Walkenbach ffi rs.indd V2 - 07/07/2010 Page iv

Microsoft® Office 2010 Bible

John WalkenbachHerb Tyson

Michael R. GrohFaithe WempenLisa A. Bucki

Microsoft® Office 2010 Bible

Published byWiley Publishing, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256www.wiley.com

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

Published simultaneously in Canada

ISBN: 978-0-470-59185-7

Manufactured in the United States of America

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To homeless and neglected pets everywhere, in the hope that you will find a better life and the loving care that you deserve. And to

the many compassionate people involved in animal rescue work, in thanks for the selfless work that you do.

About the AuthorsJohn Walkenbach is a bestselling Excel author and has published more than 50 spreadsheet books. He lives amid the saguaros, javelinas, rattlesnakes, bobcats, and gila monsters in Southern Arizona – but the critters are mostly scared away by his clayhammer banjo playing. For more information, Google him.

Herb Tyson is an economist and computer consultant and trainer in the Washington, D.C., area. He earned an interdisciplinary doctorate from Michigan State University in 1977 and an undergraduate degree in Economics and Sociology from Georgetown University in 1973. He is the author of many computer magazine and ezine articles, as well as more than a dozen comput-ing books, including Teach Yourself Outlook 2000 in 24 Hours, Word for Windows Super Book, Teach Yourself Web Publishing with Microsoft Word, XyWrite Revealed, Word for Windows Revealed, Your OS/2 Consultant, and Navigating the Internet with OS/2 Warp. Herb is also joint author and technical edi-tor for many other books. He has received the Microsoft MVP (Most Valuable Professional) award each year for more than 15 years in recognition for helping thousands of Microsoft Word users. Widely recognized for his expertise, Herb’s clients have included IBM, Wang, the federal govern-ment, and the World Bank, as well as numerous law fi rms and publishers. Herb is also a singer and songwriter, currently working on his second CD. He and his guitar are no strangers to musical venues in the Washington, D.C., area. He has performed at the Birchmere, the Kennedy Center, Jammin’ Java, and coffeehouses, and is a frequent performer at the Mount Vernon Unitarian Church (where he serves as Webmaster). You can visit Herb’s website at www.herbtyson.com. Questions about this book and Microsoft Offi ce can be pursued at Herb’s Word 2010 blog, at http://word.herbtyson.com/.

Michael R. Groh is a well-known author, writer, and consultant specializing in Windows database systems. His company, PC Productivity Solutions, provides information-management applications to companies across the country. Over the last 25 years, Mike has worked with a wide variety of programming languages, operating systems, and computer hardware, ranging from programming a DEC PDP-8A using the Focal interpreted language to building distributed applications under Visual Studio .NET and Microsoft SharePoint. Mike was one of the fi rst people outside Microsoft to see Access in action. He was among a select group of journalists and pub-lishers invited to preview the Access 1.0 beta (then called Cirrus) at the 1992 Windows World Conference in Chicago. Since then, Mike has been involved in every Microsoft Access beta pro-gram, as an insider and as a journalist and reporter documenting the evolution of this fascinating product. Mike has authored parts of more than 20 different computer books and is a frequent contributor to computer magazines and journals. Mike has written more than 200 articles and editorials over the last 15 years, mostly for Advisor Media (San Diego, CA). He frequently speaks at computer conferences virtually everywhere in the world, and is technical editor and contribu-tor to periodicals and publications produced by Advisor Media. Mike holds a master’s degree in Clinical Chemistry from the University of Iowa (Iowa City) and an MBA from Northeastern University (Boston). Mike can be reached at AccessBible@mikegroh.com. Please prefi x the e-mail subject line with “AccessBible:” to get past the spam blocker on this account.

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About the Authors

Faithe Wempen, M.A., is an A+ Certifi ed hardware guru, Microsoft Offi ce Specialist Master Instructor, and software consultant with more than 90 computer books to her credit. She has taught Microsoft Offi ce applications, including PowerPoint, to more than a quarter of a million online students for corporate clients including Hewlett Packard, CNET, Sony, Gateway, and eMachines. When she is not writing, she teaches Microsoft Offi ce classes in the Computer Technology department at Indiana University–Purdue University at Indianapolis (IUPUI), does private computer training and support consulting, and owns and operates Sycamore Knoll Bed and Breakfast in Noblesville, Indiana (www.sycamoreknoll.com).

Lisa A. Bucki is an author, trainer, and consultant and has been writing and teaching about computers and software for more than 15 years. She wrote Teach Yourself Visually Microsoft Office PowerPoint 2007, Microsoft Office Project 2007 Survival Guide, Learning Photoshop CS2, Dell Guide to Digital Photography: Shooting, Editing, and Printing Pictures, Learning Computer Applications: Projects &Exercises (multiple editions), and Adobe Photoshop 7 Fast & Easy. Along with Faithe Wempen, Lisa also co-wrote Windows 7 (brief and expanded editions) for educational publisher Paradigm Publishing. Lisa has written or contributed to dozens of additional books and multimedia tutori-als covering a variety of software and technology topics, including FileMaker Pro 6 for the Mac, iPhoto 2, Fireworks and Flash from Adobe, Microsoft Offi ce applications, and digital photog-raphy. She also spearheaded or developed more than 100 computer and trade titles during her association with the former Macmillan Computer Publishing (now a division of Pearson).

About the Technical EditorJustin Rodino started his instructional career working as a guest lecturer at Purdue University. From Purdue, Justin was a key instructor and courseware developer for Altiris/Symantec where he became more involved with Microsoft technologies. He is an MCT and MVP and heavily involved with the Windows and Offi ce teams at Microsoft. Justin has also helped author and edit many books including the Microsoft Offi ce 2010 Bible. As well as authoring material, Justin speaks at many Microsoft events and runs his own consulting company.

e vi

CreditsExecutive EditorCarol Long

Senior Project EditorAdaobi Obi Tulton

Technical EditorJustin Rodino

Production EditorRebecca Anderson

Copy EditorCate Caffrey

Editorial DirectorRobyn B. Siesky

Editorial ManagerMary Beth Wakefi eld

Marketing ManagerAshley Zurcher

Production ManagerTim Tate

Vice President and Executive Group PublisherRichard Swadley

Vice President and Executive PublisherBarry Pruett

Associate PublisherJim Minatel

Project Coordinator, CoverLynsey Stanford

ProofreadersScott Klemp, Word One New YorkBeth Prouty, Word One New York

IndexerRobert Swanson

Cover DesignerMichael E. Trent

Cover Image© Joyce Haughey

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T hanks to Executive Editor Carol Long for sticking with me (Lisa A. Bucki) for my second experience pulling together the contents of this Bible. Carol, it was a pleasure getting the job done for you. I also appreciate the recommendation for this project that I received

from my friend Jim Minatel.

Thanks also to Adaobi Obi Tulton, superhero Senior Project Editor. Adaobi, you handled this monster project while also wrangling a three-year-old at home, with the poise of a person rooted fi rmly in tree pose. Namaste.

The authors who contributed chapters from their individual Bible books provided the granite from which this edifi ce was built. Thanks to these folks for their excellence and expertise:

⦁ John Walkenbach, Excel 2010 Bible

⦁ Herb Tyson, Word 2010 Bible

⦁ Michael R. Groh, Access 2010 Bible

⦁ Faithe Wempen, PowerPoint 2010 Bible

I thank Technical Editor Justin Rodino for vetting a huge volume of material under an aggressive schedule. Your MVP experience was invaluable in making this a better book.

ix

Introduction ............................................................................................................................xxxix

Part I: Common Offi ce Features . . . . . . . . . . . . . . . . . . . . . . . . . . 1Chapter 1: Welcome to Microsoft Offi ce 2010 ................................................................................3Chapter 2: Navigating in Offi ce ....................................................................................................23Chapter 3: Mastering Fundamental Operations ...........................................................................51

Part II: Creating Documents with Word . . . . . . . . . . . . . . . . . . . 87Chapter 4: Making a Document ...................................................................................................89Chapter 5: Formatting 101: Font/Character Formatting .............................................................121Chapter 6: Paragraph Formatting ...............................................................................................139Chapter 7: Styles ........................................................................................................................159Chapter 8: Page Setup and Sections ........................................................................................... 177Chapter 9: Tables and Graphics .................................................................................................203Chapter 10: Data Documents and Mail Merge ............................................................................255Chapter 11: Security, Tracking, and Comments .........................................................................283

Part III: Making the Numbers Work with Excel . . . . . . . . . . . . 307Chapter 12: Using Excel Worksheets and Workbooks ...............................................................309Chapter 13: Entering and Editing Worksheet Data .................................................................... 327Chapter 14: Essential Worksheet and Cell Range Operations ....................................................347Chapter 15: Introducing Formulas and Functions ..................................................................... 391Chapter 16: Working with Dates and Times .............................................................................. 421Chapter 17: Creating Formulas That Count and Sum ................................................................453Chapter 18: Getting Started Making Charts ............................................................................... 479Chapter 19: Communicating Data Visually ................................................................................497

Part IV: Persuading and Informing with PowerPoint . . . . . . . . . 525Chapter 20: A First Look at PowerPoint 2010 .............................................................................527Chapter 21: Creating a Presentation, Slides, and Text ................................................................545Chapter 22: Working with Layouts, Themes, and Masters .........................................................595Chapter 23: Working with Tables and Charts ............................................................................ 631Chapter 24: Using SmartArt Diagrams, Clip Art, and Pictures ..................................................685Chapter 25: Building Animation Effects, Transitions, and Support Materials ............................ 741Chapter 26: Preparing and Delivering a Live Presentation .........................................................773

Contents at a Glance

Part V: Organizing Messages, Contacts, and Time with Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 803Chapter 27 : Fundamentals of E-mail ........................................................................................805Chapter 28: Processing and Securing E-mail .............................................................................859Chapter 29: Working with Contacts ...........................................................................................893Chapter 30: Working with Appointments and Tasks ................................................................. 919

Part VI: Designing Publications with Publisher . . . . . . . . . . . . . 957Chapter 31: Introducing Publisher .............................................................................................959Chapter 32: Design Dazzling Publications with Publisher ........................................................983

Part VII: Managing Information with Access and OneNote . . 1005Chapter 33: An Introduction to Database Development ...........................................................1007Chapter 34: Creating Access Tables ......................................................................................... 1029Chapter 35: Creating and Entering Data with Basic Access Forms ........................................... 1079Chapter 36: Selecting Data with Queries ................................................................................. 1125Chapter 37: Presenting Data with Access Reports .................................................................... 1157Chapter 38: Keeping Information at Hand with OneNote ........................................................ 1175

Part VIII: Sharing and Collaboration . . . . . . . . . . . . . . . . . . . . .1197Chapter 39: SharePoint and SkyDrive ...................................................................................... 1199Chapter 40: SharePoint Workspace .......................................................................................... 1211Chapter 41: Integration with Other Offi ce Applications ...........................................................1227

Appendix A: Customizing Offi ce. . . . . . . . . . . . . . . . . . . . . . . . . . . online

Appendix B: Optimizing Your Offi ce Installation . . . . . . . . . . . . . . . online

Appendix C: International Support and Accessibility Features . . . . . online

Index ........................................................................................................................................ 1245

xi

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxix

Part I: Common Offi ce Features 1

Chapter 1: Welcome to Microsoft Offi ce 2010 . . . . . . . . . . . . . . . . . . . . . .3Learning about Offi ce Applications ......................................................................................3

Word ...........................................................................................................................4Excel ...........................................................................................................................5PowerPoint ..................................................................................................................8Outlook ....................................................................................................................10

Taking Advantage of Other Offi ce Applications..................................................................11Publisher...................................................................................................................11Access .......................................................................................................................11OneNote ...................................................................................................................12

Starting an Application .......................................................................................................13Closing an Application .......................................................................................................16Finding Files ...................................................................................................................... 17Getting Help .......................................................................................................................19

Browsing Help Contents ...........................................................................................19Searching Offi ce.com ................................................................................................19

Summary ............................................................................................................................21

Chapter 2: Navigating in Offi ce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23Discoverability ....................................................................................................................24The “Results-Oriented” User Interface ...............................................................................25Ribbons and Things ...........................................................................................................27

Title Bar ....................................................................................................................28The Tab Row .............................................................................................................29KeyTips .....................................................................................................................29Ribbon ......................................................................................................................30Quick Access Toolbar ...............................................................................................32Live Preview .............................................................................................................33Galleries ....................................................................................................................34The MiniBar or Mini Toolbar ....................................................................................35Shortcut or Contextual Menus ..................................................................................36Enhanced ScreenTips ................................................................................................37Dialog Boxes and Launchers .....................................................................................37

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Contents

Task Panes ................................................................................................................37Status Bar ..................................................................................................................40

Go Backstage with File .......................................................................................................42Options ..............................................................................................................................43

Truth in Advertising, or What’s in a Name? ..............................................................44Advanced … versus Not Advanced? ...........................................................................45

Working with Dialog Boxes ................................................................................................48Navigating Dialog Boxes ...........................................................................................48Using Tabbed Dialog Boxes ......................................................................................49

Summary ............................................................................................................................50

Chapter 3: Mastering Fundamental Operations . . . . . . . . . . . . . . . . . . . . 51Working with Files .............................................................................................................51

Understanding Offi ce 2010 File Formats ..................................................................51Creating a New, Blank File .......................................................................................53Creating a File with a Document Template ...............................................................54Saving and Naming a File .........................................................................................57Opening a File ..........................................................................................................60Closing a File ............................................................................................................61

Printing a File .....................................................................................................................62Performing a Basic Preview and Print .......................................................................63Understanding Page Design Settings ........................................................................64Choosing Print Settings and Printing .......................................................................66

Working with Multiple Windows .......................................................................................69Switching to Another File or Application Window ...................................................69Arranging Windows .................................................................................................71

Moving and Copying Information ......................................................................................72Understanding the Clipboard ...................................................................................72Selecting Information ...............................................................................................72Copying .................................................................................................................... 74Cutting .....................................................................................................................75Pasting ......................................................................................................................75

Finding and Replacing ........................................................................................................78Spell Checking ...................................................................................................................79AutoCorrect, AutoFormat, and Actions ..............................................................................82Styles and Live Preview ......................................................................................................84Summary ............................................................................................................................85

Part II: Creating Documents with Word 87

Chapter 4: Making a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Creating a Blank File ..........................................................................................................89

Typing Text ...............................................................................................................89Using Word Wrap .....................................................................................................90Inserting versus Overtyping ..................................................................................... 91

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Contents

Using Default Tabs .................................................................................................... 91Making a New Paragraph ..........................................................................................92

Creating a File from a Template .........................................................................................92Understanding Templates .........................................................................................93Creating the File from the Template .........................................................................94Working with Template Content ..............................................................................94

Saving and File Formats .....................................................................................................96Convert .....................................................................................................................98Save & Send (Formerly Publish) ...............................................................................99

Compatibility with Previous Versions of Word .................................................................100To .doc or Not to .doc ............................................................................................. 102Persistent Save As ................................................................................................... 103Microsoft Offi ce Compatibility Pack .......................................................................104

.docx versus .docm ...........................................................................................................104Converting a .docx File into a .docm File ...............................................................105

Understanding .docx ........................................................................................................105Navigation Tips and Tricks ............................................................................................... 107

Tricks with Clicks ...................................................................................................108Seldom Screen ........................................................................................................ 110Keyboard ................................................................................................................ 113

Views ................................................................................................................................ 115Draft View Is the New Normal View ....................................................................... 115Print Layout ............................................................................................................ 117Full Screen Reading ................................................................................................ 117Web Layout ............................................................................................................. 118Outline (Master Document Tools) .......................................................................... 118

Summary ..........................................................................................................................120

Chapter 5: Formatting 101: Font/Character Formatting . . . . . . . . . . . . . 121The Big Picture .................................................................................................................121Styles and Character/Font Formatting ..............................................................................122

Style versus Direct ..................................................................................................123Character Formatting .......................................................................................................124

Formatting Techniques ...........................................................................................125The Font Group ......................................................................................................127The Font Dialog Box ...............................................................................................134The Mini Toolbar ....................................................................................................136Character-Formatting Shortcut Keys ......................................................................137

Summary ..........................................................................................................................138

Chapter 6: Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139Styles and Paragraph Formatting ......................................................................................139When to Use Styles ...........................................................................................................140What Exactly Is a Paragraph, Anyway? .............................................................................140

Paragraph-Formatting Attributes ............................................................................ 142

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Contents

Paragraph-Formatting Techniques .......................................................................... 145Structural Formatting ....................................................................................................... 145

Indentation ............................................................................................................. 145Alignment ............................................................................................................... 147Tabs ........................................................................................................................148

Paragraph Decoration ....................................................................................................... 151Numbering/Bullets ................................................................................................. 151Shading ...................................................................................................................154Borders and Boxes ..................................................................................................156

Random Bonus Tip #1 — Sort Paragraphs That Aren’t in a Table .....................................157Random Bonus Tip #2 — Move Paragraphs Easily ...........................................................157Summary ..........................................................................................................................157

Chapter 7: Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Styles Group .....................................................................................................................159

Using Styles ............................................................................................................ 161Creating and Modifying Styles................................................................................ 163Quick Style Sets ...................................................................................................... 165

Styles Task Pane ...............................................................................................................169Manage Styles ......................................................................................................... 171Style Inspector ........................................................................................................ 174

Summary .......................................................................................................................... 175

Chapter 8: Page Setup and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Page Setup Basics .............................................................................................................. 177

Section Formatting ................................................................................................. 178Styles, Section Formatting, and Paragraph Formatting ........................................... 181Page Setup Choices .................................................................................................182Page Layout Settings ...............................................................................................188

Page Borders .....................................................................................................................190The Header and Footer Layer ........................................................................................... 191

Document Sections .................................................................................................192Header and Footer Navigation and Design .......................................................................192

Editing the Header and Footer Areas ......................................................................192Header and Footer Styles ........................................................................................193Section Surfi ng .......................................................................................................193Link to Previous .....................................................................................................194Different First Page .................................................................................................194Different Odd & Even Pages ...................................................................................195Show Document Text..............................................................................................195Distance from Edge of Paper ...................................................................................195

Adding Header and Footer Material .................................................................................196Page Numbers .........................................................................................................196

Themes .............................................................................................................................200What Are Themes? ..................................................................................................200

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Contents

Using Built-In Themes ............................................................................................200Summary .......................................................................................................................... 201

Chapter 9: Tables and Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Quick Start .......................................................................................................................203Table Basics ......................................................................................................................204

Inserting Tables from Scratch .................................................................................205Inserting Tables Based on Existing Data .................................................................207Handling Tables ......................................................................................................209Table Properties ......................................................................................................213

Table Layout and Design ..................................................................................................215Modifying Table Layout .......................................................................................... 216Table Math ..............................................................................................................223Modifying Table Design ..........................................................................................223

Inserting Pictures from Files ............................................................................................230If Your Picture Format Isn’t Supported ...................................................................232

Pictures from the Clipboard and Internet .........................................................................234Manipulation 101 .............................................................................................................234

Wrapping ................................................................................................................235Dragging and Nudging ...........................................................................................238Resizing and Cropping ...........................................................................................238Adjust ..................................................................................................................... 242Arranging Pictures on the Page ...............................................................................244

Inserting Clip Art ............................................................................................................. 245SmartArt .......................................................................................................................... 247

Inserting SmartArt ................................................................................................. 247Summary ..........................................................................................................................252

Chapter 10: Data Documents and Mail Merge . . . . . . . . . . . . . . . . . . . . 255Understanding Data Sources ............................................................................................255Choosing the Type of Data Document ..............................................................................257

Restoring a Word Document to Normal .................................................................258Attaching a Data Source ...................................................................................................258

Selecting Recipients ................................................................................................259Assembling a Data Document ..........................................................................................264

Merge Fields ...........................................................................................................265Rules .......................................................................................................................269Match Fields ........................................................................................................... 271Preview Results ....................................................................................................... 271Find Recipient ........................................................................................................ 271Update Labels .........................................................................................................273Highlight Merge Fields ........................................................................................... 274Auto Check for Errors ............................................................................................. 274Finishing the Merge ................................................................................................ 274

Mail Merge Task Pane/Wizard ..........................................................................................277

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Contents

Step 1: Document Type ...........................................................................................277Step 2: Starting Document ...................................................................................... 278Step 3: Select Recipients.......................................................................................... 278Step 4: Write Your Letter ........................................................................................ 279Step 5: Preview Your Letters ...................................................................................280Step 6: Complete the Merge ....................................................................................280

Summary ..........................................................................................................................281

Chapter 11: Security, Tracking, and Comments . . . . . . . . . . . . . . . . . . . 283Protection Types ...............................................................................................................283

Restricting Permission (Information Rights Management) .....................................284Digital Signatures ...................................................................................................288Document Inspector (Removing Private/Personal Information) .............................290Formatting and Editing Restrictions .......................................................................292Password to Open/Modify ......................................................................................296

Comments and Tracked Changes .....................................................................................298Comments ..............................................................................................................298Tracked Changes ....................................................................................................301Show Markup .........................................................................................................302Display for Review ..................................................................................................304Reviewing Pane.......................................................................................................304

Reviewing Comments and Changes .................................................................................305Accepting and Rejecting Comments .......................................................................305Accepting and Rejecting Changes ...........................................................................306

Protecting Documents for Review ....................................................................................306Summary ..........................................................................................................................306

Part III: Making the Numbers Work with Excel 307

Chapter 12: Using Excel Worksheets and Workbooks . . . . . . . . . . . . . . 309What Is Excel Good For? ..................................................................................................309What’s New in Excel 2010? ............................................................................................... 310Understanding Workbooks and Worksheets .................................................................... 311Moving around a Worksheet ............................................................................................ 314

Navigating with Your Keyboard .............................................................................. 315Navigating with Your Mouse ................................................................................... 316

Introducing Excel’s Ribbon Tabs ...................................................................................... 317Ribbon Tabs ............................................................................................................ 317Contextual Tabs ...................................................................................................... 318

Creating Your First Excel Worksheet ................................................................................ 319Getting Started on Your Worksheet ........................................................................ 319Filling in the Month Names .................................................................................... 319Entering the Sales Data ........................................................................................... 319Formatting the Numbers ........................................................................................320

xvii

Contents

Making Your Worksheet Look a Bit Fancier ............................................................ 321Summing the Values ...............................................................................................322Creating a Chart .....................................................................................................322Printing Your Worksheet ........................................................................................323Saving Your Workbook ........................................................................................... 324

Summary ..........................................................................................................................325

Chapter 13: Entering and Editing Worksheet Data . . . . . . . . . . . . . . . . . 327Exploring the Types of Data You Can Use ........................................................................ 327

About Numeric Values ............................................................................................ 327About Text Entries ..................................................................................................328About Formulas ......................................................................................................329

Entering Text and Values into Your Worksheets ...............................................................329Entering Dates and Times into Your Worksheets .............................................................. 331

Entering Date Values............................................................................................... 331Entering Time Values ..............................................................................................332

Modifying Cell Contents ..................................................................................................332Erasing the Contents of a Cell.................................................................................332Replacing the Contents of a Cell .............................................................................333Editing the Contents of a Cell .................................................................................333Learning Some Handy Data-Entry Techniques .......................................................334

Applying Number Formatting ..........................................................................................340Using Automatic Number Formatting ....................................................................341Formatting Numbers by Using the Ribbon .............................................................342Using Shortcut Keys to Format Numbers ...............................................................342Formatting Numbers Using the Format Cells Dialog Box .......................................343

Summary ..........................................................................................................................346

Chapter 14: Essential Worksheet and Cell Range Operations . . . . . . . . 347Learning the Fundamentals of Excel Worksheets .............................................................347

Working with Excel Windows ................................................................................347Adding a New Worksheet to Your Workbook .........................................................352Deleting a Worksheet You No Longer Need ............................................................352Changing the Name of a Worksheet .......................................................................353Changing a Sheet Tab Color ...................................................................................353Rearranging Your Worksheets ................................................................................353Hiding and Unhiding a Worksheet ......................................................................... 355

Controlling the Worksheet View ......................................................................................356Zooming in or out for a Better View ........................................................................356Viewing a Worksheet in Multiple Windows ............................................................356Comparing Sheets Side-by-Side ..............................................................................359Splitting the Worksheet Window into Panes ..........................................................359Keeping the Titles in View by Freezing Panes .........................................................359Monitoring Cells with a Watch Window ................................................................361

Working with Rows and Columns ...................................................................................362

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Contents

Inserting Rows and Columns .................................................................................363Deleting Rows and Columns ...................................................................................364Hiding Rows and Columns .....................................................................................364Changing Column Widths and Row Heights ..........................................................364

Understanding Cells and Ranges ......................................................................................366Selecting Ranges .....................................................................................................367Selecting Complete Rows and Columns ..................................................................368Selecting Noncontiguous Ranges ............................................................................368Selecting Multisheet Ranges ....................................................................................369Selecting Special Types of Cells ..............................................................................371Selecting Cells by Searching ...................................................................................372

Copying or Moving Ranges ..............................................................................................373Copying by Using Ribbon Commands ................................................................... 374Copying by Using Shortcut Menu Commands........................................................ 374Copying or Moving by Using Drag-and-Drop .........................................................375Copying to Adjacent Cells ...................................................................................... 376Copying a Range to Other Sheets ...........................................................................377Using the Offi ce Clipboard to Paste ........................................................................377Pasting in Special Ways .......................................................................................... 379Using the Paste Special Dialog Box .........................................................................380

Using Names to Work with Ranges ..................................................................................382Creating Range Names in Your Workbooks ............................................................383Managing Names ....................................................................................................385

Adding Comments to Cells...............................................................................................387Formatting Comments ............................................................................................388Working Further with Comments ..........................................................................388

Summary ..........................................................................................................................389

Chapter 15: Introducing Formulas and Functions. . . . . . . . . . . . . . . . . . 391Understanding Formula Basics ......................................................................................... 391

Using Operators in Formulas ..................................................................................392Understanding Operator Precedence in Formulas ..................................................394Using Functions in Your Formulas .........................................................................396

Entering Formulas into Your Worksheets .........................................................................398Entering Formulas Manually ..................................................................................400Entering Formulas by Pointing ...............................................................................400Pasting Range Names into Formulas ......................................................................401Inserting Functions into Formulas .........................................................................402Function Entry Tips ................................................................................................404

Editing Formulas ..............................................................................................................404Using Cell References in Formulas ...................................................................................405

Using Relative, Absolute, and Mixed References .....................................................405Changing the Types of Your References ..................................................................408Referencing Cells Outside the Worksheet ...............................................................408

Using Formulas in Tables .................................................................................................409

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Contents

Summarizing Data in a Table ..................................................................................409Using Formulas within a Table ............................................................................... 410Referencing Data in a Table..................................................................................... 412

Correcting Common Formula Errors ............................................................................... 414Handling Circular References ................................................................................. 415Specifying When Formulas Are Calculated ............................................................ 416

Tips for Working with Formulas ...................................................................................... 417Don’t Hard-Code Values ......................................................................................... 417Using the Formula Bar as a Calculator .................................................................... 418Making an Exact Copy of a Formula ....................................................................... 418Converting Formulas to Values ............................................................................... 419

Summary .......................................................................................................................... 419

Chapter 16: Working with Dates and Times . . . . . . . . . . . . . . . . . . . . . . 421How Excel Handles Dates and Times ............................................................................... 421

Understanding Date Serial Numbers ...................................................................... 421Entering Dates ........................................................................................................422Understanding Time Serial Numbers ..................................................................... 424Entering Times .......................................................................................................426Formatting Dates and Times ...................................................................................426Problems with Dates ............................................................................................... 427

Date-Related Worksheet Functions...................................................................................430Displaying the Current Date ................................................................................... 431Displaying Any Date ............................................................................................... 431Generating a Series of Dates ................................................................................... 432Converting a Nondate String to a Date ................................................................... 433Calculating the Number of Days Between Two Dates .............................................434Calculating the Number of Workdays between Two Dates ..................................... 435Offsetting a Date Using only Workdays ..................................................................436Calculating the Number of Years between Two Dates .............................................436Calculating a Person’s Age ...................................................................................... 437Determining the Day of the Year .............................................................................438Determining the Day of the Week ..........................................................................439Determining the Date of the Most Recent Sunday ..................................................439Determining the First Day of the Week after a Date ...............................................439Determining the Nth Occurrence of a Day of the Week in a Month .......................440Calculating Dates of Holidays .................................................................................440Determining the Last Day of a Month .....................................................................443Determining Whether a Year Is a Leap Year ............................................................443Determining a Date’s Quarter .................................................................................444

Time-Related Functions ...................................................................................................444Displaying the Current Time ..................................................................................444Displaying any Time ...............................................................................................445Calculating the Difference between Two Times ......................................................446Summing Times that Exceed 24 Hours ...................................................................447

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Contents

Converting from Military Time ...............................................................................449Converting Decimal Hours, Minutes, or Seconds to a Time ...................................449Adding Hours, Minutes, or Seconds to a Time ........................................................450Rounding Time Values ............................................................................................450Working with Non-Time-of-Day Values .................................................................. 451

Summary ..........................................................................................................................452

Chapter 17: Creating Formulas That Count and Sum . . . . . . . . . . . . . . . 453Counting and Summing Worksheet Cells ........................................................................453Basic Counting Formulas ................................................................................................. 455

Counting the Total Number of Cells .......................................................................456Counting Blank Cells ..............................................................................................456Counting Non-Blank Cells......................................................................................457Counting Numeric Cells .........................................................................................457Counting Text Cells ................................................................................................457Counting Non-text Cells .........................................................................................457Counting Logical Values .........................................................................................457Counting Error Values in a Range ...........................................................................458

Advanced Counting Formulas ..........................................................................................458Counting Cells by Using the COUNTIF Function ..................................................458Counting Cells Based on Multiple Criteria .............................................................460Counting the Most Frequently Occurring Entry .....................................................463Counting the Occurrences of Specifi c Text .............................................................463Counting the Number of Unique Values .................................................................465Creating a Frequency Distribution .........................................................................465

Summing Formulas .......................................................................................................... 470Summing All Cells in a Range ................................................................................ 470Computing a Cumulative Sum ................................................................................472Summing the “Top n” Values .................................................................................. 473

Conditional Sums Using a Single Criterion ...................................................................... 474Summing Only Negative Values.............................................................................. 475Summing Values Based on a Different Range .......................................................... 475Summing Values Based on a Text Comparison ....................................................... 476Summing Values Based on a Date Comparison ....................................................... 476

Conditional Sums Using Multiple Criteria........................................................................ 476Using And Criteria .................................................................................................. 476Using Or Criteria .................................................................................................... 478Using And and Or Criteria ..................................................................................... 478

Summary .......................................................................................................................... 478

Chapter 18: Getting Started Making Charts . . . . . . . . . . . . . . . . . . . . . . 479What Is a Chart? ............................................................................................................... 479Understanding How Excel Handles Charts ......................................................................480

Embedded Charts ...................................................................................................481Chart Sheets ...........................................................................................................482

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Contents

Creating a Chart ...............................................................................................................484Hands On: Creating and Customizing a Chart .................................................................485

Selecting the Data ...................................................................................................485Choosing a Chart Type ...........................................................................................486Experimenting with Different Layouts ...................................................................486Trying Another View of the Data ............................................................................487Trying Other Chart Types ......................................................................................488Trying Other Chart Styles ......................................................................................488

Working with Charts........................................................................................................490Resizing a Chart .....................................................................................................490Moving a Chart .......................................................................................................490Copying a Chart .....................................................................................................491Deleting a Chart .....................................................................................................491Adding Chart Elements ..........................................................................................491Moving and Deleting Chart Elements .....................................................................491Formatting Chart Elements ....................................................................................492Printing Charts .......................................................................................................492

Understanding Chart Types .............................................................................................493Choosing a Chart Type ...........................................................................................494

Summary ..........................................................................................................................495

Chapter 19: Communicating Data Visually . . . . . . . . . . . . . . . . . . . . . . . 497About Conditional Formatting .........................................................................................497Specifying Conditional Formatting ..................................................................................499

Formatting Types You Can Apply ...........................................................................499Making Your Own Rules .........................................................................................500

Conditional Formats That Use Graphics ..........................................................................501Using Data Bars ......................................................................................................501Using Color Scales ..................................................................................................503Using Icon Sets .......................................................................................................505

Creating Formula-Based Rules .........................................................................................508Understanding Relative and Absolute References ...................................................509Conditional Formatting Formula Examples ........................................................... 510

Working with Conditional Formats .................................................................................513Managing Rules ...................................................................................................... 514Copying Cells That Contain Conditional Formatting ............................................. 514Deleting Conditional Formatting ............................................................................ 515Locating Cells That Contain Conditional Formatting .............................................515

Introducing Sparklines ..................................................................................................... 515Sparkline Types ...................................................................................................... 516Creating Sparklines ................................................................................................ 517Customizing Sparklines .......................................................................................... 519Specifying a Date Axis ............................................................................................522Auto-updating Sparklines .......................................................................................523

Summary ..........................................................................................................................524

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Part IV: Persuading and Informing with PowerPoint 525

Chapter 20: A First Look at PowerPoint 2010 . . . . . . . . . . . . . . . . . . . . . 527What’s New in PowerPoint 2010? .....................................................................................528

Backstage View .......................................................................................................528Better Support for Video Import and Editing ..........................................................529Output to Video and DVD ......................................................................................529Collaboration ..........................................................................................................529Other Changes ........................................................................................................529

Learning Your Way around PowerPoint ............................................................................530Starting and Exiting PowerPoint ............................................................................. 531

Changing the View ...........................................................................................................532Normal View...........................................................................................................533Slide Sorter View.....................................................................................................534Slide Show View .....................................................................................................535Notes Page View......................................................................................................536

Zooming In and Out.........................................................................................................536Enabling Optional Display Elements ................................................................................538

Ruler .......................................................................................................................538Gridlines .................................................................................................................539Guides ....................................................................................................................540Color/Grayscale/Pure Black and White Views ........................................................541

Opening a New Display Window .....................................................................................542Arranging Windows ...............................................................................................542Switching among Windows ....................................................................................543

Summary ..........................................................................................................................543

Chapter 21: Creating a Presentation, Slides, and Text . . . . . . . . . . . . . . 545Starting a New Presentation .............................................................................................545

Starting a Blank Presentation from Scratch.............................................................545Starting a Presentation from a Template or Theme .................................................546Basing a New Presentation on an Existing One ......................................................548Basing a New Presentation on Content from Another Application ..........................550

Saving Your Work ............................................................................................................. 551Saving for the First Time ........................................................................................ 551Saving Subsequent Times .......................................................................................552Changing Drives and Folders .................................................................................553Saving in a Different Format ...................................................................................557Specifying Save Options .........................................................................................562

Setting Passwords for File Protection ................................................................................564Closing and Reopening Presentations ..............................................................................566

Closing a Presentation ............................................................................................566Opening a Presentation ..........................................................................................566Opening a File from a Different Program ...............................................................569Finding a Presentation File to Open .......................................................................569

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Contents

Creating New Slides .........................................................................................................570Creating New Slides from the Outline Pane............................................................571Creating a Slide from the Slides Pane......................................................................571Creating a Slide from a Layout ................................................................................572Copying Slides ........................................................................................................572

Inserting Content from External Sources ......................................................................... 574Copying Slides from Other Presentations ............................................................... 574Inserting New Slides from an Outline .................................................................... 576Opening a Word Document as a New Presentation ................................................578Importing Text from Web Pages .............................................................................579

Managing Slides ...............................................................................................................579Selecting Slides .......................................................................................................580Deleting Slides ........................................................................................................581Undoing Mistakes ...................................................................................................581Rearranging Slides ..................................................................................................582

Using Content Placeholders ..............................................................................................584Inserting Content into a Placeholder ......................................................................584Placeholders versus Manually Inserted Objects ......................................................585

Creating Text Boxes Manually ..........................................................................................585When Should You Use a Manual Text Box? .............................................................586Creating a Text Box Manually .................................................................................587

Working with Text Boxes .................................................................................................587Selecting Text Boxes ...............................................................................................587Sizing a Text Box ....................................................................................................588Positioning a Text Box ............................................................................................589Changing a Text Box’s AutoFit Behavior .................................................................590

Summary ..........................................................................................................................593

Chapter 22: Working with Layouts, Themes, and Masters . . . . . . . . . . . 595Understanding Layouts and Themes ................................................................................595

Themes versus Templates .......................................................................................596Where Themes Are Stored ......................................................................................597Themes, Layouts, and Slide Master View ................................................................597

Changing a Slide’s Layout .................................................................................................598Applying a Theme ............................................................................................................600

Applying a Theme from the Gallery ........................................................................601Applying a Theme from a Theme or Template File .................................................602

Changing Colors, Fonts, and Effects ................................................................................603Understanding Color Placeholders ..........................................................................603Switching Color Themes .........................................................................................604Understanding Font Placeholders ...........................................................................605Switching Font Themes ..........................................................................................606Changing the Effect Theme ....................................................................................606

Creating and Managing Custom Color and Font Themes .................................................608Creating a Custom Color Theme .............................................................................608

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Contents

Sharing a Custom Color Theme with Others .......................................................... 610Deleting a Custom Color Theme ............................................................................. 610Creating a Custom Font Theme .............................................................................. 611Sharing a Custom Font Theme with Others ........................................................... 611Deleting a Custom Font Theme ..............................................................................612

Changing the Background ................................................................................................613Applying a Background Style .................................................................................. 614Applying a Background Fill .................................................................................... 615Working with Background Graphics ...................................................................... 616

Working with Placeholders ............................................................................................... 617Formatting a Placeholder ........................................................................................ 618Moving, Deleting, or Restoring Placeholders .......................................................... 619Displaying the Date, Number, and Footer on Slides ...............................................620

Customizing and Creating Layouts .................................................................................. 621Understanding Content Placeholders ......................................................................622Adding a Custom Placeholder .................................................................................622Deleting and Restoring a Custom Placeholder ........................................................623Overriding the Slide Master Formatting for a Layout ............................................. 624Creating a New Layout ........................................................................................... 624Renaming a Layout .................................................................................................625Duplicating and Deleting Layouts ...........................................................................625Copying Layouts between Slide Masters .................................................................625

Managing Slide Masters ....................................................................................................626Creating and Deleting Slide Masters .......................................................................626Renaming a Slide Master......................................................................................... 627Preserving a Slide Master ........................................................................................628

Managing Themes ............................................................................................................628Creating a New Theme ...........................................................................................628Renaming a Theme .................................................................................................629Deleting a Theme ....................................................................................................629Copying a Theme from Another Presentation .........................................................630

Summary ..........................................................................................................................630

Chapter 23: Working with Tables and Charts . . . . . . . . . . . . . . . . . . . . . 631Creating a New Table ....................................................................................................... 631

Creating a Table with the Insert Table Dialog Box ..................................................632Creating a Table from the Table Button ...................................................................633Drawing a Table ......................................................................................................633

Moving Around in a Table ................................................................................................635Selecting Rows, Columns, and Cells.................................................................................635Editing a Table’s Structure ................................................................................................636

Resizing the Overall Table ......................................................................................637Inserting or Deleting Rows and Columns ...............................................................637Merging and Splitting Cells ....................................................................................639

Applying Table Styles .......................................................................................................639

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Contents

Formatting Table Cells .....................................................................................................641Changing Row Height and Column Width .............................................................641Table Margins and Alignment .................................................................................642Applying Borders ....................................................................................................642Applying Fills .........................................................................................................643Applying a Shadow to a Table .................................................................................649Applying a 3-D Effect to a Table .............................................................................649Changing Text Alignment ...................................................................................... 651Changing Text Direction ........................................................................................652

Understanding Charts ......................................................................................................652Parts of a Chart .......................................................................................................653PowerPoint 2010 versus Legacy Charts ...................................................................654

Starting a New Chart ........................................................................................................656Working with Chart Data .................................................................................................659

Plotting by Rows versus by Columns ......................................................................659Redefi ning the Data Range ......................................................................................660

Chart Types and Chart Layout Presets .............................................................................662Working with Labels ........................................................................................................663

Working with Chart Titles ......................................................................................665Working with Axis Titles ........................................................................................665Working with Legends............................................................................................667Adding Data Labels .................................................................................................669Adding a Data Table ................................................................................................671

Controlling the Axes ........................................................................................................672Using Axis Presets ..................................................................................................672Setting Axis Scale Options ......................................................................................673Setting a Number Format ....................................................................................... 676

Formatting a Chart ...........................................................................................................677Clearing Manually Applied Formatting ..................................................................678Formatting Titles and Labels ..................................................................................678Applying Chart Styles .............................................................................................679Formatting the Chart Area .....................................................................................679Formatting the Legend ...........................................................................................680Formatting Gridlines and Walls .............................................................................680Formatting the Data Series .....................................................................................681

Rotating a 3-D Chart ........................................................................................................682Summary ..........................................................................................................................683

Chapter 24: Using SmartArt Diagrams, Clip Art, and Pictures . . . . . . . . 685Understanding SmartArt Types and Their Uses ...............................................................685

List ..........................................................................................................................686Process ....................................................................................................................686Cycle .......................................................................................................................687Hierarchy ................................................................................................................688Relationship ............................................................................................................689

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Contents

Matrix .....................................................................................................................689Pyramid ..................................................................................................................689Picture ....................................................................................................................690

Inserting a Diagram .......................................................................................................... 691Editing SmartArt Text ...................................................................................................... 691Modifying SmartArt Structure .........................................................................................693

Inserting and Deleting Shapes ................................................................................693Adding Bullets ........................................................................................................694Promoting and Demoting Text ................................................................................694Changing the Flow Direction ..................................................................................694Reordering Shapes ..................................................................................................694Repositioning Shapes ..............................................................................................695Resetting a Graphic .................................................................................................696Changing to a Different Diagram Layout ................................................................696

Modifying a Hierarchy Diagram Structure .......................................................................696Inserting and Deleting Shapes ................................................................................696Changing a Person’s Level in the Organization .......................................................698Controlling Subordinate Layout Options ................................................................698

Formatting a Diagram ......................................................................................................699Applying a SmartArt Style ......................................................................................700Changing SmartArt Colors ..................................................................................... 701Manually Applying Colors and Effects to Individual Shapes .................................. 701Manually Formatting the Diagram Text ..................................................................702Making a Shape Larger or Smaller ..........................................................................702Resizing the Entire SmartArt Graphic Object .........................................................703Editing in 2-D .........................................................................................................703Changing the Shapes Used in the Diagram ............................................................704

Saving a SmartArt Diagram as a Picture ...........................................................................704Choosing Appropriate Clip Art .........................................................................................705About the Clip Organizer .................................................................................................706Inserting Clip Art on a Slide .............................................................................................706Clip Art Search Methods .................................................................................................. 707

Using Multiple Keywords........................................................................................708Specify Which Media File Types to Find ................................................................708Work with Found Clips ..........................................................................................708

Working with Clip Art Collections ................................................................................... 710Opening and Browsing the Clip Organizer ............................................................. 710Using the Clip Organizer to Insert Clip Art ............................................................712Creating and Deleting Folders ................................................................................712Moving Clips between Collections ..........................................................................713Cataloging Clips .....................................................................................................713Deleting Clips from the Clip Organizer ..................................................................715Making Clips Available Offl ine ............................................................................... 716Browsing for More Clips on Offi ce.com .................................................................. 716

Understanding Raster Graphics ........................................................................................718

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Contents

Resolution ...............................................................................................................720Color Depth ............................................................................................................723File Format .............................................................................................................723

Importing Image Files into PowerPoint ............................................................................725Linking to a Graphic File ........................................................................................727Acquiring Images from a Scanner ...........................................................................727Acquiring Images from a Digital Camera ................................................................729Capturing and Inserting Screenshots .....................................................................730

Sizing and Cropping Photos .............................................................................................732Sizing a Photo .........................................................................................................732Cropping a Photo ....................................................................................................733Resetting a Photo ....................................................................................................737

Compressing Images ........................................................................................................737Reducing Resolution and Compressing Images

in PowerPoint .....................................................................................................737Reducing Resolution with a Third-Party Utility ......................................................739

Summary ..........................................................................................................................739

Chapter 25: Building Animation Effects, Transitions, and Support Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 741

Understanding Animation and Transitions ...................................................................... 741Assigning Transitions to Slides ......................................................................................... 742

Setting Transition Effects and Timings ................................................................... 742More about Transition Sounds ................................................................................744Rehearsing and Recording Transition Timings ....................................................... 745

Animating Slide Content .................................................................................................. 747Understanding Animations ..................................................................................... 747Choosing an Animation Effect ................................................................................749Animating Parts of a Chart .....................................................................................750

The When and How of Handouts ..................................................................................... 755Creating Handouts ...........................................................................................................756

Choosing a Layout ..................................................................................................756Printing Handouts ..................................................................................................757Setting Printer-Specifi c Options .............................................................................760Using the Handout Master ...................................................................................... 762Setting the Number of Slides per Page .................................................................... 763Using and Positioning Placeholders ........................................................................764Setting Handout and Slide Orientation ................................................................... 765Formatting Handouts .............................................................................................766

Creating Speaker Notes ....................................................................................................766Typing Speaker Notes ............................................................................................. 767Changing the Notes Page Layout ............................................................................768Printing Notes Pages ...............................................................................................769

Printing an Outline ..........................................................................................................770Printing Slides ..................................................................................................................770Summary ..........................................................................................................................771

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Contents

Chapter 26: Preparing and Delivering a Live Presentation . . . . . . . . . . . 773Starting and Ending a Show .............................................................................................773Using the Onscreen Show Controls .................................................................................. 774

Moving from Slide to Slide ......................................................................................776Jumping to Specifi c Slides .......................................................................................777Blanking the Screen ................................................................................................778

Using the Onscreen Pen ...................................................................................................779Hiding Slides for Backup Use ........................................................................................... 781

Hiding and Unhiding Slides ................................................................................... 781Showing a Hidden Slide during a Presentation .......................................................782

Using Custom Shows ........................................................................................................782Ideas for Using Custom Shows ................................................................................784Creating Custom Shows ..........................................................................................785Editing Custom Shows ............................................................................................786Copying Custom Shows ..........................................................................................787Deleting Custom Shows ..........................................................................................787Displaying a Custom Show .....................................................................................787Using a Custom Show as the Main Presentation ..................................................... 791

Giving a Presentation on a Different Computer ................................................................792Copying a Presentation to CD ................................................................................792Creating a CD Containing Multiple Presentation Files ...........................................794Setting Copy Options .............................................................................................795Copying a Presentation to Other Locations ............................................................796

Working with Audiovisual Equipment .............................................................................797Presenting with Two Screens ..................................................................................798Confi guring Display Hardware for Multi-screen Viewing .......................................798Setting Up a Presentation for Two Screens ..............................................................800Presenting with Two Screens Using Presenter View ...............................................800

Summary ..........................................................................................................................802

Part V: Organizing Messages, Contacts, and Time with Outlook 803

Chapter 27: Fundamentals of E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . 805Setting Up Your E-mail Accounts .....................................................................................805

Automatic E-mail Account Setup ............................................................................806Manual E-mail Account Setup (POP and IMAP) .....................................................808Manual E-mail Account Setup (Exchange Server) ................................................... 815Manual E-mail Account Setup (Web) ...................................................................... 816

Modifying Account Settings ............................................................................................. 818Using Outlook Profi les ..................................................................................................... 819

Understanding Profi les ........................................................................................... 819Creating a New Profi le ............................................................................................ 819Switching Profi les ...................................................................................................820