this is shortcut to practice ms office 2007 complete. modified from customguide.com

1. The Ribbon
Microsoft Office Button
Dialog Box Launcher
Contextual tab
Help button
Command tabs
Group Gallery
Microsoft Office 2007 provides easy access to commands through the Ribbon, which replaces the menus and toolbars found in previous versions. The
purpose of the Ribbon is to keep commands visible while you work instead of hiding them under menus and toolbars.
Microsoft®
Microsoft Office 2007
Cheat Sheet
The Microsoft Office Button, located in the upper left-hand corner of the program window, replaces the
File menu found in previous versions of Microsoft Office. The Microsoft Office Button menu contains
basic file management commands, including New, Open, Save, and Close.
 Command tabs: Appear by default whenever you open a Microsoft Office
program. Click on a tab to view its available commands.
 Contextual tabs: Appear whenever you perform a specific task and offer
commands relative to only that task.
 Dialog Box Launcher: Click to display a dialog box or task pane.
 Group: To make things easier to find, the commands on each tab are
organized into groups of related commands.
 Gallery: A set of thumbnail graphics that represent the result of applying a
series of formatting commands.
 Help button: Click to display the new Help window.
The Quick Access Toolbar provides easy access to
the commands you use most frequently. The Save,
Undo, Redo/Repeat, and Quick Print buttons appear
on the Quick Access Toolbar by default, but you can
add and remove commands to meet your needs.
Quick Access Toolbar
 To Move the Quick Access Toolbar: Click the
Customize Quick Access Toolbar button on the
Quick Access Toolbar and, depending on the
location of the toolbar, select Place Quick Access
Toolbar below the Ribbon or Place Quick
Access Toolbar above the Ribbon from the
menu.
 To Add a Command to the Quick Access
Toolbar: Click the Customize Quick Access
Toolbar button and select More Commands from
the menu. Select the command you want to add,
click the Add button, and click OK. Or, on the
Ribbon, right-click the command you want to add
and select Add to Quick Access Toolbar from
the contextual menu.
 To Remove a Command from the Quick Access
Toolbar: Right-click the command you want to
remove and select Remove from Quick Access
Toolbar from the contextual menu.
Repeat
Quick Print
Save
Undo
Customize
Microsoft Office Button
Inspect Document
Removes comments,
tracked changes,
metadata (document
history such as the author
and editors) and other
information that you don’t
want to appear in the
finished document.
Encrypt Document
Only users with the
correct password can
open the encrypted
document.
Add a Digital Signature
Adding a digital signature
prevents inadvertent
changes, ensuring that
your content cannot be
altered.
Mark As Final
Prevents changes by
making the document
read-only.
Compatibility Checker
Checks for elements in a
document that aren’t
supported or will behave
differently in previous
versions of the program.
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2. Mini Toolbar
Themes
SmartArt Diagrams
XML Compatibility
 To Use the Mini Toolbar: Select the text you want to format and click the
desired command on the Mini Toolbar. Click anywhere outside the Mini
Toolbar to close it.
 To Turn Off the Mini Toolbar: Click the Microsoft Office Button and click
the Options button. Click the Personalize tab, uncheck the Show Mini
Toolbar on selection check box, and click OK.
The new Microsoft Office Open XML format (.docx, .pptx, .xlsx, etc.) is based
on the XML (Extensible Markup Language) programming language. Here are
its main benefits:
 Safer documents: Documents containing unwanted code, macros, or
controls are easier to identify and block.
 Reduced file size: All Office 2007 documents are automatically
compressed.
 Improved information security: Personal and business-sensitive
information is easier to remove.
 Improved damaged-file recovery: A file can still be opened even if part
of it is damaged.
 Easier integration: Document content can be shared with and opened in
other programs.
 You can create SmartArt diagrams in Excel 2007, Outlook 2007, PowerPoint
2007, and Word 2007. Although you cannot create a SmartArt diagram in
other Office 2007 programs, you can copy and paste SmartArt diagrams as
images into those programs.
 To Insert a SmartArt Diagram: Click the Insert tab on the Ribbon and click
the SmartArt button in the Illustrations group. Select the SmartArt type you
want to use and click OK.
 To Add Text to a SmartArt Diagram: Click inside the Text pane and type
your text.
 To Add a Shape to a SmartArt Diagram: In the Text pane, position the
insertion point where you want to add the shape and press Enter.
 To Remove a Shape from a SmartArt Diagram: Select the shape you
want to remove and press Delete.
Save as PDF
Live Preview enables you to preview how a formatting change will look before
applying it. Simply point to a selection and Office 2007 shows you a preview of
what your document or object would look like if the selected changes were
applied.
Font
type
Font
Size
Grow
Font
Quick
Styles
Increase
Indent
Format
Painter
Shrink
Font
Bold Bullets
Font
Color
Italics Text
Highlight
Color
Decrease
Indent
The Mini Toolbar appears automatically whenever you select text and
contains common text formatting commands.
Simply point to a selection to preview how it will look in the document.
As you type your text
in the Text pane…
…Office 2007 inserts it into
the diagram automatically.
SmartArt diagrams are dynamic diagrams that update automatically according
to the type of information you want to include.
A theme is a set of unified design elements that you can apply to a document
to give it a consistent look and feel. Themes coordinate the look of a document
using colors, fonts, and effects.
 To Apply a Theme: Click the Page Layout tab on the Ribbon and click the
Themes button in the Themes group (Word/Excel) or click the Design tab
on the Ribbon and click the More button in the Themes group (PowerPoint).
Live Preview
Now you can save a document as a PDF without using third-party software.
PDF format allows you to share your presentation with users on any platform
 To Save a Document as a PDF: Click the Microsoft Office Button point to
the Save As list arrow, and select PDF. Give the presentation a name,
select PDF in the Save as type list, and click OK. Click Publish.
Center
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4. Microsoft®
Word 2007
Cheat Sheets
Word 2007 Screen Shortcuts
The Fundamentals
Open a Document Ctrl + O
Create New Ctrl + N
Save a Document Ctrl + S
Print a Document Ctrl + P
Close a Document Ctrl + W
Help F1
General
Editing
Formatting
Bold Ctrl + B
Italics Ctrl + I
Underline Ctrl + U
Align Left Ctrl + L
Center Ctrl + E
Align Right Ctrl + R
Justify Ctrl + J
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Undo Ctrl + Z
Redo or Repeat Ctrl + Y
Navigation and Layout
Up One Screen Page Up
Down One Screen Page Down
Beginning of Line Home
End of Line End
Beginning of Ctrl + Home
Document
End of Document Ctrl + End
Open the Go To F5
dialog box
Office Button
Text Selection
To Select: Do This:
A Word Double-click the word
A Sentence Press and hold Ctrl and
click anywhere in the
sentence
A Line Click in the selection bar next
to the line
A Paragraph Triple-click the paragraph
Everything Ctrl + A
The Office Button, located in the upper left-hand corner of
the program window, replaces the File menu found in
previous versions of Microsoft Word. The Office Button menu
contains basic file management commands, including New,
Open, Save, Print and Close.
 To Create a New Document: Click the
Office Button, select New, and click
Create, or press Ctrl + N.
 To Open a Document: Click the Office
Button and select Open, or press Ctrl +
O.
 To Save a Document: Click the
Save button on the Quick Access
Toolbar, or press Ctrl + S.
 To Save a Document with a Different
Name: Click the Office Button, select
Save As, and enter a new name for the
document.
 To Preview a Document: Click the
Office Button, point to the Print list
arrow, and select Print Preview.
 To Print a Document: Click the Office
Button and select Print, or press Ctrl +
P.
 To Undo: Click the Undo button on
the Quick Access Toolbar or press Ctrl +
Z.
 To Close a Document: Click the
Close button or press Ctrl + W.
 To Get Help: Press F1 to open the Help
window. Type your question and press
Enter.
 To Exit Word: Click the Office Button
and click Exit Word.
Office
Button
Quick Access Toolbar Title bar
Ruler
Zoom slider
Ribbon
View buttons
Close button
Insertion
point
Status bar
Document
window
Vertical
scroll bar
Horizontal
scroll bar
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5. Formatting
Drawing and Graphics
Mail Merge
 To Cut or Copy Text: Select the text you want to cut or copy and click the
Cut or Copy button in the Clipboard group on the Home tab.
 To Paste Text: Place the insertion point where you want to paste and click
the Paste button in the Clipboard group on the Home tab.
 To Format Selected Text: Use the commands in the Font group on the
Home tab, or click the Dialog Box Launcher in the Font group to open the
Font dialog box.
 To Copy Formatting with the Format Painter: Select the text with the
formatting you want to copy and click the Format Painter button in the
Clipboard group on the Home tab. Then, select the text you want to apply
the copied formatting to.
 To Change Paragraph Alignment: Select the paragraph(s) and click the
appropriate alignment button ( Align Left, Center, Align Right,
or Justify) in the Paragraph group on the Home tab.
 To Indent a Paragraph: Click the Increase Indent button in the
Paragraph group on the Home tab.
 To Decrease an Indent: Click the Decrease Indent button in the
Paragraph group on the Home tab.
 To Add a Tab Stop: Click the Tab alignment box on the Ruler until you
see the type of tab you want to insert. Then, click on the Ruler where you
want to insert the tab stop.
 To Adjust or Remove a Tab Stop: Click and drag the tab stop to the
desired position on the Ruler. Click and drag the tab stop off the Ruler to
remove it.
 To Change Paragraph Line Spacing: Click the Line Spacing button in
the Paragraph group on the Home tab and select an option from the list.
 To Create a Bulleted or Numbered List: Select the paragraphs you want to
bullet or number and click the Bullets or Numbering button in the
Paragraph group on the Home tab.
 To Change a Document’s Margins: Click the Page Layout tab on the
Ribbon, click the Margins button in the Page Setup group, and select a
setting.
 To Change Page Orientation: Click the Page Layout tab on the Ribbon, click
the Orientation button, and select an option from the list.
 To Insert a Header or Footer: Click the Insert tab on the Ribbon and click
the Header or Footer button in the Header & Footer group.
 To Insert a Manual Page Break: Click the Insert tab on the Ribbon and click
the Page Break button in the Page Setup group.
 To Insert a Section Break: Click the Page Layout tab on the Ribbon, click
the Breaks button in the Page Setup group, and select the type of break you
want to insert.
 To Correct a Spelling Error: Right-click the error and select a correction from
the contextual menu. Or, press F7 to run the Spell Checker.
 To Find Text: Click the Find button in the Editing group on the Home tab.
 To Replace Text: Click the Replace button in the Editing group on the
Home tab.
 To Move Text with the Mouse: Select the text you want to move, drag the
text to a new location, and release the mouse button.
1. Select a document type: Click the Mailings tab on the Ribbon, click the
Start Mail Merge button in the Start Mail Merge group, and select the type
of document you want to create.
2. Connect the document to a data source: In the Start Mail Merge group on
the Mailings tab, click the Select Recipients button.
3. Refine recipients: In the Start Mail Merge group on the Mailings tab, click
the Edit Recipient List button.
4. Insert merge fields: Position the insertion point where you want to insert
the merge field(s) and use the commands found in the Write & Insert Fields
group on the Mailings tab.
5. Preview your letters: In the Preview Results group on the Mailings tab,
click the Preview Results button.
6. Complete the merge: In the Finish group on the Mailings tab, click the
Finish & Merge button and select an option from the list.
 To Insert a Clip Art Graphic: Click the Insert tab on the Ribbon and click the
Clip Art button in the Illustrations group. Type the name of what you’re
looking for in the “Search for” box and click Go.
 To Insert a Picture: Click the Insert tab on the Ribbon and click the Picture
button in the Illustrations group. Find and select the picture you want to insert
and click Insert.
 To Adjust Text Wrapping: Double-click the object, click the Text Wrapping
button in the Arrange group, and select an option from the list.
 To Draw a Shape: Click the Insert tab on the Ribbon, click the Shapes
button in the Shapes group, and select the shape you want to insert. Then,
click where you want to draw the shape and drag until the shape reaches the
desired size. Hold down the Shift key while you drag to draw a perfectly
proportioned shape or straight line.
 To Move an Object: Click the object and drag it to a new location. Release
the mouse button when you’re finished.
 To Resize an Object: Click the object to select it, click and drag one of its
sizing handles ( ), and release the mouse button when the object reaches
the desired size. Hold down the Shift key while dragging to maintain the
object’s proportions while resizing it.
 To Delete an Object: Select the object and press the Delete key.
 To Format an Object: Double-click the object and use the commands located
on the Format tab.
 To Insert a WordArt Object: Click the Insert tab on the Ribbon, click the
WordArt button in the Text group, and select a design from the WordArt
Gallery. Enter the text you want WordArt to format and adjust the font type
and size, if necessary. Click OK.
Tables
Dialog Box Launcher Group
 To Insert a Table: Click the Insert tab on the Ribbon, click the Table button
in the Tables group, and select Insert Table from the menu.
 To Insert a Column or Row: Click the Layout tab under Table Tools and
use the commands located in the Rows & Columns group.
 To Delete a Column or Row: Select the column or row you want to delete,
click the Layout tab under Table Tools, click the Delete button in the Rows
& Columns group, and select an appropriate option from the menu.
 To Adjust Column Width or Row Height: Select the column or row you
want to adjust, click the Layout tab under Table Tools, and use the
commands located in the Cell Size group.
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7. Microsoft®
Excel 2007
Cheat Sheet
The Excel 2007 Screen Keyboard Shortcuts
General
Open a Workbook Ctrl + O
Create New Ctrl + N
Save a Workbook Ctrl + S
Print a Workbook Ctrl + P
Close a Workbook Ctrl + W
Help F1
Run Spelling Check F7
Navigation:
Move Between Cells , ,
, 
Go One Cell to Tab
the Right
Go One Cell to Shift +
the Left Tab
Down One Cell Enter
Up One Cell Shift + Enter
Up One Screen Page Up
Down One Screen Page Down
To Cell A1 Ctrl + Home
To Last Cell with Data Ctrl + End
Open Go To F5
Dialog Box
Editing
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Undo Ctrl + Z
Redo Ctrl + Y
Find Ctrl + F
Replace Ctrl + H
Select All Ctrl + A
Formatting
Bold Ctrl + B
Italics Ctrl + I
Underline Ctrl + U
Open Format Cells Ctrl + Shift + F
Dialog Box
The Fundamentals
 To Create a New Workbook: Click the
Office Button, select New, and click
Create, or press Ctrl + N.
 To Open a Workbook: Click the Office
Button and select Open, or press Ctrl +
O.
 To Save a Workbook: Click the Save
button on the Quick Access Toolbar, or
press Ctrl + S.
 To Save a Workbook with a Different
Name: Click the Office Button, select
Save As, and enter a new name for the
presentation.
 To Preview a Workbook: Click the Office
Button, point to Print, and select Print
Preview.
 To Print a Workbook: Click the Office
Button and select Print, or press Ctrl + P.
 To Quick Print: Click the Office Button,
point to Print, and select Quick Print.
 To Undo: Click the Undo button on
the Quick Access Toolbar or press Ctrl + Z.
 To Close a Workbook: Click the
Close button or press Ctrl + W.
 To Get Help: Press F1 to open the Help
window. Type your question and press
Enter.
 To Exit Excel: Click the Office Button
and click Exit Excel.
Office Button
The Office Button, located in the upper left-hand corner of
the program window, replaces the File menu found in
previous versions of Microsoft Excel. The Office Button menu
contains basic file management commands, including New,
Open, Save, Print and Close.
Office Button Quick Access Toolbar Title bar
Scroll
bars
Zoom slider
Ribbon
View buttons
Close button
Name
box
Worksheet tabs
Formula Bar
Columns
Rows
Active cell
(currently in cell A1)
Status bar
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8. Editing
 To Edit a Cell’s Contents: Select the cell, click the Formula Bar, edit the cell
contents, and press Enter when you’re finished.
 To Clear a Cell’s Contents: Select the cell(s) and press the Delete key.
 To Cut or Copy Data: Select cell(s) and click the Cut or Copy button
in the Clipboard group on the Home tab.
 To Paste Data: Select the destination cell(s) and click the Paste button
in the Clipboard group on the Home tab.
 To Copy Using Auto Fill: Point to the fill handle at the bottom-right corner of
the selected cell(s), then drag to the destination cell(s).
 To Move or Copy Cells Using Drag and Drop: Select the cell(s) you want to
move or copy, position the pointer over any border of the selected cell(s), then
drag to the destination cells. To copy, old down Ctrl key while dragging.
 To Paste Special: Cut or copy the cell(s), select the destination cell(s), click
the Paste button list arrow in the Clipboard group on the Home tab, and select
Paste Special. Select an option and click OK.
 To Insert a Column or Row: Right-click the selected row or column
heading(s) to the right of the column or below the row you want to insert and
select Insert from the contextual menu.
 To Delete a Column or Row: Select the row or column heading(s) and either
right-click them and select Delete from the contextual menu, or click the
Delete button in the Cells group on the Home tab.
 To Insert a Comment: Select the cell where you want to insert a comment
and click the Review tab on the Ribbon. Click the New Comment button in
the Comments group. Type a comment, then click outside the comment text
box. Point to the cell to view the comment.
Formatting
 To Format Text: Use the commands in the Font group on the Home tab, or
click the Dialog Box Launcher in the Font group to open the Font dialog box.
 To Format Values: Use the commands in the Number group on the Home
tab, or click the Dialog Box Launcher in the Number group to open the
Format Cells dialog box.
 To Copy Formatting with the Format Painter: Select the cell(s) with the
formatting you want to copy and click the Format Painter button in the
Clipboard group on the Home tab. Then, select the cell(s) you want to apply
the copied formatting to.
 To Change Cell Alignment: Select the cell(s) and click the appropriate
alignment button ( Align Left, Center, Align Right) in the
Alignment group on the Home tab.
 To Adjust Column Width: Drag the right border of the column header.
Double-click the border to AutoFit the row according to its contents.
 To Adjust Row Height: Drag the bottom border of the row header. Double-
click the border to AutoFit the row according to its contents.
 To Add Cell Borders: Select the cell(s), click the Border button list arrow in
the Font group on the Home tab, and select a border type.
 To Add Cell Shading: Select the cell(s), click the Fill Color button list arrow
in the Font group on the Home tab, and select a fill color.
 To Apply a Document Theme: Click the Page Layout tab on the Ribbon,
click the Themes button in the Themes group, and select a theme from the
gallery.
 To Insert a Header or Footer: Click the Insert tab on the Ribbon and click
the Header & Footer button in the Text group. Enter header text.
Formulas and Functions Workbook Management
 To Total a Cell Range: Click the cell where you want to insert the total and
click the Sum button in the Editing group on the Home tab. Verify the selected
cell range and click the Sum button again.
 To Enter a Formula: Select the cell where you want to insert the formula,
press =, and enter the formula using values, cell references, operators, and
functions. Press Enter when you’re finished.
 To Insert a Function: Select the cell where you want to enter the function
and click the Insert Function button on the Formula Bar.
 To Reference a Cell in a Formula: Type the cell reference (for example, B5)
in the formula or click the cell you want to reference.
 To Create an Absolute Cell Reference: Precede the cell references with a $
sign or press F4 after selecting a cell range to make it absolute.
 To Use Several Operators or Cell Ranges: Enclose the part of a formula
you want to calculate first in parentheses.
Charts
 To Create a Chart: Select the cell range that contains the data you want to
chart and click the Insert tab on the Ribbon. Click a chart type button in the
Charts group and select the chart you want to use from the list.
 To Add a New Worksheet: Click the Insert Worksheet tab next to the sheet
tabs at the bottom of the program screen.
 To Delete a Worksheet: Select the sheet want to delete, click the Delete
button in the Cells group on the Home tab, and select Delete Sheet. Or, right-
click the sheet tab and select Delete from the contextual menu.
 To Rename a Worksheet: Double-click the sheet tab, enter a new name for
the worksheet, and press Enter.
 To Split a Window: Drag either the vertical or horizontal split bar (located
near the scroll bars) onto the worksheet.
 To Freeze Panes: Place the cell pointer where you want to freeze the
window, click the View tab on the Ribbon, click the Freeze Panes button in
the Window group, and select an option from the list.
 To Select a Print Area: Select the cell range you want to print, click the Page
Layout tab on the Ribbon, click the Print Area button in the Page Setup
group, and select Set Print Area.
 To Adjust Page Margins, Orientation, Size, and Breaks: Click the Page
Layout tab on the Ribbon and use the commands in the Page Layout group,
or click the Dialog Box Launcher in the Page Setup group to open the Page
Setup dialog box.
 To Protect or Share a Workbook: Click the Review tab on the Ribbon and
use the commands in the Changes group.
Dialog Box Launcher Group
Tab
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10. Microsoft®
PowerPoint 2007
Cheat Sheet
PowerPoint 2007 Screen Shortcuts
The Fundamentals
 To Create a New Presentation: Click the
Office Button, select New, and click
Create, or press Ctrl + N.
 To Open a Presentation: Click the
Office Button and select Open, or press
Ctrl + O.
 To Save a Presentation: Click the
Save button on the Quick Access
Toolbar, or press Ctrl + S.
 To Save a Presentation with a Different
Name: Click the Office Button, select
Save As, and enter a new name for the
presentation.
 To Preview a Presentation: Click the
Office Button, point to the Print list
arrow, and select Print Preview.
 To Print a Presentation: Click the Office
Button and select Print, or press Ctrl +
P.
 To Undo: Click the Undo button on
the Quick Access Toolbar or press Ctrl +
Z.
 To Close a Presentation: Click the
Office Button and select Close, or press
Ctrl + W.
 To Get Help: Press F1 to open the Help
window. Type your question and press
Enter.
 To Exit PowerPoint: Click the Office
Button and click Exit PowerPoint.
Open a Presentation Ctrl + O
Create New Ctrl + N
Save a Presentation Ctrl + S
Print a Presentation Ctrl + P
Close a Presentation Ctrl + W
Insert a New Slide Ctrl + M
Help F1
General
Editing
Formatting
Bold Ctrl + B
Italics Ctrl + I
Align Left Ctrl + L
Center Ctrl + E
Justify Ctrl + J
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Undo Ctrl + Z
Redo or Repeat Ctrl + Y
Find Ctrl + F
Replace Ctrl + H
Select All Ctrl + A
Navigation—Go To:
The Next Slide Spacebar
The Previous Slide Backspace
The First Slide Ctrl + Home
The Last Slide Ctrl + End
Slide Show Delivery
End Slide Show Esc
Jump to Slide Slide # +
Enter
Toggle Screen Black B
Toggle Screen White W
Pause Show S
Show/Hide Pointer A
Change Arrow to Pen Ctrl + P
Change Pen to Arrow Ctrl + A
Erase Doodles E
Office Button
The Office Button, located in the upper left-hand corner of
the program window, replaces the File menu found in
previous versions of Microsoft PowerPoint. The Office Button
menu contains basic file management commands, including
New, Open, Save, Print and Close.
Office
Button
Quick Access Toolbar Title bar
Slide
pane
Zoom slider
Ribbon
View buttons
Close button
Slides
tab
Status bar
Outline
tab
Notes
pane
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11. Formatting
Drawing and Graphics
Delivery, Transitions and Animation
 To Cut or Copy Text: Select the text you want to cut or copy and click the
Cut or Copy button in the Clipboard group on the Home tab.
 To Paste Text: Place the insertion point where you want to paste and click
the Paste button in the Clipboard group on the Home tab.
 To Format Selected Text: Use the commands in the Font group on the
Home tab, or click the Dialog Box Launcher in the Font group to open the
Font dialog box.
 To Copy Formatting with the Format Painter: Select the text with the
formatting you want to copy and click the Format Painter button in the
Clipboard group on the Home tab. Then, select the text you want to apply
the copied formatting to.
 To Change Paragraph Alignment: Select the paragraph(s) and click the
appropriate alignment button ( Align Left, Center, Align Right,
or Justify) in the Paragraph group on the Home tab.
 To Create a Bulleted or Numbered List: Select the paragraphs you want
to bullet or number and click the Bullets or Numbering button in
the Paragraph group on the Home tab.
 To Apply a Document Theme (called design templates in previous versions
of PowerPoint): Click the Design tab on the Ribbon, click the More button in
the Themes group, and select a theme from the gallery.
 To Change the Slide Background: Click the Design tab on the Ribbon,
click the Background Styles button in the Background group, and select a
background.
 To View the Slide Master: Click the View tab on the Ribbon, click the Slide
Master button in the Presentation Views group, and click the Slide Master or
the appropriate Layout Master in the Outline pane.
 To Change Paragraph Line Spacing: Select the paragraph(s), click the
Line Spacing button in the Paragraph group on the Home tab, and
select an option from the list.
 To Insert a Header or Footer: Click the Insert tab on the Ribbon and click
the Header & Footer button in the Text group. Select the option(s) that you
want and click Apply or Apply to All.
 To Correct a Spelling Error: Right-click the error and select a correction
from the contextual menu. Or, press F7 to run the Spell Checker.
 To Add a Slide Transition: Navigate to the slide you want to add a
transition to. Click the Animations tab on the Ribbon, click the More button
in the Transition to This Slide group, and select a transition effect.
 To Add an Animation Effect to an Object: Select the object that you want
to animate, click the Animations tab on the Ribbon, and click the Custom
Animation button in the Animations group. Click the Add Effect button,
select a category, and select the effect you want to use.
 To Present a Slide Show: Click the Slide Show button on the status bar.
 To Use the Pen: In Slide Show view, press Ctrl + P and then draw on the
screen. Press Ctrl + A to switch back to the arrow pointer. Press E to erase
your doodles.
 To Add Slide Timings: Click the Slide Show tab on the Ribbon and click
the Rehearse Timings button in the Set Up group. Navigate through the
presentation, pausing on each slide for the amount of time you wish to
display it during your show. Click Yes to save your timings.
 To Insert a Clip Art Graphic: Click the Insert tab on the Ribbon and click the
Clip Art button in the Illustrations group. Type the name of what you’re
looking for in the “Search for” box and click Go.
 To Insert a Picture: Click the Insert tab on the Ribbon and click the Picture
button in the Illustrations group. Find the picture you want to insert and click
Insert.
 To Draw a Shape: Click the Insert tab on the Ribbon, click the Shapes
button in the Shapes group, and select the shape you want to insert. Then,
click where you want to draw the shape and drag until the shape reaches the
desired size. Hold down the Shift key while you drag to draw a perfectly
proportioned shape or straight line.
 To Format an Object: Double-click the object and use the commands located
on the Format tab.
 To Move an Object: Click the object and drag it to a new location. Release
the mouse button when you’re finished.
 To Resize an Object: Click the object to select it, click and drag one of its
sizing handles ( ), and release the mouse button when the object reaches
the desired size. Hold down the Shift key while dragging to maintain the
object’s proportions while resizing it.
 To Delete an Object: Select the object and press the Delete key.
The Outline Pane
The Outline tab focuses on the
content of the presentation rather
than its appearance. Use this tab
when you want to adjust the textual
structure of a presentation or add
large amounts of text to it.
The Slides tab contains a
thumbnail image of every slide in
the presentation; simply click a
thumbnail to jump to that slide.
You can also rearrange, add, or
delete slides here.
Dialog Box Launcher Group
View buttons
Normal view: This is
the default view in
PowerPoint 2007.
Normal view includes
the Outline pane, Slide
pane, and Notes pane
Slide Sorter view:
Displays all the slides in
the presentation as
thumbnails (tiny images).
Use Slide Sorter view
when you want to
rearrange the order of
slides or add transition
effects between slides.
Slide Show view:
Displays the
presentation as an
electronic slide show.
Whenever you deliver a
presentation in front of
an audience, Slide Show
view is definitely the
view you want to use.
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13. Microsoft®
Access 2007
Cheat Sheets
Working with Databases and Objects Keyboard Shortcuts
 To Modify an Object: Open the object or click
its tab in the window, click the Format tab on the
Ribbon, click the View button in the Views group
and select Design View or Layout View.
 To Delete an Object: Select the object and
press Delete. Click Yes.
 To Rename an Object: Right-click the object,
select Rename from the contextual menu, enter
the new name, and press Enter.
 To Repair/Compress a Database: Click
the Office Button and select Manage 
Compact and Repair Database.
 To Import Data: Click the External Data tab
on the Ribbon and click the type of file you want to
import from in the Import group. Follow the
onscreen instructions.
 To Export Data: Click the External Data tab
on the Ribbon and click the type of file you want to
export to in the Export group. Follow the onscreen
instructions.
General
Design View
Properties Alt + Enter
Open object in Ctrl + Enter
Design View
Save Object Ctrl + S
Open a Database Ctrl + O
Close a Database Ctrl + W
Print Current View Ctrl + P
Delete Delete
Undo Ctrl + Z
Help F1
Delete Record Ctrl + -
Cancel Changes Esc
Insert Date Ctrl + ;
Insert Time Shift + Ctrl + :
Insert Value from Ctrl + ’
Same Field in (Apostrophe)
Previous Record
Check Spelling F7
Switch Applications Alt + Tab
Navigation
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Find Ctrl + F
Replace Ctrl + H
Select All Ctrl + A
Editing
Next Field Tab
Previous Field Shift + Tab
Next Screen Page Down
Previous Screen Page Up
First Record Ctrl + ↑
Last Record Ctrl + ↓
Toggle Navigation Pane F11
Getting Started Window
Access 2007 Screen
Tables store related data in rows (records) and
columns (fields).
Queries view, filter, calculate, change, sort,
and examine the data stored in tables.
Forms are custom screens that provide an
easy way to enter and view data in a table.
Reports present data from a table or query in a
printed format.
Macros automate common tasks and can be
run by clicking a button or pressing a shortcut key.
Modules are groups of procedures written in
Visual Basic and used to automate tasks.
Page objects have been replaced by Windows
SharePoint Services. Pages in old databases can still
be viewed—but not edited—in Internet Explorer.
 To Open an Object: Double-click the object in
the Navigation Pane.
 To Create a New Object: Click the Create
tab on the Ribbon and click a button for the object
or wizard you want to use on the Objects bar.
 To Create a Database: Click a
template category in the list and click
the template you want to use. Click
Create. Or, click the Blank Database
button.
 To Open an Existing
Database: Click a database in the
Open Recent Database list or click
More and browse for it.
Select a
template
category.
Create a blank database.
Select a
template.
Open an
existing
database.
Database Objects
Objects in the
Navigation Pane
Field Templates List
Office
Button
Quick Access Toolbar Title bar
Ribbon
Close button
Status bar
Table open in
Datasheet View
Object tabs
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14. Working with Tables
Working with Queries
Linking Tables tells Access how two tables are related to each other. The
fields that you use to link two tables must contain the same concept in two
different tables. A primary key field from one table is often used when linking
two tables.
1. Click the Datasheet tab on the Ribbon and click the Relationships
button in the Relationships group.
2. If necessary, click the Show Table button in the Relationships group on
the Design tab. In the Show Table window, select a table you want to link,
click the Add button, and repeat for each table. Click Close.
3. Drag a field from one table and drop it on the related field in the second
table. (Optional) Check the Enforce Referential Integrity box.
Click Create.
Data Type Description
Text (Default) Stores text, numbers, or a combination of both, up to 255
characters long.
Memo Stores long text entries—up to 64,000 characters long.
Number Stores numbers that can be used in calculations.
Date/Time Stores dates, times, or both.
Currency Stores numbers and symbols that represent money.
AutoNumber Automatically fills in a unique number for each record.
Yes/No Stores only one of two values, such as Yes or No.
OLE Object Stores objects created in other programs, such as a
graphic, Excel spreadsheet, or Word document.
Hyperlink Stores clickable links to Web pages on the Internet or files
on a network.
Lookup Wizard A wizard that helps you create a field whose values are
selected from another table, query, or list of values.
Attachment Allows you to attach files and images to your database.
Field Data Types
 To Create a Select Query: Click the Create tab on the Ribbon and
click the Query Wizard button in the Other group. Click Simple
Query Wizard and click OK. Follow the onscreen instructions to select
the fields you want to use from the desired tables and create the query. If
you want to filter records, view the query in Design view and enter the
criteria in the Criteria row.
 To Switch Views: Click the Home tab on the Ribbon and click the
View button in the Views group.
 To Summarize Values: Open the Query in Datasheet View, click the
Home tab on the Ribbon and click the Totals button in the Records
group. Click the list arrow in a column in the Total row in the query select a
calculation type (Sum, Average, etc.).
Criteria Example Description
“London” Displays records where the field equals “London.”
Between 1/1/00 and
12/31/00
Displays records where the date is between 1/1/00 and
12/31/00.
NOT "USA" or
""
Displays records where the field does not contain the
text "USA" and is not blank.
Like “S*” Displays records where the field text starts with an “S.”
IS NULL Displays records where the field is blank.
IS NOT NULL Displays records where the field is not blank.
100 Displays records whose field value is greater than 100.
The Design Query Window
To add a field to the query, click and drag it
from the table down to the design grid.
Criteria rows
The queried tables appear
here. You can also link tables.
Sort
order
Design grid
Show
results
Creating Table Relationships
Working with Table Data
 Database information can be directly added and modified from tables and
some queries and forms.
 To Add a Field to a Table: Enter data in the cell below the Add New
Field column header. Or, click and drag a field from the Field Templates
pane to the table (to display the Field Templates pane, click the
Datasheet tab on the Ribbon and click the New Field button in the
Fields & Columns group).
 To Add a New Record: Enter data in the bottom row of the table.
 To Select a Record: Click the Record selector to the left of the
record.
 To Delete a Record: Select the record, click the Home tab on the
Ribbon and click the Delete button in the Records group. Click Yes.
 To Spell Check: Click the Home tab on the Ribbon and click the
Spelling button in the Records group.
 To Find Information: Place the cursor in the field that contains the
value you want to search for, click the Home tab on the Ribbon and click
the Find button in the Find group or press Ctrl + F. Type the value you
want to search for in the Find What box and click Find Next.
 To Replace Information: Place the cursor in the field that contains
the value you want to replace, click the Home tab on the Ribbon and click
the Replace button in the Find group or press Ctrl + H. Type the value
you want to search for in the Find What box and the new value in the
Replace With box. Click Find Next until you’ve found what you’re
looking for, then click Replace or Replace All to replace every
instance of the value.
 To Sort Information: Place the cursor in the field that you want to sort
by, click the Home tab and click either the Ascending
or Descending button in the Sort & Filter group.
 To Filter Information: Place the cursor in the field that contains the
values you want to filter by, click the Home tab on the Ribbon and click
the Filter button in the Sort & Filter group. Check the boxes for the values
you want to filter for.
 To Remove a Filter: Click the Toggle Filter button in the Sort &
Filter group.
 To Change a Field’s Data Type: Select the field you want to
change, click the Datasheet tab on the Ribbon, and click the Data
Type list arrow in the Data Type & Formatting group. Select a data type.
Start adding a new record here.
Record selector
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16. Microsoft®
Outlook 2007
Cheat Sheet
Outlook 2007 Screen
Navigation
Pane
Menu Bar
Title Bar Messages
Navigation
Pane
buttons
Standard
Toolbar
Status Bar
Reading Pane
To-Do Bar
Navigation Pane
Shortcuts
Add shortcuts to folders and locations in
Outlook for quick access.
Use to organize to-do lists, track task progress,
and delegate tasks.
Contains mail-related folders like your Inbox,
Sent Items and Search Folders. Use the
Favorite Folders at the top of the pane for easy
access to frequently-used mail folders.
Enables you to view and schedule
appointments, events, and meetings. View
shared calendars and compare calendars by
viewing them side by side.
Use to store and keep track of addresses,
numbers, and e-mail addresses.
Notes
Use like electronic Post-It® Notes to write down
information.
Folder List
Displays a list of all your Outlook folders in the
Navigation pane.
Messages: Basic Tasks
New
Print Delete
Move to
Folder
Reply to
the Sender
Reply to All
Recipients
Forward
Message
Send &
Receive
Messages
Address
Book
Find a
Contact
Help
Create Rule
Categorize
Mark for Follow Up Toolbar
Options
The Standard Toolbar
Save Ctrl + S
Print Ctrl + P
Undo Ctrl + Z
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Check Spelling F7
Check for Mail F9
Save, Close, Alt + S
and Send
Reply Ctrl + R
Reply to All Alt + L
Address Book Ctrl + Shift +
B
Help F1
Switch Between Alt + Tab
Applications
New Item Ctrl + N
Keyboard Shortcuts
 To Access the Inbox: Click the Mail button in the
Navigation Pane.
 To Check for New Messages: Click the
Send/Receive button on the Standard
toolbar, or press F9.
 Message Indicators:
Message has not been read.
Message has been read.
File is attached to the message.
Message has high or low importance.
 To Open a Message: Open the Inbox. Click a
message to preview or double-click to open it.
 To Reply to the Message Sender: Click the
message, click the Reply button, type your
reply, and click the Send button.
 To Reply to All Message Recipients: Click the
message, click the Reply to All button,
type your reply, and click the Send button.
 To Forward a Message: Click the message, click
the Forward button, enter e-mail
addresses in the To box, enter comments in the text
box, and click the Send button.
 To Delete a Message: Select the message and
press the Delete key.
 To Create a New Message:
1. Click the New button or press Ctrl + N.
2. Enter the e-mail addresses in the To box, or click
the To button to use the address book.
3. Click the Cc button and select the e-
mail addresses for recipients to whom you want
to send a copy of the message.
4. Enter the subject of the message in the Subject
box.
5. Enter the text of your message in the text box.
6. Click the Send button.
 To Attach a File: Create a new message, click the
Attach File button in the Include group on the
Ribbon in the Message window, select the file you
want to send, and click Insert.
 To Send a Blind Carbon Copy (Bcc): In the
message window, click the Options tab on the
Ribbon and select Show Bcc in the Fields group.
Click the Bcc: button and select the e-mail
addresses for recipients to whom you want to send
a blind copy of the message.
 To Open an Attachment: Double-click the
attachment at the top of the message window.
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17. Message Window Features
In item windows like
the message window,
the Office Button and
the Ribbon replace the
File menu found in
previous versions of
Outlook.
Ribbon
Office Button
Quick Access Toolbar
Calendar Contacts
 To Flag a Message as a To-Do Item: Right-click the message, select
Follow Up from the contextual menu, and select a flag. Or, click the flag
icon on the message. Or, select the message, click the Follow Up button
on the Standard toolbar and select a flag.
 To Clear a Flagged Message: Right-click the message, select Follow Up
from the contextual menu, and select Clear Flag.
 To Categorize a Message by Color: Click the Quick Click icon on the
message. Or, right-click the message, select Categorize from the contextual
menu, and select a color category. Or, select the message, click the
Categorize button on the Standard toolbar, and select a flag.
 To Recall a Message: Open the Sent Items folder. Double-click the
message, click the Other Actions button in the Actions group on the Ribbon,
and select Recall This Message. Choose to delete the message or replace
the message with a new one in the dialog box and click OK. You can only
recall a message if you are using MS Exchange Server and the recipient has
not opened it.
 To Resend a Message: Open the Sent Items folder. Double-click the
message, click the Other Actions button in the Actions group on the Ribbon,
and select Resend This Message. Enter new recipients in the message
window and click Send.
 To Save a Message as a Draft: Click the Save button on the Quick Access
Toolbar in the message window. The message appears in the Drafts folder.
 To View Your Contacts: Click the Contacts button in the Navigation Pane.
 To Create a New Contact: Click the New button on the Standard
toolbar.
 To Edit a Contact: Double-click the contact.
 To Find a Contact: Type words to search for in the Search Contacts box.
 To Delete a Contact: Select the contact and press the Delete key.
 To Change Views: Select the desired view in the Current View section of
the Contacts Navigation pane.
 To View the Calendar: Click the Calendar button in the Navigation Pane.
 To Change Views: Click View on the menu bar and select the desired view.
Or, click one of the Day, Week, or Month view buttons.
 To Schedule an Appointment: Click the New button or press Ctrl +
N.
 To Schedule a Recurring Appointment: Click Actions on the menu bar
and select New Recurring Appointment from the menu.
 To Schedule a Meeting Request: Click the New button arrow on
the Standard toolbar and select Meeting Request.
 To Schedule an All Day Event: Click Actions on the menu bar and select
New All Day Event from the menu.
 To Plan a Tentative Meeting: Click Actions on the menu bar and select
Plan a Meeting from the menu.
 To Reschedule an Item: Double-click the meeting, appointment, or event,
make your changes and click the Save & Close button in the Actions group
on the Ribbon.
Tasks and To-Do Items
New
Appointment
Categorize
View Group
Schedules
Print
Delete
Find a Contact
Address Book
Go to Today
Help
 To View Your Tasks: Click the Tasks button in the Navigation Pane.
 To Create a New Task: Click the New button, press Ctrl + N, or
type a new task in the text box at the top of the window or in the “Type a new
task” box in the To-Do Bar.
 To Complete a Task: In Simple List view, check the task’s check box.
 To Delete a Task: Select the task and press the Delete key.
 To Create a Recurring Task: Double-click the task and click the
Recurrence button in the Options group on the Ribbon.
 To Assign a Task: Double-click the task, click the Assign Task button in
the Manage Task group on the Ribbon, enter the person’s name in the To
box, and click Send.
 To Move an Item to a Different Folder: Select the item, click the Move
to Folder button and select the destination folder.
Or, click and drag the item to a different folder in the Navigation Pane.
 To Create a Distribution List: Click the New button arrow on the
Standard toolbar and select Distribution List. Click Select Members in
the Members group on the Ribbon, select a name in the list, click the
Members button and repeat for each name to be added. Click OK, then click
Save & Close in the Actions group.
 To Create a Signature: Select Tools from the menu bar and select
Options. Click the Mail Format tab, click the Signatures button, and create
the new signature.
 To Change a Message’s Options: In the message window, click the
Options tab on the Ribbon and click the More Options Dialog Box
Launcher. Here you can specify: the level of importance or sensitivity of the
message; if you want to add voting buttons to the message; where replies
should be sent to; if you want a read receipt; and if you want to encrypt the
message or delay its delivery.
 To Use the Rules Wizard:
1. Make sure that you’re in the Inbox.
2. Click Tools on the menu bar, select Rules and Alerts, and click the New
Rule button.
3. Select the type of rule you want to create and click Next.
4. Click the first piece of underlined text in the Step 2 box, which may be
people or distribution lists, specific words, etc.
5. Specify the criteria—a person’s name, a keyword, etc.—and click OK.
6. Click the next piece of underlined text in the Step 2 box and specify the
Messages: Advanced Tasks
The Standard Toolbar
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19. Microsoft®
Project 2007
Cheat Sheet
Project 2007 Screen Common Views
To Display a View: Select View from the
menu bar and select a view from the menu, or
select a view from the View Bar.
Calendar: Displays tasks and durations
in a monthly calendar.
Gantt Chart: Default view. Displays a
list of tasks with bar chart information.
Network Diagram: Displays a
sequence or logic diagram that shows the
project’s tasks and dependencies.
Task Usage: Displays a list of tasks
showing assigned resources under each task.
Tracking Gantt: Displays a list of tasks
with a baseline schedule and Gantt bars.
Resource Graph: Displays a graph of
resources and their costs, etc. over time.
Resource Sheet: Displays a list of
resources and their details in rows and columns.
Resource Usage: Displays assigned
tasks grouped under each resource.
More Views: Choose from a list of
more advanced and specific views.
Keystroke Shortcuts
Task or Resource Shift + F2
Information
Assign Resources Alt + F10
Copy Ctrl + C
Cut Ctrl + X
Paste Ctrl + V
Help F1
View Context- Shift + F1
Sensitive Help
Go To Selected Ctrl + Shift
Task + F5
Link Selected Task Ctrl + F2
Unlink Selected Ctrl + Shift
Task + F2
Create a Hyperlink Ctrl + K
Zoom In Ctrl+ /
Zoom Out Ctrl + Shift
+ *
Undo/Redo Ctrl + Z
Bold Ctrl + B
Italics Ctrl + I
Underline Ctrl + U
The Fundamentals
The Standard Toolbar
 To Create a New Project: Click the New
button on the Standard toolbar, or select File 
New from the menu, or press Ctrl + N.
 To Use a Template: Select File  New from
the menu, click the On my computer link in the
task pane and select a template in the dialog box.
 To View Information About the Project:
Select Project  Project Information from
the menu.
 Set the Working Time Calendar: Select
Tools  Change Working Time from the
menu. Select the date(s) you want to change and
select a new calendar, or enter the new working
hours in the From: and To: boxes.
 To Use Spelling, Undo and Redo: Click
the Spelling button, Undo button and Redo
button on the Standard toolbar.
 To Open the Timescale Dialog Box:
Select Format  Timescale from the menu, or
double-click inside the timescale header.
 To Adjust the Timescale: Change the
options in the Timescale dialog box, or select View
 Zoom from the menu and select the time scale
you want to view.
 To Save a Project File: Click the Save
button on the Standard toolbar, select File 
Save from the menu, or press Ctrl + S.
 To Save a Baseline Plan: Select Tools 
Tracking  Save Baseline from the menu.
Click the Save Baseline option, save the plan
for the entire project or selected tasks, click OK.
 To Save an Interim Plan: Select Tools 
Tracking  Set Baseline from the menu.
Click the Save Interim plan option, name the
plan, save the plan for the entire project or selected
tasks, and click OK.
 To Show or Hide the Project Guide:
Select View  Turn on Project Guide or
Turn off Project Guide the menu.
 To Show or Hide the View Bar: Select
View  View Bar from the menu.
 To View a Task’s Chart bar: Select the task
and click the Go To Selected Task button on
the Standard toolbar.
 To Get Help: Press F1 to open the Project Help
task pane, type your question, and click the
Start searching button.
New
Open
Save
Print
Print
Preview
Spelling
Cut
Cell
Copy
Cell
Paste
Format
Painter
Undo Link
Tasks
Insert
Hyperlink
Split
Task
Unlink
Tasks Task
Information
Group By
Zoom
In
Go To
Selected
Task
Help
Zoom
Out
Task
Notes
Task
Drivers
Copy
Picture
Assign
Resources
Redo
View
Bar
Menu Bar
Title Bar Standard Toolbar Formatting ToolbarTask Entry bar
Vertical
Scroll Bar
Horizontal
Scroll BarStatus
Bar
Gantt chartGantt spreadsheet
Timescale
Pane
divider
Task
Entry
Toolbar
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20. Plan and Manage the Project Working with Resources and Costs
 There are six basic steps to follow when planning a project: (1) Define a
project (2) Plan project activities (3) Plan for and gather resources (4) Plan
project costs (5) Plan for quality and risks (6) Plan security and
communication.
 Buttons on the Standard and Formatting toolbars change for resources in
resource views. Enter and work with resources just as you would with tasks.
 To Enter Resource Availability: Click the Resource
Information button on the Standard toolbar. Enter the Available To and
Available From dates in the Resource Availability table, and enter the
Maximum Units available in the Units field.
 To Assign a Resource: Select a task and click the Assign
Resources button, select the resource(s) and click Assign.
 To Enter Costs: In a resource view, enter amounts in the Std. Rate
field, the Ovt. Rate field, or the Cost/Use field. Then choose when you’d
like to begin accruing the resource cost in the Accrue At field.
 To Enter Fixed Costs: Select View  Gantt Chart from the menu
and select View  Table  Cost from the menu. Select the task for
which you want to enter a fixed cost and type the cost in the Fixed Cost field.
Viewing the Project
 Applying a Split View: Select Window  Split from the menu and
select the view you want to display in the bottom pane.
 Applying Groups: Select Project  Group by from the menu and
choose a grouping option from the menu.
 Applying Filters: Select Project  Filtered for from the menu and
then choose the filter type you want to use.
 Applying Tables: Select View  Table from the menu, and select the
table you want to view.
 Sort the Information: Select Project  Sort, and then choose a
sorting option.
 View the Critical Path: Select View  More Views, select Detail
Gantt from the dialog box and click Apply.
Tracking Progress
 Always save a baseline plan before beginning to track progress.
 Update Tasks: Select the task you want to update and select Tools 
Tracking  Update Tasks from the menu.
 Update Resources: In Resource Usage or Task Usage view, select
View  Table  Work from the menu. Find the resource you want to
update and update new actual work value.
 Update Costs: Turn off automatic cost updating: select Tools 
Options from the menu, click the Calculation tab, uncheck the Actual
costs are always calculated by Microsoft Office Project check
box, and click OK. In Task Usage view, select View  Table 
Tracking from the menu. Enter updated costs in the Act. Cost fields.
 Check Project Variance: In a task or resource view, select View 
Table  Variance from the menu.
Balancing the Project
 To Identify an Overallocated Resource: Open Resource
Usage view and select Project  Filtered For  Overallocated
Resources from the menu.
 To Balance Overallocated Resources Automatically: Select
Tools  Level Resources from the menu. Click the Automatic
bullet and the Level Entire Project bullet, then click the Level Now
button. Click the Entire Pool option and click OK.
 To Reassign Work: Open Gantt Chart view, select the overallocated
resource and click the Assign Resources button. Select the
overallocated resource, click the Remove button, select another resource
and click Assign.
 Project management is the
process of planning, organizing,
and managing tasks and
resources to accomplish an
objective within constraints of
time, resources, or cost.
 Adjusting one constraint of the
Project Triangle affects the
other two.
Working with Tasks
The Formatting Toolbar
 To Enter a Task: Type the task’s name in the Task Name column and
press Enter.
 To Enter a Duration: Type the duration (m = minutes; h = hours; d =
days; w = weeks; mo = months) in the Duration column and press Enter.
 To Create a Milestone: Enter 0 (zero) in the Duration column. Or, click
the Task Information button and select the Advanced tab, click the
Mark task as Milestone check box and click OK.
 To Create a Recurring Task: Select Insert  Recurring Task
from the menu, enter information into the Recurring Task Information dialog
box, and click OK.
 To Access Task Information: Select the task and click the Task
Information button on the Standard toolbar. Or, press Shift + F2
 To Organize the Task List: Create summary tasks and subtasks by
selecting the task(s) and clicking the Outdent or Indent button on the
Formatting toolbar.
 To Link Tasks: Press Ctrl and select the two tasks you want to link in the
order that you want to link them and click the Link Tasks button.
 To Unlink Tasks: Press Ctrl and select two linked tasks in the order
they are linked. Click the Unlink Tasks button.
 To Split a Task: Select the task, click the Split button, and use the
dividing tool to split the task’s Gantt bar.
 To Enter Lag or Lead Time: Click the successor task, and click the
Task Information button. Click the Predecessors tab and enter a
lead time with a (-) minus sign, or lag time with a (+) plus sign in the Lag box.
 To Enter a Task Deadline or Constraint: Click the task to which
you want to add a deadline and click the Task Information button. Click
the Advanced tab, and enter a deadline into the Deadline box, or choose
the constraint you want to use, and enter the Constraint date.
 To Assign a Task Calendar: Select the task, click the Task
Information button and click the Advanced tab. Click the Calendar
list arrow and select a calendar from the drop-down list.
 To Apply a Filter: Click the Filter list arrow on the Formatting toolbar
and select the filter you want to apply to the project.
Project Triangle
Time – Know the
deadline for your
project.
Cost – This includes
the people and the
equipment that do
the work, and the
materials they use.
Scope – This includes the quality, functions, and
features of your product or service, and the work
required to deliver it.
Font List Bold
Underline
Center
Filter
Gantt
Chart
Wizard
Font
Size
Italic Align
Left
Align
Right
AutoFilter
Outdent
Indent
Show Subtasks
Hide
Subtasks
Show
Levels
Hide
Assignment
s
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22. Microsoft®
Office
SharePoint Server 2007
Cheat Sheets
SharePoint Window Quick Launch
Includes libraries that contain related
files, such as documents, slides, and
forms.
Store shared information here, such as
events on a calendar or project tasks.
Participate in group discussions using
discussion boards.
Collaboration areas such as team sites,
workspaces, blog sites, and wiki sites.
Important subsites may also appear in
the Quick Launch.
People and groups with permission to
view or work with the site appear here.
Deleted information is stored here.
Picture libraries are the best way to
store shared images. Include commands
and options specific to images.
Create a new survey, or respond to a
survey and view its results.
Permission Levels
Full Control: All permissions are included.
Users with this permission level have complete
control over everything in the site. Site Owners
are given this permission level by default.
Design: Create many things, including lists and
document libraries. Also edit pages and change
the appearance of the site by applying themes or
style sheets.
Contribute: Add, edit, and delete items in
existing lists and document libraries. Site
Members are given this permission level by
default.
Read: Read-only access to the Web site. View
items and pages, open items and documents.
Site Visitors are given this permission level by
default.
Limited Access: This is a special permission
level that gives access to a specific list, item, or
document, without giving them access to the
entire site.
The Fundamentals
 There are three main tools for navigation in a
SharePoint site:
Link Bar This includes the tabs that appear along
the top of the site. Subsites of the current site
usually appear as tabs on the link bar. To go to a
site, click its tab on the Link Bar.
Quick Launch Bar Navigate to items on the current
site, such as shared documents, and libraries, such
as picture and slide libraries.
Breadcrumb Navigation: Breadcrumb navigation
displays links to where you have been, and where
the current page fits in the hierarchy of sites and
items in the site.
 To Navigate in a SharePoint Site:
SharePoint sites work just like any other site on the
Internet: click a hyperlink to view the page or item to
which it is connected.
 To View All Content in the Current Site:
Click the View All Site Content link at the top
of the Quick Launch Bar. All the lists, libraries,
discussion boards, surveys, and subsites and
workspaces appear on one page.
 Understanding Permissions: Each user
that has access to a site is assigned a permissions
level. The permissions level limits the amount of
control the user has in the site. See the list on the
right side of the page for more information about the
five permission levels in SharePoint.
 To Search: Click in the Search box at the top of
the page. Type your search word or term and press
Enter.
 To Change the Search Scope: Click the
Search Scope list arrow and select the scope
within which you want to search. By default,
searches include all sites in the sit collection. Use
Search Scope to limit a search to the current site or
people.
 To Change Views: You can change how items
are displayed in a library or list by changing views.
Click the View list arrow on the right side of the
toolbar and select the view you want to use.
 To Sign Out: Click the Welcome (User)
menu at the top of the screen and select Sign
Out.
 To Sign In as a Different User: Click the
Welcome (User) menu at the top of the screen
and select Sign in as Different User. Enter
the different user information in the dialog box.
 To Change User Settings: Click the
Welcome (User) menu at the top of the screen
and select My Settings. Click the Edit Item
link on the toolbar and attach a file with updated
user settings.
 To Get Help: Click the Help button in the
top right corner of the SharePoint site page.
Link bar
Breadcrumb
navigation Search box
Web
Part
Search Scope
Site
Actions
menu
Quick
Launch
bar
This image displays the home page of the Authors team site as it appears to a user
with Full Control (a member of the Site owner group). The web page is composed of
Web Parts, which can be customized and changed as necessary by users with the
right permissions.
Welcome
user menu
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23. Documents Wikis
 Document Library vs. Document Workspace: These are the two
primary ways to work with documents on a SharePoint site. A document
library lets users share, collaborate, collect, and manage files with others. A
document workspace has tools to help a team develop and prepare one or
more documents.
 To Open and Edit a Shared Document: Click Documents on
the Quick Launch bar and click the library containing the document you want
to open or edit. Click the document. In the dialog box that appears, click
Read Only to open the document, click Edit to edit the document.
 To Check Out a Document: Click Documents on the Quick Launch
bar and click the library containing the document you want to check out. Point
to the document you want to open. Click the Edit list arrow and select
Check Out from the list. Click OK and click the document to open it.
 To Check In a Document: Make sure the document is not open in
another program. Click Documents on the Quick Launch bar and click the
library containing the document you want to check in. Point to the document,
click the Edit list arrow, and select Check In from the list. Complete the
options that appear and click OK. Click Yes to confirm the check in.
 To Create a New Document: Navigate to the library or folder in which
you want to create a document. Click the New button on the toolbar and click
OK. Click Save when you have finished making changes to the document.
Enter a name for the file in the File name box and click Save. Click the
Close button to close the Word document.
 To Create a New Folder: Navigate to the library or folder in which you
want to create a new folder. Click the New button list arrow on the toolbar
and select New Folder from the list. Enter a folder name and click OK.
 To Upload a Single Document: Click Documents on the Quick
Launch bar and click the library into which you want to upload a document.
Click the Upload button list arrow on the toolbar and select Upload
Document. Click the Browse button, select the document you want to
upload, and click Open. Click OK, change document properties, and click
OK again. Then check in the document, if necessary.
 To Upload Multiple Documents: Click Documents on the Quick
Launch bar and click the library into which you want to upload a document.
Click the Upload button list arrow on the toolbar and select Upload
Multiple Documents. Select the location containing the documents you
want to upload, and click the check box next to each document you want to
upload. Click OK.
Surveys and Discussions
 To Respond to a Survey: Click Surveys on the Quick Launch bar
and open the survey to which you want to respond. Click Respond to this
Survey on the toolbar and answer the survey questions. Click Finish
when you are done.
 To View Survey Responses: Click Surveys on the Quick Launch
bar and open the survey for which you want to see responses. Click the
Show a graphical summary of responses or Show all
responses link. Or, click the View list arrow on the toolbar and select a
view from the list.
 To Create a New Discussion Topic: Click Discussions on the
Quick Launch bar and open the discussion to which you want to contribute.
Click the New button on the toolbar, enter the subject name and fill in the
Body section. Click OK.
 To Reply to a New Discussion Topic: Click Discussions on the
Quick Launch bar and open the discussion to which you want to contribute.
Click the discussion thread to open it. Click the Reply button next to the post
to which you want to reply. Enter your response to the topic in the fill in the
Body section and click OK.
 To View a Wiki: Click the wiki name in the Link Bar or Quick Launch bar.
 To Add a Wiki Page: Open the wiki site and click Wiki Pages in the
Quick Launch bar. Click the New button on the toolbar. Type a name for the
wiki page in the name box, enter the wiki page content in the Wiki Content
area. Click Create button to save changes and create the page.
 To Link to Another Wiki Page: Type the page name enclosed in
double brackets in the wiki content area. For example, type [[Page Name]].
 To Edit a Wiki Entry: Open the wiki page and click Edit. Make changes
as necessary and click OK.
 To Create a New Wiki Page from a Link: Click the Add to
Favorites button and select Organize Favorites.
Blog
 To View a Blog: Click the blog name in the Link Bar or Quick Launch bar.
 To Create a Blog Post: Open the blog site and click Create a post
in the Admin Links list on the right side of the page. Enter a name for the post
in the Title box and enter the blog content in the Body area. Click Save as
Draft to save the draft so only you can see the post. Click Publish to let
everyone with access to the blog see the post.
 To Comment on a Blog Post: Open the blog site. Click the
Comments link below the post to which you want to respond. Enter the
comment title and body, and click Submit Comment.
 To Receive Blog Updates through an RSS Feed: Open the blog
site. Click the RSS Feed link on the Quick Launch bar. Click Subscribe
to this feed and click Subscribe in the dialog box.
Lists
 To Add an Event: Click Lists on the Quick Launch bar, click the
calendar you want to add an event to, and click New on the toolbar. Or, click
the Add new event link underneath the Calendar web part on the home
page. Enter the event information and click OK.
 To Synchronize the SharePoint Calendar with your Outlook
Calendar: Click Lists on the Quick Launch bar, click the calendar or task
list you want to synchronize. Click Actions on the toolbar and select
Connect to Outlook. Click Yes. Click Close to return to SharePoint.
 To Add a Task: Click Lists on the Quick Launch bar, click the task list
you want to add a task to, and click New on the toolbar. Enter the task
information and click OK.
 To Update a Task: Open the task list containing the task you want to
update. Click the task and click Edit Item on the toolbar. Update values in
the Status and % Complete fields. Update other fields as needed, click OK.
 To Edit an Item: Click Lists on the Quick Launch bar and open the list
that contains the item you want to edit. Point to the list item and click the list
arrow. Select Edit Item from the list, edit the item and click OK.
 To Delete an Item: Click Lists on the Quick Launch bar and open the
list that contains the item you want to delete. Point to the list item and click the
list arrow. Select Delete Item from the list and click OK.
 To Restore an Item: Click Recycle Bin on the Quick Launch bar and
click the check box next to each item you want to restore. Click Restore
Selection on the toolbar.
 To Receive an Alert when an Item Changes: Click the Actions
button on the toolbar and select Alert Me from the list. Enter the alert
information and click OK.
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