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mba’s guide to The Essential Office Reference for Business Professionals microsoft office xp ® mba’s guide to The Essential Office Reference for Business Professionals microsoft office xp Pat Coleman Stephen L. Nelson David B. Maguiness ® MBA’s Guide to Microsoft Office XP: The Essential Office Reference for Business Professionals Electronic Edition Copyright © 2001 Pat Coleman, Stephen L. Nelson, and David B. Maguiness All rights reserved. No part of this book may be reproduced in any form or by any method or any means without the prior written permission of the publisher. Published by Redmond Technology Press 8581 154th Avenue NE Redmond, WA 98052 www.redtechpress.com Library of Congress Catalog Card No: applied for ISBN 1-931150-34-6 Printed and bound in the United States of America. 987654321 Distributed by Independent Publishers Group 814 N. Franklin St. Chicago, IL 60610 www.ipgbook.com Product and company names mentioned herein may be the trademarks of their respective owners. In the preparation of this book, both the author and the publisher have made every effort to provide current, correct, and comprehensible information. Nevertheless, inadvertent errors can occur and software and the principles and regulations concerning business often change. Furthermore, the application and impact of principles, rules, and laws can vary widely from case to case because of the unique facts involved. For these reasons, the author and publisher specifically disclaim any liability or loss that is incurred as a consequence of the use and application, directly or indirectly, of any information presented in this book. If legal or other expert assistance is needed, the services of a professional should be sought. Apart from any fair dealing for the purposes of research or private study, or criticism or review, as permitted under the relevant copyright, designs and patents acts, this publication may only be reproduced, stored or transmitted, in any form or by any means, with the prior permission in writing of the publisher. eBooks Corporation Contents at a Glance Introduction ........................................................... xxvii Part 1 QuickPrimers™ 1 Chapter 1 Common Office Tools ................................................ 3 Chapter 2 Document Management ......................................... 33 Chapter 3 Word Basics ............................................................... 59 Chapter 4 Excel Basics ................................................................ 89 Chapter 5 PowerPoint Basics................................................... 117 Chapter 6 Outlook Basics ........................................................ 157 Chapter 7 Access Basics ............................................................ 191 Chapter 8 FrontPage Basics ..................................................... 219 Contents at a Glance v Part 2 Using Office in Business 267 Chapter 9 Formatting in Word ............................................... 269 Chapter 10 Using Macros .......................................................... 297 Chapter 11 Creating Chart Objects........................................... 319 Chapter 12 Using the Office Applets ........................................ 349 Chapter 13 Mail Merge Using Word ........................................ 369 Part 3 Office Business Projects 391 Chapter 14 Creating a Contacts Database with Outlook ....... 393 Chapter 15 Publishing an E-Mail Newsletter Using Outlook ........................................................ 419 Chapter 16 Setting Up a Web Site Using FrontPage .............. 433 Chapter 17 Setting Up a Web Store ......................................... 461 Chapter 18 Creating a Business Plan with Excel...................... 479 Chapter 19 Creating a Sales Presentation Using Powerpoint .................................................. 515 Chapter 20 Performing Profit-Volume-Cost Analysis with Excel ................................................. 537 Chapter 21 Analyzing a Capital Investment with Excel ......... 563 vi MBA’s Guide to Microsoft Office - Electronic Edition Part 4 Appendix Appendix and Glossary 597 Writing a Business Plan .......................................... 599 Glossary ................................................................... 603 Index........................................................................ 635 Contents at a Glance vii Contents Introduction .................................................... xxvii Why This Book ................................................................................ xxvii What’s in This Book ....................................................................... xxviii Conventions Used in This Book ..................................................... xxviii Part 1 Chapter 1 QuickPrimers 1 ™ Common Of fice T ools ........................................... 3 Office Tools Getting Help ......................................................................................... 4 Using the Task Pane .............................................................................. 8 Checking Spelling ................................................................................. 9 Checking Spelling in Word ............................................................. 9 Checking Spelling in Outlook ....................................................... 13 Checking Spelling in PowerPoint ................................................. 14 Checking Spelling in FrontPage ................................................... 15 Checking Spelling in Excel ........................................................... 16 Checking Spelling in Access ......................................................... 17 Finding Synonyms ........................................................................ 18 Using AutoCorrect .............................................................................. 18 Using Speech Recognition .................................................................. 20 Installing Speech Recognition ...................................................... 20 Contents ix If You Need to Acquire a Microphone... ....................................... 20 Setting Up Your Microphone ........................................................ 21 Training the Speech Engine to Recognize Your Voice .................. 22 Personalized Menus and Toolbars ....................................................... 23 Using the Common Editing Tools ...................................................... 24 Using Cut, Copy, and Paste ........................................................... 25 Undoing and Redoing ................................................................... 26 Copying Formatting ...................................................................... 27 Finding and Replacing .................................................................. 27 Working with the Formatting Toolbar ................................................ 30 Summary ............................................................................................. 31 Chapter 2 Document Management ..................................... 33 Understanding How Windows Stores Your Documents .................... 34 Folders for Office Documents ....................................................... 35 Creating Folders ............................................................................ 35 Changing the Default Working Folder ......................................... 37 Naming Files and Folders ............................................................. 41 Copying and Moving Files and Folders ........................................ 42 Renaming Files and Folders .......................................................... 45 Deleting Files and Folders ............................................................. 45 Creating a New Document ................................................................. 45 Saving Your Documents ...................................................................... 46 Understanding Document Properties .................................................. 48 Protecting Your Documents ................................................................ 49 Opening Existing Documents ............................................................ 52 Backing Up Your Documents ............................................................. 54 x MBA’s Guide to Microsoft Office - Electronic Edition Printing Your Documents ................................................................... 54 Tips for Printing in Specific Office Programs ............................... 58 Summary ............................................................................................. 58 Chapter 3 Word Basics ........................................................ 59 Starting Word ...................................................................................... 60 Getting Help ....................................................................................... 67 Using the Word Menus and Toolbars ................................................. 69 Using Shortcut Keys ...................................................................... 74 Entering Text ....................................................................................... 74 Using Click-and-Type ................................................................... 76 Editing Text ......................................................................................... 77 Selecting Text ................................................................................ 80 Copying and Moving Text ............................................................. 81 Copy-Editing and Content Editing .............................................. 85 Summary ............................................................................................. 87 Chapter 4 Excel Basics ......................................................... 89 Anatomy of a Workbook ..................................................................... 89 Worksheets .................................................................................... 90 Columns ........................................................................................ 90 Rows .............................................................................................. 90 Cells ............................................................................................... 90 Name Box ...................................................................................... 91 Formula Bar ................................................................................... 91 Moving Around a Workbook .............................................................. 91 Entering Data ...................................................................................... 92 Contents xi Entering Labels ............................................................................. 92 Entering Values ............................................................................. 93 Entering Formulas ......................................................................... 94 Using Functions ............................................................................ 98 Formatting Data and Worksheets ..................................................... 102 Aligning Labels and Values ......................................................... 102 Formatting Numbers ................................................................... 102 Using the Format Cells Command ............................................. 103 Changing Font and Font Size ..................................................... 104 Modifying Column and Row Size ............................................... 106 Using AutoFormat....................................................................... 107 Inserting and Deleting Cells, Rows, Columns, and Worksheets....... 108 Using the Insert Command ........................................................ 108 Using the Delete Command ....................................................... 109 Naming Cells and Cell Ranges ................................................... 110 Copying, Cutting, and Pasting .......................................................... 110 Copying Labels and Values ......................................................... 110 Copying Formulas ....................................................................... 112 Special Pasting Options ............................................................... 113 Moving Labels, Values, and Formulas ......................................... 114 AutoFill ....................................................................................... 114 Summary ........................................................................................... 115 Chapter 5 PowerPoint Basics .............................................. 117 ..............................................117 PowerPoint Terminology ................................................................... 117 Defining PowerPoint Views ........................................................ 119 Creating Your Presentation ............................................................... 120 xii MBA’s Guide to Microsoft Office - Electronic Edition Using the AutoContent Wizard .................................................. 121 Using the Outline Pane ............................................................... 124 Importing an Outline from Word ................................................ 127 Enhancing Your Presentation ........................................................... 127 Applying a Design Template ....................................................... 127 Adding Clip Art and AutoShape Graphics ................................. 129 Adding AutoShape Graphics ...................................................... 133 Using Applets to Add Objects ..................................................... 137 Customizing Your Master Slide ................................................... 144 Polishing Your Slide Show ................................................................ 146 Adding Transitions ...................................................................... 147 Adding PowerPoint Animation ................................................... 148 Setting Slide Show Timing ......................................................... 152 Guidelines to Effective Presentations ............................................... 153 Know Your Audience................................................................... 153 Text .............................................................................................. 153 Colors .......................................................................................... 154 Graphics ...................................................................................... 154 Making Your Presentation .......................................................... 154 Summary ........................................................................................... 155 Chapter 6 Outlook Basics ................................................... 157 ...................................................157 Understanding Outlook..................................................................... 158 Exploring the Outlook Application Window .................................... 159 Managing Tasks ................................................................................ 160 Setting Up a Recurring Task ........................................................ 162 Assigning a Task to Someone Else ............................................. 162 Contents xiii Completing a Task....................................................................... 163 Using Calendar .................................................................................. 164 Scheduling an Appointment ....................................................... 165 Adding Details About an Appointment ...................................... 167 Setting a Reminder ...................................................................... 167 Scheduling a Recurring Appointment ......................................... 168 Scheduling an Event ................................................................... 169 Taking Notes ..................................................................................... 169 Using Outlook to Send and Receive E-Mail ..................................... 170 Reading and Processing Messages .............................................. 171 Saving Messages ......................................................................... 174 Marking Messages ...................................................................... 177 Replying to Messages .................................................................. 177 Forwarding Messages .................................................................. 178 Deleting Messages ...................................................................... 178 Creating and Sending Messages ................................................. 179 Sending Files with Messages ...................................................... 181 Creating a Signature .................................................................... 183 Organizing Messages .................................................................. 185 Printing in Outlook ........................................................................... 189 Summary ........................................................................................... 190 Chapter 7 Access Basics ...................................................... 191 ......................................................191 Access Terminology ........................................................................... 192 The Wonder of Wizards .................................................................... 192 Creating a Blank Database ................................................................ 193 Creating a Table ................................................................................ 194 xiv MBA’s Guide to Microsoft Office - Electronic Edition Entering Data with a Form ............................................................... 198 Analyzing Data with a Simple Query ............................................... 202 Publishing Your Data with an Access Report ................................... 206 Sending a File to Excel...................................................................... 211 Importing a File from Excel .............................................................. 213 Summary ........................................................................................... 217 Chapter 8 FrontPage Basics ................................................ 219 ................................................219 Reviewing the FrontPage Interface ................................................... 219 Using Views to View Your Web Site ........................................... 220 Viewing Your Web Pages ............................................................ 221 Creating a FrontPage Web ................................................................ 222 Setting Up the Empty Web ......................................................... 222 Using FrontPage Web Wizards ................................................... 224 Managing Files in FrontPage ...................................................... 228 Creating Your Pages .......................................................................... 228 Opening Pages ............................................................................ 229 Saving and Exporting Pages ........................................................ 229 Working with Text ....................................................................... 229 Shared Borders ............................................................................ 231 Creating Hyperlinks .................................................................... 233 Working with Images .................................................................. 235 Using Shared Borders .................................................................. 240 Using Themes ............................................................................. 243 Using Tables ................................................................................ 245 Adding Interactivity to Your Web Site .............................................. 249 Creating Form Pages ................................................................... 249 Contents xv Automatically Processing Form Data .......................................... 256 Using Outlook to Process Form Data ......................................... 258 Creating a Search Form ............................................................... 263 Summary ........................................................................................... 265 Part 2 Chapter 9 Using Office in Business 267 Formatting in W ord .......................................... 269 Word ..........................................269 Creating Tables .................................................................................. 270 Inserting a Table .......................................................................... 270 Entering Information in a Table .................................................. 272 Formatting Text in a Table ........................................................... 273 Modifying a Table ....................................................................... 274 Changing Width and Height...................................................... 275 Formatting a Table....................................................................... 278 Using Other Table Features ......................................................... 281 Seven Tips for Constructing Great Tables ................................... 282 Formatting Columns ......................................................................... 283 Adding Headers and Footers ............................................................. 285 Inserting Section Breaks, Page Breaks, and Page Numbers .............. 288 Enhancing a Page with Borders ........................................................ 290 Adjusting Hyphenation..................................................................... 293 Taking Care of Widows and Orphans .............................................. 295 Summary ........................................................................................... 296 xvi MBA’s Guide to Microsoft Office - Electronic Edition Chapter 10 Using Macros ..................................................... 297 .....................................................297 Understanding VBA .......................................................................... 298 Creating Macros ................................................................................ 299 Using the Macro Recorder .......................................................... 300 Copying Macro Code .................................................................. 308 Typing Macro Code .................................................................... 308 Running Macros .............................................................................. 308 Running a Macro from the Tools Menu ..................................... 309 Using Shortcut Keys .................................................................... 310 Using Toolbar Tools ..................................................................... 310 Running a Macro from a Worksheet Object ............................... 313 Running a Macro Automatically ................................................. 314 Editing Macros .................................................................................. 314 Sharing Macros ................................................................................. 315 Macro Examples ................................................................................ 315 Summary ........................................................................................... 318 Chapter 11 Creating Chart Objects ...................................... 319 ......................................319 Understanding Excel’s Charting Terms ............................................. 319 How Excel Sees Chart Data........................................................ 319 Components of Excel Charts ...................................................... 322 Presenting Data with Charts ............................................................. 323 Using the Chart Wizard .............................................................. 323 Using Excel Chart Objects in Other Office Programs ................ 328 Choosing the Right Chart Type .................................................. 329 Contents xvii Customizing Your Charts .................................................................. 343 Using the Chart Wizard to Customize a Chart .......................... 343 Using the Shortcut Menu’s Format Command ........................... 346 Summary ........................................................................................... 347 Chapter 12 Using the Office Applets ................................... 349 ...................................349 Creating Text Graphics with WordArt .............................................. 349 Inserting a WordArt Object ........................................................ 350 Editing a WordArt Object ........................................................... 353 Using the WordArt Toolbar ......................................................... 354 Designing Graphic Objects with Microsoft Draw ............................ 357 Drawing an Object ...................................................................... 357 Editing an Object ........................................................................ 358 Inserting a Text Box..................................................................... 359 Formatting Drawn Objects ......................................................... 360 Inserting Art ...................................................................................... 360 Inserting Clip Art ........................................................................ 361 Inserting a Picture from a File ..................................................... 363 Wrapping Text Around a Picture ................................................. 364 Creating an Organization Chart ....................................................... 364 Customizing an Organization Chart ........................................... 366 Creating Diagrams ............................................................................ 366 Summary ........................................................................................... 368 xviii MBA’s Guide to Microsoft Office - Electronic Edition Chapter 13 Mail Merge Using W ord .................................... 369 Word ....................................369 Creating a Form Letter ...................................................................... 370 Seven Tips for Creating Professional Form Letters..................... 376 Printing Envelopes for Your Form Letters .................................. 377 Electronic Postage ....................................................................... 378 Using an Excel List as a Data Source ......................................... 378 Using an Access Database as a Data Source ............................... 380 Editing Your Data Source ............................................................ 381 Sending Personalized E-Mail Messages to a Group ......................... 382 Printing Labels .................................................................................. 385 Creating a Directory .......................................................................... 388 Summary ........................................................................................... 389 Part 3 Chapter 14 Office Business Projects 391 Creating a Contacts Database with Outlook .... 393 ....393 Creating a Contact ............................................................................ 393 Importing an Address Book ........................................................ 394 Entering Your First Contact ........................................................ 395 Adding Details About a Contact ................................................. 400 Tracking Activities Related to a Contact ..................................... 402 Adding and Viewing Digital Certificates .................................... 402 Viewing Fields for a Contact ....................................................... 403 Saving Contact Information........................................................ 404 Relating Contacts ........................................................................ 404 Deleting a Contact ...................................................................... 405 Contents xix