Ns Office 2015 Manual

MSOffice2007Courseware
Index
MSOffice2007..............................................................................................................................................5
ExploretheUserInterface......................................................................................................................5
QuickAccessToolbar............................................................................................................................5
Minitoolbar..........................................................................................................................................5
WorkWiththeRibbon..........................................................................................................................6
KeyTips.................................................................................................................................................7
Changethekeyboardfocuswithoutusingthemouse.........................................................................7
UseaccesskeysfromOffice2003inRibbonprograms........................................................................8
WorkwithContextualTabs....................................................................................................................9
UsetheGalleries......................................................................................................................................9
OverviewofQuickStyles........................................................................................................................10
DocumentInspector...............................................................................................................................11
MyPlacesbar..........................................................................................................................................12
PDFandXPSfileformats.........................................................................................................................14
MicrosoftWord2007..................................................................................................................................15
DocumentInspectorMSOfficeWord2007............................................................................................15
StylesandStyleSet.................................................................................................................................16
Changeastyle.....................................................................................................................................16
CreateanewQuickStyle....................................................................................................................17
StyleInspector....................................................................................................................................19
UsingThemes..........................................................................................................................................19
Selectasetofthemeeffects...............................................................................................................21
QuickParts..............................................................................................................................................21
Citationandbibliography........................................................................................................................22
Comparedocuments...............................................................................................................................22
MicrosoftExcel2007...................................................................................................................................24
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DocumentInspectorMSOfficeExcel2007.............................................................................................24
ConditionalFormatting...........................................................................................................................25
Manageconditionalformattingruleprecedence...............................................................................25
Sorting.....................................................................................................................................................29
Sortdatainarangeortable...............................................................................................................29
SortbyCaseSensitivity.......................................................................................................................31
Table........................................................................................................................................................31
PivotTables.............................................................................................................................................31
DifferencesbetweenPivotChartreportsandcharts..........................................................................35
NameManager.......................................................................................................................................36
ThenewFormulaBar..............................................................................................................................37
DuplicateEntries.....................................................................................................................................39
Filterforuniquevalues.......................................................................................................................39
Removeduplicatevalues....................................................................................................................40
ConnectingExceltoExternalDataSource..............................................................................................40
TogetDataConnections.....................................................................................................................41
Workingwith3DGraphs.........................................................................................................................43
3DFormatoptions.............................................................................................................................44
MSPowerPoint2007..................................................................................................................................46
DocumentInspectorMSOfficePowerPoint2007..................................................................................46
SmartArt..................................................................................................................................................46
EnhancedAnimation...............................................................................................................................48
ThemesandStyles..................................................................................................................................49
Applyabuiltinthemetoaslidemaster.............................................................................................49
ABriefonStyles..................................................................................................................................49
EnhancedSlideDesign............................................................................................................................49
AutoContentWizard...........................................................................................................................49
TitleMaster.........................................................................................................................................50
ToAddaSlideMaster.........................................................................................................................50
MicrosoftOutlook2007..............................................................................................................................51
ColorsandShortcuttoCategories.........................................................................................................53
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AboutCalendars......................................................................................................................................55
Viewcalendarssidebysideoroverlaid.................................................................................................55
Openacalendarinanewwindow......................................................................................................56
Overlaythecalendars.........................................................................................................................56
Removeacalendarfromtheoverlaystack........................................................................................57
PublishandShareCalendar....................................................................................................................57
TaskandCalendarintegration................................................................................................................59
ToDoList................................................................................................................................................60
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MSOffice2007
ExploretheUserInterface
QuickAccessToolbar
TheQuickAccessToolbarcanbelocatedinoneoftwoplaces:
UpperleftcornernexttotheMicrosoftOfficeButton
(defaultlocation)
BelowtheRibbon
Ifyoudon'twanttheQuickAccessToolbartobedisplayedinitscurrentlocation,youcanmoveittothe
other location. If you find that the default location next to the Microsoft Office Button
is too far
fromyourworkareatobeconvenient,youmaywanttomoveitclosertoyourworkarea.Thelocation
belowtheRibbonencroachesontheworkarea.Therefore,ifyouwanttomaximizetheworkarea,you
maywanttokeeptheQuickAccessToolbarinitsdefaultlocation.
ClickCustomizeQuickAccessToolbar tomovetheribbon.
Minitoolbar
Whenyouselecttext,youcanshoworhideahandy,miniature,semitransparenttoolbarcalledtheMini
toolbar.TheMinitoolbarhelpsyouworkwithfonts,fontstyles,fontsizing,alignment,textcolor,indent
levels,andbulletfeatures.
NoteYoucannotcustomizetheMinitoolbar.
Thefollowingshowshowthesemitransparenttoolbarlookswhenyouselecttextonaslideorinashape
inMicrosoftOfficePowerPoint2007.
MaestrosMedilineSystemsLtd.Allrightsreserved
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ThefollowingshowstheMinitoolbarwhenyourestyourpointeronit.Tousethetoolbar,clickanyof
theavailablecommands.
WorkWiththeRibbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
Commandsareorganizedinlogicalgroups,whicharecollectedtogetherundertabs.Eachtabrelatesto
atypeofactivity,suchaswritingorlayingoutapage.Toreduceclutter,sometabsareshownonlywhen
needed.Forexample,thePictureToolstabisshownonlywhenapictureisselected.
Ribbon
ThepictureaboveiscalledRibbon
Tabs
TheHome,Insert,PageLayout,etcarecalledTabs.Someofthetabsappearonly
inacontext
Group
EveryTabisfurtherdividedintoGroups.Inthepictureabove,theHomeTab,
showsGroupslikeClipboard,Font,Paragraph,StylesandEditing
Galleries
TheGroupStylesshowsagallery.Wehaveothergalleriesaswell.
StylesDialogBox
Launcher
AttheextremeRightBottomyouseetheDialogboxLauncherforthatGroup.
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KeyTips
PressandReleasetheALTkey.
TheKeyTipsaredisplayedovereachfeaturethatisavailableinthecurrentview.Thefollowingexample
isfromMicrosoftOfficeWord.
Changethekeyboardfocuswithoutusingthemouse
AnotherwaytousethekeyboardtoworkwithRibbonprogramsistomovethefocusamongthetabs
andcommandsuntilyoufindthefeaturethatyouwanttouse.Thefollowingtablelistssomewaysto
movethekeyboardfocuswithoutusingthemouse.
Todothis
Press
SelecttheactivetaboftheRibbonandactivatetheaccess
keys.
ALTorF10.Presseitherofthesekeys
againtomovebacktothedocument
andcanceltheaccesskeys.
MovetoanothertaboftheRibbon.
ALTorF10toselecttheactivetab,
andthenLEFTARROWorRIGHT
ARROW
MinimizeorrestoretheRibbon.
CTRL+F1
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Displaytheshortcutmenufortheselectedcommand.
SHIFT+F10
Movethefocustoselecteachofthefollowingareasofthe
window:
ActivetaboftheRibbon
Viewstatusbaratthebottomofthewindow
Yourdocument
F6
MovethefocustoeachcommandintheRibbon,forwardor
backward.
ALTorF10,andthenTABor
SHIFT+TAB
Movedown,up,left,orrightamongtheitemsintheRibbon.
DOWNARROW,UPARROW,LEFT
ARROW,orRIGHTARROW
ActivatetheselectedcommandorcontrolintheRibbon.
SPACEBARorENTER
OpentheselectedmenuorgalleryintheRibbon.
SPACEBARorENTER
ActivateacommandorcontrolintheRibbonsoyoucan
modifyavalue.
ENTER
FinishmodifyingavalueinacontrolintheRibbon,andmove
focusbacktothedocument.
ENTER
GethelpontheselectedcommandorcontrolintheRibbon.(If F1
noHelptopicisassociatedwiththeselectedcommand,the
Helptableofcontentsforthatprogramisshowninstead.)
UseaccesskeysfromOffice2003inRibbonprograms
InsomeMicrosoftOfficeprograms,menusandtoolbarshavebeenreplacedbytheRibbon.However,if
youhavememorizedandgottenusedtousingtheaccesskeysfromMicrosoftOffice2003,youcanstill
usethem.
Note:inMicrosoftOfficeOutlook,menusandtoolbarsarestillpartofthemainwindowoftheprogram.
However,inopenitemssuchasemailmessages,theaccesskeyshavebeenreplacedwiththeRibbon.
WhenyouareusinganaccesskeyfromOffice2003,amessageisdisplayedtoalertyouandtoremind
youwhichkeysyouhavepressed.
For example: If, you want to insert a hyperlink in your file, and you are used to using the access key
sequencefromOffice2003,soyoupressALT+I.Thefollowingmessageisshowntoremindyouofwhich
keys you have pressed: Office 2003 access key: ALT, I,. When you press the I key again, the Insert
Hyperlinkdialogboxisdisplayed.
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WorkwithContextualTabs
Thetabsthatsurfaceorshowupwhileyouareworkingwithaspecificfeaturearecalledcontextual
tabs.
Forexample:YoudonotseetheDrawingToolsFormatTabhere.Butthemomentyouinsertadrawing
tool,thetabshowsup.ThusbasedonthecontexttheTabsshowup
UsetheGalleries
IordertocreateprofessionallookingdocumentsOfficeWord2007provideseditingandreviewingtools
forcreatingpolisheddocuments.
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The galleries of formatting choices give you a live visual preview of the formatting in your document
before you commit to making a change. Thus Word eliminates the guesswork when you apply
formattingtoyourdocument.Andnowyoucanspendmoretimewritingandlesstimeformatting
Especially when you are working with templates such as a report, you can select from a gallery of
preformatted cover pages, pull quotes, and headers and footers to make your document look more
polished.
Ifyouwanttocustomizethepreformattedcontent,orifyourorganizationoftenusesthesamepieceof
content,suchaslegaldisclaimertextorcustomercontactinformation,youcancreateyourownbuilding
blocksthatyouselectfromthegallerywithasingleclick.Thusaddingpreformattedelementswithjusta
fewclicks
OverviewofQuickStyles
Quick Styles are combinations of different formatting options and are displayed in a thumbnail in the
various Quick Style galleries. When you place your pointer over a Quick Style thumbnail, you can see
howtheQuickStyleaffectsyourSmartArtgraphicorshape.
QuickStylesforSmartArtgraphics(SmartArtStyles)includeedges,shadows,linestyles,gradients,and
threedimensional(3D)perspectives.TrydifferentcombinationsofSmartArtStylesandcolorsuntilyou
findonethatmatchesthemessagethatyouwanttocommunicate.Youcan pickalayout,aSmartArt
Style,andacolorvariationthatyoulike,andthenchangethelayoutagainyourSmartArtStyleand
colorswillstaywithyourSmartArtgraphic,sothatyoudonotneedtoredothem.
SmartArt Styles map the theme effects(theme effects: A set of visual attributes that is applied to
elementsinafile.Themeeffects,themecolors,andthemefontscomposeatheme.)ofthedocument
theme(theme: A combination of theme colors, theme fonts, and theme effects. A theme may be
appliedtoafileasasingleselection.)totheshapeswithintheSmartArtgraphic.Forexample,shapes
mighthavethicklinesoredges,whilearrowsmighthaveamoresubtlestyleappliedtothem.Youcan
alsoapplycolorsfromthethemecolors(themecolors:Asetofcolorsthatisusedinafile.Themecolors,
themefonts,andthemeeffectscomposeatheme.)ofthedocumentindifferentways,suchaschanging
thecoloroftheshapeborder.IfyoucreatemultipleSmartArtgraphicsandwantthemtolookalike,you
canapplythesamecolorsandSmartArtStyletoachieveaconsistent,professionallook.
You can have shapes that display with edges, depth, and rotate in 3D space. To make an SmartArt
graphicthreedimensional,applyan3DSmartArtStyleormanuallyapplya3Drotationtoeachshape.
If the entire SmartArt graphic is threedimensional (called scene coherent 3D(scenecoherent 3D:
Cameraanglesandlightsettingsthatyoucanusetocontroltheorientation,shadow,andperspective
forgroupedshapes.)),youcancontinuetoeditthetextandformattingofeachoftheindividualshapes,
but the shapes cannot be repositioned or resized. You can only reposition or resize shapes in a two
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dimensional scene. To switch between 2D and 3D, under SmartArt Tools, on the Format tab, in the
Shapes group, click Edit in 2D. The Edit in 2D button temporarily unlocks your SmartArt graphic for
editing so that you can move and resize shapes but the 3D SmartArt Style is still applied to your
SmartArt graphic and reappears when you click Edit in 2D again. When your SmartArt graphic is
displayedina3Dscene,youcanrotateitasawholeandpositionlightsourcesandthe"camera"such
thattheentireSmartArtgraphicappearstopopoutofthescreen.
SmartArt Styles affect an entire SmartArt graphic, while Quick Styles for Shapes (Shape Styles) affect
onlytheselectedshape.Youcanmanuallycustomizeashapebychangingthecolor,effects,orborder,
orbyreplacingitwithanothershape.ItisrecommendedthatyoucustomizeyourSmartArtgraphiconly
after you settle on its content and layout, as some customizations are not transferred because they
might not look good in the new layout. For more information about switching layouts for SmartArt
graphics,seeSwitchthelayoutortypeofaSmartArtgraphic.
DocumentInspector
Inspectdocumentsforhiddendataandpersonalinformation
Before sharing a file or document with clients or colleagues, it is good to review the document for
hidden data or personal information that might be stored in the document itself or in the document
properties.
Toavoidrevealingdetailsaboutyourorganizationoraboutthedocumentitselfthatyoumightnotwant
to share publicly, you might want to remove this hidden information before you share the document
withotherpeople.
MicrosoftOfficedocumentscancontainthefollowingtypesofhiddendataandpersonalinformation:
Comments,revisionmarksfromtrackedchanges,versions,andinkannotations
If you collaborated with other people to create your document, your document might contain items
suchasrevisionmarksfromtrackedchanges,comments,inkannotations,orversions.Thisinformation
canenableotherpeopletoseethenamesofpeoplewhoworkedonyourdocument,commentsfrom
reviewers,andchangesthatweremadetoyourdocument.
Documentpropertiesandpersonalinformation
Documentproperties,alsoknownasmetadata(metadata:Datathatdescribesotherdata.Forexample,
thewordsinadocumentaredata;thewordcountisanexampleofmetadata.),includedetailsabout
yourdocumentsuchasauthor,subject,andtitle.Documentpropertiesalsoincludeinformationthatis
automaticallymaintainedbyOfficeprograms,suchasthenameofthepersonwhomostrecentlysaved
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adocumentandthedatewhenadocumentwascreated.Ifyouusedspecificfeatures,yourdocument
mightalsocontainadditionalkindsofpersonallyidentifiableinformation(PII)
PersonallyIdentifiableInformation(PII):
Any information that can be used to identify a person, such as a name, address, email address,
governmentID,IPaddress,oranyuniqueidentifierassociatedwithPIIinanotherprogram.),suchase
mailheaders,sendforreviewinformation,routingslips,andtemplatenames.
Headers,footers,andwatermarks
Worddocumentscancontaininformationinheadersandfooters.Additionally,youmighthaveaddeda
watermarktoyourWorddocument.
Hiddentext
Worddocumentscancontaintextthatisformattedashiddentext.Ifyoudonotknowwhetheryour
documentcontainshiddentext,youcanusetheDocumentInspectortosearchforit.
Documentserverproperties
Ifyourdocumentwassavedtoalocationonadocumentmanagementserver,suchasaDocument
WorkspacesiteoralibrarybasedonMicrosoftWindowsSharePointServices,thedocumentmight
containadditionaldocumentpropertiesorinformationrelatedtothisserverlocation.
CustomXMLdataDocumentscancontaincustomXMLdatathatisnotvisibleinthedocumentitself.
TheDocumentInspectorcanfindandremovethisXMLdata.
MyPlacesbar
TheMyPlacesbarisanareaattheleftsideinsomedialogboxes,suchasSaveAs,Open,andInsert
Picture.YoucanusetheMyPlacesbartospecifyafolderwhereyouwanttostoreyourfilesforeasier
access.MakingchangestotheMyPlacesbarinanyonedialogboxcausesthesamechangestoappear
inotherdialogboxesthathavetheMyPlacesbar.
Bydefault,theMyPlacesbarcontainsshortcutstotheMyRecentDocuments,Desktop,MyDocuments,
MyComputer,andMyNetworkPlacesfolders.Youcanaddupto256folderstotheMyPlacesbar.You
cannotaddfilestotheMyPlacesbar.
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1. Tochooseafolder,usetheSaveinlist.
2. ToviewthecontentsofafolderontheMyPlacesbar,clickthefolder'sshortcutontheMy
Placesbar.
3. ToseemoreshortcutsthatyouaddedtotheMyPlacesbar,clickthearrow.
AddashortcuttotheMyPlacesbar
DothefollowinginMSWord,MSExcelandMSPowerPoint2007programs:
1. ClicktheMicrosoftOfficeButton
,andthenclickSaveAs.
2. IntheSaveinlist,clickthedrive,folder,orInternetlocationforwhichyouwanttocreateaMy
Placesbarshortcut.
3. RightclickablankspaceintheMyPlacesbarbelowtheexistingshortcuts,andthenclickAdd
foldername.
YournewshortcutappearsatthebottomoftheMyPlacesbar.
FurtheryoucanalsoRemoveandmovetheshortcutupanddowntheMyPlacesbar.Youcanalso
resizetheIconsintheMyPlacesbar
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PDFandXPSfileformats
There are many situations where it is useful to save your file in a fixedlayout format that is easy to
share and print and hard to modify. Examples of these situations include resumes, legal documents,
newsletters, and any other file that is intended to be primarily read and printed. The 2007 Microsoft
Officesystemoffersafreeaddintosaveorexportthistypeoffile,butyoumustfirstinstalltheaddin
beforeyoucanuseit.OtherthirdpartyproductsmayalsobeavailabletoexportaMicrosoftOfficefile
intoafixedlayoutdocument.
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Byusinganaddin,youcansaveorexportafilefromyourMicrosoftOfficeprogramintothefollowing
formats:
PortableDocumentFormat(PDF)PDFisafixedlayoutelectronicfileformatthatpreserves
documentformattingandenablesfilesharing.ThePDFformatensuresthatwhenthefileis
viewedonlineorprinted,itretainsexactlytheformatthatyouintended,andthatdata in
thefilecannotbeeasilychanged.ThePDFformatisalsousefulfordocumentsthatwillbe
reproducedbyusingcommercialprintingmethods.
XML Paper Specification (XPS) XPS is a fixedlayout electronic file format that preserves
documentformattingandenablesfilesharing.TheXPSformatensuresthatwhenthefileis
viewedonlineorprinted,itretainsexactlytheformatthatyouintended,andthatdata in
thefilecannotbeeasilychanged.
MicrosoftWord2007
DocumentInspectorMSOfficeWord2007
MicrosoftWord2007cancontainthefollowingHiddendata:
Inspectorname
Comments,Revisions,Versions,and
Annotations
DocumentPropertiesandPersonal
Information
HeadersandFooters
HiddenText
Findsandremoves
Comments
Revisionmarksfromtrackedchanges
Documentversioninformation
Inkannotations
Documentproperties,includinginformationfromthe
Summary,Statistics,andCustomtabsoftheDocument
Propertiesdialogbox
Emailheaders
Routingslips
Sendforreviewinformation
DocumentManagementPolicyinformation
Contenttypeinformation
Databindinglinkinformationfordataboundfields(last
valuewillbeconvertedtotext)
Username
Templatename
Informationindocumentheaders
Informationindocumentfooters
Watermarks
Textthatisformattedashidden(afonteffectthatis
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availableintheFontdialogbox)
NoteThisInspectorcannotdetecttextthatwashiddenby
othermethods(forexample,whitetextonawhite
background).
CustomXMLData
CustomXMLdatathatmightbestoredwithinadocument
Toremovehiddendataandpersonalinformation
YoucanusetheDocumentInspectortofindandremovehiddendataandpersonalinformationinWord
documents that were created in Office Word 2007 and earlier versions. It is a good idea to use the
DocumentInspectorbeforeyoushareanelectroniccopyofyourWorddocument,suchasinanemail
attachment.
1. OpentheWorddocumentthatyouwanttoinspectforhiddendataandpersonalinformation.
ClicktheMicrosoftOfficeButton
acopyofyouroriginaldocument.
,clickSaveAs,andthentypeanameintheFilenameboxtosave
ImportantItisagoodideatousetheDocumentInspectoronacopyofyouroriginaldocument
becauseitisnotalwayspossibletorestorethedatathattheDocumentInspectorremoves.
1. Inthecopyofyouroriginaldocument,clicktheMicrosoftOfficeButton
,pointtoPrepare,
andthenclickInspectDocument.
2. IntheDocumentInspectordialogbox,selectthecheckboxestochoosethetypesofhidden
contentthatyouwanttobeinspected.
3. ClickInspect.
4. ReviewtheresultsoftheinspectionintheDocumentInspectordialogbox.
5. ClickRemoveAllnexttotheinspectionresultsforthetypesofhiddencontentthatyouwantto
removefromyourdocument.
ImportantIfyouremovehiddencontentfromyourdocument,youmightnotbeabletorestoreitby
clickingUndo.
StylesandStyleSet
Changeastyle
In Microsoft Office Word 2007, Quick Styles are sets of styles that are designed to work together to
create an attractive and professional looking document. In most cases, you won't change styles in a
QuickStylesetbecausethestyleshavebeendesignedtocomplementoneanother,andit'seasiertouse
adifferentQuickStyleset.But,undercertaincircumstances,youmightwanttochangetheattributesof
astyleinaQuickStyleset.
1. Selecttextthatisstyledwiththestyleattributesthatyouwanttochange.
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Forexample,tochangetheattributesoftheHeading1style,selecttextthathastheHeading1style
applied.
TipToviewtheattributesofaparticularstyle,clicktheStylesDialogBoxLauncher,andthenrestyour
pointeroverastyleinthelist.
2. Formattheselectedtextwiththenewattributesthatyouwant.
Forexample,youmightdecidethatyouwanttochangethepointsizefortheHeading1stylefrom16
pointsto14points.
3. OntheHometab,intheStylesgroup,rightclickthestylethatyouwanttochange.
4. ClickUpdatetoMatchSelection.
NoteAlltextwiththestylethatyouchangedwillautomaticallychangetomatchthenewstylethatyou
defined.
TipIfyouchangedthestylesinadocumentandthestylesarenotupdatingthewayyouexpected,click
the Styles Dialog Box Launcher, and then click Style Inspector to find out whether text was manually
formattedinsteadofformattedbyusingstyles.
CreateanewQuickStyle
QuickStylesaresetsofstylescreatedtoworktogether.AlthoughaQuickStylesetlikelycontainsallof
the styles that you need to build a document, you may want to add a brand new style. You can also
createadditionalstyles,suchasanewtableorliststyle.
1. Selectthetextthatyouwanttocreateasanewstyle.
Forexample,perhapsyouwantthewordbusinessalwaystoappearasboldandredinyourdocument.
2. OntheMinitoolbarthatappearsaboveyourselection,clickBoldandRedtoformatthetext.
3. Rightclicktheselection,pointtoStyles,andthenclickSaveSelectionasaNewQuickStyle.
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4. Givethestyleanameforexample,businessandthenclickOK.
ThebusinessstylethatyoucreatedappearsintheQuickStylesgallerywiththenameyougaveit,ready
foryoutousewheneveryouwanttexttobeboldandred.ThiscouldalsobeseenintheStylespane.
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StyleInspector
UsingThemes
You can quickly and easily format an entire document to give it a professional and modern look by
applying a document theme(theme: A set of unified design elements that provides a look for your
document by using color, fonts, and graphics.). A document theme is a set of formatting choices that
includeasetofthemecolors,asetofthemefonts(includingheadingandbodytextfonts),andasetof
themeeffects(includinglinesandfilleffects).
Youcanapplyadocumenttheme,Customizeadocumenttheme,saveadocumenttheme
Applyadocumenttheme
YoucanchangethedocumentthemethatisappliedbydefaultinOfficeprograms,suchasWord,Excel,
and PowerPoint, by selecting another predefined document theme or a custom document theme.
Document themes that you apply immediately affect the styles(style: A combination of formatting
characteristics, such as font, font size, and indentation, that you name and store as a set. When you
applyastyle,alloftheformattinginstructionsinthatstyleareappliedatonetime.)thatyoucanusein
yourdocument.
Dooneofthefollowing:
1. InWordorExcel:OnthePageLayouttab,intheThemesgroup,clickThemes,andyouwillsee
eitheroftheThemesgroup
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2. InPowerPoint:OntheDesigntab,intheThemesgroup,clickthedocumentthemethatyou
want,orclickMore
toseeallavailabledocumentthemes.
Dooneofthefollowing:
1. Toapplyapredefineddocumenttheme,clickthedocumentthemethatyouwanttouseunder
BuiltIn.
2. Toapplyacustomdocumenttheme,clickthedocumentthemethatyouwanttouseunder
Custom.
Note:Customisavailableonlyifyoucreatedoneormorecustomdocumentthemes.Formore
informationaboutcreatingcustomdocumentthemes,seeCustomizeadocumenttheme.
Ifadocumentthemethatyouwanttouseisnotlisted,clickBrowseforThemestofinditonyour
computeroranetworklocation.
TosearchforotherdocumentthemesonOfficeOnline,clickSearchOfficeOnline.
Tip:InPowerPoint,youcanapplyadocumentthemetoallslides,toselectedslidesonly,ortothe
masterslide.Rightclickthedocumenttheme,andthenclicktheoptionthatyouwant.
Customizeadocumenttheme
Tocustomizeadocumenttheme,youstartbychangingthecolors,thefonts,orthelineandfilleffects
thatareused.Changesthatyoumaketooneormoreofthesethemecomponentsimmediatelyaffect
the styles that you have applied in the active document. If you want to apply these changes to new
documents,youcansavethemasacustomdocumenttheme.
Customizethethemecolors
Themecolorscontainfourtextandbackgroundcolors,sixaccentcolors,andtwohyperlinkcolors.The
colors in the Theme Colors button
represent the current text and background colors. The set of
colorsthatyouseenexttotheThemeColorsnameafteryouclicktheThemeColorsbuttonrepresent
the accent and hyperlink colors for that theme. When you change any of these colors to create your
ownsetofthemecolors,thecolorsthatareshownintheThemeColorsbuttonandnexttotheTheme
Colorsnamewillchangeaccordingly.
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Tip:Toreturnallthemecolorelementstotheiroriginalthemecolors,youcanclickResetbeforeyou
clickSave.
Customizethethemefonts
Themefontscontainaheadingfontandabodytextfont.WhenyouclicktheThemeFontsbutton ,
youcanseethenameoftheheadingfontandbodytextfontthatisusedforeachthemefontbelowthe
ThemeFontsname.Youcanchangebothofthesefontstocreateyourownsetofthemefonts..
Selectasetofthemeeffects
Themeeffectsaresetsoflinesandfilleffects.WhenyouclicktheThemeEffectsbutton ,youcansee
thelinesandfilleffectsthatareusedforeachsetofthemeeffectsinthegraphicthatisdisplayedwith
theThemeEffectsname.Althoughyoucannotcreateyourownsetofthemeeffects,youcanchoosethe
onethatyouwanttouseinyourowndocumenttheme.
Youcansaveadocumenttheme
QuickParts
QuickPartsarereusablepiecesofcontentorotherdocumentpartsthatarestoredingalleries.Youcan
accessandreusethebuildingblocksatanytime.Youcanalsosavebuildingblocksanddistributethem
withtemplates.
YoucanuseAutoText,onetypeofbuildingblock,tostoretextorgraphicsthatyouwanttouseagain,
suchasastandardcontractclauseoralongdistributionlist.Eachselectionoftextorgraphicsisstored
asanAutoTextentryintheBuildingBlocksOrganizerandisassignedauniquenamethatmakesiteasy
foryoutofindthecontentwhenyouwanttouseit.
Createareusablecontentbuildingblock
1. Selectthetextorgraphicthatyouwanttostoreasareusablebuildingblock.
Tostoreparagraphformattingincludingindentation,alignment,linespacing,andpaginationwith
theentry,includetheparagraphmark( )intheselection.
NoteToviewparagraphmarks,ontheHometab,intheParagraphgroup,clickShow/Hide.
2. OntheInserttab,intheTextgroup,clickQuickParts,andthenclickSaveSelectiontoQuick
PartGallery.OrpressALT+F3.
3. FillouttheinformationintheCreateNewBuildingBlockdialogbox:
NameTypeauniquenameforthebuildingblock.
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GallerySelectthegallerythatyouwantthebuildingblocktoshowupin.
CategorySelectacategory,suchasGeneralorBuiltIn,orcreateanewcategory.
DescriptionTypeadescriptionofthebuildingblock.
SaveinSelectthenameofthetemplatefromthedropdownlist.
OptionsSelectInsertcontentinitsownpagetoensurethebuildingblockisplacedon
a separate page. Select Insert in own paragraph for content that should not become
part of another paragraph, even if the user's cursor is in the middle of a paragraph.
SelectInsertcontentonlyforallothercontent.
Citationandbibliography
Attimesyouinsertsomeabstractofinformationasadditionalinformationandthenthereadersneedto
knowmoreaboutit.Insuchacaseyouwillletyourreaderknowtheplacefromwheretheinformation
iscited.Whenyouaddanewcitationtoadocument,youalsocreateanewsourcethatwillappearin
thebibliography.
Abibliographyisalistofsources,usuallyplacedattheendofadocument,thatyouconsultedorcitedin
creatingthedocument.InMicrosoftOfficeWord2007,youcanautomaticallygenerateabibliography
basedonthesourceinformationthatyouprovideforthedocument.
Eachtimethatyoucreateanewsource,thesourceinformationissavedonyourcomputer,sothatyou
canfindanduseanysourceyouhavecreated.
Comparedocuments
Astepbysteptocomparedocumentssidebyside
1. Openbothofthefilesthatyouwanttocompare.
2. OntheViewtab,intheWindowgroup,clickViewSidebySide.
NotesToscrollbothdocumentsatthesametime,clickSynchronousScrollingintheWindowgroupon
theViewtab.
Ifyoudon'tseeSynchronousScrolling,clickWindowontheViewtab,andthenclickSynchronous
Scrolling.
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TocloseSidebySideview,clickViewSidebySideintheWindowgroupontheViewtab.
Ifyoudon'tseeViewSidebySide,clickWindowontheViewtab,andthenclickViewSidebySide.
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MicrosoftExcel2007
DocumentInspectorMSOfficeExcel2007
MicrosoftExcel2007cancontainthefollowingHiddendata:
Inspectorname
CommentsandAnnotations
Information
HeadersandFooters
HiddenRowsandColumns
HiddenWorksheets
Findsandremoves
Comments
Inkannotations
Propertiesdialogbox
Emailheaders
Routingslips
Username
Printerpathinformation
Scenariocomments
FilepathforpublishingWebpages
Commentsfordefinednamesandtablenames
Inactiveexternaldataconnections
Informationinworksheetheaders
Informationinworksheetfooters
Hiddenrows
Hiddencolumnsthatcontaindata
NoteIftherearehiddencolumnsinyourworkbookthat
donotcontaindataandtheyarelocatedbetweencolumns
thatdocontaindata,theseemptyhiddencolumnswillalso
bedetectedandremoved.
Ifthehiddenrowsorcolumnsinyourworkbookcontain
data,youmightchangetheresultsofthecalculationsor
formulasinyourworkbookbyremovingthem.Ifyoudonot
knowwhatinformationthehiddenrowsorcolumns
contain,closetheDocumentInspector,unhidethehidden
rowsorcolumns,andthenreviewtheircontents.
ThisInspectordoesnotdetectshapes,charts,controls,
MicrosoftActiveXobjectsandcontrols,pictures,or
SmartArtgraphicsthatmightbelocatedinhiddencolumns.
Hiddenworksheets
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InvisibleContent
NoteIfthehiddenworksheetsinyourworkbookcontain
data,youmightchangetheresultsofthecalculationsor
formulasinyourworkbookbyremovingthem.Ifyoudonot
knowwhatinformationthehiddenworksheetscontain,
closetheDocumentInspector,unhidethehidden
worksheets,andthenreviewtheircontents.
Objectsthatarenotvisiblebecausetheyareformattedas
invisible
NoteThisInspectordoesnotdetectobjectsthatare
coveredbyotherobjects.
ConditionalFormatting
Manageconditionalformattingruleprecedence
You create, edit, delete, and view all conditional formatting rules in the workbook by using the
Conditional Formatting Rules Manager dialog box. (On the Home tab, in the Styles group, click the
arrow next to Conditional Formatting, and then click Manage Rules.) When two or more conditional
formattingrulesapplytoarangeofcells,theserulesareevaluatedinorderofprecedencebyhowthey
arelistedinthisdialogbox.
Arulehigherinthelisthasgreaterprecedencethanarulelowerinthelist.Bydefault,newrulesare
always added to the top of the list and therefore have a higher precedence, but you can change the
orderofprecedencebyusingtheMoveUpandMoveDownarrowsinthedialogbox.
Whathappenswhenmorethanoneconditionalformattingruleevaluatestotrue
For a range of cells, you can have more than one conditional formatting rule that evaluates to true.
Eithertherulesdon'tconflictortheyconflict:
When rules don't conflict For example, if one rule formats a cell with a bold font and another rule
formats the same cell with a red color, the cell is formatted with both a bold font and a red color.
Becausethereisnoconflictbetweenthetwoformats,bothrulesareapplied.
WhenrulesconflictForexample,onerulesetsacellfontcolortoredandanotherrulesetsacellfont
colortogreen.Becausethetworulesareinconflict,onlyonecanapply.Therulethatisappliedisthe
onethatishigherinprecedence.
Howpasting,filling,andtheFormatPainteraffectconditionalformattingrules
Whileeditingyourworksheet,youmaycopyandpastecellvaluesthathaveconditionalformats,filla
range of cells with conditional formats, or use the Format Painter. These operations can affect
conditionalformattingruleprecedenceinthefollowingway:anewconditionalformattingrulebasedon
thesourcecellsiscreatedforthedestinationcells.
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If you copy and paste cell values that have conditional formats to a worksheet opened in another
instance of Microsoft Office Excel, a conditional formatting rule is not created and the format is not
copied.
Whathappenswhenaconditionalformatandamanualformatconflict
Forarangeofcells,ifaformattingruleistrue,ittakesprecedenceoveramanualformat.Youapplya
manual format by using the Format command in the Cells group on the Home tab. If you delete the
conditionalformattingrule,themanualformattingfortherangeofcellsremains.
NoteManualformattingisnotlistedintheConditionalFormattingRulesManagerdialogboxorused
todetermineprecedence.
Editconditionalformattingruleprecedence
1. OntheHometab,intheStylesgroup,clickthearrownexttoConditionalFormatting,andthen
clickManageRules.
Thelistofconditionalformattingrulesaredisplayedforthecurrentselectionincludingtheruletype,the
format,therangeofcellstheruleappliesto,andtheStopIfTruesetting.
Ifyoudon'tseetherule thatyouwant,intheShowformattingrulesforlistbox,makesurethatthe
appropriaterangeofcells,worksheet,table,orPivotTablereportisselected.
2. Selectarule.Onlyonerulecanbeselectedatatime.
3. Tomovetheselectedruleupinprecedence,clickMoveUp.Tomovetheselectedruledownin
precedence,clickMoveDown.
4. Optionally,tostopruleevaluationataspecificrule,selecttheStopIfTruecheckbox.
SelecttheStopIfTruecheckboxforbackwardscompatibilitywithpreviousversionsofMicrosoftOffice
Excel 2007 that do not support multiple conditional formatting rules. For example, if you have three
conditionalformattingrulesforarangeofcells,bydefault,aversionofExcelprevioustoOffice Excel
2007appliesthelastruleinprecedence.Ifyouwantthefirstorsecondruleapplied,selecttheStopIf
Truecheckboxforthatrule.
Note:ReadhelpforConditionalformattingissues
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Forexample:
Letushaveadataonwhichweapplyconditionalformatting(IconSets)
1. Selectthecolumnyouwanttoapplyconditionalformattingto
2. OntheHomeTabclickConditionalFormatting
3. PickIconSets3symbols(Uncircled).Thesymbolsinthe2ndcolumnand4throw
4. FurtheryoucanagaingotoConditionalFormatting,ManageRules.
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5. SelectIconSetandclicktheEditRulebutton
6. CheckShowIconOnlycheckbox
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7. ThiscolumncanfurtherbeCustomFilteredasshown
Sorting
Sortdatainarangeortable
Sorting data is an integral part of data analysis. You might want to put a list of names in alphabetical
order,compilealistofproductinventorylevelsfromhighesttolowest,ororderrowsbycolorsoricons.
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Sortingdatahelpsyouquicklyvisualizeandunderstandyourdatabetter,organizeandfindthedatathat
youwant,andultimatelymakemoreeffectivedecisions.
NoteTofindthetoporbottomvaluesinarangeofcellsortable,suchastop10gradesorbottom5
salesamounts,useAutoFilterorconditionalformatting.
Youcan
Sorttext
Sortnumbers
Sortdatesortimes
Sortbycellcolor,fontcolor,oricon
Sortbyacustomlist
Sortrows(Worksonarange)
Sortbymorethancolumnorrow
Sortonecolumninarangeofcellswithoutaffectingtheothers
Learnaboutsorting
Sortcriteriaaresavedwiththeworkbooksothatyoucanreapplythesorteachtimethatyouopenthe
workbookforanExceltable,butnotforarangeofcells.Ifyouwanttosavesortcriteriasothatyoucan
periodically reapply a sort when you open a workbook, then it's a good idea to use a table. This is
especiallyimportantformulticolumnsortsorforsortsthattakealongtimetocreate.
Sorttext
1. Selectacolumnofalphanumericdatainarangeofcells,ormakesurethattheactivecellisina
tablecolumncontainingalphanumericdata.
2. OntheHometab,intheEditinggroup,andthenclickSort&Filter.
3. Dooneofthefollowing:
Tosortinascendingalphanumericorder,clickSortAtoZ.
Tosortindescendingalphanumericorder,clickSortZtoA.
4. Optionally,youcandoacasesensitivesort.
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SortbyCaseSensitivity
1.
OntheHometab,intheEditinggroup,clickSort&Filter,andthenclickCustomSort.
2.
IntheSortdialogbox,clickOptions.
3.
IntheSortOptionsdialogbox,selectCasesensitive.
4.
ClickOKtwice.
Issue:CheckthatalldataisstoredastextIfthecolumnthatyouwanttosortcontainsnumbersstored
as numbers and numbers stored as text, then you need to format them all as text. If you do not, the
numbersstoredasnumbersaresortedbeforethenumbersstoredastext.Toformatalloftheselected
dataastext,ontheHometab,intheFontgroup,clicktheFormatCellFontbutton,clicktheNumber
tab,andthenunderCategory,clickText.
Issue:RemoveanyleadingspacesInsomecases,dataimportedfromanotherapplicationmighthave
leadingspacesinsertedbeforedata.Removetheleadingspacesbeforesortingthedata.
Note:ReadthehelptoknowGeneralissuesofsorting
Table
WhenyoucreateatableinMicrosoftOfficeExcel,youcanmanageandanalyzethedatainthattable
independently of data outside of the table. For example, you can filter table columns, add a row for
totals, apply table formatting, and publish a table to a server that is running Microsoft Windows
SharePointServices3.0.
Whenyoudon'tneedatableanymore,youcanremoveitbyconvertingitbacktoarangeoryoucan
deleteit.
Note:OtherwiseyouworkwithTablesexactlythewayyouworkwithanyotherdatarange
Note:ReadthehelptoknowaboutExcelTableissues
PivotTables
ThenewlookofthePivotTableisshownhere.
InordertogetthePivotTable
1. Pointtothedatainthesheet
2. GotoInsertTabandthenintheextremeleftofyourribbonyouseethe
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3. YoucanhavethePivotTableonanewsheet
IfyouwanttogobacktotheOldPivotTableformat
1. RightclickonthenewPivottableIconthatyougetontheSheetyouhavethePivotTable
2. InthePivotTableOptionsDialogbox,ClicktheDisplayTab
3. CheckthecheckboxforClassicPivotTableLayout
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ComparingaPivotTablereportandaPivotChartreport
When you create a PivotChart report from a PivotTable report, the layout of the PivotChart report
thatis,thepositionofitsfieldsisdeterminedinitiallybythelayoutofthePivotTablereport.When
you create the PivotChart report first, you determine the chart layout by dragging fields from the
PivotTableFieldListtotheareasonthechartsheet(chartsheet:Asheetinaworkbookthatcontains
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onlyachart.AchartsheetisbeneficialwhenyouwanttoviewachartoraPivotChartreportseparately
fromworksheetdataoraPivotTablereport.).
ThefollowingPivotTableandPivotChartreportsofsalesdatashowtherelationshipbetweenthetwo.
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Reportfilterfields
Valuesfields
Arowlabelcorrespondstoacategoryfield
Acolumnlabelcorrespondstoaseriesfield
DifferencesbetweenPivotChartreportsandcharts
Ifyouarefamiliarwithstandardcharts,youwillfindthatmostoperationsarethesameinPivotChart
reports.However,therearesomedifferences:
InteractionWithstandardcharts,youcreateonechartforeachviewofthedatathatyouwanttosee,
but they are not interactive. With PivotChart reports. You can create a single chart and interactively
viewthedataindifferentwaysbychangingthereportlayoutorthedetailthatisdisplayed.
Chart types The default chart typeforastandard chart isa clustered columnchart,whichcompares
valuesacrosscategories.ThedefaultcharttypeforaPivotChartreportisastackedcolumnchart,which
comparesthecontributionofeachvaluetoatotalacrosscategories.YoucanchangeaPivotChartreport
toanycharttypeexceptxy(scatter),stock,orbubble.
ChartlocationStandardchartsareembedded(embeddedchart:Achartthatisplacedonaworksheet
ratherthanonaseparatechartsheet.Embeddedchartsarebeneficialwhenyouwanttovieworprinta
chartoraPivotChartreportwithitssourcedataorotherinformationinaworksheet.)onworksheetsby
default.PivotChartreportsarecreatedonchartsheets(chartsheet:Asheetinaworkbookthatcontains
onlyachart.AchartsheetisbeneficialwhenyouwanttoviewachartoraPivotChartreportseparately
from worksheet data or a PivotTable report.) by default. Once created, you can relocate a PivotChart
reporttoaworksheet.
SourcedataStandardchartsarelinkeddirectlytoworksheetcells.PivotChartreportscanbebasedon
several different types of data in the associated PivotTable report(associated PivotTable report: The
PivotTable report that supplies the source data to the PivotChart report. It is created automatically
whenyoucreateanewPivotChartreport.Whenyouchangethelayoutofeitherreport,theotheralso
changes.).
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ChartelementsPivotChartreportscontainthesameelementsasstandardcharts,buttheyalsocontain
fields and items that can be added to, rotated, or removed to display different views of your data.
Categories, series, and data in standard charts are category fields, series fields, and value fields in
PivotChartreports.PivotChartreportscanalsocontainreportfilters.Eachofthesefieldscontainsitems,
whichinstandardchartsaredisplayedascategorylabelsorseriesnamesinlegends(legend:Aboxthat
identifiesthepatternsorcolorsthatareassignedtothedataseriesorcategoriesinachart.).
Formatting Most formatting, including elements, layout, and style, is preserved when you
refresh(refresh:ToupdatethecontentsofaPivotTableorPivotChartreporttoreflectchangestothe
underlyingsourcedata.Ifthereportisbasedonexternaldata,refreshingrunstheunderlyingqueryto
retrieve new or changed data.) a PivotChart report. However, trendlines(trendline: A graphic
representationoftrendsindataseries,suchasalineslopingupwardtorepresentincreasedsalesovera
period of months. Trendlines are used for the study of problems of prediction, also called regression
analysis.), data labels(data label: A label that provides additional information about a data marker,
whichrepresentsasingle datapointorvalue thatoriginatesfromaworksheet cell.),errorbars(error
bars: Usually used in statistical or scientific data, error bars show potential error or degree of
uncertainty relative to each data marker in a series.), and other changes to data series are not
preserved.Standardchartsdonotlosethisformattingonceitisapplied.
MovingorresizingitemsInaPivotChartreport,youcannotmoveorresizetheplotarea(plotarea:Ina
2Dchart,theareaboundedbytheaxes,includingalldataseries.Ina3Dchart,theareaboundedby
theaxes,includingthedataseries,categorynames,tickmarklabels,andaxistitles.),legend,charttitles,
oraxistitles,althoughyoucanselectoneofseveralpresetpositionsforthelegend,andyoucanchange
thefontsizeoftitles.Inastandardchart,youcanmoveandresizealloftheseelements.
Note:FormoreinformationpleasereadthehelppageonWorkingwithdifferentPivotTableformatsin
OfficeExcel
NameManager
ToopentheNameManagerdialogbox,ontheFormulatab,intheDefinedNamesgroup,clickName
Manager.
ManagenamesbyusingtheNameManagerdialogbox
Use the Name Manager dialog box to work with all of the defined names and table names in the
workbook.Forexample,youmaywanttofindnameswitherrors,confirmthevalueandreferenceofa
name,vieworeditdescriptivecomments,ordeterminethescope.Youcanalsosortandfilterthelistof
names,andeasilyadd,change,ordeletenamesfromonelocation.
Viewnames
TheNameManagerdialogboxdisplaysthefollowinginformationabouteachnameinalistbox:
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Column
Iconand
Name
Value
RefersTo
Scope
Comment
Description
Adefinednameisindicatedbyadefinednameicon.
Atablenameisindicatedbyatablenameicon.
Thecurrentvalueofthename,suchastheresultsofaformula,astringconstant,acell
range,anerror,anarrayofvalues,oraplaceholderiftheformulacannotbeevaluated.
Thefollowingarerepresentativeexamples:
"thisismystringconstant"
3.1459
{2003;12,2002;23,;2001,18}
#REF!
{...}
Thecurrentreferenceforthename.Thefollowingarerepresentativeexamples:
=Sheet1!$A$3
=8.3
=HR!$A$1:$Z$345
=SUM(Sheet1!A1,Sheet2!B2)
Aworksheetname,ifthescopeisthelocalworksheetlevel.
"Workbook",ifthescopeistheglobalworksheetlevel.
Additionalinformationaboutthenameupto255characters.Thefollowingare
representativeexamples:
ThisvaluewillexpireonMay2,2007.
Don'tdelete!Criticalname!
BasedontheISOcertificationexamnumbers.
NoteIfyousavetheworkbooktoMicrosoftOfficeSharePointServer2007Excel
Services,andyouspecifyoneormoreparameters,thecommentisusedasatooltipinthe
Parameterstoolpane.
Notes
YoucannotusetheNameManagerdialogboxwhileyouarechangingthecontentsofthecell.
TheNameManagerdialogboxdoesnotdisplaynamesdefinedinVisualBasicforApplications
(VBA),orhiddennames(theVisiblepropertyofthenameissetto"False").
ThenewFormulaBar
Resizetheformulaornameboxintheformulabar
Tomakeiteasiertoviewandeditalongformula(formula:Asequenceofvalues,cellreferences,names,
functions, or operators in a cell that together produce a new value. A formula always begins with an
equalsign(=).)orlargeamountoftextinacell,youcanadjustthesizeoftheformulaboxintheformula
bar(formulabar:AbaratthetopoftheExcelwindowthatyouusetoenteroreditvaluesorformulasin
cellsorcharts.Displaystheconstantvalueorformulastoredintheactivecell.).Toaccommodatelong
names(name:AwordorstringofcharactersinExcelthatrepresentsacell,rangeofcells,formula,or
constantvalue.),youcanalsoresizethenamebox(Namebox:Boxatleftendoftheformulabarthat
identifiestheselectedcell,chartitem,ordrawingobject.Tonameacellorrange,typethenameinthe
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NameboxandpressENTER.Tomovetoandselectanamedcell,clickitsnameintheNamebox.)inthe
formulabar.
Theworksheetandformulabarworkintandemsothatcontentsofbothdonotoverlap.
1. Adjustthewidthofthenameboxleftorright.
2. Adjusttheheightoftheformulaboxupordown.
Resizetheformulabox
Dooneormoreofthefollowing:
Toswitchbetweenexpandingtheformulaboxtothreeormorelinesorcollapsingittoone
line,clickthechevronbutton attheendoftheformulabar.Youcanalsopress
CTRL+SHIFT+U.
Topreciselyadjusttheheightoftheformulabox,hoveroverthebottomoftheformulabox
untilthepointerchangestoaverticaldoublearrow ,dragtheverticaldoublearrowupor
downtowhereyouwantit,andtheneitherclicktheverticaldoublearroworpressENTER.
Toautomaticallyfittheformulaboxtothenumberoflinesoftextintheactivecelluptothe
maximumheight,hoverovertheformulaboxuntilthepointerchangestoaverticaldouble
arrow
,andthendoubleclicktheverticaldoublearrow.
Notes
Youcanresizetheformulaboxtoamaximumsizesothatonlyoneworksheetrowisvisible.
Whenyouresizetheformulabox,theactivecellalwaysstaysvisibleontheworksheet.
Ascrollbarintheformulaboxmeansthatthereismoretexttoview.Toactivatethescroll
bars,clickthecellortheformulabox.
Bydefault,whenyouentertextinacell,itisonelineoftextwithnolinebreaks,butthetext
wrapswhendisplayedintheformulabar.Ifyoumanuallyinsertalinebreakinthecellby
pressingALT+ENTER,thelinebreakalsodisplaysintheformulabar.
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Resizethenamebox
Toadjustthewidthofthenameboxeithersmallerorlarger,hoverbetweenthenamebox
,dragthe
andtheformulaboxuntil thepointer changestoa horizontaldoublearrow
horizontal double arrow left or right to where you want it, and then either click the
horizontaldoublearroworpressENTER.
NoteThemaximumwidthofthenameboxishalfofthewidthoftheworksheet.
DuplicateEntries
Filterforuniquevaluesorremoveduplicatevalues
Filtering for unique values and removing duplicate values are two closely related tasks because the
displayedresultsarethesamealistofuniquevalues.Thedifference,however,isimportant:When
you filter for unique values, you temporarily hide duplicate values, but when you remove duplicate
values,youpermanentlydeleteduplicatevalues.
Aduplicatevalueisonewhereallvaluesintherowareanexactmatchofallthevaluesinanotherrow.
Duplicatevaluesaredeterminedbythevaluedisplayedinthecellandnotnecessarilythevaluestored
inthecell.Forexample,ifyouhavethesamedatevalueindifferentcells,oneformattedas"3/8/2006"
andtheotheras"Mar8,2006",thevaluesareunique.
It'sagoodideatofilterforuniquevaluesfirsttoconfirmthattheresultsarewhatyouwantbefore
removingduplicatevalues.
Filterforuniquevalues
1. Selecttherangeofcells,ormakesuretheactivecellisinatable.
2. OntheDatatab,intheSort&Filtergroup,clickAdvanced.
3. IntheAdvancedFilterdialogbox,dooneofthefollowing:
1. Tofiltertherangeofcellsortableinplace,clickFilterthelist,inplace.
2. Tocopytheresultsofthefiltertoanotherlocation,dothefollowing:
1. ClickCopytoanotherlocation.
2. IntheCopytobox,enteracellreference.
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Alternatively,clickCollapseDialog
andthenpressExpandDialog
totemporarilyhidethedialogbox,selectacellontheworksheet,
4. SelecttheUniquerecordsonlycheckbox,andclickOK.
Theuniquevaluesfromtheselectedrangearecopiedtothenewlocation.
Removeduplicatevalues
Whenyouremoveduplicatevalues,onlythevaluesintherangeofcellsortableareaffected.Anyother
valuesoutsidetherangeofcellsortablearenotalteredormoved.
CautionBecauseyouarepermanentlydeletingdata,it'sagoodideatocopytheoriginalrangeofcells
ortabletoanotherworksheetorworkbookbeforeremovingduplicatevalues.
1. Selecttherangeofcells,ormakesurethattheactivecellisinatable.
2. OntheDatatab,intheDataToolsgroup,clickRemoveDuplicates.
3. Dooneormoreofthefollowing:
UnderColumns,selectoneormorecolumns.
Toquicklyselectallcolumns,clickSelectAll.
Toquicklyclearallcolumns,clickUnselectAll.
Iftherangeofcellsortablecontainsmanycolumnsandyouwanttoonlyselectafewcolumns,youmay
finditeasiertoclickUnselectAll,andthenunderColumns,selectthosecolumns.
4. ClickOK.
Amessageisdisplayedindicatinghowmanyduplicatevalueswereremovedandhowmanyunique
valuesremain,orifnoduplicatevalueswereremoved.
5. ClickOK.
ConnectingExceltoExternalDataSource
DatasourcesthatcanbeaccessedfromExcel
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MicrosoftOfficeprovidesdriversthatyoucanusetoretrievedatafromthefollowingdatasources(data
source:Astoredsetof"source"informationusedtoconnecttoadatabase.Adatasourcecaninclude
thenameandlocationofthedatabaseserver,thenameofthedatabasedriver,andinformationthat
thedatabaseneedswhenyoulogon.):
Microsoft SQL Server Analysis Services (OLAP provider(OLAP provider: A set of software that
providesaccesstoaparticulartypeofOLAPdatabase.Thissoftwarecanincludeadatasource
driverandotherclientsoftwarethatisnecessarytoconnecttoadatabase.))
MicrosoftOfficeAccess
dBASE
MicrosoftFoxPro
MicrosoftOfficeExcel
Oracle
Paradox
Textfiledatabases
You can also use ODBC drivers(Open Database Connectivity (ODBC) driver: A program file used to
connect to a particular database. Each database program, such as Access or dBASE, or database
management system, such as SQL Server, requires a different driver.) or data source drivers(data
source driver: A program file used to connect to a specific database. Each database program or
managementsystemrequiresadifferentdriver.)fromothermanufacturerstoretrieveinformationfrom
datasources thatarenot listed here,includingothertypesofOLAPdatabases.Forinformationabout
installinganODBCdriverordatasourcedriverthatisnotlistedhere,checkthedocumentationforthe
database,orcontactyourdatabasevendor.
YoucanusetheDataConnectionWizardtoconnecttoanexternaldatasourcethathasalreadybeen
defined. To open the Data Connection Wizard, on the Data tab, in the Get External Data group, click
FromOtherSources,andthenclickFromDataConnectionWizard.
TogetDataConnections
1. GottotheDataTabandusetheGetExternalDataandConnectionsgroup
2. IntheConnectionsgroupclickonConnectionstoopentheWorkbookConnectionsdialogbox
Forexample
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1. GotoData
2. ClickonFromAccessintheGetExternalDatagroup
3. SelectthetablefromtheSelectTabledialogbox,ClickOK
4. WorkwiththeappropriateoptionsintheImportDatadialogbox
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5. YougettheDatathroughExternalDataSource
Workingwith3DGraphs
Togetcharts
1. GotoInserttab,Chartgroupandclickononeoftheformats
2. Aftergettingthechart,sievethroughthegalleriestogettherightformat
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3DFormatoptions
Usetheseoptionstoformattheselectedchartelementwithathreedimensionaleffect.
ImportantSome3DFormatoptionsarenotavailableforcharts,andtheyarethereforedisabledinthis
dialogbox.
Bevel
Abevelisathreedimensionaledgeeffectthatisappliedtothetoporbottomborderofashape.This
givestheappearancethattheedgeisraisedbyaddingshadowsandhighlightstotheedgesofashape.
,andthenclicktheoptionthatyou
TopToapplyaraisededgetothetopofashape,clickTop
want.WhenyouchooseaToporBottomedgetype,thecorrespondingwidthandheightnumbers
automaticallychangeunlessyoucustomizethem.
WidthTospecifythewidthofthetopedge,enteranumberinthebox.
HeightTospecifytheheightofthetopedge,enteranumberinthebox.
BottomToapplyaraisededgetothebottomofashape,clickBottom
,andthenclickthe
optionthatyouwant.WhenyouchooseaToporBottomedgetype,thecorrespondingwidthand
heightnumbersautomaticallychangetoounlessyoucustomizethem.
WidthTospecifythewidthofthebottomedge,enteranumberinthebox.
HeightTospecifytheheightofthebottomedge,enteranumberinthebox.
Thedistanceofashapefromitssurface.
SizeTospecifythewidthofthecontour,enteranumberinthebox.
Surface
UsetheMaterialchoicestochangetheappearanceofashapebychangingthespecularhighlight.
Specularhighlightsmakeobjectslookmoreshinyorlessshiny.
MaterialMaterialcanbeusedtomakeshapeslookdull,plastic,metallic,ortranslucent.Todescribethe
waylightinteractswiththeshape'ssurface,clickthisbutton,andthenselecttheoptionthatyouwant.
BelowisabriefdescriptionoftheavailableMaterialchoices:
Standard
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MatteNospecularhighlights,whichresultsinafairly"flat"look.
WarmMatteSomespecularhighlights,whichgivethesurfaceoftheshapeasofterlookthanplastic.
PlasticCrisp,whitespecularhighlightsthatgiveashiny,plasticappearancetothesurfaceoftheshape.
MetalSpecularhighlightsmatchsomeofthematerial'sbasecolorsothatthelookoftheshapeisshiny
andhighlyreflective.
SpecialEffect
DarkEdgeSimilartoplasticbecausewhitespecularhighlightsgiveashinyappearancetothesurface
appearanceoftheshape,butwithdarkedgesthatmorecrisplydefinetheshapeagainstalight
background.
SoftEdgeWhitespecularhighlightswithedgesthatbecomeslightlytransparent,makingtheshapelook
veryintegratedintoasceneorgroupofshapes.Whenthislookisappliedtothesurfaceofashape,the
edgesoftheshapeappeartoreflectsomeofthebackgroundcolor.
FlatSolidcolorwithwhitespecularhighlights.Shadingbasedonthelightdirectionorintensityisnot
done,sothespecularhighlightsdefinetheshape.Thisoptionisdesignedspecificallytoworkwellwith
theFlatLightingoption.
WireframeSpecularhighlightsareappliedonlytotheshapedepth;theedgesareignored.
Translucent
PowderLargespecularhighlightsthatgiveaverysoftpastellooktothesurfaceofashape.
TranslucentPowderSimilartoPowder,butresultsinatransparentappearancewithsoftorgradually
fadingedges.
ClearTransparentwithcrisp,whitehighlightsanddarkedgesthatresultinahard,shinyappearance,
similartoglass.
ResetRemoves3Dformattingchangesthatyoumadetotheshape.
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MSPowerPoint2007
DocumentInspectorMSOfficePowerPoint2007
MicrosoftPowerPoint2007cancontainthefollowingHiddendata:
Inspectorname
CommentsandAnnotations
Information
InvisibleOnSlideContent
OffSlideContent
PresentationNotes
Findsandremoves
Comments
Inkannotations
Propertiesdialogbox
Emailheaders
Routingslips
FilepathforpublishingWebpages
Objectsthatarenotvisiblebecausetheyareformattedas
invisible
NOTEThisInspectordoesnotdetectobjectsthatare
coveredbyotherobjects.
Contentorobjectsthatarenotimmediatelyvisibleina
presentationbecausetheyarelocatedoutsidetheslide
area,including:
Clipart
Textboxes
Graphics
Tables
NoteTheDocumentInspectordoesnotdetectorremove
offslideobjectswithanimationeffects.
TextthatwasaddedtotheNotessectionofapresentation
NoteTheDocumentInspectorcannotremovepictures
thatareaddedtotheNotessectionofapresentation.
SmartArt
ToCreateaSmartArtgraphic
1. OntheInserttab,intheIllustrationsgroup,clickSmartArt.
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2. IntheChooseaSmartArtGraphicdialogbox,clickthetypeandlayoutthatyouwant.
3. Enteryourtextbydoingoneofthefollowing:
ClickinashapeinyourSmartArtgraphic,andthentypeyourtext.
Click[Text]intheTextpane,andthentypeorpasteyourtext.
Copytextfromanotherprogram,click[Text],andthenpasteintotheTextpane.
FromtheChooseaSmartArtGraphicdialogboxyoucanpickuptheGraphicthatyouwanttoandwork
accordingly
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EnhancedAnimation
YoucannowanimatetheSmartArtGraphicsindifferentwaysasshownbelow
IntheAnimationdropdownyouwillseethevariousoptionsavailablewhicharenew
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ThemesandStyles
Applyabuiltinthemetoaslidemaster
When you apply a theme(theme: A set of unified design elements that provides a look for your
document by using color, fonts, and graphics.) to a slide master(slide master: The slide that stores
information about the design template applied, including font styles, placeholder sizes and positions,
background design, and color schemes.), the theme is also applied to all layouts(layout: The
arrangementofelements,suchastitleandsubtitletext,lists,pictures,tables,charts,AutoShapes,and
movies,onaslide.)associatedwiththatslidemaster.
1. OntheViewtab,inthePresentationViewsgroup,clickSlideMaster.
2. OntheSlideMastertab,intheEditThemegroup,clickthearrowbelowThemes,andthenclick
atheme.
ABriefonStyles
QuickStylesarecombinationsofdifferentformattingoptionsandaredisplayedinathumbnailinthe
variousQuickStylegalleries.WhenyouplaceyourpointeroveraQuickStylethumbnail,youcansee
howtheQuickStyleaffectsyourSmartArtgraphicorshape.
QuickStylesforSmartArtgraphics(SmartArtStyles)includeedges,shadows,linestyles,gradients,and
threedimensional(3D)perspectives.TrydifferentcombinationsofSmartArtStylesandcolorsuntilyou
findonethatmatchesthemessagethatyouwanttocommunicate.Youcan pickalayout,aSmartArt
Style,andacolorvariationthatyoulike,andthenchangethelayoutagainyourSmartArtStyleand
colorswillstaywithyourSmartArtgraphic,sothatyoudonotneedtoredothem.
EnhancedSlideDesign
AutoContentWizard
TheAutoContentWizardisnotavailableinMicrosoftOfficePowerPoint2007.Instead,youcancreate
your presentation quickly and easily by using templates(template: A file or set of files that contains
informationaboutthetheme,layout,andotherelementsofafinishedpresentation.).OfficePowerPoint
2007 templates include different themes and layouts, including most of those that existed in the
AutoContent Wizard. Templates give you a starting point and make it easier to complete your
presentationquickly.Youcanmodifyatemplate'stextanddesign,addacompanylogo,addyourown
images,ordeletetextorothercontentfromthetemplate.
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TitleMaster
Thetitlemaster(titlemaster:Theslidethatstoresinformationfromthedesigntemplatepertainingto
stylesontitleslides,includingplaceholdersizesandpositions,backgrounddesign,andcolorschemes.)is
notavailableinMicrosoftOfficePowerPoint2007.Instead,OfficePowerPoint2007useslayouts(layout:
Thearrangementofelements,suchastitleandsubtitletext,lists,pictures,tables,charts,shapes,and
movies,onaslide.)todefinecontentformattingandpositioningforslidesinyourpresentation.Ifyou
donotfindastandardlayoutthatsuitsyourneeds,youcanaddanewlayout.
ToAddaSlideMaster
1. OntheViewtab,inthePresentationViewsgroup,clickSlideMaster.
2. OntheSlideMastertab,intheEditMastergroup,clickInsertSlideMaster.
3. Dooneorbothofthefollowing:
Ifyouwanttoremoveanunwanted,defaultplaceholder,clicktheborderofthe
placeholder,andthenpressDELETE.
Ifyouwanttoaddaplaceholder,dothefollowing:
1. Clickathumbnailslidelayoutbelowtheslidemasterthatyouadded.
2. OntheSlideMastertab,intheMasterLayoutgroup,clickthearrow
nexttoInsertPlaceholder,andthenclickaplaceholder.
3. Clickalocationontheslidemaster,andthendragtodrawthe
placeholder.
TipToresizeaplaceholder,dragoneofitscornerborders.
4. ClicktheMicrosoftOfficeButton
,clickSaveAs.
5. IntheFilenamebox,typeafilename,ordonothingtoacceptthesuggestedfilename.
6. IntheSaveastypelist,clickPowerPointTemplates,andthenclickSave.
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MicrosoftOutlook2007
In Microsoft Office Outlook 2007, categories have colors associated with them and are renamed
accordinglyascolorcategories(colorcategory:Akeywordorphrasewithanassociatedcolorthathelps
youkeeptrackofitems,suchasmessages,contacts,andappointments.Youcanusecolorcategoriesto
easily find, sort, filter, or group items.). By associating colors with categorized items and placing the
colorsprominentlyinopenitems,suchascontacts,andintable(table:Aviewtypethatdisplaysalistof
items (rows) and their attributes (columns). Use this view to display details about items. Table is the
default view type for Inbox and Tasks.) views, such as your Inbox, you can easily identify and track
categorizeditems.
WhenyouupgradetoOfficeOutlook2007fromanearlierversionofOutlook,yourcategoriesand
categorizeditemsarestillavailable.Calendarlabelsarereplacedwithcolorcategories.
WhathappenstomyexistingcategoriesafterIupgradetoOfficeOutlook2007?
CategoriesfromearlierversionsofOutlookstillworkthesameway.Forexample,youcanstill
group and search among categorized items. In Office Outlook 2007, the Categories column is
morevisible,andyoucaneasilysortcategorizeditems.
Calendar labels from earlier versions are replaced by color categories in Office Outlook 2007.
Thecolorcategoriesprovidethesamefunctionsascalendarlabels.Thecalendaritemsthatare
associated with the calendar labels get the same color or the closest color match in Office
Outlook2007.
inOfficeOutlook2007displayssixnewdefaultcolorcategories,
ThenewCategorizemenu
whicharenamedfortheircolors,suchasRedCategory.Themenualsodisplaysthecategories
thatareassignedtocontactsandnotes,orcalendarlabelsassignedinearlierOutlookversions.
Themenudisplaysupto15colorcategoriesatatime.Toseethecompletelistofavailablecolor
categories, which includes the new default color categories, all your previous categories, and
the previous calendar labels (now replaced with color categories), click All Categories on the
menu.
As a precaution against unintentionally adding categories received from others to recipient
category lists, color categories that were assigned only to email items are not automatically
addedtotheOfficeOutlook2007list.
CategoriesthatareassignedbothinOfficeOutlook2007andinearlierversionsofOutlookare
visible in open items, such as message headers, open contacts, and open calendar items. You
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seetheassignedcolorandthenameofthecolorcategoryatthetopoftheseitems.Ifmultiple
categoriesareassignedtoanitem,allcategoriesarevisible.
In the multiline view of your Inbox, if multiple categories are assigned to a mail item, a
maximum of three colors is displayed at one time in the Categories column. However, all the
assignedcategorynamesandcolorsappearnearthetopintheopenitem.Insinglelineview,
however,youcanviewallassignedcategoriesinthecolumn.
You can quickly change between singleline view and multiline view by dragging your Inbox
windowwiderornarrower.Columnheadings,suchasCategorize,areonlyvisibleinsingleline
view.
Previously categorized notes and Calendar items appear in the same colors as before, or with
theclosestcolormatchinOfficeOutlook2007.
TheMasterCategoryListfromearlierversionsofOutlookisnotincludedinOfficeOutlook2007.
Anycategorythatisnotassignedtoanitemthatisincludedintheupgradeisnotincludedin
OfficeOutlook2007.
A new Categorized Mail search folder has been added to Search Folders in the Navigation
Pane(NavigationPane:ThecolumnontheleftsideoftheOutlookwindowthatincludespanes
suchasShortcutsorMailandtheshortcutsorfolderswithineachpane.Clickafoldertoshow
the items in the folder.) and provides a view of all your categorized mail items. Within this
folder,youcansortandgroupthecategorizeditems.
YoucanmanuallyupgradetheitemsinotherOutlookstores,suchasArchiveFolders,toOffice
Outlook2007.Rightclickthefolderforthestore,clickPropertiesforfoldername,andthenclick
UpgradetoColorCategories.
HowdocategorizeditemslookandworkwhenIswitchbetweenversionsofOutlook?
Categoriesfromallversionsstillworkthesameway.Forexample,youcanstillgroupandsearch
amongcategorizeditems.
IfyouassignacolorcategorytoaniteminOfficeOutlook2007andlookattheiteminanearlier
version of Outlook, the name of the assigned color category is visible only in the Categories
columninatableview.Insomecases,youmayneedtoscrolltoseetheCategoriescolumn.If
youassignacategorytoaniteminanearlierversionandthenlookattheiteminOfficeOutlook
2007,thecategorynameandclosestcolormatcharevisible.
NoteIfyouplantoworkindifferentversionsofOutlook,youcaneasilycoordinatethecolorcategory
namesandcolorssothattheyareconsistentinthedifferentversions.
WhenanitemiscategorizedintheearlierversionandtheitemisviewedinOfficeOutlook2007,
thecolorblockintheCategoriescolumnappearsdifferentlyintableviews.Althoughthecoloris
the closest match to its color in Office Outlook 2007, it appears as a flat color block to
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distinguishitfromitemsthatarecategorizedinOfficeOutlook2007,whichhaveasmallercolor
blockwithroundedcorners.
If you assign a color category to a contact or Calendar item in Office Outlook 2007 and then
open the item in an earlier version, you see the name of the assigned color category at the
bottomoftheopenitem,intheCategoriesbox.Forthecalendaritem,youalsoseethecolor
associatedwiththecolorcategoryintheCalendarLabelbox.ThecoloristhesameasinOffice
Outlook2007ortheclosestmatchavailable.
IfyouassignacolorcategorytoanoteinOfficeOutlook2007andthenviewthenoteinan
earlierversionofOutlook,ithasthesamecolorortheclosestmatchavailable.
ColorsandShortcuttoCategories
ChooseaColortoyourCategory
When you assign an existing color category(color category: A keyword or phrase with an associated
color that helps you keep track of items, such as messages, contacts, and appointments. You can use
colorcategoriestoeasilyfind,sort,filter,orgroupitems.)toanitem,acolorisautomaticallyassociated
withthatitem.Youcanchangethecolorforanycategoryandrenameanycategory.Youcanalsocreate
newcategoriesandcolors.Ifyoulaterchangeyourmindandchangethecolorassociatedwithanycolor
category,alloftheitemsthathavethatcategoryassignedareupdatedtothenewcolor.
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AssignakeyboardshortcuttoaColorCategory
Byassociatingakeyboardshortcutwithacolorcategory(colorcategory:Akeywordorphrasewithan
associatedcolorthathelpsyoukeeptrackofitems,suchasmessages,contacts,andappointments.You
can use color categories to easily find, sort, filter, or group items.), you can quickly assign the color
category to an item, such as an email message, by selecting the item in your Inbox or another
table(table:Aviewtypethatdisplaysalistofitems(rows)andtheirattributes(columns).Usethisview
to display details about items. Table is the default view type for Inbox and Tasks.) view and then
pressing the keyboard shortcut. You can also use the keyboard shortcut to assign a color category to
multipleitemsatthesametime.
1. OnthetoolbarofthemainMicrosoftOfficeOutlook2007window,clickCategorize
2. Atthebottomofthemenu,clickAllCategories.
3. IntheNamelist,selectthecheckboxforacolorcategory.
4. IntheShortcutKeylist,chooseakeyboardshortcut.
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AboutCalendars
Viewcalendarssidebysideoroverlaid
InMicrosoftOfficeOutlook2007,youcanviewmultiplecalendarsatonce.Thesecanbeyourcalendars,
sharedcalendarsfromotherpeople,InternetCalendars,orInternetCalendarSubscriptions.
Viewingmultiplecalendars
Youcanopenasecondcalendarinanewwindowanddisplayupto30calendarsinsideby
sideview.
Youcanalsooverlaycalendarstoseetransparentcalendarsstackedontopofeachother,
whenyouwanttofindacommonfreetimeslotonseveraldifferentcalendars.
InCalendar,theNavigationPane(NavigationPane:ThecolumnontheleftsideoftheOutlookwindow
that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a
folder to show the items in the folder.) shows a list of your calendars under My Calendars. This list
includesyourdefaultprimarycalendarinOutlookthatdisplaysyourfree/busytimetootherpeople,and
wheremeetingrequeststhatyouacceptedaresaved.
Page55of62
Other calendars, or secondary calendars, can include calendars that you created to track a project, a
personalschedule,orsomeothercalendareventthatyoudonotwanttomixwiththeitemsonyour
defaultcalendar.
NoteWhenyoushareyourdefaultcalendar,appointmentsonsecondarycalendarsarenotdisplayed
tootherpeopleanddonotaffectyourfree/busyavailability.
Openacalendarinanewwindow
1. InCalendar,intheNavigationPane,rightclickthenameofanothercalendarthatyouwantto
view.
2. ClickOpeninNewWindow.
ThecalendarthatyouselectedopensinanewOutlookwindow.
Openacalendarinsidebysideview
InCalendar,intheNavigationPane,selectthecheckboxofanothercalendarthatyouwantto
view.
Thecalendarthatyouselectedopensnexttothecalendarthatisalreadydisplayed.
NoteAtleastonecalendarmustalwaysbedisplayed.
Overlaythecalendars
1. InCalendar,intheNavigationPane,selectthecheckboxofanothercalendarthatyouwantto
view.
Thecalendarthatyouselectedopensnexttocalendarthatisalreadydisplayed.
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2. Repeatstep1foreachcalendarthatyouwanttoview.
3. OntheCalendartab
,click .
Thecalendarsarenowinoverlaymode.
Toaddanothercalendartotheoverlay,repeatthisstep.
Removeacalendarfromtheoverlaystack
1. InCalendar,onthetabofthecalendar
thatyouwantto
removefromtheoverlaystack,click .
Thetabmovesbacktotheright.Thecalendarthatyouselectedisnolongerdisplayedinoverlaymode.
2. Repeatstep1foreachcalendarthatyouwanttoremovefromthestack.
PublishandShareCalendar
PublishacalendartoOfficeOnline
1. InCalendar,intheNavigationPane,rightclickthecalendaryouwanttopublish.
NoteIfyouareusingtheNavigationPaneinMinimizedview,intheNavigationPane,click
,clickNavigationPane,andthenrightclickthecalendaryouwanttopublish.
TipIfyouwanttopublishyourdefaultCalendar,clickPublishMyCalendarintheNavigationPane,and
thenproceedwithstep3.
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2. Ontheshortcutmenu,clickPublishtoOfficeOnline.
3. IfthisisthefirsttimeyouhavepublishedacalendartoOfficeOnline,youmustregisterfor
OfficeOnlinebyusingyourWindowsLiveIDaccount.IfyoudonothaveafreeWindowsLiveID
account,youcancreateone.Followtheinstructionsonyourscreen.
4. NexttoTimeSpan,selectthenumberofdaysforwhichyouwanttoshareyourcalendar.
5. NexttoDetail,clickthearrowandchoosetheamountofdetailtoshare.Ifyouwant,selectthe
Showtimewithinmyworkinghoursonlycheckboxtorestrictshareddetailstoonlythosefor
yourspecifiedworkinghoursinMicrosoftOfficeOutlook2007.
6. NexttoPermissions,choosewhetheryourcalendarinformationcanbeviewedonlybyspecified
people,orbyanyone.
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RestrictedAccess:OnlyusersthatyouinvitecanviewyourcalendarIfyouclickthis
option,anOutlooksharingemailmessageopensafterthecalendarispublishedto
OfficeOnline.Youcansendthemessagetotheemailaddressofeachpersontowhom
youwanttograntaccesstoyourcalendar.Thesharingmessageincludesalinktothe
calendar,aswellasanymessagethatyouwanttoinclude.
UnrestrictedAccess:AnyonecanviewyourcalendarIfyouclickthisoption,anyone
whoknowsthelinktoyourcalendarcanviewit.PeopledonothavetouseaWindows
LiveIDaccounttologonorsignintoanyservice.
7. NexttoUploadMethod.choosewhetheryouwantupdatesyoumaketoyourOutlookcalendar
toautomaticallybeupdatedonOfficeOnline.
8. Ifyouwanttoconfigureoptions,suchaswhetherdetailsforprivateitemsareincluded,nextto
Advanced,clickShow,andtheselectthecheckboxforanyoptionyouwanttoturnon.
9. ClickOK.
AfteryourcalendarissuccessfullysharedonOfficeOnline,youcaninvitepeopletoviewandsubscribe
tothecalendar.Toletothersknowaboutyourpublishedcalendar,whenpromptedtosendasharing
invitation,clickYes.
NoteIfyouclickedUnrestrictedAccess:Anyonecanviewyourcalendar,anyonewhoknowsthelink
toyourpublishedcalendarcanvieworsubscribetoit.AWindowsLiveIDaccountisnotrequiredto
vieworsusbscribetothecalendar.
Aftersharingacalendar,thecalendariconintheNavigationPanechangesasshownbelow.
TaskandCalendarintegration
ViewyourtasksintheDailyTaskListinCalendar
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TheDailyTaskListappearsonlyintheDayandWeekviewsinyourOutlookCalendar.TotoggletheDaily
TaskListonoroff,inCalendar,clickView,pointtoDailyTaskList,andthenclickNormalorOff.
Todisplayonlythenumberofcurrenttasks,inCalendar,clickView,pointtoDailyTaskList,andthen
clickMinimizedor,alternately,clickthetopedgeoftheDailyTaskListwhenyourpointerbecomesa
,andthendragupordown.
TipTocreatenewtasksintheDailyTaskList,youmustusetheNormalDailyTaskListsetting.
ToDoList
Abouttasksandtodoitems
Page60of62
AtaskisanitemthatyoucreateinOutlooktotrackuntilitscompletion.
AtodoitemisanyOutlookitemsuchasatask,anemailmessage,oracontactthathasbeen
flaggedforfollowup.
Bydefault,alltasksareflaggedforfollowupwhentheyarecreated,eveniftheyhavenostartdateor
duedate.Therefore,wheneveryoucreateatask,orflaganemailmessageoracontact,atodoitemis
createdautomatically.
Whenyouneedtoquicklyindicatethatanitemrequiresyourattentionatalatertime,flaggingisthe
bestoption.Whenyouflaganitem,itisdisplayedwithaflagintheMailview,inTasks,intheToDoBar,
andintheDailyTaskListinCalendar.Flaggingamessageorcontactdoesnotcreateanewtask.Because
thetodoitemisstillanemailmessageorcontactafterbeingflagged,youdonothavetheabilityto
assignitasatasktosomeoneelse,orindicateitsprogressorpercentageofcompleteness.
A task can occur once or repeatedly. A recurring task can repeat at regular intervals, or it can repeat
basedonthedatethatyoumarkthetaskcomplete.Forexample,youcancreatearecurringtasktosend
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astatusreporttoyourmanageronthelastFridayofeverymonth,orcreatearecurringtasktogeta
haircutonemonthafteryourlastone.
BothtasksandtodoitemsappearinTasks,intheToDoBar,andintheDailyTaskListinCalendar.No
matterwhichviewyouarein,theToDoBarkeepsyouinformedofyourcalendar,task,andtodoitems.
ThereareseveralwaystocreateanewtaskinOutlook.YoucanusetheTaskcommand(clickNewon
theFilemenu),enterataskintheTypeanewtasktextboxintheToDoBarfromanyviewinOutlook,
typeinanyblankspaceintheDailyTaskListinCalendar,orclickandtypeintheClickheretoaddanew
TasktextboxatthetopofTasksview.Ofthese,thefastestwayistousetheToDoBar.
Youcanalsocreateataskbydragginganitem,suchasanemailmessage,toTasksintheNavigation
Pane.Acopyoftheemailmessageisthencreatedasatask.
Whether you track tasks that are assigned to yourself (such as reminders to respond to email
messages),ortracktasksthatareassignedtootherpeople(suchastheprogressofsomeone'sproject),
Outlooktasksareyoursolution.Youcanquicklyaddandupdatetasks,ormarkthemascomplete.With
tasksincorporatedintotheCalendarview,youhavearichinterfaceforkeepingtracknotonlyofyour
appointments,butofthetasksthatyouneedtocompleteonagivendayaswell.
Page62of62

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