ole ae) bordr TS Step by step Clear guides for every user - novice to expert Hints and tips Make the most of each app’s hidden power Complete coverage All the programs in detail a)Microsoft Ba.Office 2010Getting to know Office 2010 IF YOU'VE EVER attempted to pick up one of those 1,000-page tomes explaining the ins and outs of Microsoft's Office, you're probably still suffering nightmares from the intense, worthy and dull advice contained within, Detailed guides to everything you could possibly imagine, and much more you'd prefer not to. Or perhaps you've suffered a simplified guide full of cartoon faces and bullet lists. Well, this guide is nothing like either of those. Its printed in colour, fora start, so the screenshots actually make sense. Itcontains many step-by-step tutorials, but they're not there to patronise you; ‘we assume that if you're looking for advice on using Office 2010 (and you've been wise enough to pick up this guide) you're probably from intelligent stock. And it's 100% independent of Microsoft, so we've included criticism where it’s due, But, to be fair to Microsoft, there's far more to like about Office 2010 than there is to dislike. Even users of Office 2007, which was a massive leap forward from 2003, will find plenty to tempt them. Our first chapter is dedicated to helping you choose the right version of Office 2010 for your needs, and if you haven't already taken the plunge we should be able to help you save some money in the process. ‘Then comes the meat of this guide: a chapter dedicated to each of the aya, applications in the suite, from Word to Excel, Publisher to PowerPoint. You'll “< soon see that whatever your current level of knowledge, there'll be something (@: How do find ry to build upon and challenge you. Our aim is to really tap into the power these real applications have to offer, whether you're using them at home or in the office. aves ove you fal So read on, enjoy, and good luck in getting to grips with one of the finest eae pieces of software Microsoft has ever produced. fc cnapter tur to these aon or detaied stings of contents You fra tt nce tome wnoe book onpi6o. [mn Doce Tim Danton Editor, PC Pro editorepcpro.co.uk THE ULTIMATE GUIDE TO OFFICIContents Buying Office 2010 choas the right ton «Produ Rey Cad «Tying Ofce with lceeo-Run +n oversew of Office 2010 ‘Common features Bock2ge view = Tae ribion «Customise the ribbon Crate a aco» igh features to make if easier ‘Word 2010 Formatting» Templates» Text Effects «Images Buldng Blocks +Smarthrt «Navigation »Scenshos + Ciatons Excel 2010 Gee stared with spreadieas«Frmulae Displaying data» Manage your fans Peels + External data PowerPoint 2010 Format x profesional «mae ein» Trasitons and animations + Smartt «Video Co authoring ‘Outlook 2010 See up your emal- Manage contacts - Make email spate Email apro-Jurk mail-Calendars and todopage 92 OneNote 2010 Gering stared with Ont «Reseach the we Work with Word and PowerPoint» Dock o Desktop page 100 Publisher 2010 Create your own invitation» Cresta brachure using Bing Blocks» Prepare your pletion eprint page 108 Access 2010 Beginnersuide» Database template Customise your database» Data macros «Use Access. alanding ad page 120 Office for business Auying for asmal busines «Deploying Office» SharePoint Co-authoing» Sear «Contacts page 136 Office Starter 2010 invaucing Offi Seater «nroduing Word Starter Inducing Exel Starter age 144 Office Web Apps Whereroge them Word Web App» Bua Web App» PowerPoint Web App» OneNote Web App» Rivals OFFICE FORvay tz) Office 2010 IN THIS CHAPTER choose the right ‘dition for you Home and student, Home an rat for you? Read on to find ou. [A Microsoft Presand cons the ] Anorervion ot Compare Microsoft® Offic Product Key Card Office 2010 Afartastic new way to save you With the desktop, web and mobile money, ofa fase economy? See f the Product Key Cards ight for you BUYING OFFICE | While it’s never been easier to buy Office, it’s also never been easier to buy the wrong version. In this chapter, we aim to help you navigate the minefield, and in doing so save you money. For example, are you aware that some versions of Office can be installed on three computers, while other versions can only be used on one? And they’re pretty much the same price? THE ULTIMATE GUIDE TO OFFICE 2010Store eres ee) Hardware Penne 2010 Sultes CE «10020 GE» 2010 We explain the differences between all the suites on offer, and why choosing the new, cheaper Product Key Card could mean you end up paying over the odds. The good news is you don’t need to rush into a decision: thanks to Click-to-Run, it’s now possible to try Office 2010 side by side with your existing version of Office, and they'll co-exist happily - see our guide on p10. THE ULTIMATE GUIDE TO OFFICE 20101o prevent users simaly borowing 2 copy of ffce fom a fend ard instaling ton heir own PC, Office hos 0.60 “activated” win 30 days of instalation. Ths usally happens instantly wth your prmssion) va theinteret. Boxed versions as opposed to Product Key Cards. re Portable: you can instal enone PC Gin fect on Up to tree, depencing cn the ection) then later decide to remove (fee fom this machine ang install on another, a ong as te total numberof current istalations Is within your licence In ths case, youllbe promoted to phone Microsoft ond explain what youre doing before activation wit ‘complete They're not sticky about just be aware that you need 19 ‘cover thatorms of thelicence you chose. THERE ARE A BEWILOERING NUMBER OF OFFICE EDITIONS TO PICK FROM, SO HOW DO YOU MAKE SURE YOU BUY THE BEST VERSION FOR YOUR NEEDS? Choose the right edition for you We tempting to rash nt a decision about which version ‘of Ofce 2010 to buy. Home and Student appear todo all, ‘you want and more, andthe Product Key Card ie sry the cheapest way to gett. $o open the walt, whip out the creditcard, job done. Or perhaps the cales person a your local computing emporium has explained that Professional {isthe ony edition for busines user, and despite the high price you bite the bllet and write out the cheque. Hold on, because ether way you could makea costly mistake, With Office available in 3 many diferent configuration, there area numberof tape you col fall Into that woud result in you spending to much money ‘not geting what you need or both ‘Over the next three pages, we cover the five ey choices you have to make, Read careful asthe right dedsion could save you time, money and aggravation. And if you'te going to university, or you're alectare, do make sure ‘yu read about the Profesional Academic version (ar rght) oweltr The good news is that times certainly on your side If you're bought anew PC then there's every chance i includes Office Starter, which {includes cut-down versions of Word and Excel. The table on p shows ata lance wha’ included in Word Starter and what isn, nd for more detallon the restrictions we've Aedicated Chapter 1 of this guide to Office Starter. ‘While those omissions willbe enough to put off ‘oto people the real annoyance stems from the sidebar that sts constantly to the right of your Word or Excel window. The fact that you cant remove or resize this would be grating enough, but an arguably even greater irritation is that distracting advert rotates within it as you work Nevertheless, fr casual use Word and Excel Starter are both perfectly adequate, and if you're atl uncertain abou your needs wei ecommena youve with ‘hem a while rather than succumbing toan in-store sales pitch ne upgrading immediate, ‘oven pronucr xay vs meTaN. wox That sles pitch hey to include afew sentences dedicated to he al-new Product Key Card. We explain more about this on p, but the important fact to remember are these: buying a Product Key Cad allows yout instal Office on only one computer, and that doesnt mean one computer ata time it means one computer. When that computer comes to te end ofits natural life, you wont be able to move your copy of Ofc to anew machine; youl have to buy tall ver gai, Both ofthese estrctions are in stark contrast to the boxed edtions (note that Microsoft calls these "Bully Packaged Products, whichis why you might see the shbreviated FPP if you serch fr products online) Ifyou buy the boxed version of Home and Student, youre actullyTECHNICAL SUPPORT ‘when you buy the Product Key Card or the boxed versio of Office 2010, youre entitled 1 fl fee technical support by phone and ‘mal. Importantly this ist st fr solving technical problems; they can also help wth the "how do |?" types of questions. ‘tyou buy Home and Student or Home and Business, tis free support lasts {for 90 days. With Ofce Professional, that ‘extonds to a year, Note that those days start ticking awoy the moment you activate the product on aPC: this is change in policy ‘option of entitled to lead that singe product onto three computers simlaneousy. Then you deid you dort want Ofc on the netbook but on the laptop instead for instance, you can uninstall and reinstall with impunity. Your thre copies can existon any three PCé indefinitely {In this ight, the Produt Key Card doesnt seem such gpd value. After al the “ost per lcencefor Home and Student works out t £30 if you buy the boxed version, compared o £80 forthe Product Key Card (Prices may be lower ifyou shop around) Whats more, with the boxed ‘eran you recive an nstallation dis, something goes wrong with an Ofc installation based ona Product Key Card, yout have to download ital again goto wwnce comJackap) or pay Microsoft to send you ads. ‘We loathed Microsoft what would happen if youu activated a copy of Office ona computer that then fated completely so you had to get replacement Itavises that, ‘om previous versions of Office, when the 90 days (or year of support start from your frst support eal ‘can ether rely on Ofice discussion forums {and goodwl rom your better informed fellow users. or pay Microsoft for addtional support as and when you need it ‘support at al although you stil have the to wnmpeprocouk/inks/ofishelp. (Once that time has runout you Office Starter comer with no trawing Microsot's website: Head if you call the helpline with a credible story, the company willbe sympathetic and allow you to reuse your licence key. ‘One Snalmportant note: part ofthe licence agreement for both the Home and Student and Home snd Business editions is that each PC must belong to your household. It might seem obvious, but you'te not supposed ta buy copy of Home and Student and ther let a neighbour have the tied cence key for their own PC. Ifoneof your own chien is heading off to university, though thi is covered by the licence ~they' stil prt of your household On pape: the decision whether tobuy Home and Student tor Home and Business looks straightforward, Ifyou want Outlook you choose Home and Business if you dont, stick with Home and Student. Considering Home and Business twice the price, that surely becomes simple decision? Office, ° omrc ° rica Fre orn; he Price Hone any gM An Orme aE Pong et ona Pro editions ore a Pioner e wore eat boxoffice evar) = eno 2 ‘ts0 fata seet ree nevar | = 0 = 00 Product Key Cr offi price evar = 0 = 00 Prouet Key Cora set ce neva | = 0 o Pero Word 200 saan 3 asm ao—T. 3 Feersa ook 200 : . 3 etve One 2010 x e 3 coro PowerPoint 210 . ° 3 Pietosf acres 2010 . . : crue uber 200 . : 3 Technical po . 20am year tee deans Waal | Upte \etune revony | twoorCe | twonce — teatng | two peace etn saab cet rm Mra ele ove rah Stet pcr nae to anetat Rocuion Office Professional and Academic youre a student ‘rlecturer in higher ‘education, you can buy Office Professional ‘Academie 2010 for just £50.’ identical to Office Profesional, and ‘an absolute bargain: you ‘98t Word, Excel Owtook, ‘OneNote, PowerPoint ‘Access and Publeher Just use your ac uk email ‘address to order rect trom wswotice com. noe MN yy, year ‘volume Neansingysis! Offi ea 0 @ What i aready own fice 2003 oF Ofce 2007? Presumably can (et a cheaper uogrede eciton of Office 2010? ‘A Unfortunately not ith eis ease, Microsol has dooded to scrap upgrade schemes completely: you have the same cntions regardless of wether youve bousht Offce before Sory. ke aa forthe fact tht Ottook 2010 bat so many nes fears that ould geminal save you time, ‘way ys In partic, thi version mest mch ‘simpler to manage a busy inbox (see p82) and to create classy looking ema ne p80) Before you make tis decflon, we ges you rad Chapter 6, stating on p76 “The cher ey advantage of ome and Bisse se thai ened for commerciale; Home and Students. The downside that you recive a cen for only wo instalation, a opposed te the for Home and Seadent. inal te wort noting that Home and Busines doe indude Publisher 2010, Tis unberded spplaton offers lotto sole trader and home wee, induding the ability to cate decent brochures While Word can step nto the breach on occasion n0 ssbatute fora dedated DTP pacage ‘eno1ena re PRorEssionALS Ifyou need Office for professional us, you face the toughest choices ofall. First, you must decide if you need Publsherand Access (Goth included with Ofce Profesional, butt Home and Business). While we like Publisher 2 ot, i unely tobea vita part of your business armoury. Aces, onthe other hand, may well be. fyoute curently using Access 2008, then the step upto Access 2010 isa significant one, heavyweight improvements include the way it work with external data and the new Macro Designer (ee p16). “The other benefit of Office Professional over Home and Busines is that you receive a year of technical support Instead of ust 90 day, ‘Tae biggest decision you have to make, Word Starter: what’s missing? Formatting Fonts: tying (og bold) however, i how you buy Ofice. The Professional edition, cither ia Product Key Card o retail bor, i expensive, 0 makes sense to investigate the Volume Licence schemes. ‘This ao gives you the option to buy Office Standard, which inludes Publier but nt Aces. We go into more depth onthe choice in Chapter 10, MONEE Whe TO BUY The most tempting place to it Office ia bricks and-mortar shop, especialy if that’s were you've just bought yournew PC. But make sure the pric is competitive with your scond option: online retailers. The kes of Amazon ofr very good deals for software. Note that many sll oth Product Key Cards and etal, boxed versions of Office, and itis alwaye ‘lear which is which lok for phrates such as"PC (DVDY" con FPP" ifitiet lea, as those indicate a boxed version. 1, when the package arrives, you find tis what you expected, dont open the etal box you have dhe right t0 turn it with seven days, no questions asked, but software that’s been opened i specially exempted from this, ‘A simpler way isto buy from Microsoft. As we see on p10, you can download trial of Ofce 2020 that lies sdeby side wth your existing Ofc installation, IF youthen decide to buy Offce 2010, ll you need to dois enter new produc key. The downsides price: Microsoft wll never offer che moet competitive prices ‘Another (and rather drastic) choicest buy (fice abroad, For example, Home and Student costs '$120n the US excading sls tax where its applied) and Professioal $500. Depending onthe exchange rate, that could ead toa substantial saving, ‘The professional touchPROS AND CONS BUYING A PRODUCT KEY CARD You don't have to buy a boxed version of Office. Microsoft is introducing an alternative route that promises to be easier, cheaper and greener. itn tis atest release of Oice, Microsoft has Introduced a new way of buying the softwar: the Product Key Card. Thi has been designed for use with new PCs that come with Office Starr (see Chapter M), because those computes actually have the fll version of Office 2010 installed - but iden awe. To unlock them you need a serial number, which can be found on ‘a Produet Key Card. Product Key Cards can be bousht from Merosot or from other online retaters and computer shops. They may look good vale, but do note that they allow you to use Office on just one computer Not one computor at atime ~ one speci computer, forever. ‘That means youl nly ever be abe to use Office onthe Cou bought Office Starter with there's no way (rat least no lag way) to transfer Ito your next PC a tWo ‘or three yoars' tne. In contrast, when you buy arta boxed version of fice 2010, incudes@ cence thet can be sed multiple ies. Home and Student alows you Install on three computers ot the some time, Home ond Business on two, What's more. your licence ist ted to ‘any particular PC: so long as you uninstall it from one PC fist. you can reitalton another - for example, when you upgrade your comoutet. Soterrrs oF ri PRODUCY KEY CARD. Given this major lnntation, why would anyone buy a Product Kay Card? Fst, because it might stl work out cheaper than the bored versions If you have only one PC, and you pian te keep it for long enough that when you buy anew ‘one yout also be ready to buy anew version of Office oearng in mind Microsoft no longer offers upgrade pricing to existing user), then you stand to lose nothing, Pus, buying Product Key Card is a straightforward saving: See our price comparison chart on 7. Tes aso convenient. Office Starters preinstalled on your computer all you ned to unlock the fll version sto enter the key. The computer wil go online, activate your copy and hey presto = within a few minutes you" have a fully working instalation, Final thore's a sight “green” aavantage, because you dont have to buy 2 OVD. Thisis somewhat ‘offset by the fact thatthe Product Car comes in a plastic box. (Apparently, Microsoft intially planned It to bojusta card, but people felt that if they wore eying almost £100 for a product they wanted to feel ke they owned something physicals no wonder the environment sin rouble, really.) Butts stil smater than the normal retail box, nd doesn't contain a DVD, Sevouve decided you want a Product Key Car: where ae they avaliable? Certainly trom high-street retors, who we expect to heavily promote the card, especialy to people who've lust Bought a new PC with Offee Starter instaled ‘You can also buy Product Key Cards from online rtalrs:they'I simply post them to you as they would a normal plece of software. Final, you can Duy direct from Micro teal The advantage hee is that you can acces the code there and then, so you dont ‘eed to wat forthe physical eard to arrive before you can start using Ofes Final, can you tke advantage ofthe Product Key Card if your PC doesn't ready have Office Starter Installed? Ves, forthe moment. Mirosof says that uring the “transition period”, while mery PCS ae shipping without Office 2010 preinstalled customers can ownood the software that matches ther Product Key Card by heading to wwnatticecom, Vina haapensit my PCoetsavirss td hove to rest ‘Windows? Wil st be abl to use my Product @Product Key Card Key Cara? — (A: Yes. You can restore your PC 10 fotory settings, o downoad the software soon from Mierost oak fora pecin ofthe Office sofware tobe Sento you (ata cos. Whichever enti you choose a you then need the wrodictysis! Offi ea 0 (@ When you say Office instal ins tual be" what 0 you mean? ‘A Oy. you got us were taking about Vitualsation That is the software creates 2 "virtua hard isk that sits separately from the restof your system, ‘and instals Office to that Ifyou interested, there's a more detated * ‘Teadtionaly, fyou wanted to try new version of Ofice ‘yu had total trial version, and in the process ‘uninstall your existing copy of Office. his wasall well and ‘gcd i you went on to buy the new edition, but ifyou Aidit you had tose the pain of uninstaling the til version and reinstaling you old version, Microsoft has wisely moved away fom this scenario with Ofce 2010, Although trial DVDs wil still be avalible, the best way to decide ifthe new edition is worth the upgrades to use anew service called Cliceto- Run. (One key ference between thie an simply downloading piece of software is that ie’ instantly avaiable ~ Microsoft reckons home users on broadband connection can be up and running in ess than 90 seconds (Mow rr wows f youve ever watched a video over the internet, you've experienced something similar to Click to Run. The des ito "stream" the softae direct to your computer, Ofc wil then instal itself inside a stu bubble on your PC ll the most important parts ‘ofthe program ae delivered first, which is why you could be using Office in under two minutes. Ifyou try to usea feature that hast yet been installed wil deliver that feature next. Ther be a brief delay, but nothing dreadful. ‘When Ofce hasbeen fully installed, youre free to disconnect fom the fntemet and use‘t jst as you would normaly While it’ onne, the software will THERE'S A NEW WAY TO INSTALL OFFICE: CLICK-TO-RUN. WE EXPLAIN ITS MULTITUDE OF STRENGTHS AND ITS VERY FEW WEAKNESSES. Trying Office with Click-to-Run ‘occasionally check for updates, then simply download the ‘new code and upgrade itself as necessary. Wor JUST Fon OW WJhile we expect mort people to se Click to Run to trial Office, what you actually want to buy Office this way? Is possible, and in many ways ‘more convenient than the hassle of inserting a DVD and presing Next. Clik to-Rum sell just anew delivery method, just a we've more from buying software on dice to downloading fle over the internet. “There are some very good reasons to opt for (Click to-Run over those rational methods. ora star, yout always going to get the atest and thus most secure) version of Off, with no annoying message saying "Updates avaiable’. Disadvantages are fe. Because ofthe way Clic to Run installs some addins won't work And... thats about t ‘se mow 901 687 Ir The only outward sgn ofthis new technology Is Ukely to be hidden away nthe small print: justhead to office com and fllow the “Try Ofice 2010" signs. Press the relevant button and follow the Instructions (oll needa Windows Live account). If and when you do want to remove whatever version you've installed, note that youl ned to uninstall Microsoft Click-o-Run, which installs tel asa separate rogram, as wells Office 2010 itsel. nce youve sted your i a Cieeto-tin you be ees to ‘Sse beance arent on than ‘home your upcte tinge er, ey the ey you ‘choose a al your Produc ey wil ‘orve pad etal gerne mone {ovilbe abi to we Oca nt Yu sae vie DVD. Frode ae aan TAiq were Ga.Office 2010 > ca on Pees{be destonappeaton ahd, {he ned eooeston overs treoreducing Ronin Yeu “Most of uate used to thinking about Microsoft Office as callecion of desktop applications: Word, Excl, PowerPoint, Outlook, Publisher and Access, plas OneNote and othe bite and bote, With this release in particular, though, Microsoft ha bigger ambitions Is wellaware that rivle such a Google ave introduced strong competitor that work online, and we asses thet relative ste weaknesses elsewhere (ee p56). With the Office Web Apps however, fant jus releasing aval to Google Docs. It see it new online offering 83 cog in the Inger Ofce 2010 heel. In rts and rosoft ‘his overview, wel explain how thot various coge mesh, bow you can take advantage, aed what role Office Mobile bast play, Isall about having the same base functionality avilable wherever you are and whatever device youte ‘sing ~not by eobbling together numberof ust about compatible solutions, but a seamless way. Conearen Tuan rs PARTS To take avery simplistic view, you-ould say the desktop version of Offices there to create documents; the online version, Ofce Web App, thereto share them with colleagues an the mobil version, Office ‘Mobiles fo viewing them on the move. WE SPEND MUCH OF THIS GUIDE DETAILING THE SPECIFICS, BUT IT'S WORTH STEPPING BACK FOR A MOMENT TO SEE HOW EVERYTHING FITS TOGETHER. An overview of Office 2010 While that's largely accurate what's ever bout Microsoft’ trio of offerings ie that they're mutually ‘non-destructive. Tats you edit a Word document on yourmobile phone and then open the edited flein Word ‘on your desktop PC, the ony changes willbe to the words you edited. ll the formatting, the tales, the fancy charts you may have created, wil stil be ntact, even though they serene fully avalable to view or etn the mobile pp. Exactly the same hols for the Web Apps ~ which {sone ofthe key advantages Microsoft's online suite holds ‘over Google Docs. If you upload Word fl to Googe i wel conver ito a format Google Docs understands, and that means youl probably lose the fundamental fel of your document. When you ave your edits and later open the repult in Word, that missing formatting won't comeback. same pirrenence Microsoft has deberately kept the interface very similar across the Web App and the desktop applications. The idea is that you may lose some of Ofce’s features when you switch tothe online vetsion (whlch you sight be using ona second machine, uch ea netbook, of ‘on someone ees computer) but you should always know where to look forthe commands that do exist but tne mening af the Hore proc we convoed THE ULTIMATE GUIDE TO OFFICE 2010“This consistent interface i true whether people are viewing document they've saved to their Windows Live SkyDrive (se p46) or on SharePoint (See p126). Once they open aspreadsheet in the Excel Web App the ribbons and the whole environment wil look exactly the same. Microsoft hopes this wll make teaser for people to get o grips with the ribbon interface and reduce the ned or training merge woven ‘he final pec in the Ofice puzale |s Offce Mobile This very cut-down version ofthe seftwrare, and tht retriton extend tothe numberof applications incuded: Word, Exe, PowerPoint, OneNote and Outlook are all covered, but Access and Publisher arent ‘Ascan be seen fom the gallery of screenshots (ghd there's no way Office Mobile app ca come cose to matching the features offered by ther desktop equivalents, snd nor wl yoube able to ge Word documents on your handset as theyre meant tobe printed ‘Thee are more caveats too, While Microsoft wort be charging any money for Office Mobile, is curently nly avaiable for phones running Windows Mobil 6.5 or later. Nokia has announced tha it wil lobe releasing version of Office Mobi, but hast yet committed roa delivery dat. ‘As such, Office Mobile shouldbe seen as a handy centaif you happen touse a Windows Mobile phone; it is't a vital pat of te operation. ‘nev Twa Scenes The fnl ingredient inthe Office “yatem™ apples only to busineees, We cover this in far greater detail in Chapter 10, bu ifyou want to use Microsoft Office to its fll capability, your business should investigate SharePoint (and Microsoft’ other supporting software). ‘The mere word “SharePbint” can strike teror into grown men, but as we show on p128 ks surprisingly easy te instal f you have any experience of server software, and with SharePoint Foundation now fre there all the mone reason to experiment and introduce ita your netork, In return, you cold make collaboration between team members fa easier and more productive. “Thee are caveats youl need tobe running suitable Microsoft system software on you servers, and that doesn't come cheap, Relig outa more sophisticated SharePoint eetup azo require specialist expertise. However, the rewards can be quite stanning, and f companies you work with lo inves inthis area, tha collaboration can extend to partnerships as well, fice Mobile 2010 i @ new suite of Microsoft apps for Windows Mobile 6.5 smartphones, As you might expec the features as wellas the screen dspay are severely ut down compared tothe familar Office desktop applications, but you do use a Windows Mobile device i's wall worth having aloo at what Office Mobile could do for you cz SUM Store Nurber In Word Mobile, you'l find al te main formatting tol a the bottom of the screen ~ but we recommend you ‘mainly use th app for making sail arrendments to tet rather than sweeping ranges to he document ax! M/E Zar is + mi Q Outlook Mobile supports Conversation View. Here the (6) means there are eight ‘metsages yu can dil down and see ‘Excel Mobile pack 8 otnto a small space, and could be handy to show figures. You would’ want to present in PowerPoint Mobile, but is possible to fk trough and check your ses. My day atthe beach epg sounds cf the ocean What 1 want todo tomorrow: 1. Reve boat 2. Saba ave FE Sai the sunset | iced to check wth Oars bot ree and hms boat eral and compare prices. * ast modied: 12:26:56 0M 5) Contacts PY st meted: 11809 Oe ere ta | 5 contact Reerts Lantmedfeds S09 Content and Structure Reports Last mode: 11/5/08 * ‘OneNote Mobile supports pictures and ‘cio clos, buts best fr viewing spe ‘pages. You can also view SharePelnt to access anc manage share fies id You Know Archive ast modied 1/6/08 *IN THIS eyenu ee 20 thevston fervoner ibrar ‘own tabs, shortens and commands te tne Office ribbon 22 matetieccsior Our fats tor wend the er 290 workers ase cm ~ COMMON FEATUI Office 2010 is, without a doubt, the most cleverly thought-out edition of Microsoft’s flagship software. There’s a properly integrated feel between all the applications, with a level of consistency the company has never previously managed. Together with some excellent innovations — the crown jewel being the all-new Backstage view — it makes Office 2010 ‘THE ULTIMATE GUIDE TO OFFICE 2010RES extremely easy to use. Even if you're new to the ribbon interface, it won’t take you long to work out the logic behind the system, which means that no matter what : application you're using, you'll be able to quickly find the command or tool you need. In this chapter, we gather together these common threads to give an all-encompassing introduction to the suite as a whole. THE ULTIMATE GUIDE TO‘ommon ialig xy you done the etout colour of fice 2010, change it. Whichever 260 yout in, click on Fle Ontions, head to Genera. and eck on the dropdown ber next t0°Color scheme You have tree options ~ ‘lve, Siver or Black ard we think Bue is ‘me leas offensive Yeu may aso be wondering Row to get ‘ofthe transparency fect that allows youto see through the tte bars Thi 2 seting in Windows 7 or Vista) that ca be tunes oft type window color into the search fel choose "Change window glass oles” and untick tho “enable transparency” ereceboe, 3 “Backstage what” the natural response we hear when we try to explain the purpose ofthe Bacatage view. It {ant so much a feature youllcome to love in Ofice 2010 as something youl come to use as if Microsoft Office has always worked this way You access the Backstage view by dicking Fle, hich always sits n its own sli-colouted tab atthe top left ofthe screen. In Woe, it's ble: n Eee, green, and soon It's equivalent tothe ald ile menu in Office 2008 and earlier and youcan even se this heritage in thelist of commands down the left hand side: Save, Sve A, Open. "Things get more intresting when youlickon the other entries. These vary by aplication, bu ther large amount of overlap, so we'll go through ll the main options Before we do, though, we should adress the concept behind the Backstage view.Inesence brings together all the propertias associatod with thee and application, as opposed to the contents ofthe le. f you think ofa fein the conventional meaning ~ as bundle cof apes, say ~ this the front of thee that ells you cvcrything you need te know about who wrote i and why, sro Inthe likes of Word, Excel and Publisher, the nfo tab vel provide summary of your documents key statistic: ‘THE ULTIMATE GUIDE TO OFFICE 2010 MICROSOFT PROVIDES A WHOLE NEW WAY TO CONTROL A Fl IN OFFICE 2010, AND IT COULD SAVE YOU TIME AND HEARTACHE, PROPERTIES Introducing Backstage view forexample the name ofthe author, when it was crested and how lng’ been edited for, ll very worthy, but there are also numberof tole on offer. Pchaps the mot useful {is Manage Versions. This can jump back to elder versions ffles, which can bea lifesaver if you unthinkngly save document only to reget the changes you've made Ifyou open an older document ~ for example, one caeatd in Office 2003 ~ then pressing Conver wil save it ln the Office 2010 format. This not only compresses the file, butaleo enables advanced features, such ae Text Bets in ‘Word or Sparklines and tcersin Excel. "The nfo area ako allows you to enerypt Word, ree, Access and PowerPoint les, or check for potential problems before you shave the file. The exact tools on offer depend on the application, with Publisher using the laf tab to manage commercial print settings, fr instance, but the common thread ie obvious to eee. fascanr Gone ate the days wen you could only jump to the four files you opened last. Now you can cick Recent and see the past 20at glance. Just as useful for power wers, the les of Word and Exce also point to the most recent folders you accessed, geal reducing the need to browse manually ‘hough nested folders Temples can mae Bearer setnor ther Mowerbesed eh nel or as ere Imape ese auch erpintes ene as mede tony ‘rtcn.com wea(maw As everyonehas come to expect, mostof the Ofce applications offer a murnber of templates on which to buikd new document. Wile the saraple templates preinstalled withthe application are often useful, we generally find the best templates can be found on Offce.com. However, ‘noone wants ta launch Internet Explore each tie theyre looking fora new template, so Microsoft has made them such easier to acess direc rom the applications For instance, i you were in Excel and looking fora budgeting template, you'd head to Fle | New and then doube-lick on Budgets underneath the Ofice.com “Template bar. You can then see a selection of pre-selected templates, complete with star ratings anda preview. Simply Click Download and th document wil automatically open at con as the download i complete. ‘prt This one ofthe best features in Ofice 2010. Microsoft has deviously made it simple to see exactly how your chosen document will print on your chosen printer by Sntegrting the print preview into the Print tab Ina stoke, thie means hundred of wasted print {obs wil never make itt the ourpt tray. Say youre about toprint a colour document ta mono laser: youl see the output isin greyscale, and wil ance thejob (although note, sometimes printers aren't cormectly dented as mone) (Or pethaps you dist realise the document was going to print on two pages, or you notice that's goingto print in landscape mode rather than portait. ‘sounds mundane, but trust ws: this feature alone wil save you tie, money and annoyance, Our only gripe is thatthe feature srt o well implemented in (Outlook where you get a page preview, but ave wo press Print Options to change the page range belag printed) or (OneNote which doesn't even show the print preview). ‘save a samo You might be wondering why Microsoft has ‘orhered to create a Save & Send tab After al, ave and Save As are both included at the top ofthe Backstage view, soy bother? The reason soon becomes dear, with a plethora af choices on afer ‘The default option is normally Send Using E-mail, which ead toa choice of format in applications such as Word and Excel. For example, you could end a document as a PDR asan internet fx, or jastas a standard attachment. ‘Reflecting Ofce 2010s sharing abilities, wo farther options are typically on offer i yout using Word, Excel, PowerPoint or OneNote, Clicking Save to Web allows you to save the fle direct to your Windows Live flder (Gee Chapter 12), wile companies that have implemented SharePoint (see p126) can publish toa shared workspace. PowerPoint even allows you to create a video, pachage a presentation for CD (ora USB fash div) that ‘wilastomaticaly run on other computers or broadcast yourslideshow over the internet (se p75). Waur As its name implies, this sone way to access each application’ hep fles~bat its easier to simply press the question mark button that sist the top right of the program's window. Possibly more useful isthe ink to Getting Started guide (not that this isonline, not stored withthe app. You an alo see your proc key and double check which version of Ofc you're actually running. ‘oPmions ‘The final button worthy of note is Options. Whichever app you're sing, tis provides a quick way to cess its advanced options For example, you might want 10 sdjusthow many recent documents you can see, change the document’ anguage settings, or switch to a diferent colour scheme. There’ relly very lite you cant do from Options, so it’s well worth takinga look to see what you can and can't tinker wit. Let: Were huge fan fhe Pint ‘tree 2010 apom st maker {arts tay Oot your out» ‘taper its mpiamantatinLeta ialig xy Hel! The ribbon has isoppeared! How do et tac [As You con mote the ribbon disappear by double-cicking con any of the tab nares ~ for exam, Home To make athe tas resopear. mpiy ‘ouble-cek on any of ‘renames again DON'T FEAR THE RIBBON! WHILE IT MAY SEEM STRANGE AND UNFAMILIAR AT FIRST, THIS INNOVATION MAKES IT QUICKER TO FIND THE FEATURES YOU NEED. Introducing the Office ribbon Microsoft introduced the bon concept with Ofce 2007, andit would be fairto say received amined reaction. Some peopl hailed it huge tep forward fr ussbility, other called it a wretched curse upon the word, and begged Microsoft obring bak the old mens system. Indeed, many people refused to upgrade fom a previous version simly because they despised the ribbon so much No-one disputed the fundamental prebler ‘Microsoft was attempting to solve. With every ease of ‘Word, Excel, PowerPoint and friends came anew swathe cof features. The toolbars were being overran with options, and you had tbe an fice gur with 20 year experience ‘behind you, and an intrcate knowlege of Mironos way ‘of thnking to fin the precise command you wanted, “There was another problem too. The only option Microsoft ha in te arsenal wanted to “promote” a command so everyone could soe it was to postion its sll con on the toolbar. There wasn enough space and ‘because the fons were so smal twas tough to see what task they were meant to perform. ‘The ribbon doesn't provide a magi wand forall these problems, but it does perfor mapicof sorts: it makes far easier to find the tools you loking fr, whe Additional controls launches cnlog bere provi read contele presenting the new ones ina way that invites you to ‘experiment. The raul ie that everyone can ceat etter documents faster and with Office 2010 Microsoft has improved things to such an extent that even people ‘wo swore theyd never use the ribbon may just be persuaded otherwise, AnaTonY oF THE miBBOM Bach ribbon consist of «number of tabs. For example, the Insert tab in PowerPoint collects allthe most popular commands associated with inserting tlements int your presentation = you can adda new char, embed video, place a textbox, and much more Besides. Rather than randomly throwingall these tools and commands oto the t2, Microsoft groups them. So the Ingerttab in PowerPoint is split into seven groups: Tables, Images, Mustations (such a charts), Links, Text, Symbols and Media. This makes it far easier to jump straight othe command youre interested i. Sometimes, there jut int enough rom fr Microsoft to squeeze inal the commands ‘tants 0. On these occasions, youl see a tiny aow tothe righthand sde ofthe group's tite. Pressing this launches Aialog bax to give you the control you ned. “Taking PowerPoint as our example agin, the Font group on the Home tab indudes just such an arrow, and pressing launches the Font dialog bx se below lef) Prom here you can ad effects such asa double strikethrough, which ert avalble from the tab tealé Here, we provide brief guide to what you can expect tose in exch application’ tabs. TE OME TAB As its name suggests, the Home tb is the default tab you see when you first launch an Office application. Microsoft has attempted to include the most common tatks here, 0 you don't ned to jump around the {abs simply to find the Bold command in Word, for example, Although the Home ab contains different commands depending onthe application you'te using, there ae some easly identified paters. Almost all the apps offer the Clipboard a the far left, providing toals suchas Copy, Paste and Format Painter which applies the formatting of text currenty selected to another Block of text) ‘othe ight youl generally find more advanced tex-formating tools (euch a the text highlighter fllwed by paragraph formatting bullet ts, increase line spacing, ‘indent and then sting options. As we explain indepth in (Chapter 3, which covers Microsoft Word styles allow you. to give diferent documents a consistent lok and to change ‘the appearance ofa document dramatically within seconds.The Home and Insert tabs Bes. 7 Sromaraen I ‘Ye mae vas The Insert tab needs litle explanation. In short, fyou ever want to ad anything nto a document ~ bethat web ink, an obscure smbel or even a sereenshot the Insert abs the place to go. The exact commands vary depending on which application you're uring, but there's 2 surprising amoant of common ground - clipart, tables, time and date being just a handful of examples. [Not every aplication incudes the Insert tab, ‘wth Access and Outlook being obvious exceptions, but the rule of thumb that fan application invlves graphical clements then the Insert tab wil be ready and waiting, ‘Twa pham tavour ran Common to Word and Exel, the Page Layout tab ofesa huge amount of control over both the page design and how the final document willbe printed From here, you can adjust che margins, switch between landscape and portrait orientation, adda picture asa page background and, in Excel choose whether tee the gridins. The Page Design tab in Publisher offre similar tools, but presents extra controls over the design - hence the change in name ‘rw vis tam Sing at the far rght ofthe rbbon in Excel, Word, Publisher, OneNote and PowerPoint is another tab worthy of note. Again the precise commands vary depending onthe app for instance, PowerPoint offers contol over bow the speakers nots look ~but they have sich in common se wel You can contra the 200m fom bez (rte the command at the bottom ight ofthe pplication window) and, ait incongruous create and record macros, ‘ans wirns vA8s When youre working with charts in xed tables in Word or images in PowerPoint, youl notice that anew ab appears. hiss specifi to that element. For cramp, table need tobe formatted ~ but you wouldn't wantall those formating tols tobe avalable when you'e just typing ay at report. “The new tabs appear towards therghtof the ribbon, typically after the View tab and once you cick way from the abe chart or image ~or whichever ype of object youhappen to be working with~ the tab wil disappear. ‘Until you dick onthe object agai, eee Serr are er et oe ee--.c. Reema VAC) OSE Seems sews at Seen) Boe @ a f& 266630068 I, Metin men opt Ye one me ert Most of the Ofc applications provide sor seven abs typically, the ones we've described above, pls thre o four more tied in wth the core needs of that app. In Wor, for example, the References tabi an aid for students and report writers, with options fr adding a table of contents and inserting cations, In Excel, Microsoft dedicates an entire ta to formulae. ‘As we discuss on te following page, however, there's ls room fo adding your own custom-made tabs for the commands you regulary se.HOW TO. Leta ialig xy ‘One ofthe biggest crtlsms ofthe ribbon in Microsoft (fee 2007 was ts nay. While someone with programming knowiedge could customise and add tabs to the defaut ones, such sls wore beyond the typical Office usr Al this has changed in Office 2010, and ow you need absolutly no coding sks to adjust and customise the ribbon a8 you se fit sant cusromisine Well use Word as our @ ‘example, but the mathe hols vue fra the Office applications. The rst step ito Mow Lona? launch the Customize Ribbon calog, which you can Dorit spend too long on {on two ways: by going to Fil | Options and cicking your frst ribbon: tr ‘on the Customize bon tab, or by right-clicking any Se oe eee, sapere pega ey a Soe kseintenmsn Screen SITE an seen Snes il eso areclostenaay Se er, os Smee wore ti mage CUSTOMISE THE RIBBON You don't need to live with the ribbon exactly how Microsoft imagined it. Add your own shortcuts and commands with this simple step-by-step guide. ‘Ribbon: f you choose All Commands yout notice the ‘number of tions s huge there are around 000 took FD) eMATEA TA Click New Ta. Yout see anew \ © entry p00 vo, usualy ust under Home in the list. By defaults empty ~ your blank canvas. ‘The fist thing you should dois ave it menial name: lick Rename and type somethin suitable. Now comes the step-by-step process of creating your tab Dp meters sera naies New 7 croup by sata which again you shows renarr. After this, pick the commands you'd ke to include in tis eroup. It makes sense to follow Microsoft's cues here: stick similar commands in groups and name them sensby. You can cick OK at anytime and youllsee your ribbon ination Da) ser trou aimee gous (GD New roe taton nti your beooy withthe tert Ard tat, Pom row on your new robon wil eoper whenever you create raw decentHOW TO... PROGRAM A MACRO It you perform a particular sot of tasks routinaly, you can save time by recording a macro. Macros sound daunting. but that's party jst thir name they'd been ealied Tine ‘Severs they probably be used much more neat, theyre simaly a way of pee-ecoraing a set of actions Lets say you ofton create a table with the same headings, and al you ever changes the values. Macros are a fine way o add that table instantly into your documents ‘Her, wall create sucha macro using Microsoft ‘Were the same method works inthe other Office opps. ayn youn nAGn© The Macro command ats, \/ confusingly, in the View ribbon. Click the down {arrow and choose Record Macro. Youre asked to give ta name, the default being Macro try to choose something more descriptive In our example, wel opt for PasteTable. Note tat no spaces are alowed in names. ‘You can also add description and choose wether you want your macro tobe avalabie ina ocuments o ust this one. In mast cases, youl want In all documents You then click the Button or Keyboard Icon, depending on whether you want your macro to be launched by licking on an icon or pressing akey shortcut D) sueK AScEE Once you select Button or \/ Keyboard, yout see a menu rather similar to Customize Ribbon. This is asking if you'd ke to ad the ‘macro tothe Quick Access bar which by default sts above the ribbon onthe left. Click on your macro (which willbe raed NormaLNewMacros PasteTabe, you chose PesteTabie asthe ame in step 1) an press Add A flow chart-syle icon wil now appear inthe Quick Access Ba. 18080 Time to put your plan into \ =) action - and we should emphasise that planning important. Every action you perform wil be recorded, so each mistake you make wil be made over {and over again when you play it back. With a clear idea of win you want to do, perform your task step by ste, then ress the tiny Stop button atthe lft of the statusbar that runs along the bottom ofthe Word window. Alteratvey, had to View | Macros and click Stop Recording. ZY sore Your reco row eda ting CD rcs tne cs Aco ric you tte hae 2 fyouwen teat natal, youcan gate View| Macon and eect Eat tots he Ince roan dow code Wie rnc ete Inv be ap to ro mos er son aes eee eee earn bese roaring note yor be oo ut try uneceayee THE ULTIMATE GUIDE TO OFFICE 2010 } Wow Lona? CCroasng aracro can tale seconds, onc@ you ‘et the nang of How HARD? ‘2ppears honest! OL d, wink tm recording sry ocr, ca aiet cr ue sik txt ony Why? sn Senctng tt win roe ery ae to Gants rela code, rd bn re fens of races ou foe te See to sack a to copy ond to pater tran capo ane eoone yySH Duss : iii Eight features to make life easier Office 2010 is littered with little touches that make it easier to work with your documents. Some are new, others were introduced in Office 2007, and some have been around for years but hidden away deep beneath the surface where few people found them. Here, in no particular order, are eight of our favourite features that could make a big difference to your everyday computing life. ADVANCED PETUME EDITING The chs rings toe: 8 picture canbe worth thousand words. What the diché ever explained was how a drab picture could take aay fom your document’ impact, which is why PowerPoint presentations and Word documents the world over have bored ther reader to tears, fice 2010 may rectify this, ae {brings some pretty powerful photo editing tol within ‘Word, Excl, PowerPoint, Outlook and Publisher. Insert your photo and youl be abe to perform procedures that ‘sed tobe exclusive to more advanced tool suchas Adobe Photoshop: removinghackgrounds,add Polaroid style borders, an even (with cre, pleas! apply artistic eft. Register Now! Lggh a ceamtsars see 7) ye ULiMareGuwe To errice eve asve wir Live pREMEW “Tis new feature allows you toate what any coped data wil lok ike — before you pasteit For example, ay yout pasting a chunk of text fom an email into Word, Right-click n Word and you'l see four Paste Options: Use Destination Theme, Keep Source Formatting, Merge Formatting and Keep Text Only. Ifyou hover your mouseover ech option, the document vil “update live in font of your eyes and show the result. No ‘more past, undo, repeat a infinitum, PowerPoint i one of the mast improved appsin Ofc, an frankly it needed tobe. While its headline improvements are support fo ersbeed vdeo and mach ‘emproved transitions we particularly ike theft you can snstanly broadest slide live to an audience all around the word they don't evn need PowerPoint, For more details (on exaclly how to perform this tick, turn to p75, ‘ouiex accuse rootRA® This handy litle collection ‘ofcommands sits almost unnoticed at the top ofeach fice app In both Word and Excel, shore othe Save,Family Budget y Undo and Redo commands ~ but ican doo much more you constantly Snd yourself adjusting page margins, why ‘not add this command? Or in OneNote, ad Print Preview. “Then each of those commands are justadickaway. You can quickly add commands Microsoft has chosen by dking the dovn artow to the right, but as withthe ribbon you ca also 24d your owm commands or even macros. oraxrvpe rrpeseanny Ayalable in Word and ‘Publisher, OpenType fonts allow you to add amazing Aourishes to your text. While they shoud be used wisely — think of those early newsletters where every font under the sun as squeezed into make look “vey” ~the impact canbe stunning, We explain more about the wonders of OpenType in ur chapter on Publisher (eating on p100) ‘uname wert omENOTE eal get nformation from many source, and trying to keep track of it Inevitably result ina mess. That’ exactly the type of thing (OneNote was born to dea wth butts only in Office 2010 that Microsoft allows you to “ink” notes. You dock OneNote to your desktop, then take notes wile working in Internet Explorer, Word or PowerPoint; when you review your notes, youl see exactly what you were doing atthe time, s0 you ‘an dive straight back tothe source ‘ACCESS DOCUMENTS OM THE WER Office Web Apps st ele ike a produc in embryo, bu the fat that youcan now view Word, Excel and PowerPoint documents wherever you are ~ and you dont need the corpoate- strength SharePoint todo so, only a web connection anda Windows Live account~isa massive shift Ye, we've had services such as Google Docs for years, bt thes ip out your formatting: with Web Apps, you know your document willook jus as good ait id when you created it. ‘sear survomt The processors inside new PCs and laptops have supported 64-bit computing for sometime, and finaly Microsoft i offering 64-bit version of Office All ou have todo select 64 bit during the instalation process. As we discuss on p124, there are caveats to consider. But fyou need to work with huge spreadsheets, for example, this is along awaited option ~ and f nothing se, a step inthe right direction. ‘Sve the Date Ss the Date ‘Ss the Date ‘Save the Date we the Date, Santee Eine emu ‘4:0 processing ut one of (tte 2010 apo ni ou bu bowed von of fen ron Yexrtrs te ooton to choose oodrensons to ter wm Sb fornom.thouph os we deus one.IN THIS CHAPTER 26 sccmereing eies SO stectin cage Gainee sapdb loiemibdepaemt with consiston formating rumored ats with Smartt JQ Meme nstate ave documents with ease ‘The Navigation pane makesit simple te ump around @ large document. SO see. GO Seti 32 siinimeow” = AZ. terete, SA Bitingticcts == AA iewera010 WORD 2010 Word 2010 is far more than a simple word processor. It can be used to create everything from sober reports to colourful club newsletters, and thanks to the ribbon interface — introduced in Office 2007 and improved upon in Office 2010 - it’s now so much easier to access its many features. In this chapter, we start with the basics of formatting before providing step-by-step THE ULTIMATE GUIDE TO OFFICE 2010guides to help you personalise your documents, use Word's built-in photo-editing tools, and master text effects. And we go further still, with navigation tips for people working with large documents and a masterclass for academics on Word’s citation and bibliography features. Whether you consider yourself a novice or an expert, it’s advice you shouldn't miss. THE ULTIMATE GUIDE TO OFFICE 2010How HARD? ‘Once you see how it works, very 695) For years, Word has had the most acvnced and usable formatting controls of any word processor, allowing @ sophisticated and efficient approach to type and colour, ard enabling anyone to create professiona- locking documents. The tragedy is that many of us dont mako full use ofthese controle We ether eave everything at fault and jus start typing, or we format every element bby hand, using the Font and Paragraph sections ofthe ribbon to do al the work. This sn the way things are ‘meant to be. Te make the most effective use of Word, yeu need te get to gros with styles and themes. ‘You can get some sense ofthe importance of styles within Word from their appearance onthe default Home tab ofthe ribbon, withthe Font anc Paragraph options Think of them as a set of preset formats forthe ‘main elements you might usein ary document; the main text (or “body’), headings and subheadings, tiles, quotes and so on. There are two good reasons to employ them. Ft, sing styles wl save you tie. By selecting the right syle belore you tye or selecting a block of text and ‘applying style, you can be sure thatthe text in question willhave the appropiate font, size, colour llanment, HOW TO... FORMAT A DOCUMENT USING STYLES Format your text as you go along and you'll end up with a document that looks like a greengrocer’s stall. Use styles to save effort and ensure consistency. spacing and indent. Whats more this wil be consistent ‘throughout - the key to professiona-ooking documents ‘Second, using styles makes it much easier to apply widespread changes ater If you decide, ay, to change the font used fo subheadings across a 30-page ‘business report, there's no need to change each instance separately just modiy the style and watch your change roll out across the whole document. This becomes even ‘more useful when you remember that styles also wore In conjunction with themes. Found across Office, these ready-made collections of fonts styles and colours are to ote selection from the Siyle mend, just ‘veraites my existing style How do | get aroun thie? [As Word prevents you ‘making major changes tothe Normal sive because ts the bass for other styles in the document instead (of updating Normal, te “Save Selection (85 8 New Guick Stle" tomake a varioet and cali something esritive, such a8 "Neral ~Justi? hen se this to style your body con. THE ULTIMATE GUIDE TO OFFICE 2010 72//Mow Lona? Alot oss tine thon't would take to buls a template rom rotting «ill How HARD? We explore some more complicated changes her, but stay with us ‘and youll make a big Impact for ite atert, HOW TO... WORK WITH TEMPLATES AND THEMES Word's supplied templates may not always look brilliant, but by using them as a foundation you can get a head start on making stylish documents. ‘white the most basic text pages can always be bul from scratch, makes sense to use tomplates for documents ke newsletters, reports and CVs, which demand more complex layouts. The problem ean be finding a ready- ‘made format tat fits your needs. True there's a growing election availabe to download from within Word 2010 at the wirwricecom website, but theyre generally showed, towards an American market. And some of the older Office temalates ae now looking very ted indeed. The trickisto soe the template not as a finshed product but a springboard fer your own desions. ‘Amending one need be dificuit or te-consuming. By ‘mixing and matching themes, moxityng elements and amending styles you can make the template your own, witout having to tweak every chunk of text ‘As templates are ted into themes the easiest way to effect a quick global transformation sto change the thome. You find the Thomas pana inthe Page Layout tab, Click the button to expand the Themes Coley, nd you's the results previewed in real-time 12s you mouse over the vrious options. Theres, howeves, ‘are more esol then you might think Using the three eee buttons tothe right you can select the colours, fonts or tects ofan entity lferent home, aiowing youto combine what you ke from ene with oloment of another. Toke the fonts and text styles from Austin, the bold colours from Perspective and the effets from Orin. ay, 1nd you have your own hybrid theme ready to go. Beyond thot, yeu cen del down and alter very style every colour and every effect in the template (although it makes sense to stick within the parameters of ‘the curren theme if you want to avoid the move hideous colour clashes). Experiment with the various styles and ‘themes, using Words Live Preview to get some idea of how your changes wil affect the final result. Then when ‘everything sults your tastes, save it. You have a custom template you can reuse for years to come. ‘ua THE THEE Ck the Fle ta to goto (7 the Backstage view thon sloct New and take ‘look atthe templates supplied Here, we're ‘ong to use arather dowdy old template, Executive Newsletter trom the samoke collection. t's pretty dab ‘28 supplied, so cick the Page Layout tab end then the A ‘THE ULTIMATE GUIDE TO OFFI‘Themes bution, then mouse through the selection to see how the template might look with another theme appled naman THe seven The Waveform theme \J roots 900d, but the colours arent ideal Time to ‘ie and maton lek the Theme Colors button topmost ofthe thee nex to the main Temas button) ‘and look down the ist. Here, weve gone for Slipstream. roc ran eacxanouno The pull-out quote pans! lacks impact and has. asahtly cheesy gradient ‘fect to boot Cick ont then on the Drawing ‘Tools Formst tab. Go tothe Shape Styles section and liek onthe lower down arrow to expand the Shape Styles ane. Again, mouse ever the various options. Thi time we've chosen "Moderate Effect ~ Green, Accent 3 2) mowiry srvias The text comes nest, Clk the Home tab, right-click on the Heading style in the Styles pant and select Mody. Change the font to Calor and size to 18 Using the 6 and | buttons, switch on bold and swith ff tai, then eck the paragraph spacing up button twice to give the heading ‘more room. Cck OK. Highlght the subheading text and apply the Strong style from the Styes pane (use the ‘down eerows to sero or expand the Styles pone f you cant see. Finally, amend the Quote style. Set Bold and change the colour to "Green, Accent 4, Darker SOR” onOP CAPITALS Let's adda crop cap. Hight \ 2) tnetrst eter of he manson. cle on the Inert tab nthe Tet section cick te Drop Cap bution Qouithave to wre some ext the templte uses, dummy tox). Sec the smple Dropped sve. axa moon Just because the template doesn't \ 27 nave an image, doasrt mean we cant ac ‘one, First, we need to make room, Click and rag the quote box down tothe bottom ofthe page Switch on grdines to help you alan the edges (cick the View ta then the Grins checkbox in the Show nel), ond esize the boxf necessory by dreaging the corner hands IGE AN SE Click the Inset tab then (ZL) the Picture button in thetlstrations panel Navigate toan image and cick insert. ick on the image's bounding box and drag the image around to tf you ned to resize it tof within the column, Final, you might nee toads how £3) tne text wraps around the image. ik onthe pieture and the Picture Tools/Format tab wil appear Click Wrap Text and select Square from the men ‘The revised tempite is now ready o go. Saveit as 0 template before you ext go to Fie | Save As then choose ‘Word Template from the "Save es type" dropdown menu. THE ULTIMATE GUIDE TO OFFICE 2010 1: Some of Words ‘delogs and options don't give me a ve preview Whats us? ‘A: Some ofthe Text Effect and Font options ) ewvevers sex For the nest pege Gck Cte \2 enter to insert a page break we've reused the Cubicles Sidebar. but his page newds 8 auote aswel, We could use a pre-built quote box trom the Text Box galery, but this time wal create our own. Clk the Insert ta, then 90 tothe stations panel. click Shapes and choose a simple Rounded Rectangle. scram ru co.ouns Once youve crown te (©) cnet tupn om Oroing Tots Format tb wilacven Use th fi nd outine option the Shape Sys pne!to mate the colaws more subdved (aki one clors yu wnt comin, Now chek the Wrap Text button and choose Square su oun vexvoox Wah the Box slected, \ LD saeeyping onde test wi oppear in the Boe ‘Style your text agen using Home| Styles, You can then save yur guote bo fo later use. Cick the box to set then go 0 the ert tab, See he Tet ox bution and select “Save Selection to Text Box Glny™ from the menu Give th Box a name ane desertion, ‘make sure the Option entry ist te “insert conta ony ten ck OK. Sp) snus Your sox When you want to reuse your \Z/ textbox, simply click on the page where you ‘wont it then on the insert tab. ick the Text ox button, sro tothe bottom ofthe aallry. and your new quotes box wl be thee, ready for seton, ‘THE ULTIMATE GUIDE TO OFFICE 2010 “The problem with mixing and matching buleing blocks s that youcan end up witha ‘mess. The best way to ‘eth isto apply anew ‘lobal themo over the top (find this option in Page Layout | Themes). ‘This wil ial the fonts and colou's together, ‘though you may need 0.90 back through ‘ne ater tent izes ond spacing to make the ew theme were As ever themes provice a ‘uick means of making dramatic changes 19 8 documents vert ook and fet Kiwow Lona? ‘You can create 0 ‘dapram i920 mauces or longer if you're an invoterte tweak. ail How Haro? ‘A ite dy, but faty Intute considering the eapabities on offer ‘Wed seen clp-art. Wei done WerdAt. Then, with Word 2010, SmartArt is essential a collection of pre-built, ‘modular sets of shapes and textbowes that you can use to build your own diagrams in minutes. Whether youre {an orgonisationalbgram, you can create it within Word {ust want to make a st with more sual impact than the ‘old-school bullet points pion, SmartArt can helo. ‘oul find SmartArt on the Inge tab ofthe ribbon where I sits between the Shapes and Chart buttons inthe ilustrations panel, The SmartArt gallry ‘organises the avalableclagrams in categories such a5 Process ciagrams to show a flow of nfermation from start to finish othe sell-oxpianatory Herarchy diagrams. Each choice comes with preview image and description that ‘explains the Features ofthat piece of SmartArt and its aly applications. Your choice could be much easier. But the really coo things happen when you Insert SmartArt on page. You can drag and doo the bounding box to reposition or resize ito” type into the 2007, we had SmartArt. Enhanced and improved for Word ator simple Venn ciagram. flow chart a family tre or with no design exoertse and very ite hassle. Even f you HOW TO... CREATE EFFECTIVE DIAGRAMS WITH SMARTART Numbered lists and bullet points are so 1990s. Turn your text into clear, explanatory diagrams with Word 2010's SmartArt feature. bores ust as you would anyother textbox. The tem wi ‘iso be accompanied by a spectictext-entry box (click ‘the arrow onthe lft or ight edge iit doesn't appoar, and you can type int this as typing a normal ult Ist ‘Word places the entvis automatically If the SmartArt overt aut fit your needs - 50's designed for three Items, but you need five - dont worry, Pres Enter after ‘typing the thie tem, and a fourth will aopeat. Repeat and 0 wil the fifth, withthe SmartArt resizing an sealing the ‘sting elements to i the new shapes and textboxes. ‘Smartt is also fully customisable through 3 series of preset styles and colour schemes. These ae tied Into your currant slob theme, s0 as long as you stick tots, whatever you cheose wil always work with your ocument asa whole. Whats more, Word wrap options can be applied in exactly the same way as any other ‘graphic object, giving you real control over how the piece ‘oF SmartArt is into the page. ‘While specilist graphics products such as CorelORAW or Microsoft Visio wil aveys have thee pace, ‘SmartArt puts aot of giegrambulding power into the hands ofthe average user Lets ave it 8 whi nos) Om:‘we sane TeAT Here's a rather staid page of ‘tox ust wating for some extra bling. We could {2d6 some clp-art ora bull Ist to add some extra weight, but this time were going to let SmartArt do the heavy iting and give us a stronger rest. 00 WMARTANY Click before the fest character \GS/ otttne first tine of body text, then click the Insert tab and hit the SmartArt button. Uniess you know what you're looking fer it's good to scroll through the gallery and take a look atthe options. Hore, wate just trying to citforentiate between basic types of product ina visuol wy. The Hexagon Cluster in the Petre section, will be ideal. ick it. then eek OK, ‘rvPe youR Tex" Theres no need to type on the \2) rani set type ters eto the “Type your text here” panel pressing Return ater ech Word wil sz ond postion the tox automaticaly to 2D) _erance vee nee changing the mages ie \G2) st a5 eas Ser ce onthe picture eon nest to.each tet tem inthe “Typ your txt here" parol. or ck on he pict inte aor sat each ase, browse to your desired image and cick inser. err0¥ Grab one of the commer \S/ hancies on the bounding box and resize the Image to take up one-siath ofthe page To poston & lagram easly ensure it's selected, then cick the Format tab that appears under SmartArt Tools inthe ribbon Click Position ound in the Arrange group tothe right {90 down tothe With Text Wrapping section and choose Potton in Top Right with Square Text Wrapping” SS) mone srs iti a bit abs tsa some \D) cron. ick te Design ab under Smartt. Tools then the Change Coors baton nar the tite of ters. ick whichever pton you tive gone for Color Range- Accent Colors 2 10 Now cick the down arow eto the Smartt See daly to expand and ica new ye On 30. UILD ALY Well now use SmartArt to create a \ZL) more detail buiet ist. Goto insor| SmartArt ‘once again, ut ths time visit the List eatery and choose Vertical Box List. Typing in the box wil again replace the main tor tex: to ade subcategories, py Clik nthe space under the blue bar and start typing ace T4887 L00K 6900 You can aust the \G7 colours, style and positioning as in stops 5 ‘and 6.In this ease, we want to keep the colour scheme consistant between the two diagrams, but we've ‘opted fora more basic at style and chosen “Position in Bottom Left with Square Text Wrapping’ ioeena cts = eesti: | i iel® — af fe oucuscntans © = | ‘THE ULTIMATE GUIDE TO OFFICE 2010 I by ha, fip Word sometimes srugges to wrap tee around more complex, non-square Items, nclucing many Smartart diagrams = and partcuary so If you se the Tight ‘or Through eptions (Smarr Tools| Format | Ararge | Wrap Text. However, youcan give ita helsing, banc Go back to the Wrap Text menu anc fick Ede Wrap Points CCck an drag the points to adust the textes area around thoitem. 37Mow Lona? ‘Acquartor of an hour stould be enough to tour te new features How HARD? ‘Once you get the hang oft this sal about ‘making things easier. HOW TO... NAVIGATE LARGE DOCUMENTS WITH EASE ‘Take that finger off the scroll wheel! Word 2010 has a whole new bag of tricks to help you wade through complex multi-part documents. Ploughing trough engthy documents - books, reports ‘academic papers ~ can be a chore. Word has red to ‘make it easier with features ranging from Document Map tothe more recent Outine and Thumbnail, but these features havent always been perfecty implemented. Infact, many of us ignore them in favour ofthe old- feshioned sero bar oF a onefinger workout with the soll wheel Nelther approach is ikea ‘Word 2010 might have the answer It takes the best bits from the Document Map, Outline and Thumiboal views, and intograts thom with search to create the "Navigation pane. This aves you almost instant access to any part of your document, and a great sot of tools for koeping ionger documents in shape To ind the Navigation pane click the View tab and then the checkbox i the Show panel. The pane wil appear at te et ofthe Word window, witha search bar atthe top and thre tabbed windows below. The ist sts the sections or chapters in our document, by heacing or subheasing, 8 buttons. The various levels of heading are ‘ested, and you can expend or collapse them by clicking the arrows tothe lft or by right-clicking # heeding button apd selecting Expand Al or Collapse Al Not only can you liek on aheaing to move to instant, But you can ‘move sections and subsections within the document by clicking and dragging them upwards and downwards here. “The second tab gives a page-by-page thumbnail view; licking a thumbrai takes you to the relevant page. ‘This view is particularly effective with more graphical documents, showing where you area a glance. “The final tab is used primarily fr search. Type search term into the search bar ad this tab wil ist allthe occasions where i's used, with a snippet of the surrounding text. Again, It's an effective way of searching for key words or phrases through long documents, particularly you have a rough idea whore the text shoul be. Flck tothe fist ab while you have an active search, and youl abo see sections and subsections containing {your term or phase highlighted in gols. In short the Navigation pane isan ivaluablo to0for anyone who has to slog aay enlong documents. ¢ sumenre or remanent Yo open the \ Liason Pan, eck on te View abn the 7: Network Security teleribbon got the Show panel and cick the Navigation pane checkbox. The middle tab gives you thumibral views fal the pages in your document in sequential order. Click onthe thumbnail to go tothe page Sp) seanc ano nescue Tho right-hand tab is used \E2) tor searching. Enter a keyword, term or phrase and Wore wl ist ovary instanceof ts use nthe [Navigation pan. Use the artows tothe right ofthe tab to cycle through the instances or eick on one to seein the ‘main window. The instance highlighted in the Navigation ‘pane i aso highlighted in the editing window in gon. NORE-OPTONS To see atonal search options, \2) tcc tne down arrow tothe right ofthe search ‘box. The topmost Ostions button takes you to the Search Options clog, where you can expand or amend your search parameters. The other options give you the power to search for content outside ofthe main ody copy, seh a footnates or grapes. FD) navioars ev wesoine The lmost tab takes 57 youto arguably the most useful view. The ‘document is divided into sections by analysing your use of Heading styles. Chunks below a Heading 1 syle ae taken to define the main sections while Heading 2.3, 4 and so.0n are taken as subsections. This ony works If he document uses styles ~ another reason to do $0. Fathom an ye pal ety ‘cyano nngesbamen ea dostomnarene ps} ‘encATE Anew seeTIO Thee are two way of 2) creating 2 new section. Fst st Nong or creat new section Reading then goo the Home tab and appt he Heading I tl. Ateratve rgntctok ono heeding inthe Navigation Pane an noose the Now Heong Before or Now Heading After eptens. You may have to move yourheacing manually imo pce Rowever st cleaner. )encare a mew sunsseriw Sindy, create \2 anew subsection by applying the Heaing 2. Heading 3 or subsequent styles, or right-clicking ‘onan existing heeding and selecting New Subheoding, =>) ne-oncanisx youn BocuMeNT Moving sections \L/ or subsections around is easy: just click and rag the section from sold place to wherever you want Alte subsections will move witht rd page numbers willbe updated automatically "amus oF conreNTs Her’ another good \ 2) reason to maitanstrveture and sv nsrt 3 ew page at he tart of you document then click the References tab, Now cick tha Tobe of Contents” bution and Word automaticaly rates tole of contents rom your hesings, subheadings ond sectors ifyoumeke changes or move sections youl ned to chk Updete Table to keep everything inthe correct order ‘henna cee eed Somttcbenerd oS oe sapere ‘As tenes you might want to move @ subsection or pres (tte being a section in Its own right at other times you might want to mow a section to become a subsocton within another Nothing could be simpler Right-click on the ‘tem in question inthe ‘Navigation pane, then sect the Promote ‘or Demote option. ‘Then jst cick and rag a5 needed tothe appropriate pace THE ULTIMATE GUIDE TO OFFICE 2010 <1")Mow Lona? ive yours ie to expire al te features here = theyre wort it How HARD? Sometimes a bt dy, never efit, HOW TO... ADD SCREENSHOTS AND TRANSLATE TEXT Word's feature list has expanded to accommodate some handy new tools that could make a surprising difference to your home and working life. Every new version of Word brings afew features that ‘won't make nescins, but wil save cerain people an awl lot of te, Word 2010 eno diferent. Alongside ‘more obvious additions, youl find two neat ite tm: savers abutin screen grabber and an improved version ‘of Word 2007's tranltion services. The Sereenshot too! wil be particulary welcome toaryone who needs to include grabs fom websites ot ‘pplleations in Word documents. You might be working fn guide or manual that exlans how todo things fenscreen, or you may need to use images froma website Ina report in the pas, this might have meant hitting PrintScreen, opening or pasting the image into an elting program, saving then inserting itinto your Word bul-n image-eiting tools, you can doit alin Wore, Cleverly the Screenshot tot gives you ‘two options. Chick the button Cea | trations | Screenshot and youl see thumbnail ist of open windows. lick the one you want and it's instantly copied Into your document. where you can resize. reposition, crop ond acs it Select the Sereen Cliping ontion below, however and Word minimises, giving you a crossatr pointor with which you can select any aea. ‘santo im TRANSLATION Word 2007 ha transition capabiltes, but the process was aitle confusing. ‘The new Translate features ar ease to ue straight ‘rom the tskbor, ned Mirosot has ls integrated the Mii Tarslator which youl find across most Office applieations (see Tip, copes). works in eonknetion ‘th Microsoft's online Translator service, Machine translation is no replacement for human language sis, butt can give you the gst of foreign text lor produce a rough ansiation of your English document "ana A SeBuENSHOT Ths example ls a report LL) anaiysing te sucess of recent video games In Europe. To make cur point, we need to quote from various online media outlets across the continent. Our frat website is already open, so we click the Insert tab, then go to theilustrations panel and cick ‘Avaloble Windows section ofthe ments 440) tHE ULTIMATE GUIDE TO OFFICE 2010oP 796 807 The screen grabs inserted on 2 now ape a5 I's 100 big forthe exsting one Let's cut it down. Go to Prcture Teos | Format and n the Size panel cick Crop. Use the crop marks inside the image to trim any extraneous elements (the browser window, for example). ross Enter when you're finished unt2s AND WHAP_Use the comer handles to ‘resize the image, thon dag it int poston ‘below the body text Intl Word wil wrap text above and below the imago, so click onthe Picture Tools | Format tab, then on Wrap Text, ane select Square ex rmAneavs Next we want to cut a snippet of text and translate it as 8 quote Switch tothe web browse, select some text and Fit Cu-C to copy it. Return to Word and paste the text in Here the txt isn Dutch: we need iin English Select the text click the Reviow tab, then go to the Language panel and eek Translate. Choose Transiate Selected Text se the From and To drop: =) owns nthe Translation section ofthe Research pane to sot the source and target languages ‘Once you select the target. the translated text will appear in the rests reo of the pene, below the line. Clik the Insert button and the wanslated text is pasted over the ‘orginal. yu dont se an Insert button the translators Using a ciferent engine probably WorldLingo (to check, ‘ek “Transition option” inthe Research pane). ‘ScRemh CLIPPiN@ Lets repeat this fora second source, but with a twist we want to ge readers favour of what each ste says This time, when you take your sereenshot (Insert | lustations | Sereensnot) select the Sereen Clipping option. Word isappears, revealing the desktop, greyed-out. To soect the area you want, cick atthe top-left commer and drag uta rectangular selection. The area appears in ull colou Release the mouse button to insert the new seen grb. fever Tak aT Resize this grab agit into place and set the Wrap Text tion asin steps 2 {and 3. Then folow steps 4 and 5 to copy, paste and translate a srippot of text. Cut and paste more than yourneed if youre not sure what's relevant yet TAAMILATE WHOLE DOCUMENTS To treriate a \ 27) crocument trom English nto another language. lk the Translate button (Review | Language | “Traelate, pick Choose Translation Language and select 2 source and target. Clk OK. Cick Translate again, but now pick Transits Document. lick OK if st to use Microsoft Tonlatr, 0 website wil oad with your exgine! nd tarsated versions, and you can cut and pase from the richt-hond window into a new Werd document Ifyou work with ot of fore'gn language docuents, Wore's Mis Tansltor wil De iwoivable Open a ‘document and go t0 Revew | Language] Tranlat, ten switch ‘onthe Mi Transator (9 {901 border around tho ‘option shows ison), Clk Choose Translation Lanavage lick Mint “Trenlator and set the target language to Enalih. Now hover over ny word or ighlgntee hvase: a ghostiy Min “ranlator window appears. Move the mouse over itto being Itinc focus and get an Englah vanelation of the word or pirase. THE ULTIMATE GUIDE TO OFFICE 2010Mow Lona? ‘Could toe a5 ito half an nour depending ‘on your cocument. How HARD? Much easier than i's ‘ever been before, HOW TO... ADD BIBLIOGRAPHIES, FOOTNOTES AND CITATIONS Referencing is always the boring bit. If you have to write essays, reports or academic papers, let Microsoft Word handle the duller side of authorship. ‘wating longthy reports or even smo essays is hard ‘enough at tines without having to worry about al the nousekeopiag” that comes with it Tying facts and Cpinions together and moulding them into persuasive argument can be absorbing, but marking citations and creating a bibliography is jst a choro. Like most housekeeping, ts bette done by someone ese Luk, Word is happy to bear the burden, ‘Word 2007 introduced new tool for tracking references, sources and citations, and Word 2010 caries on the good. work. making the process as painfroe and automated as Possible. few bugbears have been cleared up = I's now possible to add ciation inside a footnote, for example and you can turn is of citations into @ formated bialography with one click If you've been doing this stuf ‘manual youl krow what 2time-save thats. ‘Te comect form of a citation oF bblography {depends on the standards of thee you workin. By faut, Word follows the rules set down bythe American Psychological Assocation, but it's aso posible to switch to the Chicago Manual of Style the Modern Language ‘Assocation o the $0690 or Turabian schemes. One aévontage of using Word to hane your etations ane biliography is that you can switch sys in an instant. Se there's no need to panic f youve Been working to (Chicago and your journal, examining board or cent wants MLA. The only disappointment is that some styles used Widely in the UK, including that ofthe Modern Humarities Research Assocation (MHRA), arent supported ~ slthough the MLA style is broadly similar. ‘As wells tracking cations, Words wel ‘equipped to handle footnotes and endnotes, inserting ‘thom at the end ofthe page or document, and tracking Positioning and numbering to ensure they show on the ‘ight page, withthe right number and in the right order, p)recamcurmovesnon Tear mitt (YD weeshort, but its fl of references, quotes and tar mata eed of tat four author nod been organised he might have add sources a he wont Retronees| Manage Sours Di he won vAToW Fic the fis reference that (©) weds cation end chek fer then chekthe References tab. Go to the Citations & Bibliography ‘panel and cick the Insert Citaton button, Here, you can elther add anew source or i you avert got the Information to hand ~ placeholder for editing ltr. n this cate, select “Acs New Source.” Chooee the Source “ype (the information nooded depends on whether you're referencing a webste, book, jour film or whatever. “ype the relevant doras into the boxes, then cick OK ‘Te citation wil appear ) inyour document in the curet ciation style format. Now fr the good bit: Having aded 2 source once you dont need to add it agin you need to make a second reference, simply cick insert Citation and choese your source from the menu. Be anare, however that for books, magazines and other printed materia youl st ned to add page numbers for references by hand. Cick on the citation inthe decument, click onthe {down arrow that appears and select Edt Citation. (GD) ve cach on tn point whee you rend to ret tra tan goto Reference and cc th eat Fectrta bute, Art pour the oc, thd the cor lb itd of ta vcton a the end cf the page wher you ye tn Hany you hover rer teeter nr the tensa won ses wih te eee tx Sp) came wono on rs vous Now try entering @ \ ©) teotnote somewhere in the text above the rst ‘repeat Step 4). Word will change the number ofthe fist footnote and inset the new one on the cortect ‘page. You dont have to doa thing If you ad text and push the reference over the page, the footnote follows it see nuacenotoens yout stuck or deta \ 2) sen isertng a ctaton us the “Reference | set Cation Add New Pssholder "option To ise the source information an tun the placeholder itoa cation, cc on he pacer thon onthe down arrow tet appeer nest to then elect Et Source “Ye nthe deta ck OK andi done SS, ceauern amucenArsr Wha the \ LD ‘eternationin ret a bibioraphy 585 ick ost he teins point a he eo Your document thn 9 to References ance onthe don ero next ogy Set rom he Wo rect (lonrphy ana Works Ce}, andthe compete Botowaphy diy appears. Sp) swrex sre tf youre faced with a lastminute \Z/ change of citation style, don't worry. Go to References and click the Style dropdown in the Citations & Bibogrephy panel. elect a style and your citations and biblogrephy automatically change to suit. 1 atp ‘The great thing about sing Word to track ‘your sources that you can move them ‘easy from document to cocament. fr ‘example youre working ona eres of articles cox essys that wi reguaty eforerce the same source 90 to References ana clckon the Manage | Sources button Your see. master ist of sources thot ou can copy overt the cerent document by bihlohting tems and lcking Cony, Ad new sources as you do your ‘nt resaren ans yout save yours ots of ume ater on. Sano Se 43 THE ULTIMATE GUIDE TO OFFICE 2010 4 5~ aFOUR MORE GREAT FEATURES IN WORD 2010 Here's our selection of the finest features in Word to help you create the most professional documents with the fewest possible mistakes. Gp) creme enon wet (2) sreconeny opin before, but couldnt foro el reed Sosmettnd scterty ceed Det Sov’ ord 20 aways tes your bination elowha you orooen he Cheat popes Bacatage iw sd on rv ere end retort vrs fe, (DQ) comrerruas semsine ence ttyou 7 consterty 00 ther when yu ely mean theyre’, or "ts" when you should be typing "Its", Wore's contextual soelicheck could become your ‘ew best rend (wile saving your grammar bushes). ‘ew highlight your potential eror with a blue squiggly line underneath the cisputed word: you just right-cek Con the word to choose the alternative, =D) meno moves 100-page report nds in SY) your noe with an electron thump. You nee ‘to read it and make notes as you go along. "Now, Word can workin tandem with OneNote (which is ‘bundied with athe Office sues apart from Starter) to lot you write comments as you're sroling through the document; end it cleverly marks where you mad them to. Find out more in Chapter 7. (TO) streams access Want to read your Word documents while youre on somebody ase: ‘computer? And what's that, you also want to make changes? Well now you can Simply load the {document onto SharePoint server or your Windows Live Strive (se p26 and ple8 respectively) and you an fide as much as you like from wherever you are,Microsoft hea 2! Tee Microsoft &)a.Office2010IN THIS CHAPTER ca. henomanal ool if you need to 3a dee0 into even sme sets of data EXCEL 2010 Excel is an immensely powerful program, and this chapter helps you tap into that power. We start by introducing the fundamental terms, the simplest functions and how to print successfully; all the basics you must grasp to get started with a spreadsheet. You don’t need to be a genius to use Excel to take control of your household finances, with templates ready and A © THE ULTIMATE GUIDE TO OFFICE 2010waiting to be adjusted to your needs. And our guide to using formulae will tell you everything you need to know ~ all within half an hour. Then, if you're looking for more of a challenge, we reveal how to dive deep into your data; how to present complicated results in a simple manner; how to link to external sources; and | how to use Microsoft’s famous PivotTabl THE ULTIMATE GUIDE TO OFFICE 2010Mow Lona? ‘low afew minutes if youve never uses Excel before How HARD? {ust follow our sole Introduction tothe basis ofa spreadsheet HOW TO... GET STARTED WITH SPREADSHEETS Excel is Microsoft's hugely popular spreadsheet package, widely used to crunch numbers in homes and businesses. So what can it actually do? “The spreadshoot wos the fst so-callod “kller application” for personal computers, Atte most basic, ean Be thought of as an intoligent logger where your numbers always add up correctly down the columns and across the rows ~akind of map when i was is invanted. Everyone could see its value, and it was offen the reason people bought computer By the early 1960s, Lotus -23 ‘and Quattro Pro rule the roost: ten years on Excel wes begining to make ts name, ard bythe mid-990 i was the product of choice ~ a position it retains today. ‘So what canthiskller app do for you? Many ) Ave rntes cick onthe pie chart and adda ‘Tools, licking Chart Title and selecting a type. Clik nthe textbox to acd atte rns ck in B16, lik Insert, ind ‘the Sparkines group and select Line. Inthe Data Range box type“BS'814. Tho Location Range were you want the sparkines paced - Is shown as $8816. ‘The dolar symbols make ths an “absoute" reference, sof you move the call containing the sparkling, it continues to show the same data. Type in B16 instead wy (CUSTOMISE SPARKLINES Click OK anda tiny line splays a thumbnail sketch of jom sales, ‘Simoly drag across to add sparktines forall the products. You should now see the Design tab of Sparline ‘Tools. Inthe Show group, you can select Markers to put ‘one in at each end and each angle change, or tick High Point and Low Point to show jst these. You can change the marker ond sparline colours by choosing the Marker Color and Sparklne Color cropdowns inthe Style grup. @Y CCOMBETIONAL FORMATTING Highlight athe ‘menthly sales figures and cick Conditional Formatting on the Home tab, Clik Highlight Cale Rules and then Greater Than Under “Format cols that ere GREATER THAN", enter a voive and nck a colour Scheme, or design one with Custom Format available \S2/ title by clicking the Layout tab under Chart | from the dropdown menu, 7 = = Pid =| ite ye s-3 THE ULTIMATE GUIDE TO OFFICE 2010 @: How can fd out ‘which chart tye wail best show off my data? [A Button forthe most ‘popular chart types ean ‘be found an the Inert tab inthe Chats grou, Hovering the eursor lover one wil spay Information about that type. including a brit escriotion ofthe type of cate t's best suited te Click Other Chores ‘and the information shown foreach type as you hove: 4Mow Lona? ‘low troo-quartrs of ‘anhour or 0 to set up your workbook. wall How HARD? Gute straightforward. ‘You can devalop your ‘2ccounting sheets as ‘tne pees arses HOW TO. MANAGE YOUR FINANCES While Excel can't tell you how to spend or save your money, keeping good records ina spreadsheet can certainly leave you better informed about where it all goes. ‘A.workbook to help manage your household accounts ovsnt have to be particularly complicated. The hardest partis entering ll the figures atthe end ofthe month “Thor ae various personal budget templets downloadable from Office Onine (goto File | New and pick Budgets), but theyre far from perfect. One problem Islocalistion:f you dont lie in America, the dollar signs ‘and references to state taxes aren't much helo. can also be har to work out what's going on na worksheet but by somebody ese. That sai, yu find one that's a good ‘match to your needs, it canbe a useul stating point. It you create your own sheets, you can bul thom up gradually From the star, you know yout want figures for rent or mortgage heating anc so on. As time ‘9005 on you can ad tems suchas servicing the ca. Using muiticle worheets can work well nour example, ‘downloadable from warn peprocouk/Inks/accounts, the fist sheet has al the Fixed costs: mortgage, mobil Phone contract insurance plus things le electricity {and 99s. The second sheet holds expenditure ona credit ard n categories such as petrViesel, clothes and entertainment. Our third sheet is similar, but for cash ‘Wel display al the totals for each of tnese categories onthe fist sheet. so we can see our costs ata lance but can ei down into the dotal when we need to. If youhavea workbook you want to share with others, you can pubishittoa website (go to Fil | Save & ‘Send, thon eck Save to Web). ean then be viewed from {8 comouter running a web browser without Excel, and we over this in more detail in the introduction tothe Excel Web App (6150). you're part ofa busines thats running ‘SharePoint you can also publish thee (see Chapter 10). \Whether onthe wab or SharePoint. other users ean sort and iter the data, add formulae and basi formating Ifyou havea Windows Mobite phone you can use Excel Mobile 2010 to view and edt workbooks ‘malas a attachments or hosted via SharePoint Work space Mobile 2010, so you can enter data onthe move. (Gp) ssreer rouare Here's an oxamplo template \ 7 tram office Onin (90 tie Nw then eck ‘Budgets this template is calles “Personal monthly budvet soreacsheet". We've changed some call formatting to cspley pounds rather then doles For [Personal Monthly Budget fl & ae SEs‘each category of expenditure, such as Housing onthe lft you can enter projected and actual costs: the ference \sealeulated automaticaly “Taf ight” symbols have been added using conditional formatting (see DSS): a red ‘lamond means the actual more than £20 above the predicted a yolow triangle moans the difference is up to £20; anda green crle mean its on of below target commons sous Toone the condtore (QD) rete ote vases nth teres colar, Tata ore fh cata hx Conte! Fermating onthe Honea Sct Morag len chk Ruled the condor or the vrs os eopee rine STHPS Chek Cancel then Close. Well \ 7 cesion cur own shee instead (download it ‘rom wwwpeproce.uk/inks/accounts). You can 4 coneitonal formating to your own sheets ton, but lot's star witha simple approsch. Our frst shoot is called “Totals and contains basic outgoings per month 2 We've named Sheet? and \ shoots “Crear and “Cash. They record ‘xpenture por month under categories such 2 Entertainment and Gothes. Using the some catagories enbotn sheet ets us copy ther tia int the Teas ‘eet To generate atl or the mordh suring a expert on Petrlcesln both exsh ond cards put the cursor inthe cel for January's petroUdesel costs, click Inthe formula bar. type “=SU" and pick SUM inthe lis. 00 UP TOTALS The opening brackets already \S7 in place. Go othe CreitCard sheet and click ‘tho January fel total an the col reference is ded (Creaitcardi8s). Type a comma. Jum sites On the Cash sheet, click the (]) wreyintot tan pes doane bet i Emr Bakin otal be format ee (CD) euttre sin womrcrebasdron mow te ‘cursor tothe bottom of B17 208 cross apres, then click and drag across the remaining months. The fermuia colts al he figures into the totals. You can aso ‘rag the cross down so the formulas copied cross a the categories. Then add monthy totals with AutoSum. Coloured backorounds hep totals stand out. ame YouR est A monthly grand total can <2) be cateutted trom tne te toa such 5 SUM(822,512). But to improve your shoots readabilty firstname the cells. Cick on 822, type 3 name Into the Name box (left of the formula bar and press Ener Repent for B12. Create the formula in cll BS to get something tke “=SUM(CordAndCoshTotal JonCostsTota) cant adwavs remember what my ormuae do - helt [As As wal as naming cal t's easy to ‘do notes 10 als ae reminders of wats ‘901g on Highlight 2 cel and click the New ‘Comment bution on the FReviw tab then type your reminder Click ‘away from the note ‘when you've fished. ‘tiny red trianate in the top-ngnt corner ‘ofthe call ineates an attached comment, chek to ae ‘THE ULTIMATE GUIDE TO OFFICE 2010 =>)Mow Lona? Half an hour shoul seo you pivoting a table, How HARD? ‘AWicky concent to ‘rasp, but roe dict to use once you get your ‘head around the ideo of ‘muithcimensional data! HOW TO. USE A PIVOTTABLE Excel's PivotTables let you look at your data in a new and interactive way, giving a multi-dimensional perspective that makes it easier to draw conclusions. ‘Excl can be used to store dota, and ove ime tis can da up to quite a large store, especialy n a business. We sual store data because we hope its going to tell us something late, ke which is our slowest sling line or wie are the most successful sales people. “Typically, we store numeri values, such as the number of items sold We aso store categories that scribe te data tke the types of item. The numerical ‘eles can be manipulated mathematical or instance, we might sum the Unit Sales for alltypes of tem, Time periods or dates are often stored, as are customers, sles people, manufacturers ~ 0 we could aso sum the sales for diferent items month by month, In mare formal terminology, the numeric values ‘are “measures” andthe categeies are “imensions™ hen the questions we want to ask are “mult- convansarion ew New office 2010 (LY) conversation View is deskned to spay ll trerrasnges rom particu consaon Cine trring sequence ef messages about your sexing arangemans sn) one tod 50 an yOu Cheon he test message on het tp oul the previous ones beneath We hve resets abuts ttecveness Fora tr Sea vay oa brine Joo of wring et which messapes ae pr of some onveraton = canbe ole by eter messges having the some sbi for irstonee You cant is etre end eff by cig the Vie ob on he ekg or Une) “Show 8 Conversations 5) sist naan ye do tae to pee GD wevczveescn ese cue usecton notes ren ey ae That rence menage eee were tecortrt ar ben oped netomat eat ted hen lrg yped wo hes aca ofthe trina The CleanUp tel ea beep et comers oyu entre in We sonst Salons uate Noneiesbsecoomieso: towne wars you before stating Toon ert 10K Fed up of getting messages about the bowing right youre not ‘90ing to? Clik on one the Inox and select ‘anor fom the Home tab inthe ribbon. Al subsequent ‘messages on that topic wl go straight to Delete items. SD) 08 7808 ek tps are ution 210 (GC) ees tm soerf youre perfrming heme actors fowerding messages to your bon, sy or mowing mesiaoes 0 false hen you cn setpa shortcut. Inthe Home tab, youl find the Quick Steps ‘group You may need to expand it before the Create New leon lightning bolt) appears: then click it and give your new Quick Step a name (such as “Forward to Stover”), [Choose the typeof action from the dropdown list and fellow the instructions, then eek Fineh Now, when now ‘mal arves, ck onthe Quick Step to dea witht covoun-cooe messases Categorisng email (2) ‘sade way to keep on top of your mbox, ‘especially if youre managing multile projects (On the Home tab, click Catogoiz | All Categories. You can now assign a different colour to each project by picking # colour and selecting Rename. When anew message erive about a project, click the Categorize button and pick the appropriate colou/category fom the {ropdown menu To gully view all the messages on 3 ‘Wen project, lek iter E-mail onthe far right-hand ise ‘ofthe Home ta (assuming you're currently viewing the Inbox, select Categorize and pick te relevant category. 1 MEREAGES Gotan important message, but 5) haven't got time to deal witht now? Cick the 106 fag Follow Up icon and choose from the Ist of predefined times. Back in your inbox screen, yout notice the email has been added o your list of tasks on the right-hand sie thes ist there, cick the smal let-pointing arrow atthe right, below the ribbon) ‘max SEARCH The Search tools in previous (ZZ) versions of tio were 20 patchy that hunting down an emai in alarge inbox could take five or ten minutes. The vastly improved search facity i Office 2010 should rcce that to second. At the top ofthe bors a Search inbox Dbarcuse histo search fra specific name or subject Ine, ora keyword or phrase you recall. Once you've Clicked in the search box, a Search Tools men appearsat the top ofthe sereen, Tiss ivaluable fer narrowing down your search. Say you want to finda spreadsheet that you remembor Ti emailed you last month: select From nthe Refine menu ond type “Tin then click the Has Attachment button ‘and you shouldbe abl to atl fnd the relevant ‘message from the date-ordered Ist that appears below. Click the Close Search button to return tothe normal Inox view. lerTABLInN RULES Another means of aking (EY) contrat ot yur inbox sto setup rues for ‘emails atving, You could, fr example, move all messages from a certain sender into a spectic feldor go te Fe | Manage Rules & Alerts | New Rulo, seloct "Move messages trom someone toa flder” and fellow the instructions. Among dozens of other rules, you can also set messages from your boss, say, be flagged as vgent. It you na yourset repeated using the same search on your Inbox you dort have to retype those keywords everytime. Simely press (CWE7 toenter the Search menu ck on the Recent Searches button, then select your search rom the ‘dropdown Ist that appears. THE ULTIMATE GUIDE TO OFFICE 2010 -> 7)Mow Lona? ‘oko tine to expire these features - you! {nd something youl lend up using every day How Haro? Soong as your office ‘ses Microsoft Excnange Server nothing here should tp you up. ver sont an emai to the wrong person only to realise ater too late? Or repied instantly to someone wen angry and regretted it? By etait. Outlook sends cemels 2s soon es you ross Send cif youre ‘online But you can HOW TO. EMAIL LIKE A PRO Outlook is the professional's choice of email software for a reason — it's packed with business-friendly features. Find out how to put them to good use. ‘Outook is primary a business too, and an immensely Powerful one. Used correctly wl not only make your ‘business email look professional, but also make your working lf easier Use it poory, however, and your ‘communications wil fol amateurish and youl waste time ‘on housekeeping tasks such as adding your rame tothe foot of every message. Here well show you how to take advantage of Outook’s many work-oventated features. Note that some cof the eptions depend on the software being used in an coffice environment with a full Exchange Server sotup. If youre runing Outiook at work this wil almost certain apply but its worth checking with your IT dopartment Deforehang fin doubt ‘CRNATE A SIOMATORE Lett tart by creating ‘signature ~ the standard plece of text added to the end of every message, normally containing your name, poston and contact deta. Goto Fle | (Options, select Mal from the lit down the left-hand side, then click the Signatures button. Cick New and give your sgneture o name Inthe blank Edit Signature box at the bottom, enter the text you want to appeer atthe foot of ‘every message. Clek OK. Use the dropdown menus atthe top right to choose i you want the signature added to both new messages and replies. wate NOTH Want to make notes about an 2) emai you've been sent? Outlook integrates with Office's underated OneNote application. which allows you to eat ighight or even serv! handinritten notes (f you havea tablet PC) on the text of. ‘mall messages. To pass an eral to OneNote, open the ‘message and cick the OneNote icon in the Move group on ‘the emails ribbon, (See Chapter 7 for more on OneNote) SS) reorient A nw fete Oxtook 200 (©) reco Pane ies comerint nay 0 ep track eal At th oto evr mesage yu see 41m stip tte sander nat Chek te up trom on tha for Heh of the sp and vl v9 ane Sowing o your recat corespondnce wih at Deron. ‘cdg eal and eopaavarts your eld ae teri wey to rerew ong-wening scsi ie i : 1 3our oF oFrics Ht youte leaving the office for ® G2) tw days don't eave colleagues and clients in the dark Setting up an automatic Out Of Office reply i easier than ever: cick Fle and hit the Automatic Replies button inthe centre pane. Click "lam currently (Outof the Office” and film a brie mettage(oreviing an ‘mall address for @ colleague for example). When you're finished, clek OK Out OF Office messages will only work If your fice is running an Exchange sever, or you leave your Con and connected to the intomet while away. How oton hve you shone \ SY) someone to hack thoyerecsve an emai? ‘voi ths by cues eel recat dlvery mcs tal ou the ome he avd ithe cans inbox. nd read recep show you they ve opened Ener rbot canbe switched on by ekg the Options tapina new mestae window ans eng he appro bow. Be wr rnd recits rr inflt,They rely onthe ood of the reer who'lbe asked they wart trot youth message has bee ean hey det werk with every ema sstom expec Weta Use ects paring correspondents sen the 89 Brother checks on evry massaos hey eee rom you VOTING BUTTONS Sometimes, emails just ‘eed yes/no answer: should we move the ‘lonning meetings to Mondeys? Shall we buy this present? For such occasions, Outlook has voting buttons that alow your recipients to reply with no more sffor than a cck ofthe mouse. na new message, click the Options tab and slect Use Voting Buttons. There are three predefined options Approve/Reject: Yes/No: ‘Yes/No/Maybe - oF you can customise the button with your own answers, Once youre done, type your question Inte the body of te ama and select your recelents as normal Not tat voting buttons will ony work with other Outlook users. DIVER REPLIES Ifyou have. PA oF deputy, (27 yexmey wont them to dea with reps to particular ema: an invite toa team meal. for Instance To vert replies to them, eck the Options tab Ina new message and click the Diect Replies To button. Enter their name or email address into the "Have replies sent to eld and click Close, shane Youn max To give aPA access to your (G1) moos oriet a coteanve get your messages while youre away, you can share access to your emai the Inbox, click the Folder tab and select Folder Permissions. Click Ade, double-click a nam inthe ‘Adress List and lc OK. Solet Full Deals and clk (0K. On the recsving PC your colleague should 90 to Fle Open Other User's Folder and enter your name They should then have ecess tool your incoming messages. ‘You can set up diferent ‘emai signatures for dtferen situations. For sample you could create one ‘signature for work ‘mai which nelases your office phone ‘umber, and ancther for personal se sting your moble number, Repeat the instructions Instep Ito creates ‘second signature then whenever you create 3 new email message cick the Signature button nthe Message ta to select the appropriate sigr-otMow Lona? ‘About ton minutos tosetup. butts an ‘ongoing process. How HARD? Bissfuly sme both to ‘set up and tweak. HOW TO. DEAL WITH JUNK MAIL Don't waste your precious time reading about pills you never wanted to buy, or inheritances that will never be yours. Junk them automatically instead. Dp crreremme tev aka or pan = (C7 remains one ofthe biggest iitants of the cia ‘wot Given that wal in excess of rine ou of every ten emals sent i spar its @ miracle o few junk ‘messages actualy tre through. n ation to the june ‘mal itering applied by your broadband provider anc security software, Otiok 2010 has ts own methods for dealing with spar ts unk ema fite is running from the ‘moment you install Office 2010, but you cn tweak its settings by clicking unk nthe Home tab and selectog sunk E-mail Options. Here you can pick the lve of protection, ranging fom no automatic ering to oly allowing messages from approved senders. We suggest you start with he Low setting, moving up o High if vou find too much junk emal is seeping through the net. >) PALse Postrives As you start to receive emai, \Z7 ctiook wit aor you iis decided a message ‘spam. ist infalibi, so rom time to tie check your Junk E-mail folder ithe ist of folders down the et hond side ofthe Inbox screen: i's blocked ‘enuine message, click on that messoge, lick Junk inthe ribbons Home tab and selact Not Junk The message wil be returned to your nx, and you'll have the option to allow al fure messages fom that sender, Likewise, fan iffy message sips through, click Junk | lock Sender to prevent a recurrence Keep an aye on your blocked/safo sanders lit rom the Jurk E-mail Options mon. G) ertsmees semen Ook NEE rsrnon tt eric ive bares ine te eovina you wondering why they nt reed You can prevent thisby entering the nk >a Sntens menu, cng th Sate Sadr 0 a king ‘hex that ay “Astomatiay eed poole ema to the Safe Senders Ut \ 5 emanates trom countries sueh a8 Crna, Nigeria ‘and Rusia. If youhave no regular dealings with ‘anyone in these countries, you can block al ema rom ‘those shores: select the Internationa ta in Junk E-mail Options and cick “Blocked Top-Level Domain Lis” China IS{CN, Nigeria is NG and Russa is RU. 2D) ocx wotetsk wATIONS A good deal of samHOW TO... ORGANISE YOUR DIARY ‘Abo APPOMTHENTS Outlook's Calendars deal {or keeping both your work and personal fe ‘organise: als the best tol for arranging ‘meetings with friends, coleagues and clents. Wel Kick of by adding a new appointment. Click the Calendar tab at the bottom lft ofthe screen then New Appointment atthe top left. Enter the subject and location ofthe event, and use the dropdown menus to select start and end times. If ts an al-day appointment or spans several days (ke a holiday), tick Al dy event’ [At the top ofthe screens @ Show As option: this ets you determine the nature of the appointment Select Busy or Out of Office youl be unavalabe during the appointment, since tis alerts colleagues that you're ofits they trying to find a meeting stn your lary Final, you can st a render for anything batwoon five minutes anc two weeks before the meeting using the ropdown menu Click Save & Close when you're done. aD en crus es ore tanya vec ears eee es sada acoranant we th a aa {tenn yea hed cho schecang yee trending owt wth oensvs tev fin, type thei names into the slots below and (assuming your company runsa Microsoft Exchange server) you should be abe to see i theyre fre forthe meeting. theres a Clary clash, try pressing AutoPick Next at tho foot ofthe screen to find re next avaiobe sot inal your ares. ‘80 possible to invite people fom outside your office by typing ther name and email address int the sos, but you won't be able to preview their aris. When you click Send, mesting invitations are sent out to al attondoes, wo ean acceptor decine, or even suggest a new time ‘and/or date. You'l get on email confirming each response. ‘SALRNOAR ViEWS The appointments ae in: now \ 5) tes time to scan your any Sever calendar views ae avaiable, including a single day (Day), working week (Work Week, Monday t Friday by defaut), full wook CWeek) ora month Mont, Switch between these using the buttons atthe top of the Calendar screen ‘er weer NOTES Want to prepare notes (2). srenscra rani, or te noe ure oe? ‘pen the appointment nd ck he OneNote button at helo of the Appartment aban ns erates Arntes poe for ths meeting, You ean even record au or ia The tes wl eran edo this eppintre. {0t0 ao back on review ater st fi the meeting in Your dary andesek the OneNte button ain How LONG? Ren takes 3 fow mines to discover Outlooks wey diary making abilties.Mow Lona? ‘Th ntl setup takos 9 ow mines, but once ‘everything isin place thsi big time-saver. HOW TO. SHARE OUTLOOK CALENDARS Avoid diary clashes by sharing your Outlook calendar with friends, family and colleagues, and never miss a crucial date again. 1s a well and good having your personal calendor in Corder, but how do you know when i's your tur to ck the kids up from schoo! or whether your colleagues are ‘ong to bein the office this week? Shared and pubic calendar ae the solution allowing you to view the dates In your own dary alongside those of friends, family and colleagues. Office 2010 has a selection of calender-shering features Here, wel show you how to pick the appropriate calendar-shaving option fr both home and office needs. SS) sane caLenoans Winn 11) crtiook stows you to share calendars over ‘the itornat by publhing them online at Cfiecom. In ou tests, however, wo found this to be cumbersome. A cleaner way to shar calonéars via ‘utiookis to goto ttp:/logintivacom, whichis Windows Live Hotmairs homepage. Create an account if you dont have one, thon seloctCalandar (which may be tucked ‘way onthe topmost menu underneath More) and click "AeA 8 new calender. Give it 8 name and 8 description, then click Ect Sharing and inser the email aderesses ‘of your friends and fail. Finally click Save. f youve ateody folowed the instructions for adcng 3 Hotmail ‘account te Outicok on 78, youl row fi your newly creat cary in thelist under Calendars. Tick the box next tots name to view the calendar and add appointments. Fe, saat celine eine Hy ig (QD) oasteckin on ofc rnring xchange Serer tesa dol tod out wht your colengves rep to. ich the Calendar box atthe ott et of he scree then mating ae yout inthe Home tb che ‘pen Calondar choose From Adress Book. in tho Gropdown Ist and doutcick on the ne ofthe parson hoe calendar you wish to vi, Ck OK That parson ‘alo acct your Shared Caters at on the tof these Tk bert te ema te vien the dry though you'l only ee sopentiments Doche ot nt the deals those appointments you ted that xr inforaton. S) eerruu perins Seeing Al dts footer (©) ses cate etes he pein lek the ome tb ond sl the Share Clonbutton. Enter the name(s) of your colleagues) into the "To. field and tick the bor abeled "Request permission to view recplant's Calendar. your colleague agrees, youl now also find thelr calendar listed under Shared Calendars onthe left-nand side ofthe screen, but ths timo with comolet appointment deta Slclauts visw The Schedule View is anew (GC) feature in ofreo 2010 that allows you to see ‘what you and your cllegues are doing today ona single screen. ick the Home tab and select ‘Schedule View then tik the names ofthe calendars you want tose side-by-side from the menu down the left-hand side. You can view both personal and shared calendars in Sehedule View. ‘th several friends or colleagues, you might ‘want to organise them into dedicated groups (one foreach projec your involves with for exam) {ck the Home tab and select Calender Groups | Create ‘New Calendar Group. Give the group 2 name and cick OK. You then be aske to ad the names of people you wish toadd tothe group, [O1AiL CALENOARS if you're trying to book ‘2 meeting with someone but don't want to ‘ive them full acess to your calender, You can email them a snapshot of your diay so they can find & free time slat. Select the E-mail Calendar option from the Home tab, and use the dropdown menus to select which calendar you want to send them and the date range (he next 30 days, or example). Its also possible to selec the level of ‘etal you wish to dvuige: f you only want them to ‘00 the avalabe timeslots, not the deta of your appointments eae this sett the default option of ‘Avalabilty Only. Cick OK and the calendar dtl wil bbe embedded into a new email message. Simply entor the recipients name into the "To." field and tho calendar wil be sent punLie WOLIDAYS Want to add Bank Holidays to (ZL) your calender wel as notable dates such as ‘St Patricks Day? Clk lle | Options | Calondar and, under the "Calendar options section, click "Add Holidays”. Make sure the UK box is ticked (select other ‘countries you wish) and eek OK Renal ACCESS If your company runs ‘an Exchange server, you should beable to ‘cess your calendar at any te through a ob browsers well as your email inbox). Ask your IT {epertment forthe deta of your webmail server ~ the login details should be the sare asthe ones you use for Outiook on our PC. A yaplt THE ULTIMATE GUIDE TO OFFICE 2010 =.Mow Lona? Seconds to enter naw taste minutes if you ‘0c 10.206 move deta How HARD? ‘One ofthe easiest things to doin Outlook Set ase fe minutos atthebeginnng of each working day to compile your todo list, and set every critical task to isue a remindor at lunchtime, so tht ‘you dont miss out on ‘crucial jobs before the ‘end ofthe working day HOW TO. CREATE TO-DO LISTS Outlook 2010 makes it quick and simple to create to-do lists that efficiently remind you ~ and your colleagues ~ of the tasks you need to get through. wan email arriving, the phone ringing an the itary of ther interruptions to a working Gay, i's easy to lose track ‘of what youre meant tobe doing Instead of jating on an casly misplaced sticky, use Outlook to keep up to speed. G))_ ctzare vases Tod anitem to you todo it, \ 7 cle Tasks 2 the bottom let ofthe Outlook ‘screen and then New Task which wil appear atthe leftchand side ofthe ribbon. I's posibe to create 2 task simply by typing its name into the panel inthe ‘miele ofthe screen, but yout got more control over its setting if you use the New Task button Give your task a ame and sot the due date Cand start date if an). you Lick the box next to the Reminder fad, Outlook ean sond you a prompt a day or so before the tasks cue, avoicing last-minute surprises You can also eategorse a task using the same project heacings a for your emall (see p83). SD) sen raBK Managers can asign tasks to J toom members. il out the task frm as normal then click Assan Task nthe ribbon. Ener the employee's name/emel oddres into the “Te.” You oie Ouiook has pre-e wo other bots that wi tesure an vite copy of he atk kept on your to-do lat anc tat youre ena atu report hen theo frighd. Untick thse nacssary. Ck Sand. ) emo a srarue arom Convery your \SDrrononerna en yoo a, can ee the boss dete on its ropes. Dvbiecex on the tsk in your to-do ton you progress wth the job ater the status and percentage complet tas. To ove awriten upton he tack youcan apc 8 ‘ranigain he ban bo tha Boiom oF rw wow DD) rononsaske Tare are sever way to k009 (LY caren ot yourtord at Tsk be neertes into your senda onthe dv dt. A sm venom he foc fhe To-00 ba its ake the TosDo bart atl chk the lt arow nt toe search bo. Formare det lk Tsk at ho Botan left and select Detaled rom the Curent View boxin te ‘ton Tse you sr tsk y te sao Cetener by lcking the heeding a the op the tbeTHE ONLY WINDOWS 7 MAGAZINE YOU'LL EVER NEED TO BUY FREE Ta LSM eT ast)IN THIS CHAPTER QA ornate" OS Word anarowerbint IF youve never used OneNote before, Never ose track of when and why this emole cide tes you everything youmade notes, thas to clave you need to keow technology caled Linked Notes QG Netwchontnewer, IQ decrtooeatep OneNote comes into'ts own asa Keema cut-down version of OneNote ONENOTE 2010 It’s far too easy to dismiss OneNote as a makeweight application, thrown into the various Office suites to make up the numbers. Certainly, Microsoft doesn’t see it like that: it’s one of the first apps to have been converted into an Office Web App (see chapter 12) and has been cleverly designed for use in conjunction with Word, Internet Explorer and PowerPoint. And, <)/. THE ULTIMATE GUIDE TO OFFICE 2010ce ae) eee le as we'll see in this chapter, if you choose to embrace its abilities OneNote could make your life a lot easier and more organised. You can use it to take notes in meetings, to draw up action points, to analyse Word documents sent to you by colleagues, to research and create in-depth projects... if you use your imagination, there’s very little it can’t do.rile youre working in 2 atferent application, youmay suaceniy have a thought you'd keto ot down You n't neod to launch OneNote to do so: lust click on te tiny ‘OneNote con sting in the Windows taskbar (in Windows 7 it may be hidden, so yout need to ress the small uoware arom to reveal and 2 Sige Note will appear Write your thought, ‘han else the note i wile automatialy saved in Unfeg Notes. MICROSOFT'S NOTE-TAKING PROGRAM DESERVES ITS PLACE IN THE LIMELIGHT, [AND IT'S NOW IN EVERY OFFICE EDITION BUT STARTER, HERE'S HOW TO USE IT. Getting started with OneNote nett a fatcinatinglitapcation that tnd to pit epivon down th mide. Some people set bemused, wondering wht for afterall they an Se vp Word and rake some rough nots 2 why bother witha septate 96? Othe blll ita keep OneNote openly the ready to record their every passing thought. And in essence, that’s OneNote’s purpose. To give you place to wits thee quiines relating nthing inpariar when they happen o ccrto you Tost dk onthe ie of your een wi ou tel hw ‘netting the perfec walpaper for our ning rom, To 0p together your though on the various aspects of the project you're currently working on. ‘OMENOTE'S ANATOMY ‘The simplest way of understanding OneNoteis to se it asa series of paper notebooks. You right havea work notebook, a personal notebook, a project notebook, a notebook where ou stor all your story dens. IF you were particulary organised, you might even break those ‘otebooks into sections. For work that could be Project Aaxdvatk, Project Beaver and oon. Tnesvence, thats how OneNote is structured 2s well except all your notebooks happen tobe electron and searchable. Youll ind ll the notebooks you've created arranged in tabs down the left-hand sie ofthe screen, 20 Its easy ofc between them, ‘All the sections sit the top ofthe writing area, below the isbon. At the right ofthe existing sections it small tab marked with astar pres ths to creates new ‘ection. Finally, down the righthand sde youl ind ll the pages the current section contains. anrins oF MDS One ofthe most common ures of OneNote‘ to sera down notes ina meeting There area numberof reasons why its better than Word fortis task. ‘he firsts that es strctured, In Word, you tart atthe top and keep on typing until you reach anew page, and 20 on. The structure of OneNote means you can take notes in ‘this way fyou lke, but it alo offers more flexi ‘Clic on an empty area ofthe page, fr instance, and you an start typing, Want tomake acomment ona related topic? Ban jst starta new text box tothe right: you've begun a new topic you can create anew subpage linked to the pag you started on. Whe this may ll sound lite chaotic, itactully suits the fow of meetings much more than Word ever wil, ‘What’ mor, Micsoft throws ina mumber of helpful tools, One of ou favourites isthe ability to record ‘meeting ast happens (both in video and aud, although audio is more likely tobe used. Then if you need to arfy ‘what someone sid when youte typing up your notes, you ‘an jump straight to that clip in the proceedings. Finally, tallows you to email the notes you've made to your fellow attendees, ‘AcTion srarions The tools don't stop ther, On the Home sibbon youl nda sere of ta thing sch as Important, To Do and Question. You cn alo customise tags 0 yourINSIDE ONENOTE 2010 ‘hs the Dock Bestop bston pres oreo ew Orwnote econ wits tthe gh he ‘Speosthe screen There of he sence can {hon be cesta to ther aps an thy wont Uealoned towel the Ove aren esd Getonols ott mee t hitasem vm ‘nes Ow roeone and otha" 62. Met Granny BEM MAS Oe [EaninyeurSatrm Ia (oe Te, spats). ‘rere sess Ula Mote ch Jovan than cess by chtng on con = ontat 201 fests sre ret tron ‘th Outloek rosea he ty oar! ‘pn fc rom wn Otte that ll ‘hen sopeer fh Outook ant este ny ‘ets oma meet Chat re he eoarcmer) rote carer Boge charac endyosioetaton rovonioyut wn Wor at (estyee siete ented todas sys (nase te ‘ve yeu se ree ps ters for ‘hate thar as mp Tha oot {ag eure ors or naan buna ‘nrahanee coat eae ‘Ath pages tr borg ne carne lech Fane you wart aw 09990 rss the ml own aro te rE ‘new Pane needs, sof youre working on Project Aardvark you simply create a Project Aardvak tagand apply as necessary, ‘The power of tag becomes more obvious when you press the Find Taga button. By default this searches the current notebook, but you may want torestrict it toa spec section or even just pages youve created this week this way, youcan quickly final the To Do tems and make sue the actualy gt done ‘Ten, by pressing Create Summary Page (atthe foot ofthe search reruts),youcan crete anew notebook. age that contains all the tagged items in your section Ts mever been easier to generate a page of action ets, ‘amos om With ll this tall of notebooks and meetings, Ssltle wonder that OneNote also well geared towarde people with touchecren laptops. Click on the Draw tab, and you'l find all sorts of tols available: there are 35. diferent pens for handwriting notes and drawing, a Lasso ‘Selec: button so you can quickly grab the notes youte Interested in, and the ability to quickly create preset shapes (uch as rectangles). ‘Whats lever about the handwriting approsch Isthat OneNote has handwriting recognition bull in. and ‘is surprisingly elective at working out what you srs mean. Ifyou able to write more quicly than you type, ‘an excelent way to take notesina meeting. ‘Te final piece of good news is you don't needa touchscreen laptop to make this work. Companies such Wacom produce graphic tablets from around £50 that allow you toad thiscapabiity fora very low cost. ‘nusimass une Here we've covered ll the key features of OneNote and to pu them into practice we're going to embaric ona projec over the ner four page. Todo this, ‘wel highlight some of OneNot's more advanced tools sch sinking with Internet Explorer and Microsoft Word.How HARD? Most ofthis tuts ‘Simple, but a couple of stops could confuse HOW TO... USE ONENOTE TO RESEARCH ON THE WEB You need never misplace a note or forget a source again, thanks to the clever features built into Microsoft's note-taking software. ‘OneNote isan excelent research too, so our st task \s going to concentrate on this area. We'e preparing 2 school project about dedes, stating fram an empty page, ‘Wel take advantage of a feature introduced in (OneNote 2010 Linked Notes. OneNote wil create a ink to the wab page ou wore working on when you made {2 note, ready to oa your memory ltr. There's only one problem: Linked Notes only works with Internet Explorer (ersions 6 and above), Word and PowerPoint ‘aw NOTEBOOK First, well create anew \L7 neteo0ok Click Fle | New. Youre otteres three choices of location, and instinctively you might choose Computer rather than Network oF Web, Howeve® well want other people to pitch in eas ater 50 let's pick "Network We enter a name (‘Dodo project’) and choose a network location. The easiest way Is tot Browse and navigate toa shared network resource ~ possibly just 2 folder on another PC in your network youre going to bbe working with people ouside your network, choose ‘Web. Ths way they can use the OneNote Web App to ‘moke notes) Click Create Notebook, Pi ncn name varia aoaeR 12 egieeentt sobmarblrmetieney ease cer nesparoante sho ha oom nahn ba notacotsnemanona inoue berrenaes Giesiass ert der Grenuneinmsedea SS) time By dt te ns (SD watsaya Seton lgn-tek on and select Rename. We'e siting our sections ito vee esearch Miscelaneous and Stveture Reseach s where we oxter together al our serch rots, Mscalaneous forrandom things hat occur tous as we G0 along, and Structure for working ut ou presentations, wa structure To crate new sections, click he smal tb wih a star jst othe rght of the ening Eection Now cic on ‘he Resesren section and name the page “Wikipedia Za) mero rors Ti er tna otces ‘Click the Review tb, hen Linke Notes. aoa peers shina yout pick section ‘or page in hich to place the item In this case, choose“Wikipedia (current page) and click OK. You notice the ‘OneNote page you named Wikipedia wil nave docked to the righthand sie of your screen. you try to drag other windows over it then your efforts wil fai: Windows is now treating this area as fit was the edge of the screen san exrvomite Now re up nema oor, \2)) hencto wiruatipeincrg and seach for “dodo” Ware particulary terested why the dod became ecto wi cory paragon the section Cony tthe normal wa by oreonea ovr and using Cr hen rick n OneNote Ae wth Word 200 youre offered few eotions when pasting trom ther eppeatos Keep Source Formatting, Meroe Ferating or Keep ext On Unite n Word you doit se ve preview of how the formating wil work out but i genera Merge Formatng willbe the bes choc: she acratane of this tet Ra ano te pane yes pated the earagragh rom whe getting doen msl formating ch a ge tx. >) sve ricrunes You shoud take care when \ 27 sing photos trom websites, 3s even copying an image to your PC may infringe copyright, but private study is goneral far dealing. Right-click on apie ‘ond choose Copy, then ight-cick agin in the OneNote notebook. Three choices ave on offer: Keep Formatting. Merge Formoting ond Picture. We'd generally choote Picture, because this automatically ads the size ofthe ‘hoo tothe wath of your textbox. A200 mst in OneNote’ Doct form, you (DL) conrenav access tothe tl oben. Thee ae ‘rumba of fete valabl ower # you cle on Home, Daw View or Pages athe ton. Home tornetane, ter fomating tel ar sows you ar recoring video oF a0, le raw ove you hhtghters and more Yu can azo teh ote nora view at ny tne cckra the Dacko Desktop conn the Quik Acer Toot atthe top let ofthe OneNote indo nour cae though, we wan to ds tart ‘ew Dae, ich we do by clckng Pages than New Page review Youn ores Name you oe, head <2) waco eterna Extrer ana browse for other resources on odes. Copy ana paste to your hearts content botor caling tay and cosine the ‘OneNote window docked othe sie of your esa. You can now cose OneNote you so wish, but whenever Youreopen t= today, tomorow oF ext year youl be 2b)e to go sigh back to the soures web page Hover your mouse over he tortor pete unt 2 small internet Explorer icon appensto ts et Move your mous over to the icon and ck ont the browser wilnunch and ead back tothe pecs pave you were eohng a when ou performs our ina research 2A (ere 22) > Saeceg oe nce ae ce fame samen = ae ee too ee cee ee eons cocaMow Lona? ‘Give yours round 1S minutes to get to rips with Linked Notes. How HARD? The nearest it gets t0 complicated is choosing ‘where to flle your notes HOW TO... USE ONENOTE WITH WORD AND POWERPOINT ‘The Linked Notes feature comes into its own if you want to make notes on documents that other people send you. Here's how to take advantage. Crying on our proect fom the previous page lets start by wrting up ou findings in Word asa short report. The hey here is OneNot's Linked Notes feature BB isis vo seed Wire go (LD tere tb tis eset Wor rte) Atte right i nied Note, bute, Th er wet tl yee ved hte YU" fies neur rot Dodo Pec - thence sed Nets Yoveted io hoo the Orv eae you wert ta hata hh sou bel Rect Ds Hare wo veins tctanecas edn Cc" pet Dado Prec unr Al book cek Meclanenn ten OX (DD) snare as vou 60 You can now start resting \&7 areportin Word. there are bound to be tings _youwant to check while you wrt, butt makes sense to make a quick note ofthese fr later rather than interusting your flow: Name the OneNote page “Things to check then write these down as you go. When youve fished your fest cre, yu can run thouwh the checklist. Just hover your mouse ver the note uni the smol ble ‘Word con appears, then click this youll be taken t the precise point in the Word document where you were winen you made the notes. ca paesETATION Linked Noes works he (©) came wayin PowerPoint. Open a preseniation. then pres th Linked Notes button (agin on the Review tb) I's 8 power tool when you wane ‘notes ono oreeraton someones es set vou. ‘cecil you take advertage of tags (ae 94). For camo. ap someting sa aueston whe you review the document hen cola athe gestions a the end ame onenore The othe vay sar (GD. seacvecneen PowerPoint Wart and OneNote ‘svat to Gren nthe acatape vw teach poy Goo Fe Pr. the elect Sand To One 200 ar “pter Once ou eet dasinaton win Gretta eamele Dade Po catoneous l appr nae page a st Note ta te pout cel apc obet wr hm Orato ut ou can choot eect Stet yrahtcicng on ard seeing “Copy Tet tom Al be Pages fhe rauHOW TO... WORK WITH DOCK TO DESKTOP Ifyou felowed our guide to using OneNote to research ‘on websites (se p96) youll have encountered the Dock te Desktop feature. Here wo 9 into tle more depth to show what con and ean do, Ut fs let's examine why youd want to use iin the fs pace. ‘Some people might choose to have OneNote docked permanently, so they can scribble notes as they ‘90 along through a day. Others may use tin paral with the Linked Notes feature (S00 opposite page) when ‘examining Word or PowerPoint fe. Mery more people wil use iin ways that neither we or Microsoft conceive Inhas the potential to be 2 very verstle tool 207m Tre ‘uickest way to switch to the Dock to Desitop ‘iw in OneNote is by clicking the smal con in the Quick Access Toolbar: by defaults the ti rom the left atthe very top ofthe window. ‘This wilimmediatey stink your curent ‘OneNote page toa fraction of ts horizontal size whe strotchng it fom to to bettom of the Windows desitop. Iteffectvely reserves this space, atthe right of the soon, ‘sits own: other windows can be dragoed overt, which means OneNote is aways avaliable fora ick scribble. To switch back to normal view simply click the ‘Bock to Desktop con again o click on the Normal View button nthe View tab 6) js oe {=== FS) ene soem er Yn mae your \Z) omit coset coms mao es oe. ove your move 0 Oat thoes ea sero efthane oge 762 wo0 OW BPP Cote ans ten ao lt rf pending on iins Youd ate Omi rd Ber canal S) cases conomons Hcrsof has reduced (©) rerum ot commends bent Dock to Dest vw eto ited sac re ead ee further Home rw View end Pages These bs ao contain fewer cmrandsthanth il Octo verons You note that rt son fh tabetha ban roped, tet yu can al nd screrrab, ck ed vdeo the Ine rp found on he Hore ‘Ab yous own cowmanos So allthe most =) common enoces ar si avaible - but it there's something you want toad then you can Right-cck onan empty space inthe ribbon tnd choose “Customize the Ribbon.” Click on “Heme (arrow)" for example ard click New Group. You can then edd eny command tothe group n't will appear In the Home tab when in Dock to Desktop view. For more etais on customising ribbons, see p20. How HARD? Very easy infact.IN THIS CHAPTER 102 smacan™" 106 snmreme ite cards (and much mere) with ® Pubisher 2010% bult-n too, personal touch, inetuding on advancod print preview PUBLISHER 2010 Unless you're a professional designer hooked on Adobe InDesign and QuarkXPress, you'll be pleasantly surprised by just how much publishing power is packed into Microsoft's oft-forgotten Publisher. In this chapter, we provide an insight into its skills, not only offering a step-by-step guide to creating a personalised invite card from one of Publisher's copious templates, but going far (010) tHe uctimate GUIDE To OFFICE 2010beyond that using advanced tools anyone can pick up. We explain how to use Building Blocks to mould a style that’s perfect for your individual use or for a business, then using that style as the basis for a brochure. Finally, we reveal how to avoid some costly mistakes — both in time and financially — by using the new Design Checker tool. THE ULTIMATE GUIDE TO OFFICE 2010Publisher 2010 Mow Lona? Half an hour longor you spend time trying fonts and colours How HARD? Publishers an easy OTP ‘package, but precision work takes practice. Ifyou use coloured age backgrounds. youll want to make your textbowes transparent: by defout they show as white, Todo this, right con the textbox. select Format Text Box and select No Fil usiog the dropdown mera next to “Color” HOW TO. CREATE YOUR OWN INVITATION ‘The new, more user-friendly Publisher 2010 makes it much easier for non- designers to create polished-looking documents based on ready-made templates. “The ido of Publsha sto enable non-experts to create cards, fers, newsletters and other publications with 2 near-professional finish. With Office 2010 that becomes leven enter thanks toa mass of new templates, preset colour schemes and fot schemes, ls lve reviows that show you what result options wil produce. While W's possible to start documents from scratch, 8 template rovides solid bass for your work and you can then personalise each element ‘You' come into contact with templates as s00n 2s you start Publisher or make anew document (Fle | New). The Backstage view hardly puts thern in categories right up front. The trick to using templates welisunderstancing that thee just launch pac. White makes sens to look in, say, the Brochures section f you want to create a brochure, dont feel constrained. f youre doing ination fora cocktail party, dont just look at the party section: checkout the wedding ivitations, those for wedding showers, and even the baby shower invitations ‘with your template selectee, some of Publisher 2010's enhancements come into pay While font schemes {and colour schemes - predefined sts of fonts and colours chosen to work together ~ arent new, Live Preview has ‘made them more useful Clik onthe Page Design tab In the ribbon, mouse over the schemas in the central secon, and you can ae instantly which wil ft your ‘document and which wen Chick the Fonts button and ‘mouse through the font schemes, andthe same applies. I's an effective way of making quick alobol changes to «8 document and the preset schemes will help you steer clear of eyesore colour clashes or those ear-rash font ‘combinations beloved of jumble sale organisers. Playing with the templates also gives you 3 chance to lok at two of Publisher 2010's major new features. First twill oip you produce more attractive text without having to understand ligatures kerning, leading and racking. Provided you use spect COpentype fonts, you can fick betweon cferent stylistic teratives and even acs exuberant fourehes with ease. ‘Second, Publisher 2010 now offs more sophisticated In-document image-editing capabiities.t doesnt matter it your photo ist perfect when you adit to the page, «range of basic colour, contrast anc cropping tos wil help you gett just right.Pex can® Although ou cardi for ababy (2 evert wat ake our tempts rom wesing Inthe invitation Card category. From the Sackstape view, clk invitation Cards | AlEvent | ‘Wedding Shower 4, You could dete elements nee 5) coon a ie We de need to change the \/ peture on the front. Right-click it and choose ‘Change Picture | Change Picture, Navigate to an appropiate image and click ser. Ths isa good tne to amend the taxtbores to. Delete any you dont need. ‘anor rows Now click the Page Design tab ‘ofthe ribbon and click the Fonts button to see ‘the avalabe font schemes. As you hover over one, the lve preview shows how it wl ook aaplie to the finished card - although discrepancies betwoen font sizes ‘may affect this. Here weve gone forthe Monogram font. J FD) Ace meacr Now for some more customisation 2) Setct nto tetboxon pags 2. ten cick ane cog towards to exend 8 Now cckon he ‘ext Box Tas nb and sl the Openype Gabel fot tating the siz upt0 30 for aratr impact (GQ) srrise cers Gabrot sane of handel (SD ottonts net works with Pulses new type hocling eotres. hok the Syst Sets Joshuats Christening ‘rodown Gn the Typography group on the Text Box Tools ab) to see a selection of treatments that adel exotic flowrshes to the besc letter shapes or“lyphs". Choose the final option Go back to the opening page, select the textbox, change the font to Gabrola andthe size to 22, and apply the same Stylistic Set. You need to py ‘around withthe blue ox element to make the txt ft Tm Now we can use Publier’ \/ - bailt-n eating tools to knock the baby image backinto the backround. Cex onthe mage tosleti then ck the Pitre Tels Format a. Cc ghee eto +20% then date same to Contrast Resize the image yous oan 0 we've done = delete ary rwentes grecies "kk COLOUR Clik the Page Dasgn tab and \ Ley mousing ver some of he schemes. 908 V2, A eed more, ek the down arow nthe sider area box the oho expand the lst. We've picked Egon a enon eae oor Wy dows ry text een dsopoearna? 5 OND Theres no need to stop \ 2) there. we've apptied a background om the Page Design tab), added a Picture Sty tothe Image Pieture Tools Form | Picture Styles) and changed ‘As Ifyour tox gets iden oF ost wren yousde new objets, the colours of our stylised text using Font Color on the cont rid “ext Bor Tools tab Stick to colours in the same schere to ee oe ‘and the Bring Forward’ void introducing ring element tothe fished ori Suse ‘Send Beclard options Fst. tho tox na box may be st to repel when a picture object, or other textbox. is placed over it even tthe text itso ist covered up) Select the textbox, then goto the Drawing Tools Format tab a click Wrap ‘Text Ty setting None ‘or Tight nthe options Aterativey, your text ‘might be ridden bythe 2090 of another box Select the textbox. then ‘90to Drawing Too: Frat, and next to ra Text yout! see the Bring Forwara/ Send Backward options Use these to change the order n which the objects are layered, detatng what's isoie ‘nen they overlap, THE ULTIMATE GUIDE TO OFFICE zoro | ©)Publisher 2010 Mow Lona? As ttle as haf an hour ut more if you need 0 track down images. ail How Haro? Despite the snple buldng blocks, there's ‘more hands-on design volved ner fey HOW TO... CREATE A BROCHURE USING BUILDING BLOCKS If the templates don't fit your project, you still don't have to build from scratch, With Publishers Building Blocks you can quickly create your own layouts. Publisher ships with a large seection of templates, but 1's untkely yout always fine one to match your needs. ‘Sometimes you'l have to start with a bank canvas, but there's no reason to doll he heavy iting yourealt ‘Thanks to Publishers Bulding Blocks, Font Schemes and Color Schemes, you can put your page together using ready made components. ‘You can find the Bulding Blocks inthe insert tab fof the ribbon, and they comprise a renge af page parts - headings, pul-quotes and sidebars. a selection of drosrin calendars a numberof decorative borders and accents ~ and calection of element that might be Useful you're putting together marking materia and adverts. Be warned: some ar utterly tasteless, and appear unusable atest glance, but few are without any redeeming vals The beauty of Building Blocks is that each clement can be edited and amended to your tase, ether by adjusting each block of texto visual option by hand, corby applying font styles and colour schemes. The ater route mokes i osier to stick to consistent set of fonts while you work When you have something you're apy win you can esave your effort 282 new Busing Stock for later use in your publication ora future project. The other challenge non-designers face during the layout process is getting these Bling Blocks In the ‘ight place Publisher helps via a system of unobtrusive snap-to guides that hep to create constant, profesional: looking poges, but thet dor prevent you rom placing ‘ements of-iteri that's the elect youre after. The result? While using templates sil the easiest and most time-efficient way of creating a club newsletter marketing materas or event irvation fs quite possibie for mere mortals to create something new personal without them Her, wire going to create a ‘imple four-page broche fora hliay fem to prove cnmave Booms Well start wth a blank Docket: Ragin anew Publenar document (File | New) and browes tothe templates, then the More Blank Page Sizes category. Select the Booklets folder in the Publication Types section and choose the Aa Sookettemolate, Click the Crete button, ancl select Yes when asked if you want toad actions poses THE ULTIMATE GUIDE TO OFFICE 2010covEn The cover is your frst page Click the Insert tab inthe rlobon, then the Picture button Inthe stration section, Choose an image, nc rag it to reposition and resize it zo that it covers the ist age. you need orotate i, use the button tucked away Inthe Arrange group ofthe Picture Tools Format ta. 8 4 Loo The company loge goes on next. Publisher supports the industry-standard EPS {2nd TIFF formats, but you may find you get the best results using a WMF le, Use the resize ane onthe bottom right of the frame to reduce the size of the logo, ‘then dog into postion atthe top right. Note the way that the margin quides take ona subtle highlight when Youle the edge ofthe printable rea vicbino BLOCKS Here comes our first Buleing Block Click the inser tab, mouse to the Bulking Blocks section and cick onthe Page Parts button Browse dow to Pll Quotes ae select Brackets Resize the new tent Block and move t down to the bottorett comer watching forthe margin guides to ‘make sue it doesnt go over. Retype your text, and feel free to change the font scheme at tis point. We've gone for the Sotice preset cojooes @vi0ts Now forthe mide sored, \2) click on tne thumbnail in the Page Novigation ‘ane on the lett select the double-page spread, First Setup some guides to work wit. Cc the Page Design tab and select Guides, then choose the simple 3x 3 Grid SAP 70 GUIDES Tee forthe next Bueing Block As befor, click the insert tab, mouse to ‘the Busing Blocks section and click Page Parts “This time brow to Stores and tne “Convention (Layout 3)" component. Drag the building block into poston Using the guides for accurate placement. The box should snap agaist the guide i you have the Akan To Guidos ‘option ticked in the Layout section of the Page Design tab (ts by default. Now eck and dog the Bottom roht hand comer to resize the box uni fils the whole page. ‘WHA THE PAGE Replace the mages with your own by rghtcicking on each picture anc ‘selecting Change Petue | Change Picture ‘Apply the Solstice font scheme (rom Page Design | Fonts), and make any tweaks or amendments necessary to get the page looking 28 yous ke = YOUR BLOCK Now things got clever. Clk \ 22) anc crag around athe elements on pa00 2, ‘aking ee al are selected, Right-click on tho ‘rou and select Save s Building Block rom the menu Enter a ame, an a description if yu the, then save. You ow have your own building block, eody to be used again, an image isnt working wel on the ‘page use Publisher's butt-n image-eating tools to bump up its contrast fora puncniee ‘approxch, or ry one fof the Recolor ontions ‘As wel as greyscale ‘and seoia treatments, youl ied dark ana ight ‘menoctrome variations bbacad on the curent colour scheme, (els) THE ULTIMATE GUIDE TO OFFICE 2010Publisher 2010 Mow Lona? ‘tow plenty of tine for this the rewards make worthwhile How HARD? Youdon' need huge ‘amounts of technical knowledge, ust a 9000 {al of patience an attention to deta HOW TO... PREPARE YOUR PUBLICATION FOR PRINT If you're not careful, you can waste a lot of money and time by misprinting your carefully prepared document. We explain how to avoid the traps. ‘On the previous pages we showed how to create 8 brochure using Bulg Blocks. Now wel fnsh the job and ge through the allsmportant final pre-press checks Even with Publisher's helpful guides, people often strugale to ensure that page elements st within the ‘margins and all th txt isin place on the page. Luckily, Publisher 2010 provides orange of tools to help ensure your publication s ready for print, whether you're having thousands of copies output professionally o ust running ‘ut a few invitations on your iit at home. “wo new features benefit ether scenario First, the old Print Preview option has gone, replaced by a ew, mor fly featured preview integrated int the Print ‘option ofthe Backstage view. This gives you a chance to preview your pubieation exactly asi should appear when ‘output onthe curently selected printer You can carefully check to ensure elements arent being cropped of, and it you're printing double-sided you can proview the fp from right-hand page to left-hand page to see how it wil ook ‘Second, f you need more then a quick check then the new Design Checker toon the lo section of the Bockstage view, wl run though everything for you ‘This ins lost ins of text, mages tat have crept into the ‘margins ana al sorts of ether common erors. Chikang ‘through the eror messages in the Design Checker pane tothe right ofthe Publisher window, you'l get deals ‘of each eror explanations of causes and effects and in some cases quick-fix options to sort out the problem in seconds. Bug-checking publications sno picnic, butts better to doit before a large orintrun than after. ‘The Commerial Print Settings panel wil be ‘more useful if you're preparing your work for professional reproduction, whore mistakes or missing fons can be costly Ths allows you to change the colour mode to ‘CMYK cusualy required, but check with your printer. ‘embed oF replace the fonts used and - for more advances users ~ setup trapping, overprinting an spot colours. (Don't worry about these unless you know you need them; again, If you co, I's wise to tak to your printer) IF you prefer to deliver your work paperiesly, Publisher has nally developed an aft for Adobe's POF format. Not only s there @ Save as POF option, but licking Seve & Senin the Backstage view wil enable you to send your publication vie email HTML formot,ras an attached POF oF XPS document. Publisher aso shares Wore's Malings tab, so It's easy to set up maing Ists to get your publication into the right hands ‘ah TH Fira, fs ime to ih off the LY brochure we started. Clek onthe right-hand ‘page and goto the Insert tab, then Buleing ‘Blocks and Page Pats, You'l se your new bulding Block Isto, Click on itt place it onthe right-hand page, / thenew building block so it occupies the top two-thirds ofthe page, Again, use the guides to help. Now lust replace your images and txt as reauted. sermons UP Well complete this page with 1) another prodesigned bulding biock Go back 10 the Buleing Blocks section ofthe Inset ta and eck on Pago Parts. Browse down tothe Sidebars category and select the “Bzackots (Layout 2)" component. Repostion and resize so that st neatly on the right hand page beneath the main story section. swrTen Sens Again, jst change the words \G2) ane pictoroe: we've picked a map and some ‘propriate text. This i 80 @ good time to soe how the docurnent wl look wit tfret colour schemes, Click the Page Design tab and look through the options [MAL YOUENES Chick on the final page inthe \2) Page Navigation panel to select, choose the $33 guide as before and insert a photo abject (dnsort | Picture). Reposition and resize it to eccupy the top left two-thirds ofthe page. We've added the logo we sed eat, the "Bracks (Layout "sidebar Bulking Block, and two basic text boxes nthe right-hand column. ‘isUAL ewREX Now to proof the brochure before printing. First, a quick visual check. Clik File | Pint forthe now print preview. Zoom in Using the zo0m contro atthe Bottom right, an take & 9000 look a eech page to spot any basic layout issues. Here, the boxout atthe bottom right of the aage wil lose Its bottom border when printed, Press Escape and iit Des eWECKER Dont trust your ees: use Design Checker too, Clik File forthe Backstage iow, elect Ifo, nd cick Run Design Checker te pickup any obvious erors Note the options atthe top: lek "Run commercial printing emecks for press outout [ERROR Clckany err that appears inthe \ 2) pane tohiataht it, ton cick the arrow to ‘the right fr options Select "Goto tis item” te hihight the problem object, “Explain for ening helo f you're lucky, Publisher may be abe to sort out the problem automaticaly select the fix and the job is done, 1: why don all my forts sucport the new ‘advanced type effects? ‘As These etfacts are supported by Publisher, but roy on features bull into fonts using the Opentype format. (Only smal umber of OpenType fonts, Including Gabrioi, ‘Candee, Cambria and Cait, have hac the extra work cone to support Stylistic Sets atures ane Siyistic ‘Ateratives. With time, rere fonts withthe required support should appear, but for now the range is pretty lite.PaVee 35 2010 IN THIS CHAPTER TO wencen "116 Gitar Rather than make you earn a T12 fetstcmatompite 118 Standing puto cata Bulding a database fe youre serious about databases neract wth daa from ACCESS 2010 Office’s database has been criticised in the past for being too difficult to use, but in Access 2010 Microsoft has made a big effort to help, with pre-built templates that don’t need a lot of customisation to make them work. We explain not only how to create a basic database, but also how to transform it into something that looks professional and better reflects your needs. If |S) THE ULTIMATE GUIDE TO OFFICE 2010you want to go in deeper, Access will reward you with tremendous analytical tools, and we then explore the more complicated worlds of data macros and linking with other sources of data at the end of the chapter. First of all, though, we recommend newcomers read our simple two-page guide to why they should care about databases in the first place. | THE ULTIMATE GUIDE TO OFFICE 2010's2 good let spit nares int frst and lst ames anc put ther into separate fle in 9 table Doing 0 makes it very easy to query for “int when you can't Fecal his ast name. You should also spit accresses into separate ‘elds 30 you can query fora particular town, ‘county or even country Data: itcan be untidy stuff. Many an address book has crossings out, sem-lepble numbers in crayon sticky notes bere and ther, ol Christmas card tucked inside the cover, ‘and umpteen expired mobile numbers for your friends. Would it be nie ifall our adresses and mumbers were up-to-date, easy to find and easy to read? What you need Ssadatabase. “Cant usea spreadsheet” comes the plaintive cay. Yes,butyou dont getall he benefits. Excel cals at calculations and Access excels t storing, etreving and ‘manipulating data. Simpl projects such as addres lists ‘an cetainly be achieved with Excel, and there are ways of finding te information you want ‘The problems ais because Exe as litle rigour or structure you cn enter data onto any par of ‘any enormous sheet. fs common for people ta return toa worksheet they created several months previouely and ind febafing Exe alo runs out of steam once you want todo anything more comple, ike run a home-based business. ‘Access adaptable,flexble and move than capable of running databases for home and small business use. ‘So, databases bring oder to data. A well-designed database stores data in rigorous way, so you can always find the information you ned. You can lok for Sum Spade DATABASES LIKE ACCESS KEEP ALL YOUR DATA IN SUCH A WAY THAT YOU CAN INSTANTLY RETRIEVE WHAT YOU NEED. SO HOW DOES THIS MAGIC WORK? A beginner’s guide to Access under Sas you woul with your battered book, and also ‘easy to find al your contacts in Glasgow if you'e planing, few days there. Databases have other benefits over books: sfyou can real Emmintrade’s ast name, youte not tuck nti it comes to yout four in the morning, Youd simply look for anyone called Ermintrude ad then pick the one you want tol (resuming ou know multiple Ermintrades admittedly, an une scenare) ‘database can contain one abe (or instance, an ‘ress/shone book or multiple ables with relationships set up between them (a smal business sling to customers). ‘Well sar with the Fundamentals of Aces and introduce ‘ts fourkey elements: tables, queries, forms and reports ‘antes Tables are the basi structures fr holding data ‘When you lola table in Access, ypically lol ike grid of intersecting rows and clumas. In database terminology, columns are often called felds and rows are called records Field ina contact table are Hel to inchade Fistame, LastName, hove and so on, Bach om will contain the data abost one contact. ‘One of the rules of thumb for good database design that a able should contain data about one real- world object. A table could contain data about your contact:‘names, addresses, phone numbers, birthdays, legis ~ anything thats particular toa contact. This doesnt mean youhave to know all these details about every contact) If you lo wanted to computerise you fm collection, youl have entries fo tle, yar, whether i's on Bheray and so on Keeping record of like bjets in separate tables means we only store those details once Ifwe have 4 Customer, Product and an Order table in our business databace, we only have to enterarecordfor each customer/ product/onder once, which reduces the lelinood of errors ‘aveping in. Repetitive entering ofthe same datas almost ‘bound to produce types and other inaccuracies. ‘ovens Queries are Access powerhouse, the means of reachingall the data you've stored in you tables, Access haa graphical query builder that lets you pick the elds you want to se nthe result, perhaps al the names and adresses in the table, without bethdays and so 03. "You can also pick the records you want, you can find everyone wo lve in Suffolk. These two requirements can ‘be combined into single query to produce an adress ist forall Sufedweles ‘Queries can be saved and reused many times. ‘Aguery return an answer table containing its results, and this looks ust ike a table of daa. The answer table {sgenerated afresh every time you run the query, so the answers are always bang upto date. ‘roms A formlets you presenta able of data in auser- ‘tiendly way to anyone using the database They scaly show you te cords one at atime, and they automatically provide controls for moving ackwards and forwards through records. orms can be clourfl and decorated with graphics or photographs, You can bull several forms based on the same able. You might eve create form that showed al the fle fora record and wei for entering dats ‘You might design another to inspect asi adress dats, with Just names and addresses. Forms are very versatile lneronrs You can present dts from your database ina structured way usinga report. They're printable and they too canbe embelished with colour and artwork. In report, records canbe set out as you wish and grouped s that ke records ae played together: contacts could be grouped. bycity for instance. ‘cers Each table shoul havea primary key. Theis a column (crcolumns) that contain an entry that uniquely identifies each record Aces offers a neat way of generating unique numbers fr each recor, called AtoNumber. The st record you enter wil be number , the next 2 and soon. Keys are one of Acces ways of introducing rigour Into data storage. They become more important when your database comprises multiple tables ee Relationship, ‘below). we have table of customers, products and orders ~allreabword objects ~ key let us keep track of who bought what. Linda’ primary key valu of in the Customer tablois weed as what called a foreign ky inthe Order table: ‘once we see 4 in the Order table we can tell wat she bought Similarly, each product has a primary key nd folowing ‘eto the Order table, where ieappears ae foreign key, ‘dentifes any purchase of tuna and tomato sandwiches. amLaTionsmins Once weve stored data about diferent objects in separate ables, we use rationsips to help those tables work together. Theres a.one-to-many relationship between the Customer table and the Order table: one customer can place many order. Theres also aone-t- ‘many relationship between the Product table andthe Order table: one product can be ordered many times. ‘Acces’ Relationships tool (found onthe Database ‘Teols tab) lets you put relationships in plac. The primary hey feld~ identified witha key symbol inthe = Customer tables joined to the ot foreigtey el ofthe sme ramen the Order tbl At the Customer end of he ine beacarar-acacanmand reprecesting the reatonship eat andatthecther end isan nity sybel (one ep op May ta bate customer can place mary orders The second eltionship's_emmandratotie, between the primary key field in the Product table and the connections between them, You foreign key eld in Order. me Sanya wnciva oe ‘cusromsine Databases don't have tolook dll Access 2010 has introduced a range of colour schemes that can be applied to forms and reports with afew clicks ofthe mouse (Gee How to customise your Acces database, p14) but ‘customisation doesnt stop there. You can pt text label (on. form and format the font, its clour, the background Celour ofthe label - theres a wide range of artic decisions to make. A company logo can appear on frm, ora photograph ora piece of cipar. ‘You can even design forms for diferent users: you ‘could create one for your partner that displayed a favourite plctue from your last holiday and one for yourself shoving the Citroén DS you've always wanted. Adding labels to help make entering anew record easier can alto be good: for cxample one saying Please just ignore this eld if you don't now his or her birthday”Mow Lona? ‘About three-quarters of ‘en hour:more to wxpiore the database fy, «ail How HARD? {Gute straightforward, HOW TO... CREATE A DATABASE FROM A TEMPLATE Using a predefined template when building a new database saves hours of time and effort. You can use it as is or tweak it to suit your requirements better. Load up Microsoft Access 2010 fr the fst ime anit ‘may not be obvious where to stat. It's tempting te click straight on Blank database, the default, but to get going we suggest heacing to Sample templates fist. “Thor ae soven cient database tomplates for use on a standalone PC or sharing over a network, ‘and five web databases that ae primarily intended for publishing onthe web with SharePoint see p12). The templates contain tabes to hold your data, pus a range of forms, reports and queries. ready for you to enter data Wet use the Tasks client database template: has two tables, Contacts and Tasks. Details ofthe people who work for you can be recorded in the Contacts table (name, adress, phone number) and the Tasks table holds tails about Jobs. A relationship sin place between the two tables, 0 a job can be assigned toa person, and each person can be assigned many jobs Relationships suchas this are known as one-to-many reationshing. ‘Within the Tasks database you can store the besic data about people and jobs end add photos (useful for identification at meetings). Attachments canbe added to tasks, suchas spreedsheets, pictures, video and music. “There's some scope to meddty database buit ‘rom a template For instance, the Contacts table has 8 column called "Zip/Postal Code", which you might rename "Postcode". Other objects that cisplay the column rame (the report that generates an address listo all contacts, sy) ae automaticaly updated to refec the change. Not al chenges are so smooth you delete the “State/Provines™ column from the Contacts table, ‘the report that generates an adres Ist will oman This is because the column name forms part ofthe report defirtior its expecting to find State/Province and fais wen it doesn’. You can eat the report, but ning and ‘xing dependant objects can be time-consuming. If he tomplate-cerives database needs ‘considerable modfiation, or you already have data you wish to impor, ts ikely thatthe work required to mecity ‘template based databace willbe greater than that of creating one to your own desian. Nevertheless, templates ernonstrate Accs’ potential an simply loading up 8 couple and browsing ‘round inside them wil give you an excellent Kea of what can be achieved.SD) sanam a vennare Launch Accest 2010 oe (UD) sense tne Fe meu open News abeay telctd udr Ale tele Sct, Samo telat ck the oct ssa on he Terre your taba and coor ection ft (Gk theta conto rowet Cik Coste ED ircncinn income serr inser {he hoe ig eat ry tito Scary Waring bw eens ck the eal Corer taton Expand te Navgaton pre cnthelet oe tects inte dts Te Tse tector tr toma end ve cot po dome the Certo an supporing Oct econ oso thee. ‘conracy Double-click the Contact (©) eta orm ana eter some (oro he iteration fr Joe Boe. FD) 120.4 meruns poubleck the pacehloer (G2) stun te attachments dag, clk Ad Double-click an mage file cick OK and the pictures splayed inthe record. Clik Close, op rit, finish the record. Or to add another cick Save and Now. ES tee aia bother th Tek Dest (SD) Crontesreen reer) ond i aa Stet 40@ from the “Asioned To lst. Comet the record. Bouble-clcking on the papercp by Attachments opens the clalog from step 3. Find an attachment as before SS) marecrne arracannrs ick OK oad the \D) seacrnan. stacrrants wor be nmedatly vie but are readily accesible. ick Core to sve tetas the Task i i open yu can Gipay thera cord by going tothe Records group fon the Home tb) and clicking Retesh Al Re-open he Contact Det form andinepect he Tsk 3 for ow record o sche row hatin Toinspet tachrants, double clekin the Attachments clr and dovble-ick he ‘xtachrent you wank When ised, lose the erm. noro8rs Enter few more recor. then ty \ 2) raring te various epons ck the dropdown drow noe toReportin he Tak Li view A the names sages these show ot ofl tno thoes dhe toy, or pnone and adress bt of your contacts. FS uc exnmens Cionsry ape fore or 22) reports. Right-click on the Contacts table (in ‘Supporting Objects) and sleet Desan View Inthe tof Fil Names, change Zip/Postal Code” to “Postcode. Clk the Save ion (op let and ose the table nsoet the Contact Adress B08 ep 568 that he chonge simplemente Aa O&A Ocea en ace eciie \ehos tha tec tbeDalgn ver fasyouctageine omen tee ace reece toatos ooo pone tect te teprestoae bay ican fas none foot ea cera For Vw (coe ed an nate cnet tres sata ee THE ULTIMATE GUIDE TO OFFICE 2010 || |=Mow Lona? Loss than half an hour ‘or longer for greater ‘experimentation. How HARD? Themes are wonder 257 to apply, you'll be customised in minutes HOW TO... CUSTOMISE YOUR ACCESS DATABASE The best databases both work well and look good - and applying colours and fonts to forms and reports is no longer a chore thanks to Access 2010's themes. ‘Youve built a database, designed its tables and crested the queries, forms anc reports that work withthe data. ‘The forms may contain labels wit text to guide users and helpful buttons with macros attached: and perhaps the form uses tabs to reduce the overcrowding that's sometimes unavoidable if there ae many Fels and controls displayed ona singe form. Everything works. ‘Who could wish for anything moce? ‘Well the users of your database wil mainy Interact with forms and reports and their perception of the entre application wil be inluenced bythe appearance ‘ofthese elements. Give your database a smart, coherent, profesional look and users are more ky to be happy. Natty colour schemes won't mask poor design, but youre confident the design's sound, making It look attractive as wells 2 huge bonus. Even if the database is for your personal use only, why settle fora run-of-the-mill took when you could have something mere appealing? /Accats 2010 has a number of customisation features to enhance the look of database but here well concentrate on themes. These are design schemes that can be applied to forms end reports. Access 2007, It wes possible to apply an AutoFormat to forms and reports, but the choson format had tobe applied to each bjoct individual. “The process Is much sicker now choose 2 scheme and it takes just a click to apolyit all the reports and forms in a database. You sil have the option ‘of apehying a theme toa single object orto al objects ‘of particular type (or exario al forms oral report), Yeu ean also design and save your own themes ‘You can make subtle alterations tothe colous used in a form/repot using the paletta of theme colours the basic colours fora theme are cislayed along with ‘variations on each. For instane, the colour forthe text Ina report header might be rec i you deem this bright colour unsutable ora report tothe board, you can alert toamore sober shade. Themes can be apolied in other Office applications too. Se, for example, if you're writing 3 business pln in Word, you can give tthe same ook 12s the detabese endif you're preparing 8 PowerPoint resentation you can do the same. Ital adds up toa more profesional look nd fel to your output. == = P— sae ceas Seagooo| ry roe eee iSD) cermme-stanre> Open a database hisiioht LY) anexistng table in the Navigation pane and. in the Create tab, click Form inthe Forms group. ‘Access generates aform based on te data in the selected table. Save the form and repeat the operation but this time creat a report (ele Report in the Reports group). "8 THEMEN GROUP Rghtclek onthe new ‘orm in the Navigation pane and choose Design ‘View: this takes you tothe Design tab undor Form Design Too In the Themes group, click the Theres button. A box pops out elspaying the theme used in the current datobose 0080 A THEME Below Under Buln ae \S) corredetnedinemes rom whieh o choose Hover he mouseover one to splays name ad yo se the appearance of he form automatically dat a you move fom there othe Casing your PC is fast enough to refresh it before you move on) Appuy A TWah Click theme to select move 2) 10 Form Viow (Home | Views) to soe the effect. ‘ronms AND REPORTS T00 Ifyou dont Hk \S/ your new lock, go beck into Design View and try another You can als return to the Ofice ) D9 have to stick wth the default icons In the headers of my forms and reports? ‘A: Neo. try some more ‘ustomisng Hight the eon in Design View, click Logo inthe Heacer/Footer aroun (making 0 you're viewing the Design tab) and navigate to 8 refered image. Double-cick to select the image. t may not dislay property. 20 Inthe Property Sheet (ound inthe Tools 9100). rd te Size Mode and change it to Zoom to adlust the Image tothe largest possible size without affecting its expect ‘ato (oroportions).Mow Lona? Half an hour: more it you experiment with ‘the Macro Designer How HARD? Not forthe computing novice but if youre familar with macros the transition isn foo ough HOW TO. WRITE A DATA MACRO Microsoft has introduced the data macro feature into Access 2010 to give you more control over what goes into your tables. We explain how to build one. ‘Access ats you build alot int a database application sing the interface (forms, Buttons, reports), But there are limitations In most database management sytoms the ext stop ist learn a programming language, but Access coffers macros as an altemative.A macro satiny program triggered by an action such as clicking a button, “The ability to write macros has been pat of ‘Access fr years but in Access 2010 the way macros are but has changed thanks to the new Macro Designee You ‘an create @ macro ust as before - fr example, you could bull one to ensure your data-entry ferm always displays the lost record entered. Entraly new, however, type ‘of macro called a data macro, an the arrival fis hole In Access feature ist that has previously been gaping. "Macros wat fr something to happen (such as the opening ofa form) before they cary out their job (ay, moving tothe last record). The iference with a data macro is it's attached to 2 table action rather than to objects inthe user interface. You cant attach one toa button, or use one to open form. Tei roe to manage {he data in the tables and to ensure the date conforms towhot are termed “business ules” These sound rather serious, but in fact ae simply an adtional means of ‘making sue you store ony accurate dats. ‘A business rule could be, "fa purchase i ‘more than £200 then authorisation i required from the bors” You can write a data macro that checks the ‘ae value whon it's entorod into the Sales tabi and If he value is €200 or more, 8 Yes/No column called ‘AuthorsationRequired is automaticaly set to Yes. Data macros ean be witten to act before Crater certain actions, and come in fie favours ‘BeforeChange, BeforoDelets, Afterinsert AfterUpdate and atterDelete. Beforechange trigger for inserts and Updates to the table such a the sale authorisation above, ‘A data macros attaches toa table, so any form ‘based on it anerts the macro. Whether dat is entered rectly inte atabe o via a frm, the rules applied. And ata macros can be named and reused in ater tables. ) cxrevaxrep Downlosd our eae database (LD trom wir.ccoro cosh ini/slesexamole. ‘Open the Sls table n Dein Vew to folow these steps it must be 8 table, not form or report, 8s a E-—7these have ctferent eben) athe fbbon fi the {eat Data Macros baton onthe Design tab. ‘ren eno orionen ick the button select (©) cater croge and tne Maco Denar opens “The macro ie blt nthe lt pare bed here, “sets tore Ounge The Aeon tales (NDEs ale avail actions you can set int the coe. {Ab AMF STATEMENT This is how our macro S) should behave" the valu in TetaPrice is ‘areata than oF equal te 200, then set the value In the AuthorsoionReauied field to True” Pop down the ‘Ade New Action Ist the box top lt preceded by a green plus symbol, select “i. An outine appears the condition for the “i statement to evaluates witten in the box Immediately after So start typing the field name and an Intense list appears showing various uretons anc any fed nares that fit cnteliSenso is Microsoft's auto compete techsology) We want the TtaPrice fl. stow nui.oes Doubleclick J) Teralprice to add it. Now type “>= 200" directly Into the box (without the quote marks) ‘Alternatively cick the wizard symbol on the right £9 ‘pen the Exocession Builder; select Operators inthe st ‘of Expression Elements and >= rom Expression Values, then type "200", bi ‘Abb A seTrnio STATEMENT Click OK to insert ‘the expression nto the code To the right is the word "Ten and below i second Ads New Acton box. Here we tl the macro what todo once Inealeultes whether the valve in TotalPricef 200 oF ‘reater Select SetFil trom tho ist. Against Name enter the fled you wish to update: AuthorsationRequired. ‘Again, thecesntlisense help. Against Value, ype “Tus (or elect it rom Constants in the Expression Builder). ‘es The data macro is complete. The \2/ axthorisation field is a Yes/No field, so we're teling the macro to put a check nthe box (True ifthe condltion is met. Save the macro and Close It Save the table and mave to Datasheet View "esr" Add a now record: J sponds 75. ) Wmen tis is saves, AuthorsationRequired remains unchecked. Fine. Ad Kins £550 purchase. When that's saved, AutvoristionRequired is checked, Ad more rows. The data macro is working! Check a purchase of exactly £200: happily this too Is tagged fr eyebaling by the boss. 5) PORE Ina form baced on this table the dt \2) macro continues to work. I you need to edit the macro, open the table in Design View click Create Date Macros and select Before Change ree) & 3 ie lee oe (2 (: Shout | just learn pede Sipe ie Visual Basic instead of earring the new Macro Designer? ‘As its an option. View asic Full programming language ‘and as such wil ave yumore scope to ae ‘dd functionality to your database ‘applications, taking you beyond whats posible with macros. ‘The Visual Basic code evelooment enuran- | enti conan ‘mere compl than the ‘Macro Designer. but 'f youhave an intrest In learning to program. | aveitago. THE ULTIMATE GUIDE TO OFFICE 2010 |||Mow Lona? ‘About an hour if you _ateady nave a spread sheet to ink to. How HARD? The wzards make tasks sir, but this tent forthe fant-hearted, HOW TO... USE ACCESS AS ALANDING PAD FOR DATA Any modern database needs to interact with data from different sources, and Microsoft has adopted the “landing pad” metaphor for Access 2010 ~ here's why. ‘Data is usualy kept in more than one pace. You might have human resources data nan Access catabase, out Staff commission record in an Excel spreadshoot In ‘general combining dota from different sources is dict, Cften involving alt of tiresome and repetitive work. ‘Access has always had excellent abilities to lnk to (and Import) deta from other sources, bringing date together. ‘But these abies have aways been easy to use, “The "landing pa for data, new in 2010, signed to make this whole process much easier For ‘@ample, you can use a query to combine data and splay Itinan Access report. in ur example, we can show commission totais for staff member along with other data trom the database, such as salary data held inthe atabase. A report could also use “condtionlfermatting” toshow when more than a specified sum has boon eared In commission. (Well demonstrate this with sample data) ‘You can combine data from sources other than Excel including tables in Microsoft SQL Server and other ‘Access databases, And Microsoft hes extended the range ‘of sources to include web content and date from wet services, accestibie from a new Web Browser control ‘mwonrina its possible to import data into your database: ‘that i, copy Inte a table you've made fr itor append Itt an existing table. However there may be excelent reasons why you prefer to continue using Excel to store ‘the data, and simply use Access’ querying and reporting features. It may also be that you raceive spreadsheet eta from other organisation and want to make use of it without string it yoursel. Here, youl se linking \avane From Access you can create alin to data In Excat rks can be made toa particular workshoot fora named range. The data appears as a table inthe Navigation pane with an Excel symbol. Although you can se and interact with the data remains tore in Excel Linked dota cant be edited from within Access, but you ‘an query and report ont. The spreadshest data is eted In Excel as usual and, back n Acces, the linked table Is refreshed with the click ofa button and theater data is ready for querying er populating a report. (EB) wee vos Donte our wre al 7 tram minpepr u/nks/ardpad in Accesscreate anew blank database Click the External Data tab and then the Excl leon in import & Link Browse tothe Excel fe and click Open. Select the third option (Link to the dota source by creating a linked table”) and cick OK “The wizard shows the Excel dat: choose Sheet suciny ieLo WANS Click Now. Clevorly, A) neces can use column heacings as field names: if the wiard has identified these correct, chaclthe FirstRow Contain Column Headings box. ‘NEW LINKED TABLE Click Next, name the inked table, eek Finish and then OK. The Novigotor shows are tabi, with an Excel arow ico, and a normal Access table - in our case, ted Emoloyes (Open both tables by double-clicking, Our staf members have an IO number for ll records t's inthe Staffel In the Commission table and Employee in Employees. fo make a relationship botween these columns, Accass wilknow which recorss rote to which member of ttt wy DDEsIoW A QUERY We can do o when we create ‘2 query Cc the Creat tab, then Query Design isha the two tables, click Add and close the Show Table datog. Now we cick and drag the EmpioyeeiD column name in the Employee table ond crop konto the StaflD column name nthe Commission tabie ‘Aline ineates the relationship. We ad the FirstNome ‘and CurentSalary columns trom Emoloyee and Month and “€ Commission” from Commission. ont Ck View ad pc Dataset (©) Venvtovene ctate ase vi poten tov Now we vt Gt fr trp On tn crate a ck nap ara rtm eur wth we Uncertain cose om hw aan toca eu the eae rw lex Mert We tadtwe peng vel, Pate rd hretury. ‘COMPLETE THE REPORT Cick Next. Accept the faults in the next two screens, nome the report and click Finish, There's the basic report. but we can do mare using conditional formatting 7 Scnnainmrnmedias hailey (ZL) ‘ten evo ttt ofa Th par showin Deign Vin the Osa econ, fot-lekon-t Commit” ed sect Conon! Format, ick New ae ate ne torend "Fama cnt cle wet: eld Veteran or end {210 set he bacgrund clr to ometng ight ahd the tnt eau to corres wth "TH REBLLTE Chk OK and OK egein. In Report \2Y rem inspect the result. Any commission more ‘than £20 is now highlighted and eosy to spot. eto = Fresmort [=] pene toreate [= 3 = = re are cioo to a vf — =e | I by ha, ftp “To make your forms and tables open in seperate windows rather than tabs, cick the Fer, then lek Options in the pane onthe et. Select Curent Databese. ‘and find Document ‘Window Options about alway down the lis (of Application Options “The defoutis Tabbed Documents: change’ this to Overeoping ‘Windows Click OK. ‘A message tells you that you must close and reopen the database before the new setting Isincorporated THE ULTIMATE GUIDE To OFFICE 2010 {I /2)16 IN THIS CHAPTER Bes 132 Setten & men 108 = vo ata share 3 Invoducing Business Amovratesantouang Od conart ee emamer OFFICE FOR BUS We've already seen many of the business features included in the Office applications, and there’s no doubt you can work faster — and produce better results - using Office 2010. But that isn’t the whole story. What if your teams could share documents and even work on the same one at the same time? Or if you could see at a glance whether someone was sitting at their THE ULTIMATE GUIDE TO OFFICE 2010INESS desk, talking on the phone or busy in a meeting? This becomes possible thanks to the “presence” features built into Office, while co-authoring and sharing rely on server-based software called SharePoint - which you can now get free of charge. This chapter explores all the Office 2010 features specifically for businesses, and should make it far easier to justify the outlay. ‘THE ULTIMATE GUIDE TO OFFICE 201010 Office for TS Ta) Everyone in business o's thinking of buying Office 2010 shoul talk tothe PC or software supoler about licensing Itcan spread the cost end work out cheaper Inthe ong un than buying OEM or real licences. There ae azo many other benefits tobe had hep tor eutorated deployment, ahome-use programme, winere employees can instal a copy of Office on their PCS at home: an employee purchase programme, IF YOU RUSH INTO BUYING OFFICE FOR YOUR SMALL BUSINESS, YOU COULD BE PAYING MORE THAN YOU NEED TO ~ AND MISSING OUT ON SOME KEY FEATURES, Buying Office for your business (0f%ce 2010 comes in sixeditions, of which only four are suitable for business use. The fre, ad-supported Starter cation (ee Chapter 11) provides cut down versions of ‘Word and Bxcel and is availabe only witha new PC. The ome and Student eition fe ieneed for non-commercial ‘se so tis autable for businesses, Of the remaining four editions, Standard and Professional Pls are avaiable only to Volume Licence customers. Finally the Professional and Home and Business editions willbe avalable through etal stores aswel ae va company lensing agreements. “Thee are no upgrade prices for customers who already havea previous version of Office The choice is ‘betoeen the fl etal price of the boxed produc, the Key Card pice (or icence without physical med), oF one of the many diferent Volume Licence pices avalabe ‘There's one other way fora busines to get OfBice 2010: bundled with anew PC. Here, youl get an OEM" (origina equipment manufacture) cence, but probably no DVD, if anything ges wrong, you'll have to estore your PC tolts factory state to recover you software Ifyou serap the PCand buy another one, the licence dies withthe machine. ‘All these restrictions make OEM licence cheaper, and you may se them avalale for purchase from online retallers as wellas supplied with PCs. Bu, in adition to the above estitions, if you call Microsoft for support, the company will politely tar you away. tcamane You dort have tobe a big player to use the Volume Licence programe. The minimum purchases ve licences; that could be ive copes of Office, or thee new Ce with Windows and Ofc licences. Pr organisations with fewer than 250 computers there ae two main licence programmes: Open Licence and Open Vale. (The various Hcensing options are summarised in the chart opposite) leewe Open Licence is apay-26-you go dea, where you buy some licences and add more aay ed them. Is two-year agreement, and the price depends o how many ofeach cence you buy, through a complied system of product pool and points, You need 500 point to qualify for tan Open Licence agreement, and that equates olicences for 68 computers running Windows and Ofce when bought ‘with Open Licence and Software Assurance (SA), Software Assurance san optional extra that allows you to upgrade tothe atest version ofthe software whenever it's released (within thehfespan of your SA agreement) As youl gather, Open Licence is complicated programme, and youd need to tall in depth to your retaler lor advizor to find out it would be ight for you. YALU The Open Value programme allows you to spread the cost of licences by paying in the equal annual instalments Ieincludes Software Assurance, and after the third year you gt to choose whether or nt to continue with the SA payments and again spread these over three years. “The cost from yea four onwards, when youre paying only forthe $A and not the cence, are usually sand one-third as much. Ifyou need more ences within ‘the term, you can start separate Open Valu programme for them or add them to your existing agreement, adjusting ‘the cots o reflec the diferent esc ‘Another option, Open Value Company-wid, is for organisations standadisng al their desktop and laptop PCs and offers greater discounts than the standard option, which applies to only some of your PCs. Whichever version you choose, Open Values a good dea for most small businesses: it's ‘much simpler than Open Licence, and spreading ‘the payments over the three-year agreement gives you predictable cost, “Just tomake things alittle more complicated there's also Open Value Subscription. “Thishas the lowest anal cot initial, but it remains the same over the feof the agreement ‘rather than reducing from yea four You're effectively renting the software: stop pying, and youlose the right to use it. However, you can convert subscription intoa standard, perpetual licence after the fst yea, by paying one extra yea’ subscription.MICROSOFT’S LICENSING SCHEMES Bee ‘Asa quick comparison between ieensing and setall costs ten copes of Office Professional ls onan (Open Value non-Company-wide agreement wil st you back a total of about £2825 over thre years. That makes the cost per licence £282 50, which s nearly 25% less than the £366 fora real copy of Professional edition ~ andi incudes ‘more applications, the rights to the nex version when it's released, and the benef of paying £941.60 each year rather than £2825 upfront. The pice depends on how many copies you buy, and your retaler may be able to do better than Microsoft's recommended pricing, as quoted hee Lancer oncamisarions For larger organisations, the Enterprise Agreement has three-year term, big discounts ‘on retail pricing and Software Assurance. The Subscription és feted Home and Business ely CT Ys ‘version gives even lower anal payments, but again you're venting, not buying Select and Select Plus ae based on forecasts and measurements of the software you use. youre not sure how many copies of Ofc youl ned throughout the agreement, this allows you to guess and pay for that, then measure what you actualy used and pay exta, ‘Wecestary, late. Select Plus lets individual business units ‘manage their own software purchasing while maintaining ‘he pice benefits of purchasing a on large organtation. ‘ Schools, universities, government departments and i charities canal get cheaper lcencing terms. | For more information on ll aspects of Office | 2010 Bens - including the Microsoft Licensing Advisor, which will price and advise on licences to suit your needs ~ ‘st wane microsoft com/licensng Recommended retail prices (exe VAT (ne VAT Home and Business £204(€240) £162 (£190) Professions! Boves orocuct Key Care 566 (£430) £255 (£300)10 Office for TS Ta) ‘Tanks tothe Offce Migration Panning Manager you can aso check existing Ofce fies to se if yout have any Erber converting them from ‘he Office 97-2005 le formats to the Orice 2010 formats. Again. ‘eres cervaises reportng and aati for fies stored on many workstations and servers Once youve checked for ary probiers and fixed those, you can sete Office Fe Convertor andthe Version Extraction Yoo! to convert your files to me naw fl format you want to See mare etais at wwrn pepo, * UNLESS YOU ENJOY PRESSING “NEXT” REPEATEDLY, TAKE ADVANTAGE OF THE TOOLS PROVIDED TO MAKE MULTIPLE INSTALLATIONS OF OFFICE EASIER, Planning to deploy Office 2010 Plannings crud to sucessful ol-out of any software cross an organisation, age or small ad never moreso than with a complicated and much used produc uch as Offce. Tha’ why you should take advantage of Microsoft's tools to help assess your current environment, check your ‘sting document, templates, ad-ins and other solutions for compatibity, and customise your deployment of Office, First stp isthe Office Environment Assesment ‘Tool This helps you ee what Office apps and add-ins youaleady ave. Itcan be run on each workstation or automated across a department or company, and its centralised eportng means you get asingle report or Excel workbook to analyse the results. A ‘03 group plc object chat you sgn tothe computers on ich you want toil fc. Always check your group poli and scrip by assigning ito one computer and sing {hati does he job propery before ling it ou. See worm epocaullnes/ policy for dtd advice orrien cusrommanion T90t To customise your ition of Ofce, you run setup exe /admin from the folder where you copied the instalation fles to launch the Office Customisation Tool (OCT) Thi lets you accept the lence terms, enter 2 volume icence key, customise features and settings in Office, and configure options such a how ‘verbose itis whe installing There are many lever Passive Scan modeletthetolremuinThesesitvenon options in OCT, andyou should take the time to running on dent for severalhoure, watching OME can ite heck each one sinc al yout Ofc installations foronyappeattrytomimomate Ofceappe, TEES ae willbe ban onthe octnga OCT wren “Thersportwilshow machines that thebwinnrbarefte MSP leo the setup fader containing your soot don't meet the specs for Office 2010 or have seins or other code that ae incompatible ‘You should also check your own cde using the Compatibility Inspector (wwwpepr0co ahd links/compinsp), his comes in two versions, ‘one for VBA code in Office documents and templates, and one for Visual Studio, Both highlight lines that may cause problems in (Ofice 2010 and offer guidance. This is expecially useful sf yourneed to check code for both 32-bit snd 64-bit Office, erLovwent oprions. Unless you have nly two PCs, you realy dort want to take the DVD round to each in turn to Install Ofce 2010 manually Ata minimum you should be copying the contents ofthe DVD toa network older. ‘You can wsea startup script to deploy Office 2010 automatically the next time a computer boots. This requires nly Notepad and a working knowledge of group polices. ‘You edi the sample scrip to point tothe network felder ‘were you put your installation files and the config fle were you se the installation option, then ad that script customisations tobe used when nealing Ofce ‘on lent PCs, You'l also probably need to eit comrtausg a setup sit ‘Acrivarion oprions In previous versions of (Office, the product ays fsued under volume leence agreements bypassed the need for activation, Microsof has fn this loophole for (Ofce 2010, Your Ofc installations an activate directly vith Microofs over the internet, ike etal copies, using 3 “Multiple Activation Key (MAK), or you can implementa Key “Management Service (KMS) on your server and have your installations activate through that MAK works wel fr laptop PCs that are out of the ofce for long time f ome computers dont have an Internet connection you can use the Volume Activation ‘Management Tool (VAMT) to do the activation for thera and copy back the resulting activation key. KMS activation {srecommended if you have more than 50 desktop PCs ‘on your network. The KMS service collects and authorises activation request from the PCs and you manage them ‘Windows versions compatible with Office 2010 Operating system Windows? Windows Windows Server Server Server’_—OMce xP SPs vista $1 S| oerthrough VAMT You dont needa product ky foreach copy of Office, but the software wil ry to reactivate wth the KMS Servic evry 180 days to check ts stil licensed. s4-ar For theft time ever, there's a 64bit verion of (Ofc, Each Ofce 2010 DVD wal ship with bok 32-bit and Gérbit version for you to choose between. 64-bit processing does bring some advantage, butt intl pain sling there are some disadvantages ae well. itt, you have to work out ifyou can run the (64-bit version, and that depends on whether your machines havea 64tbit operating system. The table opposite shows the OSes on which Ofce 2010 wail run, Note that Windows XP64-bcion't supported ata can'teven run 32-bie (Office 2010, Nor can you run 64-i Office 2010 on 64-bit Windows Server 2008 R. Any other OS ~ forge it If you want to keep some ral, of your previous fice netallation, yo cant use ary ofthe 64-bit app. I you have other MAP-based messaging applications besides (tlk, yout imialy restricted tothe 32-bit version of (fice 2010, You can’ upgrade from a previous version of Office to 64-bit Ofce 2010: you have to uninstall est. The two advantages of 64-bit are that it lets you use ational memory nthe computer ~ for example Excel 2010 wotkbooks can be bigger than 2GB and Project 2010 can work with very large projects consisting of many ‘rere ae oso hl yu Ie val neni fis Te 3 oped ook a your sub-projects. You alo get enhanced security through Data Execution Prevention by default But that’ where the advantages stop. The 64-it applications aren't significantly faster: indeed, they may be slower in certain ccumstances, snd there ae whole host of other drawbacks Not many people actually need Excel workbooks bigger than 2G8. Ifyou ever made one that bg you couldn't store it in SharePoint o share it wth anyone who wasn't running 64 bit Ofce 2010, because they woulda be able to openit. Access databases with their code remove pit data, and code in eparate fies) can'tbe shared between 32-bit and 64-bit versions of Office, and any VBA macros may not be compatible between 32-bit and 64-bit versions. tthe bigest problem by fare that ActiveX contol, addins and COM DLLs writen for 32-bit Office won't work wit the 64 bit version. Microsoft wl ave to Issue new versions of ActiveSync and the Windows Mobile Device Center ured to syne Outlook data toa mobilephone, ‘Anew VSTO (Visual Studio Tools for Ofce) runtime will bridge thie gap for DLLs and adé-ins writen using Visual Studio, but other manufacturers wil have to tes, possibly ‘change, and veisoue their DLLs and add-ins in 64-bit (Check that al your dd ins, enc software and other solutions wil work with Ofce 2010 6b, You don't want to deploy itony to find the chairman's mobile phone il no longer collect his email or synchronise his calendar.10 Office for TS Ta) IF YOUR COMPANY NEEDS TO COLLABORATE ON DOCUMENTS, YOU NEED. SHAREPOINT - AND A SURPRISINGLY USEFUL VERSION |S AVAILABLE FOR FREE Introducing SharePoint SharePoint Is Mirooft's document collaboration platform. [Now coming upto ten year oli’ matuted and grown ever laser to Office with each version, SharePoint 2010 sports the same ribbon interface as fice applications, and more flexible and powerful than ever. ‘SharePoint builds websites, These are usally {ermal such as departmental or company-wide intranets butt can be used to buld grat extranets for providing {information oor collaborating with partner companies. Itcan even build big, publi, customer facing websites, and ‘many interational companies use for ust that, including huge names such as Kraft and Ferrari. ‘SharePoint 2010 runs en WindowsServer 2008 or Windows Server 208 R2 (only the 64-bit versions), and stores its data in Microsoft SQLServer 2005, 2008 or 2008 2 (gai, it must be the 64 bit version). Ica even ‘se the fee SQL Server Expres edition, but if you want a SharePoint database bigger than the 4GB limit of SQL Server Bxpess, youl need to buy SQL Server Workgroup, Standard ox Enterprise elton if you dn’ aed have, ‘suanavomrs ANATOMY The basic unitof information fn SharePoint tea lis of tems, There ate many item Types builtin, suchas Announcement and Calendars, and you cancustomise these by adding, changing or deleting Ses. (Or you can build your own its of your own item ype. ‘Aspecilzed type of lit sa “document brary’ which holds virtually any kindof fle along with properties abou those fs. Office documents can be saved to document libraries and the documents’ metadata automatically promoted to show a columns of data in SbareBoin. You can sort, group, ter or sarc bythe ‘metadata and invent your wn metadata fils tobe collected when Office document recreated and published to SharePoint. You can have any number of different views ofthe data alist or ibrary, showing diferent columns or with different sorting grouping or ltering, You can instigate check in/checi-out policies, approval workflows or capture new versions of documents as they're revised, and require approval before new versions te published. This content management system means the staffin a department can easly collaborate on revisions to documents and have them approved before the rest ofthe company (or partners, or the publd) get to se ther. “Anyone with acess to alist or document library ‘an setup a subscription to be notified if certain item or documents changed, or indeed if anything inthe ist oF brary changes. hese notifiations can be sent immediately ceronly once a day or oncea week You can also open any document library in Windows Explorer. This means you can use all the standard ‘Windows Explorer features, most notably drag and drop to ‘move or copy documents, You can connect jst about ay list oribrary to Outlook, making the content avaiable in tlook even if you're not connected tothe network. ‘Occasionally, connected users sucha ales people or consultants ~ can use SharePoint Workspace, previously nown as Groove, to collaborate on documents, late and projects with other mable and office-based users ‘wt eommions Sharefoint Foundation is free bac version of SharePoint that includes many not-ao-basi feature you'd ‘think would be reserved fo its pai fr bigbrother. These Include the standard lists and document bras, eam workspaces, blogs and wikis. You can aso add the Ofice ‘Web Apps (ee Chapter 12) to SharePoint Foundation, Which version of SharePoint do you need? Size of company intranet Extranet & Internet Small ‘SharePoint Foundation 2010 ree) nv Medium ‘SharePoint Server 2010 + Standard CALS SharePoint Server 2010 for internet Sites, Standord Large ‘SharePoint Server 2010 + Enterprise CALS SharePoint Server 2010 for Internet Sites, Enterprise Search features by size of business ‘Size of company Intranet Small ‘Search Server Exoress 2010 (Fes) Medium Search Server 2010 Large FAST Search for SharePoint 2010 Extranet & Internet‘Asimple tarePont Feouraaton into ok ‘rtanecuny longa {hss supported by the sopleatene hey rn, so you an preview and edit Word, Excel, PowerPoint and (OneNote documents in a browser without having to open. the document in the full desktop application. ‘Tae big brothers SharePoint Server, anf you buy this you also need CALs (Client Access Licences fo all the users, The Standard CAL enables the core capabilities, including My Site personal pages forall staf. To the ser, thee MySite lists items sucha thei recent documents and what colleagues are working on. To colleagues, i lst the user's areas of expertise, interests and publidy svaable information such a blog, My Sites are reat for encouraging collaboration and adhoc team working, and make people more discoverable and approachable “The Enterprise CAL ie rquied for interacting with external line-of busines data dashboards, advanced analytice and advanced workflows You can havea mix of CALs fot all users equite the Enterprise facilities. you want partner or the general public tobe ahleto interact with your SharePoint sie, youll need to buy SharePoint Server 2010 for Internet Sites. This comes in Standard and Enterprise editions, epending on whether you want the fll enterprise capables fr external users For developers, SharePoint Designer 2010 se ‘tcan be used to customize the look and feel of SharePoint pages and site, and to create new custom workfows for documents anit tems. Visual Studio 2010 ad more capabilities and may be usefl fr sdvaneed solutions. ‘Te table opposite should help you see at glance which version i ikaly tobe right for your busines sAncwme avesTiONS You getbisc search capabilites in SharePoint Foundation, buts crucial to your business youll want to take look at Search Server. Search Server Express fre but basic the emphasis son eas of se Me wont pretend deploying Bestar isceapr ‘Simei ak Tre ager he more completed rset prove a te eed gett ht and quick etup, Upgrading tothe ful version of Search Server brings scalability and redundancy (Seach Sever Express can only be installed on one sve) but fr serious enterprise search abilities youl need to invest in FAST Search Server for SharePoint 2010. This extends to external- facing websites as well10 Office for TS Tx) Mow Lona? Atow plonty of time, especiay for reparetion How HARD? The wizard stage s ‘25y, but it takes know how to get that for Before nstaling SharePoint you need hott for Windows Communication| Foundation (WCA). Get this for Windows Server 2008 SP2 from wemvecprecouk/inks/ wei o¢ for Windows Server 2008 R2 from wet HOW TO. INSTALL SHAREPOINT FOUNDATION 2010 ‘SharePoint Foundation isa useful tool init own ght and as a way to try before you buy SharePoint 2010. Chock the system requirements: SharePoint 2010 requtes Wincows Server 2008 $P2 of Windows Servet 's supported only for testing, No 32-bit OSes wll work you need 64-bit. Yul aso need four processor cores running at 25GHz to gt decent performance; fewer aroitsupperted. For developing or evaluation you can {et owoy with 468 of RAM, but a production server should have 868 minimum. You'l also need 8068, of eisk storage just fr the programs. Estimating the storage for data and documents sup to you (Cont PCs that will connect to SharePoint just need a wed browser Internet Exporee 70° 8 82-5 versions give the bast experiance followed by Moszita Fafox on Windows. You get more basic functionality from other browses, nclucing Safar 4x ona Mac. Dron YoU START There ae several points to consider before installation. A domain is requied to is locked for eiting by “cuter name. Do you want to: Open a read-only copy create local copy and merge your changes later, or receive notification when the orginal copy is avaiable? None of the above thank you, just want to work on the document ‘Coauthoringe enabled when you store your (Ofce 2010 dociments in SharePoint 2010 even the ree SharePoint Foundation ~ and it adds yt another tol (along with formal document versions, the checkin and checkout procedure and document approval to help users collaborate enadocument. ‘All there features help toavod the problem of having multiple versions of document circulation ~ 2: eee pethap tome set by ema ome stored in a netwock for with version numbers oted in the fenane, ome jut beled DRAFT wore, FINA, FINAL2, FINAL 5 and onward to ini fs pain merging multiple sersone of docmnt ad deciding whether tae of -reject each change, especially when many people have all seae snr but sight deren changes othe same foieenionie ‘Whats or, tht kind of change tacking has only everbeen ashen Word el does hve hose fee, and PowerPoint hae onl nae pine some version comparison capable Powerit 2010, Ono has teen beter. that it ad rudimentary co authoring for couple of wos but nt nowt cul tl you who ste what a notebook. Tet ta cower act hw cantocog wot ineach ofthe four Ofc 2010apistons tht support. Won To co-author aWerd document, you need to store ‘Word 2010 file in a SharePoint 2020 document brary. ‘When two or mare people open that document in Word (Got the Word Web Ap), they all ee lite balloon ‘message over the statusbar saying “<> authors ate now editing this document, and the status bar shows coupleof pawn” ions and the number of editors, Click he paoms to se the names ofthe editors, wth presence indicators showing if theyre busy or free. ‘To avoid disrupting individual users with others changes appearing a coon they're made, Microsoft has decided that asa user, you dont see changes frm other authors unt you sve your own changes. An con appears on the ight ofthe statusbar, next to the view contol, f there are updates from other editors avalible. When you save your changes, the new changes from ater authors are merged into your document and highlighted in green. ‘Word marks the paragraphs being changed by each author with their name and presence indicator, s0 you now whos changing what. If ther are updates avalabe for ‘hat paragraph, you alo see an extaicon showing refesh sows Paragraphs being edited are locked, so no-one ese can change thom until that author aves their changes and ‘moves into another paragraph Ifany conflicting changes do slip through the last autor to make changes see a warning barat the top ofthe window and abutton to dick to resolve the conflict, which performs a more fine grained merge of the changes, ‘Since al the standard features of Word are svaable while co-authoring, you can use the Comment tooleif you want to put ante n the document rather than changing the text, o¢ turn on Track Changes to gets formal record of who changed wht. ‘exem Excel is the Cinderella of coauthoring in that the features avalable ony inthe Excel Web App, not the desktop application, This iamediately limits the features sand functions avalable and some other features such as Undo and Redo are't supported when there are multiple authors. Unlike wth Word, there's no need to save your changes to see other uses changes indeed, you ct save ‘yur changes, because there's no Save buton: the Excel Web ‘App saves every change as soon at you make it. Bveryone’s changes appear on your seen in near realtime. ‘powenromr PowerPoint’s co-authoring experience is very similar to that of Word. You open a PowerPoint 2010 resentation stored in a SharePoint 2010 document brary nditjust works, You ee the multiple authors pawns and the “updates avalible” consi the statusbar, and you save your changes tose changes from other authors. ‘We take close lola the co-authoring proces fn PowerPoint on p74. ‘onovert Onelioisisthebet-sered application for ——_—exetaiain Word warts bt covthoring youcan daitn ether the shop sppeaton naw wane ‘or the cut-down web app. Again, you have to have a _ocument and thelr status. R only, Onetote 2010 notebook stored Sarfene 2010 ‘soma canon ace document brary ~and then just works. Theres no need to save your changes, because OneNote doesn't havea Save button. Changes from other authors appear as they nish writing a paragraph an theyre marked with a sidebar and tagged with the autho’ nial You can hide the author initial iyou prefer using View | Authors | Hide Author10 Office for TS Tx) Mow Lona? Sot aside plenty of time, particularly to decide your trusted locations. How HARD? This depends on jst how much canal you want to take. HOW TO. KEEP DOCUMENTS SECURE Cie 2010 brings extra security to help prevent infection lof your PC by malware contained in Office Gocuments, and to ensure tho itogrity and confidentiality of data. “The fist new security layer Is Data Execution Prevention (OEP). Ths identies areas of memory that contain data and prevents any application from attempting to run program code put there. DEP s turned fen by dofat inthe 64-bit version of Office 201, but is ‘an option forthe 32-bit version To siteh ton, goto Fle {Options | Trust Center, nd click Trust Center Settings | Protected View | Enable Data Execution Prevention mode. “The second layer validates Office es before theyre opened to ensure they're ina valid format= not fon alist of insecure, blocked fle types ~ and don't contain any insecure ActiveX controls. f documents pass these tests, the tid layer of defence isthe new Protected View fr “sandbox mode", where any potential insecure es are opened in asa, soated read-only evrenment Hore, the user is allowed to read te fie and decide wither they need greater access and if they trust the fle (GD) movteryoursme protected iw is used (LF ey etout tor documents rom te internet or ‘ema nd shows tse by colaping the iboon tolust its tabs ond csploying 8 prominent yellow band What's ten ytem ones atthe ton ofthe document. Ths says you're in Protected View and ivites you to cick button to enable ecting. ching thi raopens the fle outsige the eancbox, but all the other layers of protection stil remain active. (GD) we commen network adminis wil 2) vw abieto contro al these scanty stings Including setting up trusted locations on ‘heir network or SharePoint service trough the Ofce Customisation Too! and aroup policies (ZY) 20 wwereo oesmons Opening documents (SD soredin tot lostions wert tier the Protected View sandbox, ss important ost ‘his sat right an to ese tat helen ShaeePoint an ctor intra waite rn correct nant Export secur zoe, so documents stored there dont ogee Protected View unnecessary FD) own ro ne usen End users can contol mort ofthe sacurty sting the network Semirctrator dean sop thm sng he Tt Center vis Options er ach ap. on ee er marks 9 tocar artwork oer as rar hye nt ahd Sonn They cant ores receive vi eral os taste.HOW TO... KNOW WHERE PEOPLE ARE Playing telephone tags oe ofthe biggest wastes of time In business. you could see thatthe person you wanted was out or busy before you called, you could have sont ‘them on email stood an awaited a reply. Or fit was Urgent, you might nave found someone ese to hana. WD rece soos onthe cv ter iy cervmurcaton each, Wherever ous ¢ persons neon ema orine document. you could teu resence nestor These ple colored Bock {eto tie Communicator Window ve Metsenger cr ects thc-party set sow you someone lati Cente Gut by ch G = communieaTon You gt cane forthe \ ©) otteecommuneator p9 wt the Profesional Blu ection of Otic 200, BUR does neta nies you buy Microsoft Ofce Communication Server (OCS), The amet eease of OCS, 2007, works ne eth Ofc 210 Communeator and OCS ave you nat ‘respi i, ween an vido ea, appicaten sharing. Conferencing ond more. They teat wth your offer tc maie phone astern ving are Nein cal handing end conmurscation Unie pub sates cS can erctive aM comvarsation for comence 50 the details of IM conversations ae retained in central atabase ike emai ‘OCS wl feerato with any supplies and customers wh use it, making presence information avalabie to al staf ofa the organisations involved. wil alo federate to other messaging systems such as Windows Live Messenger, AOL Messenger and Yahoo Messonger. This brings IM and presence information from thete public estos, but gives more control than allowing free access to pubic IM systms from yout PCR you dont have \<2/ 068 and office Communicator. you can still use the pule Windows Lve Messenger system to ‘ve presence information and IM inside Office. Put the IM adress for ures in their contact information in Outlook, itatferent to thir regular emai addres, an sign to Windows Live Messenger to see presence indicators light Lup next to emai addresses and names all over Office. 7) comracr canoe wharveryou se proence 5) eseatr you can cick or hover fora Contact Cord ht tke deta about i wer such «2 tnd nen ther be tee Bae on te Oxo Calendar tem. Roo aves ou ack wore o Sed on ere stor an instant messge or shone he. @ ou ‘ =a Simon, How HARD? “Taking fll advantage Ff OCS reauies plenty of ewertse10 Office for TS Tx) @:ansee ate ot of asics Contet Moroge that never ia Cant rach thon? Ys Ate forms auch a Busnes Contacts, Accounts, oper are fly cxstorsabe, 200 condo chong each forms dosan- IF YOU'RE A SMALL BUSINESS AND OPT FOR MICROSOFT'S VOLUME LICENCE SCHEME, THIS COULD BE THE SALES TOOL YOU'VE BEEN WAITING FOR Business Contact Manager ‘Tere at three things you need to know about Business Contact Manager. ist, ifs module that pags int> Orrlok. Secnd t's oni arable (and free) to Volume Licence customers who buy Ofc Standard or Profesional Pas And third a very vlabletoalto help smal usnestes hep track of thircutomers. ‘hiss re of al easter lationship management (CRM) software, but what les Business Contact Manager interesting ithe way adresses the eed of smal businesses~ ight downto soe traders = _an the depth oft intgraton with OxtlooeInmany ways it tums Outlook nt a proper busines tool, able to track your ales marketing contacts and projets There's ‘evens cstomisable dashboard that allows yout see at glance information suchas you best seling products, ‘your moe ascesfl salespeople nd your sale pipeline. If you've never red CRM softwar before, your fot ep shouldbe to fairs youl with the tol: Mirosot creates a uray se of contacts and busneses toplay around with After tat, you can import esting contacts en ase via Fe | Busnes Contact Manage | Import and Export | Import Outlok Contacts “Togetan ea of how iewors, lta you do ‘business witha firm oflawyers Youd setup an account forthat company, then attach ay existing contacts to ‘the account You cn then track conversations you have, tecordadaitionl information (suchas their bethday of prefered method of communication), and marca date in the calendar for that pst project courtey call You can then share all that information with colleague. ‘Orpethaps you've found anew contact. Add them to your Business Contacts then lick Opportunity ‘on the ribbon Fillin the form with as much deta as you ned, adding the products they e interested in buying. Keep on gong forall your opportunities and contacts Dring this proces, Busines Contact Manager wll, sutomatically create a sles funnel showing your prospects. “Another nice features the Project Manager Tt {srt to complex, 0 you shout expect the bells and whistles of fll project management softwar, but if you want to keep track of various project without learning 3 wile now sil setts good introduction. ‘Tae ability to end out and tack the sucess of marketing campaigns is another bonus you can design an TETML email (or base ton a Won or Publisher document), choose your target customers and track success all within (Outlook Nor do you have tit every person in your dacabase: if you know people's bith dates, for example, youcan email everyone wha has birthday in the next 1 day, Potential, i's a very powerfl pce of softwarePRO TRY 3 ISSUES ESS £1 and stay ahead of the latest developments in the world of IT Inside PC Pro: SWITCH °100Mb OADBAND 0) © Real world computing advice from ITconsultants © The UK's most trusted group product tests D In-depth news analysis and opinion © Hands on advice to get more from your PC © DVD packed with full programs and trial software ORDER ONLINE TODAY AT: www.dennismags.co.uk/pcpro OR CALL 0844 844 0083 quoting offer code G1OO9UGMIN THIS CHAPTER 138 creestaner 14.0 Werte 142 Str Find out what Microsoft has removed OFFICE STARTER | Completely new with the launch of Office 2010, Microsoft’s Starter edition of the suite has been created specially to come bundled with new PCs and laptops. And unlike a lot of the “free” software that might arrive with a new machine, it’s well worth keeping on your hard disk. We've been genuinely surprised by just how many of the full product’s features have been included. °15) THE ULTIMATE GUIDE TO OFFICE 20102010 Office Starter consists of just two applications, Word Starter and Excel Starter, but they’re remarkably capable. In this chapter, we explain what is included and what isn’t. You'll also find a comprehensive guide to the applications’ ribbons, and discover the catch that makes this incredible bargain just that: a trade-off between cost and convenience. THE ULTIMATE GUIDE TO OFFICE 2010 | |=)You con tke Office Starter with you on your travels. Go to Fie | Help in Wore Starter or cel Starter. and youl se0.an option called Teo Offce With You Click this ane, providing youve inserted a USB flah erive it requires round 3508 of space) all the vital les wile transferred to this You can then ola te eve into anothor Cand foiow he promets torun your software. When the evice unplugged from tis PC, Office Starters also removed, (/295) THe ULTIMATE GUIDE To OFFICE 2010 IT SEEMS TOO GOOD TO BE TRUE: FEATURE-RICH VERSIONS OF WORD AND EXCEL FOR NOTHING! INEVITABLY, THERE ARE ONE OR TWO SMALL CAVEATS. Introducing Office Starter 2010 ‘We were pleasantly surprised by the festures in Ofice Starter 2010, Computed to the annoyingly restricted ‘Microsoft Works, whose word processor was barely werthy ofthe name such a complete offering for fre is amazing. ware meLUDeD Office Starter 2010 includes cut-down versions of Word and Excel. There's no PowerPoint, Outlook cor~altl disappointingly - OneNote. ‘Cut down’ means youmiss outon advanced festues targeted at expert business users. For instance, in Word that means tracked changes; in Excl, Pivot Tables (se p56 are absent. ‘All the features most people woul consider cexsential are present, however: Word includes a peling ind ‘grammar checker, word count, ven advanced tert effects ‘There ae no niggling restrictions on printing saving or sending this isa fully edged word processor ‘en caren Yes, there's a catch: a panelat the righthand Side, which s precisely 208 pines wide and can'tbe resized cor removed. Newcomers might find itandy to have the Getting Started guide an Help inks in permanent view, andi lo encourages you to download templates and clipart In realty, though, that pane ifr advertising, Atlaunch Microsoft wl be pushing upgrades to the fll version of Office, with an image that rotate at fequent snterval. (or instance, as we've been typing this short paragraph it’ ovitched images tree times) This could become annoying especially if and when Microsoft chooses tose the advertising to third parties. Ie aye the space wll neverbe offered to the more dubious kind of internet ‘xvertiser, but there's sila possibility of being distracted from your work bya random, attention grabbing ad "Tae other big problem comes if space i limited, ‘When you make Word half the width ofthe screen, so you canlooleat web brouter atthe same ime, those 208 pixels count. And on netbooks with sree only 1,024 pels wide, yout losing fith of your screen space. womrs rie MASSLEY Despite the iitations there are many ood reasons to get Office Starter For one, youll be abe to (pen and edit Word and Excl les caatd in Office 2007 or 2010 without losing any information. (You can do the same using the Web Apps, but its more cumbersome process) Plus, Starter Incdes the bulk of the features youl actully need Most ofthe omissions are functions you never use at work lt alone at home What's more, Office Starters an excellent introduction to Office 2020 - na way gves you an elongated tril without any risk. ‘son avin the str of Word vel coor {roth oe in Totheriht of what you seehere though se ‘owing tating oePROS AND CONS Starter has its frustrations ~ but it's still amazing that you can produce professional-looking documents for free. Y The bad ‘Ad-supported programs have een avalable for years, and If youre aready using a free antivirus program youllbe sccustomed tothe nagaing upgrade screens. While Office Starter wont interupt you by randomly popping up claloos asking you to uporade,t does The ugly wnae nt tadsie pare onthe toh of starters prooram wow might be berate wen ee eee eee ee See rete oe erences brine expe (eg nt teeny oe) bog netbooks THs reels Gaver Yoel vo re fetal merch es vente tenet ‘el fone web Jt ek ot he sent on Be he tc seten trea ss pecicn Needless toy, Mieosfe would Hk you to move om from that tral to Office proper. A Purchase button athe right of the Home bon inks oa web pe fering the ‘erson of Of5ce 2010 that Microsoft dems ight for you. Infact already on yoursyste,jurtloced away unt yeu buy product ey. Do rad Chapter 1 before you buy ‘Of couce, Ofice Starter athe only fee product aplation. Open isa srongcompettan, tnd indudes presentation tol and database. Tecan val the MicsoftOfiefteriac, though, andi you open COfce documents they wont always appear as intended (orexample, graphs opened in the spreadsheet application sigh look oda). You can download OpenOfice fom war. openoffice org or buy any edition of PC Pr that comes with DVD, as we alway include the latest version onthe disc. THE UP We expect Office Starter tobe bundled with most ‘new PCs fom summer 2010, Unforeunately, youre not buying anew PC there’ way to download it legally at least) ~this is currently the only way its dstrbuted.(fn he Wore and want the full version, can buy it nite own? ‘As Yes, but the Purchase loka the farrioht of the Home tab wil direct youtoa se that's geared towards seling fice ae a sute rather ‘an indivi! apes. f you only went Word, youl have to head to a Shop Cether in the ea word or onine) and instal separatly. ‘When we heard Microsoft would be gving away “tater” version of Word for free, we were sceptical about al the features that would be missing Spelchecking, WordArt, bull in thesaurus ~we assumed there would be thrown out fn cynical poy by Miroeofs money-men to make people pres the Upgrade button, ‘Asi turns out, this ie a rom tre, Microsoft hasbeen much more generous than we dared to hope: theres very litle a home user would want to do with a Word document that they can't doin Word Starter. While most people wil stil want the fll word processor on their main sytem, the feares that remain may well be enovgh for second PC (or netboo¥ on which you mainly view nd eit documents rather than creating them, war vou can 90 One of Wort reat stengths compared torival word processors eit ability to create profesional ocumente with minimam effort. Tie rend continiee ith Word Starter, withall the key tools we covered in our guide to Word Gee Chapter 3) include eve In partiaas, you an carat themes, insert cover pages, ad impact with pictures and apy styles Naturally all he basics recovered too. Theres word count, spelling autocorrection, and te formating, tools everyone uses bold tals and undertine We're also pleased to see Text Effects make the ct thes sd advanced touches such a glows, shadows and rections. Even if you need to whip up a profesional ‘THE ULTIMATE GUIDE TO OFFICE 2010 IF YOU CAN COPE WITH A FIXED PANEL DOWN THE RIGHT AND ROTATING ADS, WORD STARTER MAY OFFER ALL YOU EVER NEED FROM A WORD PROCESSOR. Introducing Word Starter 2010 port, the tols you need are here: headers, footers, watermarks and much more, erhape mast surprisingly, there's even mail ‘merge Soifyou ave to send out amaling toll the members of your chub, you can fellow the se step wizard and either dispatch ema or eters; Outlook ent inched Jn Word Starter, but it integrates with Windows Live Ma war vou eaver be Students and academics wil be es wrote Wars The precy nh you cant don Word Sater at you can coin the versa,@tlopen a spreadsheet in Excel Starter that was eeates In atl version of Excel welt ose ary aavancee features - ike Pivot Tables ~if ett te fle and esave 8? ‘A:No, When you comme tocopen that fle again =for amo, if you have Excel at work but ‘only Excel Starter at home -alltre advanced features wi stl be there. Of course, your cits might affect the resus they splay, EXCEL STARTER CARRIES ON THE EXCELLENT WORK OF WORD STARTER, PROVIDING ALL THE SPREADSHEET FEATURES THAT MOST USERS WILL NEED, Introducing Excel Starter 2010 “here are many alternatives to Word that people can use happy cbvius examples being the word processor ‘bundled with OpenOffice.org (worwopenofce orp) and Google Docs (sttp//doce google com) ~ but its much tougherto finda fre spreadsheet application that comes dose to matching Exe. ‘While both OpenOfce.org and Google provide able vals, they ack the finesse and exsbit of Microsoft’ offering, Theyre fine fr smple tasks, suchas cavatng structured lists, and OpenOffice even includes some quite advanced powers. However, theyre ileus if youwant to present datain profesional looking charts, as Jurtone example ‘So can Excel Starterbe a viable alternative? In short, yes. Although Microsoft omits large numberof features when you compare it to Excel prope, fyou need to whip upa chart or perform simple analysisit remains brine choice. wnar you ean pe Micosof set removed aay of the ‘asics from Excel 2010 Starter. You can add the same array of colourful charts, benefit from an instant profesional look courtesy ofthe themes, and use al the formulae found fn the full-ftverson, Tha’ particularly impressive when ‘you consider the power on offer ight dow tothe obecure functions that only engineers and statisticians wll use ‘What’ relly useful, though, is the incision ‘ofthe basi formatting tools that most people ned to easly present data, Conditional formating sone obvious ‘xample. In what would otherwise bea dry collection of ‘numbers, fr example, conditional formatting can instantly raw out “hot” data by adding a red il tothe hottest (Gighest) numbers and blue othe coldest (owest) numbers. Ina simar fashion, Sparkles (ee p52) can add ‘nstant trendline to row of data allowing ou to pick out the winners and losers at glance. war you caver b@ You could use Excel Starter fr years and never miss. single feature. Poot Tables ee pS6) are an omission that willbe regretted by people who need to analyse data to any degree. hers ~a debut feature in Excel 2010 arealso omitted, which means that even fyouTe analysing a spreadsheet that already incdes PivotTables, you wont beable to adda abicer to aid analysis. “The Data and Review tabe are nowhere tobe found eter. As we discuss on pSB, dealing with external atais one of Excel most advanced powers, 0 its no surprise that Microsoft has removed it wholesale from Ofc Starter Some ofthe omisions fom Review are ‘more disappointing though: you can't adda comment to a spreadshet in Excel Starter, nor can you protec cells sei tool f you want to share a spreadsheet with oshers, bout don't want them to see the data tates beneath, or ‘mess up any ofthe formulae ‘Overall though, it’s hard t argue wth Microsoft's ecsions, Brel Starters a surprisingly powerful toolEXCEL STARTER 2010 HOME TAB tne molec Tre Alnmen io ears: torent Ne sre te tard peu ‘er (ak Coy ana Pater rant rd comer slong wen Ferma Parte INSERT TAB avcty sds tase wong aa eay you PAGE (== LAYOUT |#= ‘ore very ngressed ht Meret sacle ab aa ection in cl Stra tl arin. Te [riyomsbens rom he forma a re using comands ch hee are vrs corse FareIN THIS CHAPTER 146 weetooe "15.2 rowrrane web Ape cows Aeseuingwicerts omnes tower hou gue SiyorveerShaerrkSaver200__tovenghoront oe 148 Werrweoare OA Cranote web ape (Open and ext Word documents inCreate meeting notes end share them lenge Go mh are 156 mean 150 excerwen ape Hossewelivincbn and (eadiiet Seat ceyuyedi share them wih colleagues using the wed apps Find out what three oF RS Impressive Excl Web Ape. ‘major competitors have footer: OFFICE WEB APP: For the first time, Word, Excel, PowerPoint and OneNote will now be available not only as desktop or mobile phone software, but also through a web browser. No longer will you need Word installed on your PC to make changes to a document, or PowerPoint on your laptop to run through your slides. All you'll need is a web browser and a broadband connection. [AN4) THe ULTIMATE GUIDE TO OFFICE 2010> oom But don’t be lulled into thinking the Office Web Apps could replace Office: they’re more of a complement than a replacement. Most of the suite’s features are unavailable if you try to create a document from scratch, although many more come into play if you're editing a file already created in Office 2010. Here, we reveal what each of the Web Apps can and can’t do.‘Although Microsoft lets you upload only few tes a atime to Sky0rive, there ae noticia ways around ‘he limtations. Sofware such as Gladinet (wa lacinetcom) treats ShpDrve lie anyother ek drive on your computer adowng youto drag and drop fles o entire folders into Microsot's online storage. Be warned thovoh: Microsoft oes offcialy support services such _36Glainet andthe software may stop working at any moment. THERE'S A CHOICE OF TWO WAYS TO ACCESS THE OFFICE WEB APPS. HERE'S HOW TO GET HOLD OF THEM AND START WORKING ON DOCUMENTS ONLINE, Where to get the Web Apps ‘There ae wo ways for people to get old ofthe Office Web ‘Apps. For consumers, they're avalabe via Microsoft's fee cline storage service, SkyDrive, Businesses that operate ther ow Microsoft SharePoint server can als acess ther, from their companys cecure document store, mitigating the risk of leaving confidential commercial documents on the ‘open internet or on USB sti. ‘sevemvE Miciosof's SkyDrive has been runing fora couple of years now, providing 6B of free online storage, ‘with separate folders for documents, music and digital photos. While that amount of storage ser generous ~ its ‘more than enough space to hold thousands of documents ‘nadition to most peopl’ digital music collection ~ taking sedvantage ofl tat free capacity isnt a easy ait sounds, In particular, there's almit of SOMB on {nivale uploads while that's ample forthe majority of documents, large spreadsheets and Word documents stuffed with images might fal foul ofthe limit Fle can only be uploaded in small batches, so there's no easy way to backup ‘your entire documents folder. Tat makes it mpractical ‘a regular online backup service and more ofa temporary holding bay for les you want to acces from different PCs ‘Another way to move fs to SkyDrive ls via. Microsoft's Live Sync service (previously called Live Mes}, ‘Tie sllowe upto 2GB of fle and folders on your PC tobe ded tothe Live Sync system, and they be automatically @rncormne —— Seowncres Siemon cranes Some ae syechronisd with your main PC ech time you go online If you use Microsoft's Hotmal service, any Office documents ‘teached to emails canals be saved to your SiDrive. Follow the steps opposite to acess the Ofice Web Apps from worwsiyrive com, suanaromr seavEn The 2010 version of Microsott’s SharePoint Server ls incudes support for the Office Web ‘Apps. If your company runs a SharePoint server youl know ‘that, instead of saving fies diel to your computer's hard Aik, SharePoint allows you to save them to the company’s servers, where you and your colleagues can access them Thisallows several team members to workon the same spreadsheet, for example, without having to email ch other the fle o risk working on two competing versions. ‘With SharePoint 2010, instead of downloading ‘the fie fr editing on your PC, you can work onthe les iret from the web browser. Alongside each fie stored on the server, youll find a down arrow contaninga dropdown, ‘menu with various options, Indding Edt in Bowser. Only ‘one person can edit a document ata time ~ apart from Excel spreadsheets and OneNote workbooks, where simultaneous ting ofthe same fle is permitted, ‘Not every company wil ave a SharePoint server, sand even those that do may sl be running on alder versions that don't supprt the Microsoft Web Apps. Check vith your department wd eyHOW TO... USE THE WEB APPS IN SKYDRIVE Finding the Office Web Apos it as easy as you might expect. Here, wel show you how to create a Microsoft ‘SkyDrive account and start uploading documents. ‘eREATE AN ACCOUNT To access SkyDrive, YOU \ J need a Windows Live ID. f you've signed up {or Hotmail or Windows Live Mal you ean use this login. If not, you need to reaistor when you ist vit wm skyerve.com. Registration foe, and you can sign ‘p08 mony times a8 you lke -keening one account for work for example, and another for personales. (D))_vmtono a nocunsrr Once youve crested your \© 2) ssyprive account yout needa sar unloads ocurents owt SkyOn offers both priate ane public folders. Only you can accoss your pivato folders wich nave a ite pacock sgn next othe name The Pule folder can be acessedby anyone on {heinternet ures you cle onthe Est Permsions ink In Publi folder ang restrict acces to paople you kon ‘Whether you decide to make a document private or publ: the upload process the some. you ave Microsoft's Siveright technology instal wow cosa congestive then you can cog and OD fies ito My Documents you dont have Seria, youl have to use a more basic browse-and-pick method Wind Windows Live SkyDrive sign in ‘You can upload any document fe type, butts ‘atest to save documents inthe detauit Meroton format you pln to edt thom using the Wab Apps. S) sore n Bocumr You ean now att any of \ 527 your uoieaded documents by cicking onthe fle’s name or eon and selecting Et n Brower from the next screen The document appearsin the relevant Office Web App, withthe ribbon interface along the top. As wel se onthe following peges, you won't see al the buttons and features youre used to: some ae withheld from the Web Apps. while others appear only wen you perform certain ations, suchas clicking on a picture. Any changes you make inthe Web Apps are automaticaly saved ~ there's ro Save button. But youve uploaded a document, changes arent saved back othe fle on your PC. You have to download the new version. Aw DOCUMENT You can ss cata (CD) oermaes rm etching the vias Appa in Your My Document folder cick New nd sect wich ype of lta rete rom the rondo menu. Ot Cleary of theft ons ta tt the oto te oot, hablo he seach ft Note hgh tht the Wed Ans bager srengts ae eating ening documents ‘ater han rating new onesMake sure you save ocuments regulary wile working inte Wore Web Apo. t oesnit have the auto- recover features found In the deskton version cof Word, and you could find you lose work if you suddenly drop your Introducing the Word Web App ‘Word ie probably the Microeoft Office application that most people use every day. With the introduction ofthe Web ‘Apps, you no longer nee to have the software installed on all your PCs to create and edit our documents, However it lant about to replace the desktop software, as we'll ae ‘war You GAN D0 The Word Web App is superb for viewing _and teeing documents you've crested uring the fll version of Word on your PC. Documents appear inthe Web “App exactly 2s they appear inthe desktop software ~even long, elaborately formatted documents. That means all the fonts, ables, photos or SmartArt graphics you spent hours labouring over wont go awry unlke with other online word processors, suchas Google Docs. (Note thatthe editing, rather than the reading view, sf more stripped-down) Although there's only limited selection of fonts alae in the Word Web App when you decketo create document from scratch any font you've used in an existing document willbe made availabe when you upload ito the ‘Web App so youll never have to compromise on desig. "The Web App is alo surprisingly sprightly, even with massive documents, allowing you to srl through dozens of pages without jude. Better sil the excellent eo ind feature in Office 2010 retained inthe Web Apes, making teary to hunt down words or phrase using the ‘ew preview baron thelefc-hand sie ofthe sereen. ‘While it’ posible to create new documents sing the Word Wb App it isnt something wed ecommen for anything but the most basi of eters or reports. The limited LEARN HOW TO VIEW AND EDIT DOCUMENTS - AND FIND OUT WHAT YOU CAN, AND CAN'T BO ONLINE - WITH THE OFFICE 2010 WORD WEB APP, selection of fonts, layout tools and features means its best forbammeringout chunks of pain text, not complete professionaHooking documents. war you eaver b0 While the desktop version of Office 2010 has seven diferent tabs fll of features running across ‘the ribbon atthe top ofthe screen, the Word Web App has only thee ~ and even they ae sparsely populated. Is possible Microsoft may add o these overtime, but dont te fooled ino thinking his in any way comparable to the desktop software. ‘Among the more notable features not to make ‘the cut are the page lyout tools: forget about adding, icetes such a page bordre or margins or changing the page orientation using the Web App. Handy reference tools such asthe thesaurus are alo omitted, and although the spllcecker remains 30 rudimentary and amkwaedly implemented that it’ as good as useless. On the plus side, the Word Wb App ltl draw tered squiggle under Incorety spelt words, giving you a vial cue that you say have entered a typo. erhape the most surprising omission from the Word Wb App is the option to edit documents simultaneously with other users. his feature hasbeen a staple of rival services (uch a Google Docs) for many yeas, and it's dificult to see why Microsoft i unvaling to let multiple people collaborate ona Word document, when ‘sb the featur nto the Exel and OneNote Web Apps. ‘his facility may well beaded in time. President Barack Obama: Journey to the PreTHE WORD WEB APP HOME TAB | setae baton to ea Bute pots you tein younoa ve ‘oy nd pst 5 Partons ised eres Suomen aso coco et fete aren 596 {Ge he sano tbe Soren etre yuan Shorea Gor cure envio nt ‘eecloina ston 0 rele eso Parent ‘oun ne document Wort Word web athe ip ae | ld [Ph 6 caeninoay ae ay "RE aapwce || gabe AaB AaBbCe | Aativo (wl ete cen BT Me x BA EBABY nes = 1 | otmg2 veg |<) P58 Open “reseecton oem ane ‘set of acts ain cin be “re mpetenerer is Yor et ber eo Ao teotn to Worse Ae sosrrents ‘opie tare ab ncosont een teoras eras ene revo tomanton serssercy einen ‘arerea wagon reo tobe ston sera nt eae oe teas ae en oceans se enamay beste Siamont Sota cnet he ‘letan han row on re {i The pet ast iy tengugts ont ong te Sette Spes bone caer 9 pope ‘terre misoct no ga fen rere trencomanirg en mae ‘Sones ton anon iyo INSERT | S2szmase— TAB(vo just ed the Excel Wed App and it looks aitorent to your sereenshots why? ‘A Unike the man (nce programs, the fice Web Aops ae continually being dated by Microsoft. soit may well be tht the interface changes: ‘over ime as new features are aces. THE POWER OF EXCEL IS TRANSFERRED TO THE WEB. FIND OUT HOW TO START WORKING WITH YOUR SPREADSHEETS IN OUR BUTTON-BY-BUTTON GUIDE Introducing the Excel Web App ‘ed isa fearsomely powerful piece of software, and many doubted it could be successfully converted into web ap. ‘Yet Microsoft has done an amazing job of preserving its features and utility. Indeed ofr, Excel is far and away the most successful of allthe Ofice Web Apps. ‘wns vou €4N 90 The Excel Web Apps ret strength ie the way retain the formating and integrity of ren the mos comple of spreadsheets Uploaded workbooks lok cxaciy these as they do in Excel 201, nding graphs, conditional formating nd new graphic features such as Sparkines (oe pS for more on these ‘Whats most impressive, however, the way the Web App almost instantly updates when datas add or altered, Changingone ofthe ures inthe able inour example sreaishet (lon ses the bar chart amended the codtonal colours adjusted ad the Iie Sprines tthe end ofeach rw updated ~ each within a secondo two tent as sappy asthe desktop ‘oftware but sil impressive given the complexity of whats ‘ing on na humble web Browser. We've own huge, ‘mulshet worooks atthe Excel Web Ap ands coped aémialy wth them al ‘Another standout etre of the Excel Web App ts coauthoring, Two or more people can eit asprendsheet 2 the same tine, which ret fou and coleague want to workon busines data simultaneouely, or even fone person merely wants to view spreadsheet while the other ‘busy plugging in new figures. its are updated on both people's screens within a second or two, so there ite danger of conics due to two people trying to change the same piece of data. ‘As can be seen from the iustrations opposite, Microsoft ha al covered the basics of formatting snd data ‘manipulation. You can add rows and columns and refresh, any existing data sourees But, a we'l se below, there are some obwous restrictions aswell iar vou car be Wile the Excel Web App iebilant st coping with raphe and other graphical elements already ‘embedded into an uploaded spreadsheet, it doesrt curently Allow you to create new graph, Sparkines or Pivot Tales with aw fgures. Indeed, there ae only two things you can insert into your spreadsheet: tables and web inks, Likewise, ‘hehandy Formals ai missing from the Web App, ‘meaning youl have to tap out complex formulae by band if you want to start manipulating feshly entered data. In summary, the Exel Web Appi near perfect for tweaking data in established spreadsheets that have ‘heir charts, formula and other clement already inserted, ‘but the cracks start showing when you try to do anything smore ambitious.THE EXCEL WEB APP HOME TAB Use he conto et copy and ‘ho arous algnment ooo et you ar no Foreten oct some cts? Us tho secossree paste sanyo boson of romero tex nthe al ‘rer button to nd nt owe or exe 2 Roe reruns hing ten toitaiep orton = aang so sresatet or tabs Deere Past: lows you to acu. {am rh fr wane The Wao Tot “ire ows er clans ard ores uote seer srhy vtrtalyinaeses he {ate 0 ta rr ae Poy Boe asin vous or formuon al when tox rane at of omc wn ‘heme of you rms Bxcel Web agp Family Sudget on SkyDrive 20 ==. FILTERS TAB SES etermetecmee ‘ret yor ny. Ci the now ‘Northern region sales12 a Naas rm presenting ata venue, what eaupment wl need to access my PowerPoit online? [As As with thocother Web Apps, you should be abe to se any PCwith an intemet connection and Internat Exporer 6 or higher other recent browsers ‘should also work, Including Safar. on Macs. However wet always tke atleast a ‘copy a our siseenow ‘on 8 USB dria, n cass ‘of glitches ike tne ‘connection Introducing the FIND OUT HOW YOU CAN SMARTEN UP AND SHOW YOUR BUSINESS PRESENTATIONS FROM A WEB BROWSER WITH THE POWERPOINT WEB APP. PowerPoint Web App Lemay havits critics, but PowerPoint remains the defacto software for delivering lick ooking business presentations PowerPoint is one of the most improved applications in the Office 2010 lineup (se Chapter for more omits new features) andthe arival ofthe PowerPoint Web App ads another string tits bow, “Tae blity to make even quite sophisticated cits toa presentation, or rehearse sideshows, from a web ‘browser will make the PowerPoint Web Appa valuable tol for many exectives and lecturers ~and one they don't have to paya penny extra for. Well show you what the PowerPoint Web App has to offer, and highlight the tings sean do, ‘wnat vou CAM B0 The arrival ofthe PowerPoint Web App ‘may mean the end of having to borrow a work laptop for the weekend to finalise Monday morning’ presentation. Upload your presentation to Microsoft’ SkyDrive or your companys SharePoint server and you can run through full fidelity version of the slideshow ~ complete with ny lide ‘notes you may have made ~ directly from the web browser. ancy features such a photo frames, whooshing 3D transitions and animations are preserved n the ‘browser version, The ony thing that dosnt transfer well {is embedded video, which replace with uply blac bores Instead of your chosen clips Making edits to slides i straightforward too ~ and not only minor tweaks euch ae changing a caption here ot there. Click on a picture, for example anda special ribbon tab appears that allows you toad refined touches such as rounded 3D photo frames fom ight therein the browser. (Orselecta SmartArt agra and you can change its style, celouring and content ‘Admitedy, we've come across more than couple of glitches when we've attempted to make ets, but is early day for these online applications, and we're confident ‘he reliability and features wl improve over time. war vou caver 90 The major shor ofthe PowerPoint ‘Wed Apps its lack of ablity when i comes to creating presentation from scratch While’ technically possible todo so, youl be limited toa handful of preset sideshow ‘themes, and this is the only way to change the background colour of tides, Youre alo very limited when it comes ‘to making big changes to an existing presenation’s appearance hile we do appreciate the ability to insert pictures, complete with the fancy effect described above, sometimes you need to take more drastic messures. ‘With web-based ral such a Adobe and Zaho (Gee 156) providing the option to create better looking slideshows without desitop software, the PowerPoint ‘Wed Apps left Ioking underwhelming. lest main strength sas an accompaniment tothe desktop version ‘rather than a8 any sort of creation tol in ts own right. AS withthe OneNote Web App we hope Microsoft continues to develop PowerPoint over the coming months ‘he Fomorfln Web App wil oniy let you cote bse pravetatont, from acateh ba rat forTHE POWERPOINT WEB APP HOME TAB Moe) Bowne - ‘Povomate sie Pete acon Yow 70a = BEE cadeside 4” = baa es ‘cage me syle cr se otyor | Use thas conrsto crnge tne ‘yeu you nee nea feats ung thee con torment ft (roving tS renga feng tol ae) Tec ard wore ae 980, Tecate sic foros 'eonePorten he ‘ule pants ncn ‘Open in Powerit: ‘pton to change the color at ‘ute Bont ond to nde tx INSERT VIEW TAB TAB Food edna ew (ac PowerPoint Web App Fourth Cd sowsyauto” | PowerPoint Web App Fourth Coffee ee ttl ree ved tinedont nave OneNote instaled on my PC. Wi stil beable to use the (OneNote Web Ano? ‘Yes. Al the Offi Web Apps are free for anyone to use, ro matter which coerating sytem theyre runing oF what fice components reinstalled onthe computer The only thing you wont be ato dois downlod ‘and open OneNote notebooks on your Introducing the ONENOTE IS SOMETIMES OVERLOOKED WITHIN OFFICE, BUT THE WEB APP IS A. GREAT WAY TO SHARE MEMOS AND NOTEBOOKS WITH COLLEAGUES ONLINE. OneNote Web App OneNoteis the rising star of the Ofc suite elbowing its way in alongside Word, Exel and PowerPoint a5 key rember of the lineup. Its growing status i reinforced by becoming only the fourth app to be converted into an Office ‘Web App leaprogging long-established staeats auch as ‘Access and Publisher. So what does the OneNote Web App have to offer? waar vou cam ve Although the other Ofice Web Apps o.a prety good eb of retaining al the nformation stored in documents created on the desktop, OneNote fala remarkably short inthis respect (aswel ae later “That and faithfully preserves any typed text, photos or ‘we cipings, which all thatthe majority of OneNote ages will contain. ‘Along with Excl, OneNote i only the second, ‘Web App that allows coauthoring, meaning move than ‘one person can edt the same notebook atthe same time. “That could come into its own in brainstorming meetings, ete several peopl are trying toot down ideas fora project simultaneously Iealeo keep track of which person edited which ‘bones ona page 0 youll never be ft nthe dark about wo suggested certain ides. The OneNote Web App alto allows you ota tex or pictures stored in notebooks, which ‘means you can markan tem as"important" or good "ides" ‘This is especially handy when multiple people are working ‘on the same notebook, since it allows you to get instant feedbackon your ideas frm co-workers war YoU cAveT B0 Thies Microsoft's fet stab atthe (OneNote Web App, ots likely to improve in the forure, but eo far the number of items that the online software can't displays adsappointment. Any drawings, shapes or handwritten annotations added to OneNote pages arent