Faithe WempenMicrosoft® Office Specialist Master Instructor

Learn to:• Use Word, Excel®, Outlook®, and

PowerPoint®

• Dress up your letters, invitations, and other documents

• Manage your finances with Excel

• Use e-mail to stay in touch with family and friends

Office 2010 For Seniors

Making Everything Easier!™

Open the book and find:

• How to create a newsletter with photos and text

• Tips on retrieving lost documents

• What formulas and functions can do for you

• How to use Excel as a database

• E-mail safety tips

• Advice on managing contacts, notes, and tasks with Outlook

• PowerPoint presentation tips

• How to add sound and animation to a PowerPoint slideshow

Faithe Wempen teaches computer hardware and software architecture at Indiana University-Purdue University at Indianapolis (IUPUI). She also teaches online courses in Microsoft Office applications, hardware technologies, buying a PC, and more for Powered.com. She is the author of PowerPoint 2010 Bible.

Computers/Microsoft Office

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ISBN 978-0-470-58302-9

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Microsoft Office includes the world’s most popular applications. You can use them to write letters, track your investments, create presentations for family reunions or group meetings, exchange e-mails, and a whole lot more. This handy book guides you through Word, Excel, PowerPoint, and Outlook in language you can understand.

• Tied with a Ribbon — explore the Ribbon interface common to all Office applications and learn how tasks are arranged

• Some things don’t change — see how Office 2010 makes it easy with features that are the same in Word, Excel, and PowerPoint

• Dress up your documents — learn to apply styles, insert photos, add borders, and more in Word

• Fun with spreadsheets — use Excel to track your stock portfolio, manage your checkbook, or even store an address list

• Mail without stamps — set up Outlook, compose and send e-mail, attach files, and read attachments you receive

• When’s the party? — keep your calendar up to date and print out copies

• Make a powerful point — create an exciting photo tribute for an anniversary party or a presentation for your group meeting with PowerPoint

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Office 2010 For Seniors

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Microsoft®

Office 2010For Seniors

FOR

DUMmIES‰

by Faithe Wempen

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Microsoft® Office 2010 For Seniors For Dummies®Published byWiley Publishing, Inc.111 River StreetHoboken, NJ 07030-5774www.wiley.com

Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana

Published by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions.

Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any prod-uct or vendor mentioned in this book.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REP-RESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CRE-ATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CON-TAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZA-TION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

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ISBN: 978-0-470-58302-9

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

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About the AuthorFaithe Wempen, MA, is a Microsoft Office Master Instructor and the author of more than 100 books on computer hardware and software, including The PowerPoint 2007 Bible and A+ Certification Workbook For Dummies. She is an adjunct instructor of Computer Information Technology at Purdue University, and her corporate training courses online have reached more than one-quarter of a million students for clients such as Hewlett-Packard, Sony, and CNET.

DedicationTo Margaret

Author’s AcknowledgmentsThanks to the wonderful editorial staff at Wiley for another job well done. You guys are top notch!

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Publisher’s AcknowledgmentsWe’re proud of this book; please send us your comments through our online registration form located at http://dummies.custhelp.com. For other comments, please contact 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.

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Contents at a GlanceIntroduction ............................................................................. 1

Part I: Getting Started with Office ............................................ 5Chapter 1: The Two-Dollar Tour..............................................................................7Chapter 2: Exploring the Common Features of Office 2010 ...............................25Chapter 3: Opening, Saving, and Printing Files ...................................................45

Part II: Word ......................................................................... 65Chapter 4: Composing Your Thoughts in Word .................................................67Chapter 5: Dressing Up Your Documents .............................................................87Chapter 6: Taking Word to the Next Level ......................................................... 111

Part III: Excel ...................................................................... 131Chapter 7: Creating Basic Spreadsheets in Excel ............................................... 133Chapter 8: Doing the Math: Formulas and Functions ...................................... 153Chapter 9: Creating Visual Interest with Formatting and Charts ..................... 169Chapter 10: Using Excel as a Database............................................................... 191

Part IV: Outlook ................................................................... 207Chapter 11: Managing E-Mail with Outlook ..................................................... 209Chapter 12: Managing the Details: Contacts, Notes, and Tasks ....................... 233Chapter 13: Your Busy Life: Using the Calendar ............................................... 255

Part V: PowerPoint ............................................................... 269Chapter 14: Getting Started with PowerPoint ................................................... 271Chapter 15: Dressing Up Your Presentations .................................................... 287Chapter 16: Adding Movement and Sound ....................................................... 301Chapter 17: Presenting the Show ....................................................................... 313

Appendix: Customizing Office Applications ............................ 327

Index ................................................................................... 335

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Table of ContentsIntroduction ............................................................................. 1

About This Book ........................................................................................1Foolish Assumptions .................................................................................2How This Book Is Organized ....................................................................2Time to Get Started! ...................................................................................3

Part I: Getting Started with Office ............................................ 5Chapter 1: The Two-Dollar Tour ......................................... 7

Start an Office Application ........................................................................8Explore the Office Ribbon and Tabs .........................................................9Understand the File Menu (Backstage View) .........................................12Create a Document ..................................................................................14Type Text ...................................................................................................15Insert a Picture ..........................................................................................16Move Around in a Document .................................................................18Select Content ..........................................................................................20Zoom In and Out .....................................................................................22Change the View ......................................................................................23

Chapter 2: Exploring the Common Features of Office 2010 .............................................................. 25

Edit Text ....................................................................................................26Move and Copy Content .........................................................................27Choose Fonts and Font Sizes ..................................................................31Apply Text Formatting .............................................................................34Use the Mini Toolbar ...............................................................................35Work with Themes ...................................................................................36Check Your Spelling and Grammar ........................................................41

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Chapter 3: Opening, Saving, and Printing Files ................ 45Save Your Work ........................................................................................46Open a Previously Saved File ..................................................................53Change the File Listing View ...................................................................54E-mail Your Work to Others ...................................................................56Share Your Work in Other Formats ........................................................57Print Your Work .......................................................................................61Recover Lost Work ...................................................................................63

Part II: Word ......................................................................... 65Chapter 4: Composing Your Thoughts in Word ................ 67

Examine the Word Interface ....................................................................68Move Around and Select Text ..................................................................69Choose Paper Size and Orientation ........................................................70Set Margins ...............................................................................................72Select the Right Screen View ....................................................................73Align and Indent Paragraphs ...................................................................76Change Line Spacing ................................................................................81Create Bulleted and Numbered Lists ......................................................84

Chapter 5: Dressing Up Your Documents.......................... 87Apply Styles and Style Sets ......................................................................88Insert Clip Art ...........................................................................................93Insert Photos.............................................................................................98Change the Text Wrap Setting for a Picture ...........................................98Add a Page Border ....................................................................................99Apply a Background Color to a Page ................................................... 102Create Tables ......................................................................................... 105Format a Table ....................................................................................... 108

Chapter 6: Taking Word to the Next Level ..................... 111Number the Pages ................................................................................. 112Use Headers and Footers ...................................................................... 114Insert Cover Pages and Other Building Blocks ................................... 117

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Print an Envelope .................................................................................. 120Perform a Mail Merge ........................................................................... 122Insert the Date and Time ...................................................................... 127

Part III: Excel ...................................................................... 131Chapter 7: Creating Basic Spreadsheets in Excel ............ 133

Understand Excel’s Unique Features .................................................... 134Get Familiar with Spreadsheet Structure ............................................. 135Move the Cell Cursor ............................................................................ 136Select a Range ........................................................................................ 137Type and Edit Cell Contents ................................................................ 141Save Your Work ..................................................................................... 143Insert and Delete Rows, Columns, and Cells ...................................... 144Work with Worksheets .......................................................................... 149

Chapter 8: Doing the Math: Formulas and Functions ...... 153Learn How Formulas Are Structured ................................................... 154Write Formulas That Reference Cells ................................................... 154Move and Copy Cell Content .............................................................. 156Reference a Cell on Another Sheet ...................................................... 157Understand Functions .......................................................................... 158Take a Tour of Some Basic Functions .................................................. 161Explore Financial Functions ................................................................. 164

Chapter 9: Creating Visual Interest with Formatting and Charts ................................................ 169

Adjust Row Height and Column Width .............................................. 170Wrap Text in a Cell ............................................................................... 171Apply Gridlines or Borders ................................................................... 172Apply Fill Color ..................................................................................... 176Format Text in Cells .............................................................................. 177Format the Spreadsheet as a Whole ..................................................... 180Create a Basic Chart .............................................................................. 181Identify the Parts of a Chart ................................................................. 185Format a Chart ...................................................................................... 186

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Table of Contents

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Chapter 10: Using Excel as a Database ......................... 191Understand Databases .......................................................................... 192Prepare a List for a Mail Merge ............................................................ 192Store Data in a Table ............................................................................ 193Sort a Table ............................................................................................ 195Filter Data in a Table ............................................................................ 199Split a Column’s Content ..................................................................... 202Merge the Contents of Columns .......................................................... 205

Part IV: Outlook ................................................................... 207Chapter 11: Managing E-Mail with Outlook ................... 209

Set Up Outlook ..................................................................................... 209Change the Mail Server Type during Setup ......................................... 212Set Up Additional Mail Accounts ......................................................... 214Troubleshoot Mail Setup Problems ..................................................... 215Take a Quick Tour of Outlook’s Mail Feature ..................................... 218Receive and Read Your Mail ................................................................. 220View Photos and Other Attachments .................................................. 221Reply to a Message ................................................................................ 223Compose a Message .............................................................................. 225Attach a File to a Message ..................................................................... 228Avoid Frauds, Scams, and Viruses ........................................................ 229

Chapter 12: Managing the Details: Contacts, Notes, and Tasks ......................................... 233

Store Contact Information ................................................................... 234Edit and Delete Contacts ...................................................................... 237Choose How the Contact List Appears ................................................ 239Use the Contacts List ............................................................................ 240Create Notes .......................................................................................... 243Categorize Notes ................................................................................... 245Use Tasks and the To-Do List ............................................................... 246Update the Status of a Task .................................................................. 250Set a Task Reminder .............................................................................. 251

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Chapter 13: Your Busy Life: Using the Calendar ............. 255View Your Calendar .............................................................................. 255Create and Delete a Calendar Event .................................................... 258Set an Event to Recur ............................................................................ 260Configure Event Reminders .................................................................. 262Add Holidays ......................................................................................... 263Categorize Events .................................................................................. 264Print a Hard Copy of Your Calendar ................................................... 265

Part V: PowerPoint ............................................................... 269Chapter 14: Getting Started with PowerPoint ................ 271

Explore the PowerPoint Interface ........................................................ 272Work with PowerPoint Files ................................................................. 273Understand PowerPoint Views ............................................................. 275Create New Slides ................................................................................. 275Use Slide Placeholders .......................................................................... 278Turn Text AutoFit Off or On ................................................................ 280Change Slide Layouts ............................................................................ 282Move or Resize Slide Content .............................................................. 282Manually Place Text on a Slide ............................................................ 283Navigate and Select Text ....................................................................... 285Select Content ....................................................................................... 286

Chapter 15: Dressing Up Your Presentations .................. 287Understand and Apply Themes ............................................................ 288Change the Presentation Colors .......................................................... 290Edit Slide Masters .................................................................................. 291Format Text Boxes and Placeholders ................................................... 293Insert Clip Art ........................................................................................ 294Insert Pictures from Files ...................................................................... 297Create a Photo Album Presentation .................................................... 297

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Chapter 16: Adding Movement and Sound .................... 301Animate Objects on a Slide .................................................................. 302Add Slide Transition Effects ................................................................. 308Set Slides to Automatically Advance .................................................... 309Add a Musical Soundtrack .................................................................... 310

Chapter 17: Presenting the Show .................................. 313Display a Slide Show Onscreen ........................................................... 314Use the Slide Show Tools ..................................................................... 315Print Copies of a Presentation ............................................................. 317Package a Presentation on a CD .......................................................... 320Save to Windows Live ........................................................................... 323Make a Video of the Presentation ........................................................ 325

Appendix: Customizing Office Applications ............................ 327Customize the Quick Access Toolbar .................................................. 328Customize the Status Bar ...................................................................... 330Set Program Options ............................................................................. 330Set Outlook Options ............................................................................. 333

Index ................................................................................... 335

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Microsoft Office 2010 is by far the most popular suite of productivity applications

in the world, and with good reason. Its appli-cations are powerful enough for business and professional use, and yet easy enough that a beginner can catch on to the basics with just a few simple lessons.

If you’re new to Office 2010, this book can help you separate the essential features you need from the obscure and more sophisticated ones that you don’t. For the four major Office applications I cover in this book — Word, Excel, Outlook, and PowerPoint — I walk you through the most important and common fea-tures, showing you how to put them to work for projects in your job, everyday life, and home.

About This BookThis book is written specifically for mature people like you, who are relatively new to using Office applications and want to master the basics. In this book, I tried to take into account the types of activities that might inter-est you, such as investment planning, personal finance, e-mail, and documents and presenta-tions that you might need to prepare for work, clubs, volunteer opportunities, or other organi-zations that you participate in.

Conventions used in this book This book uses certain conventions to help you find your way:

➟ Wherever possible, I use labels on figures to point out what you should notice on them. These labels reinforce something I say in the text or contain extra tips and hints.

➟ When you have to type some-thing, I put it in bold type.

➟ For menu and Ribbon commands, I use the ➪ symbol to separate the steps. For example, if I say to choose Home➪Copy, click the Home tab and then click the Copy button.

➟ The big round button in the upper-left corner of most Office applications (Word, Excel, and PowerPoint) is the Office button. That’s what I call it in commands such as Office➪Print.

Tip icons point out extra features, special insights and helps, or things to look out for.

Warning icons indicate potential problems to avoid, problems that are difficult to fix or make bad things happen.

➟Introduction

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