.
  27. 27. 12 Windows 8 displays the tiles onthe right side of the Startscreen.3 Tap the Word tile to switch tothe Desktop and open Word tothe Word Start screen.Start a ProgramNote: This section uses Word todemonstrate gestures.1 Position your finger or the stylusover a blank spot toward thebottom of the Windows 8 Startscreen.2 Quickly move your finger or thestylus across the tablet screen —called swiping — from the rightedge to the left edge of the tablet.Using an Office Program on a Tablet PCIf you are using Office 2013 with Windows 8 on a tablet PC, you need to know some basic touchgestures. Using a tablet PC is a different experience than using a computer with a keyboard andmouse, but Windows 8 was built with the tablet PC in mind, so the touch gestures are intuitive andeasy to learn.On a tablet PC, you use your fingers (or sometimes a stylus, if your tablet comes with one) to runapplications, select items, and manipulate screen objects. This might seem awkward at first, but justa little practice of the gestures in this section will make your experience natural and easy.Using an Office Program on a Tablet PC
  28. 28. 13CHAPTER1OFFICE FEATURESOffice BasicsMove an Object1 Position your finger or the stylus overthe item you want to move.2 Tap and hold the item and beginmoving your finger or the stylus.A The object moves along with yourfinger or the stylus, and an alignmentguide helps you find a position for theobject.3 When the object appears where youwant it, lift your finger or the stylusoff the screen to complete the moveand hide the alignment guide.Swipe the Screen1 Click to switch to Word’sRead Mode view.Note: See Chapter 8 for details.2 Swipe left from the rightedge of the tablet to readthe next page.3 Swipe right from the leftedge of the tablet to readthe previous page.TIPSHow do I close a program using gestures?Position your finger or the stylus at the top edge of thetablet and then slide it down the screen. At first you seethe Windows 8 application bar for the program, so keepsliding. When you get about halfway, the applicationbecomes a small window. Keep dragging that small windowto the very bottom of the screen, and then lift your fingeror the stylus. Windows 8 shuts down the application.After I tap the Desktop tile, how do Ireturn to the Start screen?You can do this in a couple of ways. Becausethe Desktop is an application, you can closeit using the technique described in thepreceding tip. Alternatively, swipe left fromthe right edge of the tablet to display theCharms bar, and then tap the Start icon.
  29. 29. 14 Backstage view appears.2 Click New. The New screen appears.3 Click the type of file that youwant to create. If you click a template, apreview appears; if you likewhat you see, click Createand the new file opens. If you click a blankdocument, no previewappears; instead, a newblank document appears.Create a New Word, Excel,PowerPoint, Access, orPublisher File1 Click the File tab.Create a New FileWhen you open an Office program (except Outlook), the program’s Start screen greets you; seeChapter 1 for details. If Word, Excel, PowerPoint, Access, or Publisher are already open and youwant to create a new document, workbook, presentation, database, or publication, you create a newfile using Backstage view. When you do, you have the option of creating a blank file or basing the fileon a template. Outlook opens by default to the Inbox, and, to create a new item in Outlook, whether itis an e-mail message, a calendar appointment, a contact, or a task item, you use the Ribbon.Create a New File
  30. 30. 15CHAPTER2OFFICE FEATURESWorking with Files2 Click the appropriate Newbutton. For example, if youare creating a Mail item, thebutton is labeled New Email.If you are creating a Calendaritem, the button is labeledNew Appointment, NewMeeting, and so on.A The new item opens.Create a New Outlook Item1 In the Navigation bar at thebottom of the Outlookwindow, click the type ofitem you want to create —Mail, Calendar, People, orTasks.TIPSWhat is a template?A template is a file containing predefined settings that serveas the foundation for your document, saving you the effort ofmanually creating the settings. Word, Excel, PowerPoint,Access, and Publisher 2013 display a variety of templates onthe program Start screen and also when you start a newdocument while working in the program.Where can I find more templates to usewith my Microsoft Office programs?At Office Online. At the top of theprogram Start screen or on the Newscreen, click in the Search onlinetemplates box, describe the type oftemplate you want, and click .
  31. 31. 16 Backstage view appears.2 Click Save As.3 Click Computer.B If the folder in which youwant to save the documentappears here, click it andskip to Step 5.4 Click Browse.A Before you save a document,the program displays ageneric name in the title bar.1 Click the File tab.Save a FileYou save files so that you can use them at another time in Office programs. When you save a file,you can give it a unique filename and store it in the folder or drive of your choice.After you save a document for the first time, you can click the Save button on the Quick AccessToolbar (QAT) to save it again. The first time you save a document, the program prompts you for adocument name. Subsequent times, when you use the Save button on the QAT, the program saves thedocument using its original name without prompting you.Save a File
  32. 32. 17CHAPTER2OFFICE FEATURESWorking with FilesCan I save a file using a different file type?Yes. Each Office program saves to a default file type. For example, a Word document uses the DOCX fileformat and Excel uses the XLSX file format. If you want to save the file in a format compatible withprevious versions of Office, you must save it in the appropriate format, such as Word 97-2003 Document forprevious versions of Word. To save a file in a different format, click the Save as Type in the Save Asdialog box and choose the desired format from the list that appears.TIPE Word saves the document anddisplays the name you suppliedin the title bar.F For subsequent saves, you canclick the Save button ( ) onthe Quick Access Toolbar toquickly save the file. The Save As dialog box appears.5 Type a name for the documenthere.C You can click here to select alocation on your computer inwhich to save the document.D You can click the New Folderbutton to create a new folder inwhich to store the document.6 Click Save.
  33. 33. 183 Click the place where youbelieve the document isstored. This example usesComputer.Note: If you choose the wrongplace, you can search for the file.B If the folder containing thedocument appears here, clickit and skip to Step 5.4 Click Browse.1 Click the File tab. Backstage view appears.2 Click Open.A Recently opened documentsappear here. If you see thefile you want to open, youcan click it to open it andskip the rest of these steps.Open a FileYou can open documents that you have created and saved previously in order to continue addingdata or to edit existing data, regardless of where you store the files. If you are not sure whereyou saved a file, you can use the Open dialog box’s Search function to locate it.New to Word 2013, you can open and edit PDF files. However, editing a PDF file in Word works best ifyou used Word to create the original PDF file. If you used a different program to create the PDF file,you will find that Word has difficulty maintaining the file’s formatting.Open a File
  34. 34. 19CHAPTER2OFFICE FEATURESWorking with FilesWhat if I cannot find my file?You can use the Search box in the upper-right corner of the Open dialog box to locate files. Complete Steps1 to 4 to display the Open dialog box. Locate and open the folder in which you believe the file was savedand type the file’s name in the Search box. Files containing the search term appear highlighted along withfiles containing a close match.TIP The file opens in the programwindow.Note: To close a file, click inthe upper-right corner. If youhave not saved the file, theprogram prompts you to save it. The Open dialog box appears.5 Click here to navigate to thefolder containing thedocument you want to open.6 Click the document you wantto open.7 Click Open.
  35. 35. 20 Backstage view appears.2 Click Print.A You can specify the numberof copies to print using theCopies spin box.B You can choose a printerfrom the Printer drop-downlist.C You can choose to print aselection from the file orspecific pages using theavailable settings in theSettings list.1 Click the File tab.Print a FileIf a printer is connected to your computer, you can print your Office files. For example, you mightdistribute printouts of a file as handouts in a meeting.When you print a file, you have two options: You can send a file directly to the printer using thedefault settings or you can open the Office application’s Print screen to change these settings. Forexample, you might opt to print just a portion of the file, print using a different printer, print multiplecopies of a file, collate the printouts, and so on. (Printer settings vary slightly among Office programs.)Print a File
  36. 36. 21CHAPTER2OFFICE FEATURESWorking with FilesHow do I print using default settings?If you do not need to change any of your default print settings, you can simply click the Quick Printbutton ( ) on the Quick Access Toolbar. If the Quick Print button does not appear on your QAT, you canadd it. To do so, click to the right of the QAT and click Quick Print in the list of commands that appears.You can also add a Print Preview and Print button ( ) to the QAT; clicking that button opens the Printscreen.TIPE You can page through a preview ofyour printed file by clicking here.3 Click Print. The Office program sends the fileto the printer for printing.D You can select additionalprint options under Settings.For example, you can clickhere to choose from variouspaper sizes and to print inlandscape or portraitorientation.
  37. 37. 22 Backstage view appears.2 Click Info.3 Click Check for Issues.4 Click Inspect Document.Note: If you have unsavedchanges, Word prompts you tosave the document, which you doby clicking Yes.1 In the document you want tocheck for sensitiveinformation, click the Filetab.Check Your File for Hidden or Personal DataYou can remove any personal information that an Office program stores in a document. For issuesof privacy, you may want to remove this information before you share a document with anyone.Depending on the Office program, the Document Inspector searches your document for comments,revision marks, versions, and ink annotations. It searches document properties for hidden metadataand personal information. It inspects for task pane apps saved in the document as well asinformation like hidden rows, columns, or worksheets. If your document contains custom XML data,headers, footers, watermarks, or invisible content, the Document Inspector alerts you.Check Your File for Hidden or Personal Data
  38. 38. 23CHAPTER2OFFICE FEATURESWorking with Files The Document Inspector looks forthe information you specified anddisplays the results.B You can remove any identifiedinformation by clicking RemoveAll beside that element.C You can click Reinspect afterremoving identifying information.6 Click Close. The Document Inspectorwindow appears.A You can deselect check marks( changes to ) to avoidinspecting for theseelements.5 Click Inspect.TIPSCan I review the information that the DocumentInspector displays before I remove it?No. The only way to review the information before youremove it is to close the Document Inspector withoutremoving information, use the appropriate Wordfeatures to review the information, and then rerun theDocument Inspector as described in this section.What happens if I remove information and thendecide that I really want that information?You cannot undo the effects of removing theinformation using the Document Inspector.However, to restore removed information, you canclose the document without saving changes andthen reopen it.
  39. 39. 24 Backstage view appears.2 Click Share.3 Click Email.A Options for e-mailing the fileappear here.4 Click Send as Attachment.Note: If you are sending a filethat you do not want anyone toedit, click Send as PDF or Sendas XPS.1 With the document you wantto share via e-mail open,click the File tab.E-Mail a FileYou can share a file with others via e-mail. For example, suppose that you have a colleague whomust present a project for approval at an upcoming meeting. Your colleague approaches you,asking for guidance concerning what to discuss. You put together a skeleton PowerPoint presentationand you want to e-mail it to your colleague.You could create a new e-mail message in Outlook and add the file as an attachment, as discussed inChapter 19. Or, you can send a file from the program you used to create the file, as described here.Note that, to open the file, recipients must have the appropriate software on their computer.E-Mail a File
  40. 40. 25CHAPTER2OFFICE FEATURESWorking with FilesWhat if my recipient does not have the necessary software to open the file?You can send the file in PDF or XPS format, which maintains the appearance of your file, but the file cannoteasily be changed — meaning your recipient cannot edit the file. Alternatively, you can suggest that therecipient download an Office program viewer from http://office.microsoft.com; a viewer can, for example,help an Office 2007 user open an Office 2013 file. Finally, you can suggest that the recipient use theappropriate Office Web App, available in SkyDrive; see Chapter 4.TIP5 Type the message recipient’se-mail address in the To field.6 Type your text in the body of themessage.7 Click Send. Office places the message in youre-mail program’s outbox. Office launches an Outlook NewMessage window.B The name of your file appears inthe New Message window’sSubject line.C The file is attached to themessage.
  41. 41. 262 Drag the mouse pointeracross the text that you wantto select.A The program highlights thecharacters to indicate thatthey are selected. To cancel a selection, clickanywhere outside the text orpress any arrow key on yourkeyboard.Select Data in Word,PowerPoint, or PublisherNote: You can use this techniqueto select characters, words,sentences, and paragraphs.1 Click to one side of the wordor character that you want toselect.Select DataYou can select data in your file to perform different tasks, such as deleting it, changing its fontor alignment, applying a border around it, or copying and pasting it. Selected data appearshighlighted.Depending on the program you are using, Office offers several different techniques for selecting data.For example, in Word, PowerPoint, Outlook, and Publisher, you can select a single character, a word,a sentence, a paragraph, or all the data in the file. In Excel and Access tables, you typically selectcells. In One Note, use the technique appropriate to the type of data you want to select.Select Data
  42. 42. 27CHAPTER2OFFICE FEATURESWorking with FilesHow can I use my keyboard to select text?To select text or cells to the left or right of the insertion point or cell pointer, press + + or ++ . To select a paragraph or cells above or below the insertion point or cell pointer, press + +or + + . To select all text or cells from the insertion point or cell pointer location onward, press+ + . To select all of the text or cells above the insertion point or cell pointer location, press+ + . To select all the text or cells containing data in the file, press + .TIP2 Drag the cell pointer acrossthe cells you want to select.B The program highlights thecharacters to indicate thatthey are selected. To cancel a selection, clickanywhere outside the text orpress any arrow key on yourkeyboard.Select Cells in Excel orAccess1 Click the cell representingthe upper-left corner of thecells you want to select.
  43. 43. 283 Release the mouse to dropthe data in place.C The data appears in the newlocation.Cut or Copy in Word, PowerPoint,Publisher, or Outlook1 Select the data that you want to cutor copy. This example cuts text.2 Click and drag the data to a newlocation.A As you drag, changes to . To copy the data, you can pressand hold as you drag, andchanges to .B A bold insertion point marks wherethe text will appear as you drag.Cut, Copy, and Paste DataYou can use the Cut, Copy, and Paste commands to move or copy data. For example, you mightcut or copy text or a picture from a Word document and paste it elsewhere in the same Worddocument, in another Word document, or in a PowerPoint slide or a Publisher file.When you cut data, it is removed from its original location; when you copy data, the selected datais duplicated, leaving it in its original location. You can move or copy data using two methods:drag-and-drop or buttons on the Ribbon. This section uses Word to drag-and-drop, and Excel todemonstrate Ribbon buttons.Cut, Copy, and Paste Data
  44. 44. 29CHAPTER2OFFICE FEATURESWorking with Files4 Select the cells where you wantthe cut or copied data to appear.Note: You can also open another fileinto which you can paste the data.5 On the Home tab, click the Pastebutton. Alternatively, to previewhow the text will look before youpaste it, click the down arrowbelow the Paste button andposition your mouse pointer overeach button that appears.Note: You can also press + topaste data.D The data appears in the newlocation.Cut or Copy in Excel or Access1 Select the cell(s) that you want to cutor copy. This example copies a formula.2 Click the Home tab.3 Click the Cut button ( ) to move dataor the Copy button ( ) to copy data.Note: You can also press + to cutdata or + to copy data. The outline around the selected cell(s)changes to an animated dashed boxand the data is stored in the OfficeClipboard.TIPSWhen I paste cut or copied data, an icon appears.What is it?This is the Paste Options button ( ). You can use itto view Paste-formatting choices; the options thatappear depend on the program you are using and thelocation where you want to paste. You can click one ofthese options or ignore ; eventually, it disappears.Can I cut or copy multiple selections?Yes, you can, using the Office Clipboard, whichholds up to 24 items that you can paste in anyorder you choose. To display the OfficeClipboard, click the dialog box launcher ( ) inthe Clipboard group on the Ribbon’s Home tab.Then select and cut or copy.
  45. 45. 30A Both files appear on-screenside by side.B To scroll both files at thesame time, click the Windowbutton and then click theSynchronous Scrollingbutton.View Multiple Files1 Open two or more files.2 Click the View tab.3 Click the View Side by Sidebutton.Arrange WindowsYou can simultaneously view multiple files. For example, you might view two versions of a Worddocument side by side to compare their contents or view two Excel workbooks to compare data. Ifthe files you want to compare are particularly long, you can enable the Synchronous Scrolling optionto scroll both files at the same time.In addition to viewing multiple files simultaneously, you can split the window of one long file intoscrollable panes to view different portions of it. For example, you might split a document to comparehow portions of it are formatted.Arrange Windows
  46. 46. 31CHAPTER2OFFICE FEATURESWorking with FilesSplit a Window1 To split the window displaying a singlefile into scrollable panes, click theView tab.2 Click the Split button.E Horizontal and vertical bars appear.3 Drag the bar up, down, right, or left toresize the panes, and click to set thebar in place when the panes are thedesired size. To return the page to a full document,click the Split button again.C You can click the Maximizebutton ( ) to restore awindow to its full size.D You can click the Closebutton ( ) to close a file.TIPSWhat does the Switch Windowsbutton do?If you have two or more files open, click theSwitch Windows button to view a list of allopen files in the current Office program. Youcan then choose a file in the list to view it.Can I display two Excel files one on top of the other?Yes. Click the View tab and then click the Arrange Allbutton. The Arrange Windows dialog box opens, andyou can select how you want to display multiple files:horizontally, vertically, tiled (where each window appearsin a square pane), or cascaded (where windows appear onebehind another).
  47. 47. 32 The Insert Picture dialog boxappears.A The folder you are viewing appearshere.Note: Image files come in a variety offormats, including GIF, JPEG, and PNG.B To browse for a particular file type,you can click and choose a fileformat.C You can click here to navigate tocommonly used locations wherepictures may be stored.1 Click in your document whereyou want to add a picture.Note: You can move the image toa different location afterinserting it onto the page. Seethe section “Resize and MoveGraphic Objects.”2 Click the Insert tab.3 Click Pictures.Insert a PictureYou can illustrate your Office files with images that you store on your computer. For example,if you have a photo or graphic file that relates to your Excel data, you can insert it onto theworksheet. If you have a photo or graphic file that relates to the subject matter in your document,you can insert it into the document to help the reader understand your subject. After you insert apicture, you can resize, move, or modify the graphic in a variety of ways, as described in the section“Understanding Graphic Object Modification Techniques” later in this chapter.Insert a Picture
  48. 48. 33CHAPTER3OFFICE FEATURESOffice Graphics ToolsD The picture appears in yourdocument, selected and surroundedby handles ( and ).E Drag to rotate the picture( changes to ).F On the Home tab, click Wrap Text tocontrol text flow around the picture.G Picture Tools appear on the Ribbon;you can use these tools to formatpictures. To remove a picture that you nolonger want, you can click thepicture and press .4 Navigate to the folder containing thepicture you want to add to yourdocument.5 Click the picture you want to add.6 Click Insert.TIPSIf I am sharing my file with others, can Icompress the pictures to save space?Yes. You can compress image files that you add toany file. To do so, click the image, click the Formattab on the Ribbon, and click the Compress Picturesbutton ( ) in the Adjust group. In the CompressPictures dialog box, fine-tune settings as neededand click OK to compress the pictures.I made changes to my picture, but I do not likethe effect. How do I return the picture to theoriginal settings?You can click the Reset Picture button ( ),located in the Adjust group on the Format tab, torestore a picture to its original state. This commandremoves any edits that you applied to the image.Activating this command does not restore theoriginal size of the image.
  49. 49. 34 The Insert Pictures window appears.4 Click here and type a description ofthe kind of image you want.5 Click the Search button ( ).Note: If you are working in Word or Excel,switch to Print Layout view.1 Click in your document where youwant to add a picture.Note: You can move the graphic to adifferent location after you insert it. Seethe next section, “Resize and Move GraphicObjects.”2 Click the Insert tab.3 Click Online Pictures.Note: In some Office programs, OnlinePictures does not appear directly on theInsert tab. In this case, click Illustrations.Insert an Online PictureIn addition to pictures stored on your computer’s hard drive, you can add interest to your Officefiles by inserting a picture or clip art image from an online source into a Word, Excel, PowerPoint,Publisher, Outlook, or OneNote document. Be careful when choosing online pictures and make surethat they fall into the public domain or that you have written permission to use the picture.The pictures and clip art found at Office.com are all public domain art and you can freely use any ofthese images. None of the Office 2013 applications come with any preinstalled clip art as previousversions did.Insert an Online Picture
  50. 50. 35CHAPTER3OFFICE FEATURESOffice Graphics ToolsC The picture appears in yourdocument, selected andsurrounded by handles ( ).D Drag to rotate the picture.E You can click Wrap Text orto control text flow around thepicture.F Picture Tools appear on theRibbon; you can use these toolsto format the picture. When you finish working withyour online picture, clickanywhere else in the work area. The results of your search appear.A You can click here ( and ) tonavigate through the search results.B You can click here to return to theInsert Picture window and search fora different image.6 Click the picture you want to add toyour document.7 Click Insert.TIPSWhy must I make sure that the image Ichoose falls into the public domain?Images that are privately owned are oftenavailable for use only if you agree to pay a feeand/or give credit to the owner of the image.To use a public domain image, you do not needto pay a royalty and you do not need permissionfrom an image owner to use the image.What happens when I search for images using Bing?Like the results of a search of Office.com, the searchresults appear in a window. A message states thatsearch results are licensed under Creative Commons andthat you need to review the specific license for anyimage you want to use to ensure that you can complywith the license. Bing searches do not exclude picturesoutside the public domain.
  51. 51. 363 Drag the graphic object to anew location.B In Word, green alignmentguides help you position thegraphic object.4 Release the mouse button. The graphic object appears inthe new location and, in Word,the alignment guides disappear.5 Click outside the graphic objectto cancel its selection.Move a Graphic1 Click a graphic object.A Handles ( ) surround thegraphic.Note: In Publisher, andsurround the graphic.2 Position the mouse pointer overa graphic object or the edge of atext box ( , , or changesto ).Resize and Move Graphic ObjectsPictures and other types of images are also called graphic objects. If a graphic object is notpositioned where you want it or if it is too large or too small, you can move or resize it. Whenyou select a graphic object, handles appear on each side of the graphic object; you can use thesehandles to resize it. Alignment guides — green lines — appear as you move a graphic object tohelp you determine where to place it. Once you have picked the spot for the graphic, the alignmentguides disappear.Resize and Move Graphic Objects
  52. 52. 37CHAPTER3OFFICE FEATURESOffice Graphics Tools3 Drag the handle inward oroutward until the graphicobject is the appropriate size( , , , or changesto ).4 Release the mouse button. The graphic object appears inthe new size.5 Click outside the graphicobject to cancel its selection.Resize a Graphic1 Click a graphic object.C Handles ( ) surround thegraphic.Note: In Publisher, andsurround the graphic.2 Position the mouse pointerover one of the handles( , , or changesto , , , or ).TIPSCan I control how text wraps aroundan object?Yes, if you insert the object into aWord or Publisher file. Click theobject, click the Wrap Text button onthe Format tab, and choose a wrapstyle. In Word, you also can click .Does it matter which handle I use to resize a graphic?Yes. If you click and drag any of the corner handles, you maintainthe proportion of the graphic as you resize it. The handles on thesides, top, or bottom of the graphic only resize the width or theheight of the graphic, so using one of them can make yourgraphic look distorted, especially if you resize a picture, video,or screenshot using any handle except a corner handle.
  53. 53. 38In addition to inserting, moving, and resizing pictures as described in this chapter, you caninsert and modify other types of graphic objects — shapes, screenshots, SmartArt, WordArt, andcharts — in all Office programs except Access. The available graphic objects vary from program toprogram; the specific types of available graphic objects appear on the Insert tab of the program.You insert these objects using basically the same techniques you use to insert pictures.You can modify an object’s appearance using a variety of Ribbon buttons that appear on a Tools tabspecific to the type of graphic object you select.Understanding Graphic Object ModificationTechniquesCrop a PictureYou can use the Crop tool to create a better fit, to omit a portion of the image, or to focus theviewer on an important area of the image. You can crop a picture, screenshot, or clip art image.When you crop an object, you remove vertical and/or horizontal edges from the object. TheCrop tool is located on the Format tab on the Ribbon, which appears when you click the objectyou want to crop.Rotate or Flip a GraphicAfter you insert an object such as a piece of clip art or a photo from your hard driveinto a Word document, you may find that the object appears upside down or inverted.Fortunately, Word makes it easy to flip or rotate an object. For example, you might flip aclip art image to face another direction, or rotate an arrow object to point elsewhere onthe page. Or, for dramatic effect, you can rotate or flip pictures, clip art images, andsome shapes. Keep in mind that you cannot rotate text boxes.Correct ImagesYou can change the brightness and contrast of a picture, clip art, or a screenshot toimprove its appearance, and you can sharpen or soften an image. Suppose, for example,the image object you have inserted in your Word, Excel, or PowerPoint file is slightlyblurry, or lacks contrast. You find the image-correction tools on the Picture Tools Formattab on the Ribbon, which appears when you click to select the object to which you wantto apply the effect.Make Color AdjustmentsYou can adjust the color of a picture, screenshot, or clip art image by increasing ordecreasing color saturation or color tone. You can also recolor a picture, screenshot, orclip art image to create an interesting effect.Color saturation controls the amount of red and green in a photo, while color tonecontrols the amount of blue and yellow.
  54. 54. 39CHAPTER3OFFICE FEATURESOffice Graphics ToolsRemove the Background of an ImageYou can remove the background of a picture, screenshot, or clip art image.For example, suppose that you inserted a screenshot of an Excel chart in aWord document; the screenshot would, by default, include the ExcelRibbon. You can use the Remove Background tool in the Adjust group onthe Picture Tools Format tab to remove the Excel Ribbon and focus thereader’s attention on the chart.Add an EffectYou can use tools to assign unique and interesting special effects to objects. For example,you can apply a shadow effect, create a mirrored reflection, apply a glow effect, softenthe object’s edges, make a bevel effect, or generate a 3D rotation effect. You can findthese tools on the Format tab of the Ribbon, which appears when you click to select theobject to which you want to apply the effect. (Note that the Picture Effects tool is notavailable in Publisher.)Apply a Style to a GraphicYou can apply a predefined style to a shape, text box, WordArt graphic, picture, or clip artimage. Styles contain predefined colors and effects and help you quickly add interest to agraphic. Applying a style removes other effects you may have applied, such as shadow orbevel effects. Sample styles appear on the Picture Tools Format or Drawing Tools Format tabwhen you click in the Picture Styles or Shape Styles group.Add a Picture Border or Drawing OutlineYou can add a border to a picture, shape, text box, WordArt graphic, clip art image, orscreenshot. Using the Picture Border or Shape Outline tool, which appears on the PictureTools Format or Drawing Tools Format tab, you can control the thickness of the border,set a style for the border — a solid or dashed line — and change the color of the border.Apply Artistic EffectsYou can apply artistic effects to pictures, screenshots, and clip art in order to liven themup. For example, you can make an image appear as though it was rendered in marker, pencil,chalk, or paint. Other artistic effects might remind you of mosaics, film grain, or glass. Youfind the Artistic Effects button on the Picture Tools Format tab, which appears when youclick to select the object to which you want to apply the effect.
  55. 55. 40Office 2013 offers a completely new experience when it comes to working in a mobile environment.Today, people are on the go but often want to take work with them to do while sitting in thewaiting room of their doctor’s office, at the airport, or in a hotel room. Office 2013 was designed tohelp you work from anywhere using almost any device available because, among other reasons, it workswith SharePoint and SkyDrive, Microsoft’s cloud space. From SkyDrive, you can log into cloud space and,using Office Web Apps — essentially, tools with which you are already familiar — get to work.Office and the CloudSign In to Office OnlineOffice Online connects your Office programs to the world beyond yourcomputer. When you sign in on any device and launch an Office program, theprogram Start screen and the program window show that you are signed in.Signing in gives you access to online pictures and clip art stored at Office.comand enables Office to synchronize files between your computer, SkyDrive, andSharePoint.Using Office Web AppsYou can open and edit Word, Excel, OneNote, and PowerPoint documents from yourSkyDrive using Office Web Apps, which are scaled-down editions of Office programsthat you can use to easily review documents and make minor changes.SkyDrive and Office 2013The SkyDrive app is a cloud storage service fromMicrosoft that comes with Office 2013; 7GB are free,and you can rent additional space. Office 2013 savesall documents by default to your SkyDrive so thatyour documents are always available to you.Take Your Personal Settings with You EverywhereOffice 2013 keeps track of personal settings like your recently used files and favoritetemplates and makes them available from any computer. Word and PowerPoint alsoremember the paragraph and slide you were viewing when you close a document, andthey display that location when you open the document on another machine, making iteasy for you to get back to work when you move from one work location to another.
  56. 56. 41OFFICE FEATURESWorking with Office Files OnlineCHAPTER4Your Documents Are Always Up to DateOffice 2013 saves your Office documents by default in the SkyDrive folder that installs alongwith Office. As you work, Office synchronizes files with changes to your SkyDrive in thebackground. And, the technology does not slow down your work environment, becauseOffice only uploads changes, not entire documents, saving bandwidth and battery life asyou work from wireless devices.Take Advantage of the Office StoreThe Office Store contains add-in applications that work with Office programs. For example,the dictionary you use to look up words in Microsoft Word or Excel 2013 does notautomatically install when you install the program. But, when you need an add-on for Wordor Excel, you can download it from the Office Store. Click the Office Store button to openyour browser to the Office Store web page.Share Your Documents from AnywhereYou can share your documents both from within an Office program and from yourSkyDrive. And, from either location, you can e-mail a document to recipients youchoose, post a document at a social media site, or create a link to a document thatyou can provide to users so that they can view the document in a browser. You canalso use Microsoft’s free online presentation service to present Word and PowerPointdocuments online.Office 2013 on DemandOffice 2013 comes in three “traditional” editions, where you buy the program; you can install any traditionaledition on one machine. Office 2013 also comes in two “subscription” editions; essentially, you pay anannual rental fee to use the software on five PCs or Macs.Subscription editions include the Office on Demand feature; subscribers can run temporary instances ofWord, Excel, PowerPoint, Access, Publisher, Visio, and Project on computers where they normally would notbe able to install software. To keep the process fast, only parts of the application actually download asneeded, and it runs locally. When a program closes, it uninstalls itself.Subscribers must be online and logged in to validate their right to use Office on Demand.
  57. 57. 42 The Microsoft account sign-in windowappears.4 Type your Microsoft account e-mailaddress.5 Type your Microsoft account password.A If you do not have a Microsoftaccount, you can click here to sign upfor one. You can establish any existinge-mail address as your Microsoftaccount address.6 Click Sign in.1 Open an Office program. The program’s Start screen appears.2 Click the Sign In link.Note: If you are viewing a document,click the Sign In link in the upper-rightcorner of the screen. The Sign In to Office window appears.3 Click Microsoft Account orOrganizational Account, dependingon the user ID you use with Office.Sign In to Office OnlineYou can use Office Online to work from anywhere. Sign in to Office Online using any of yourdevices and then, using one of the Office Web Apps, go to work. Office remembers some of yourpersonal settings such as your Recent Documents list so that you always have access to them.When you work offline, Office creates, saves, and opens your files from the local SkyDrive folder.Notifications appear periodically, reminding you that you are working offline. Occasionally, Officealerts you if changed files are pending upload to the cloud. Whenever you reconnect, Officeautomatically uploads your changes to the cloud.Sign In to Office Online
  58. 58. 43CHAPTER4OFFICE FEATURESWorking with Office Files OnlineHow do I sign out of Office Online?Sign in to Windows 8 using a localaccount and follow these steps:1 Click the File tab.2 Click Account.Note: In Outlook, click Office Account.3 Click Sign Out.A The Remove Account dialog boxappears to warn you that continuingremoves all customizations andsynchronization might stop.Note: In most cases, it is perfectly safeto click Yes. If you are unsure, checkwith your system administrator.4 Click Yes.TIPB This area indicates that youhave signed in to OfficeOnline.
  59. 59. 44 Backstage view appears.2 Click Share.3 Click Invite People.4 Type e-mail addresses of peoplewith whom you want to sharehere.Note: If you type multipleaddresses, Office separates themwith a semicolon (;).5 Specify whether these peoplecan edit or simply view thedocument.A You can type a personal messageto include with the invitation.6 Click Share.Share a DocumentNote: The document you want toshare must be stored in thecloud. See the tip at the end ofthis section for details.1 With the document you wantto share on-screen, click theFile tab.Share a Document from OfficeYou can easily share documents using Office Online. You can share an Office document by postingit using a social network or to a blog or sending a document as an e-mail attachment. You canalso take advantage of a free presentation service Microsoft offers and share your document bypresenting it online. Or, as shown in this section, you can send a link to your SkyDrive — as part ofOffice 2013, you receive free cloud space at SkyDrive — where the recipient can view and even workon only the shared document. When you finish, you can stop sharing the document.Share a Document from Office
  60. 60. 45CHAPTER4OFFICE FEATURESWorking with Office Files OnlineStop Sharing1 Open the document you want tostop sharing and click the File tab.2 Click Share.3 Click Invite People.4 Right-click the recipient with whomyou no longer want to share.5 Click Remove User. The program updates documentpermissions and removes the userfrom the screen. Office sends e-mails to thepeople you listed.B Recipients with whom youshared the document appearhere.TIPWhy do I see a screen indicating I must save my document before sharing it?If you have not previously saved your document to your SkyDrive, the Office program prompts you to do sobefore starting the Share process. By default, Office saves all your documents to your SkyDrive, but, if youchanged that option, click the Save to Cloud button that appears. The program displays the Save As panein Backstage view; click your SkyDrive and then click a folder in the Recent Folders list or click Browse tonavigate to the SkyDrive folder where you want to place the document.
  61. 61. 46Install an App1 Click the Insert tab.2 Click Apps for Office. The Insert App dialog box appears,displaying the My Apps tab ofcurrently installed apps.A You can click Featured Apps toview apps you may find interesting.If you browse through featuredapps and do not find what youneed, click More apps.3 Click Office Store. The Office Store web page appears.4 Search for apps using the searchbox at the top of the page orsimply scroll down to find and clickthe app you want to add. The web page describing the appappears.Note: This section adds the Merriam-Webster Dictionary app to Word (andExcel) as an example.B You can read the information aboutthe app.C The price of the app appears here.5 Click Add.Download Apps from the Office StoreYou can use the Office Store to download add-on applications, or apps, for Word, Outlook, or Excel. Forexample, the dictionary you use to look up words in Word 2013 does not automatically install whenyou install the program. But, when you need an add-on, you can download it from the Office Store.The Office Store also contains apps created by developers outside of Microsoft — apps that work withWord and Excel. The developer can choose to charge for an app or make it available for free.Download Apps from the Office Store
  62. 62. 47CHAPTER4OFFICE FEATURESWorking with Office Files OnlineWhat should I do for add-ins for other Office 2013 programs?OneNote, PowerPoint, and Publisher use the Add-Ins pane of the Options dialog box, as they did in earliereditions of Office, to manage add-ins. For dictionary look-ups, these programs and Outlook use the sameResearch pane that appears in earlier editions of Office. To display the Research pane, click the Review tab(in Outlook, pop out a reply or a forward message window and the Review tab becomes visible), and thenclick Research. Available research sources appear in a list in the pane. Access manages its add-ins usingthe Add-In Manager, available from the Database Tools tab.TIP A web page appears, askingyou to confirm that you wantto add the app.8 Click Continue. A web page appears, askingyou to sign in to the OfficeStore using your Microsoftaccount.6 Fill in the login information.7 Click Sign in.
  63. 63. 48Activate the Dictionary App1 In Word or Excel, click theInsert tab.2 Click Apps for Office.Note: If you click on thebottom of the Apps for Officebutton, click See All. Another web page appears,providing directions toactivate the app.Download Apps from the Office Store (continued)When you need an app for Microsoft Word or Excel, you go to the Office Store. You visit the OfficeStore from within the program to review available apps. You then choose, buy if necessary,download, and install apps that interest you.After you finish installing an app that you download from the Office Store, you must, in most cases,activate the app so that you can use it in Microsoft Word or Excel. This section describes how toactivate the Merriam-Webster Dictionary app and then use it in Word to look up definitions of words.Download Apps from the Office Store (continued)
  64. 64. 49CHAPTER4OFFICE FEATURESWorking with Office Files Online The app loads. Forthe Merriam-WebsterDictionary app, a paneopens on the right sideof the Word screen,enabling you to typea word to look up. The Insert App dialogbox appears, displayingthe My Apps page, andthe app you downloadedappears.3 Click the app.4 Click Insert.TIPSDo I need to keep the Merriam-WebsterDictionary pane open all the time touse the dictionary?No. Click in the pane to close it.See Chapter 8 to learn how to usethe thesaurus and dictionary.If I decide I no longer want an app that I previouslydownloaded, can I remove it?Yes. Click the Insert tab and then click Apps for Office. In thedialog box that appears, click the Manage My Apps link in theupper-right corner. A web page opens, showing your installedapps; you can click Hide beside any app to remove it.
  65. 65. 50 You are redirected to theSkyDrive sign-in page.1 Open your browser.2 In the address bar, typeskydrive.com and press.Sign In to SkyDriveYou can use your SkyDrive and Office 2013 programs to work from any location in the world onany trusted device. SkyDrive offers you online storage from Microsoft. With Office 2013, youautomatically receive a small amount of storage space for free and you can rent additional storagespace for a nominal fee.You use a browser and a Microsoft Account to sign into SkyDrive. Once you have signed in toSkyDrive, you can use Office Web Apps to open and edit documents. Office 2013 technologysynchronizes documents stored in your SkyDrive with documents stored on trusted devices.Sign In to SkyDrive
  66. 66. 51CHAPTER4OFFICE FEATURESWorking with Office Files OnlineHow do I sign out of SkyDrive?Click your name (A) and then click Sign out (B).TIP Your SkyDrive appears.3 Type the e-mail addressassociated with yourMicrosoft Account.4 Type your Microsoft Accountpassword.5 Click Sign in.
  67. 67. 52 The document appears forviewing only.Open the Document1 Sign in to SkyDrive athttps://skydrive.live.com.2 Open the folder containingthe document you want toopen.3 Click the document.Using a Web App in SkyDriveFrom SkyDrive, you can use Office Web Apps to open and edit Office documents with the samebasic editing tools you use in the Office program.While you cannot create or use macros, you can use these editing tools to perform basic functionsin each Office program. For example, in the Word Web App, you can apply character and paragraphformatting, such as bold or italics, and you can align text. You can change margins, insert a table ora picture stored on the local drive, and add clip art available from Microsoft’s Clip Art collection.Using a Web App in SkyDrive
  68. 68. 53CHAPTER4OFFICE FEATURESWorking with Office Files Online The document appears in theWord Web App, where youcan perform basic edits.A The Ribbon contains only afew tabs.Edit in a Web App1 Perform Steps 1 to 3 in theprevious subsection, “Openthe Document.”2 Click Edit Document.3 Click Edit in Word Web App.TIPSHow do I save my work in a Web App?The answer depends on the Web App. Excel, PowerPoint, andOneNote automatically save changes as you work. In the WordWeb App, you click the File tab and then click Save. Publisherand Access do not have corresponding Web Apps; instead, theappropriate Office program opens when you open one of thesefile types from SkyDrive.How do I close a document I openedin the cloud?Click the File tab and then click Exit.Your browser reappears, showing theSkyDrive contents of the foldercontaining the document you opened.
  69. 69. 54 A security dialog boxappears.3 Click Yes.1 Open a document and edit itusing a Web App.Note: See the previous section,“Using a Web App in SkyDrive,”for details.Note: This section uses an Excelworkbook as an example.2 Click Open In Excel.Using an Office Program from SkyDriveUsing Office 2013, you can work from anywhere. For example, suppose you work on a documentfrom your SkyDrive and discover that you need tools not available in the Web App. If Office 2013is installed on the computer, you can use SkyDrive tools to open the file in the appropriate Officeprogram.If Office 2013 is not installed on the computer and you have a subscription to Office 2013, SkyDrivecan open the Office program you need. In just a few seconds, SkyDrive installs it on the computeryou currently use. When you close the program, SkyDrive uninstalls it.Using an Office Program from SkyDrive
  70. 70. 55CHAPTER4OFFICE FEATURESWorking with Office Files OnlineWhat happens when I close the Officeprogram?Save your document in the Office programas usual; the changes you made areautomatically uploaded to your SkyDrive.In addition, if the program streamed toyour computer using your Office 2013subscription, SkyDrive uninstalls theprogram. When you return to your browserwhere SkyDrive is open, this message boxappears. Click My document openedsuccessfully, close Excel Web App (A)to dismiss it.TIP The file opens in theappropriate Office program.Note: As long as the file is openin the Office desktop application,you cannot edit it using the webapp, but you can view it.
  71. 71. 563 Click Upload.1 Sign in to SkyDrive usingyour browser.Note: See the section “Sign In toSkyDrive” for details.2 Click to display the folderwhere you want to place thedocument.Upload a Document to SkyDriveYou can upload any document from your computer to your SkyDrive at any time. By default, Office2013 saves all documents to the SkyDrive folder on your computer and then, in the background,synchronizes the contents of the SkyDrive folder with your SkyDrive.But suppose that you sign out of Office Online and choose to save documents locally on yourcomputer. For example, if you then find that you need a document on your SkyDrive to edit whileyou travel, you can place a document into your SkyDrive folder on your computer and then use theSkyDrive app to upload the document.Upload a Document to SkyDrive
  72. 72. 57CHAPTER4OFFICE FEATURESWorking with Office Files OnlineWhat can I do if I forgot to upload afile I need to use remotely?You can access your PC remotely bydownloading and installing SkyDrive forWindows. The SkyDrive app you getthrough Office 2013 is a scaled-downversion of SkyDrive for Windows. Todownload SkyDrive for Windows, sign into your SkyDrive account using yourbrowser. In the SkyDrive Navigation pane,click PCs (A) and follow the instructions.TIP The Choose File to Uploaddialog box appears.4 Navigate to the foldercontaining the file you wantto upload.5 Click the file.6 Click Open.A The file appears in yourSkyDrive.
  73. 73. 58 The Share dialog box appears,suggesting that you share bye-mail.Note: Follow the steps in one of thefollowing subsections to share thedocument.Share via E-Mail1 Fill in the e-mail address of theperson with whom you want toshare the document.A You can include a personalmessage here.2 Click Share. E-mail messages are sent to therecipients you supplied,providing a link that enablesthem to view the document in aWeb App.Open a Document to Share1 In SkyDrive, open thedocument you want to share.2 Click Share.Share a Document Using SkyDriveYou can use the SkyDrive app to share a document stored on your SkyDrive. Suppose that youfinish the work on a document from your SkyDrive and you are ready for others to review it. Youdo not need to use the Office program installed on your local computer to invite others to review thedocument; you can use commands available in SkyDrive.SkyDrive offers three ways to share a document: you can send the document by e-mail, share it usinga social media service of your choice, or send a link to the document on your SkyDrive.Share a Document Using SkyDrive
  74. 74. 59CHAPTER4OFFICE FEATURESWorking with Office Files OnlineHow do I stop sharing a document?Open the document and click Share. Awindow like this one appears. Clickbeside each type of link you want toremove (A). Then, click Done (B).TIPShare via a Link1 Click Get a link.2 Determine the type of link youwant and click its associatedbutton.Note: This example shows a ViewOnly link. A link is generated; provide thislink to anyone with whom youwant to share the document.3 Click Done.Share via Social Media1 Click Post to.2 Click here to add your socialmedia services as needed.3 Follow the on-screendirections.4 Click Post.
  75. 75. PART IIWordYou can use Word to tackle any project involving text, such ascorrespondence, reports, and more. Word’s versatile formattingfeatures enable you to easily enhance your text documents and addelements such as tables or headers and footers. In this part, you learnhow to build and format Word documents and tap into Word’s tools toreview and proofread your documents.
  76. 76. Chapter 5: Adding Text . . . . . . . . . . . . . . . . . . 62Chapter 6: Formatting Text . . . . . . . . . . . . . . . . 72Chapter 7: Adding Extra Touches . . . . . . . . . . . . . 92Chapter 8: Reviewing Documents . . . . . . . . . . . . .118
  77. 77. 62C Word magnifies thedocument, and the degree ofmagnification appears here.Using the Zoom Tool1 Drag the Zoom slider on theZoom bar.A You can also click amagnification button tozoom in or out.B Click here to display theZoom dialog box andprecisely control zooming.Change Word’s ViewsYou can control how you view your Word document in several ways. For example, you can use theZoom feature to control the magnification of your document with either the Zoom slider or theZoom buttons. You can even zoom an image separately from your document.You can also choose from five different views: Print Layout, which displays margins, headers, andfooters; Outline, which shows the document’s outline levels; Web Layout, which displays a web pagepreview of your document; Read Mode, which optimizes your document for easier reading; and Draft,which omits certain elements such as headers and footers.Change Word’s Views
  78. 78. 63CHAPTER5WORDAdding TextTIPHow can I zoom an image?While in Read Mode view, double-click an image. Word enlarges the image and displays a zoom arrow ( )in the upper-right corner of the image. When you click the zoom arrow, the image enlarges to fill yourscreen. You can click the zoom arrow again to return to the first zoom level, or you can press or clickanywhere outside the image to return to Read Mode. See Chapter 8 for more on Read Mode. Word displays a new view ofthe document. In this example, Read Modeview helps you focus onreading a document. SeeChapter 8 for details onRead Mode.D You can also switch viewsusing the View buttons atthe bottom of the programwindow.Switch Layout Views1 Click the View tab on theRibbon.2 Click a layout view button.
  79. 79. 642 Press to start a newparagraph.C You can press twice toadd an extra space betweenparagraphs.D You can press +to insert a line break andstart a new line when yourtext does not fill the line.You often use line breakswhen typing addresses.E You can press to quicklyindent the first line of text ina paragraph.Type Text1 Start typing your text.A At the end of a line, Wordautomatically starts a newline, wrapping text to thenext line for you.B The insertion point marksyour location in thedocument and moves to theright as you type. Text youtype appears to the left ofthe insertion point.Type and Edit TextYou can use Word to quickly type and edit text for a letter, memo, or report. By default, Word isset to Insert mode; when you start typing, any existing text moves over to accommodate the newtext. If you have set up Word to toggle between Insert mode and Overtype mode, you can pressto switch to Overtype mode. In Overtype mode, the new text overwrites the existing text.Word makes typing easy; you do not need to worry about when to start a new line within a paragraphand you can easily start new paragraphs and delete text.Type and Edit Text
  80. 80. 65CHAPTER5WORDAdding TextTIPWhat is the difference between the Insert and Overtype modes?By default, Word is set to Insert mode so that, when you click to place the insertion point and start typing,any existing text moves to the right to accommodate new text. In Overtype mode, new text overwritesexisting text. To toggle between these modes, enable and then press it. To enable , click theFile tab, click Options, and click the Advanced tab in the window that appears. Under Editing Options,select Use the Insert key to control Overtype mode ( changes to ) and then click OK.3 Click to the left of a mistakein a document.4 Press to deletecharacters to the right of theinsertion point.Note: You can delete largerquantities of text by selectingthe text and pressing .Edit TextF If you make a spellingmistake, Word either correctsthe mistake as you type orunderlines it in red.1 Click to the right of amistake in a document.2 Press to deletecharacters to the left of theinsertion point.
  81. 81. 66 The Create New BuildingBlock dialog box appears.6 Type a name that you wantto use as a shortcut for theentry.A You can also assign a gallery,a category, and a descriptionfor the entry.7 Click OK. Word stores the entry in theQuick Part Gallery.Create a Quick Parts Entry1 Type the text that you wantto store, including allformatting that shouldappear each time you insertthe entry.2 Select the text you typed.3 Click the Insert tab.4 Click the Quick Partsbutton ( ).5 Click Save Selection toQuick Part Gallery.Insert Quick PartsSuppose you repeatedly type the same text in your documents — for example, your company name.You can add this text to the Quick Part Gallery in Word; then, the next time you need to add thetext to a document, you can select it from the gallery instead of retyping it.In addition to creating your own Quick Parts for use in your documents, you can use any of the widevariety of preset phrases included with Word. You access these preset Quick Parts from the BuildingBlocks Organizer window. (See the tip at the end of this section for more information.)Insert Quick Parts
  82. 82. 67CHAPTER5WORDAdding TextTIPSHow do I insert a preset Quick Part?Click the Insert tab on the Ribbon, click the QuickParts button ( ), and click Building BlocksOrganizer to open the Building Blocks Organizer.Locate the Quick Part you want to insert (they areorganized into galleries and categories), click it,and click Insert.How do I remove a Quick Parts entry?To remove a Quick Parts entry from the BuildingBlocks Organizer, open the Organizer (see thepreceding tip for help), locate and select the entryyou want to remove, click Delete, and click Yes inthe dialog box that appears.B Word inserts the entry intothe document.Insert a Quick Part Entry1 Click in the text where youwant to insert a Quick Part.2 Click the Insert tab.3 Click the Quick Partsbutton ( ). All building blocks youdefine as Quick Parts appearin the Quick Part Gallery.4 Click the entry that you wantto insert.
  83. 83. 682 Click the Insert tab.3 Click Symbol.A A gallery of commonly usedsymbols appears. If thesymbol you need appearsin the gallery, you canclick it and skip the rest ofthese steps.4 Click More Symbols.1 Click the location in thedocument where you wantthe symbol to appear.Insert SymbolsFrom time to time, you might need to insert a mathematical symbol or special character intoyour Word document. From the Symbol Gallery, you can insert many common symbols, includingmathematical and Greek symbols, architectural symbols, and more.If you do not find the symbol you need in the Symbol Gallery, you can use the Symbol dialog box.The Symbol dialog box displays a list of recently used symbols as well as hundreds of symbols in avariety of fonts. You can also use the Symbol dialog box to insert special characters.Insert Symbols

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