Office 2013 In Depth Book

Introduction 1

Part I Introduction to the Office 2013 Application Suite

Chapter 1 Getting Oriented to the Office 2013 Applications 7

Introducing Office 2013 7

New Features and Tools in Office 2013 9

Saving and Sharing Files in the Cloud 10

New Start Screen 12

Editing Adobe Acrobat Files 13

Other Office 2013 Improvements and Updates 13

The Office 2013 Suite Applications 14

The Different Versions of the Office 2013 Suite 15

Hardware and Software Requirements for Office 2013 16

Installing Office 2013 17

Getting Help in the Office Applications 20

Chapter 2 Navigating and Customizing the Office Interface 23

Getting Familiar with the Office Interface 23

Galleries 25

Contextual Tabs 26

Overview of the Office Application Window 27

Navigating the Office Applications 30

Working with the Ribbon 30

Working in the Backstage 33

Customizing an Application Interface 35

Customizing the Ribbon 36

Customizing the Quick Access Toolbar 38

Customizing the Status Bar 41

Configuring Application Options 42

Advanced Option Settings 44

Add-Ins 45

Adding Apps to the Office Applications 46

Using the Trust Center 48

Trusted Publishers 49

Trusted Locations 50

Chapter 3 Managing and Sharing Office Files 53

Understanding Office File Formats 53

Saving Files to Different File Types 56

Converting Files to Different File Types 57

Configuring Save File Options 58

Creating and Managing Files 60

Managing Files 62

Viewing File Versions in an Application 65

Searching for Office Files 66

Sharing Files Using Homegroup 67

Protecting an Office File 69

Prepare a File for Sharing 72

Chapter 4 Using and Creating Graphics 73

The Office 2013 Options for Graphics and Pictures 73

Working with SmartArt Graphics 76

Inserting SmartArt Graphics 79

Modifying SmartArt Graphics 81

Working with Your Digital Pictures 83

Inserting Pictures 83

Adjusting Pictures 84

Cropping an Image 87

Using the Background Removal Tool 87

Inserting Online Pictures 89

Inserting Clip Art 90

Inserting Bing Image Search Results 90

Inserting Flickr.com Images 91

Inserting Images from your SkyDrive 92

Using Shapes and the Office Drawing Tools 93

Adding and Combining Multiple Shapes 94

Formatting a Shape with the Drawing Tools 96

Using the Screenshot Feature 97

Using WordArt 99

Chapter 5 Using the Office Web Apps 103

What the Web Apps Can Do 104

Where the Web Apps Live 105

Saving Office Application Files to the Cloud 108

Saving a File to SkyDrive or SkyDrive Pro 110

Sharing a File Saved to the Cloud 111

Sharing OneNote Notebooks 113

Using the Word Web App 114

The File Tab 115

The Word Web App Home Tab 115

The Word Web App Insert Tab 117

The Word Web App View Tab 118

Using the Excel Web App 119

The Excel Web App File Tab 120

Working in the Excel Web App 120

Inserting Functions and Charts in the Excel Web App 120

Using the PowerPoint Web App 123

Working with Slides 125

Adding Pictures and SmartArt 126

Using the OneNote Web App 127

Adding Sections and Pages 127

Adding Notes and Note Tags to Pages 128

Inserting Tables and Other Objects onto Pages 129

Part II Word

Chapter 6 Requisite Word: Essential Features 131

Introducing Word 2013 131

The Word 2013 Interface 131

New Features and Improvements 133

Options for Creating a New Word Document 134

Using Templates 137

Creating a Template 140

Attaching a Template 142

Navigating a Word Document 143

Moving Around a Document with the Mouse 143

Moving Around a Document with the Keyboard 144

Selecting Text 145

Understanding Document Formatting 146

Character Formatting Versus Paragraph Formatting 146

Manual Formatting Versus Styles and Themes 147

Working with Fonts and Text Formatting 147

Formatting Text 148

Working with Paragraph Formatting 151

Setting Paragraph Alignment 152

Changing Line Spacing 153

Setting Line and Page Breaks 154

Setting Indents 155

Working with Tabs 156

Revealing Format Settings 158

Page Layout: Margins and Page Options 159

Changing Margins 160

Changing Page Orientation and Paper Size 161

Inserting Page Breaks 161

Printing Documents 161

Chapter 7 Enhancing Word Documents 165

Creating Better Documents 165

Creating Bulleted and Numbered Lists 166

Bulleted Lists 166

Numbered Lists 168

Multilevel Lists 169

Working with Borders and Shading 170

Formatting with Themes 172

Creating Headers and Footers 176

Inserting Headers and Footers 177

The Header and Footer Tools 178

Working with Page Numbering 180

Inserting Pictures, Clip Art, and Charts 181

Inserting Pictures 182

Adding Clip Art 184

Inserting a Chart 185

Integrating Text and Images 187

Changing the Document Display 188

Using the Navigation Pane 190

Using the Outline View 191

Splitting the Document Window 192

Using the Review Tools 193

Running Spelling and Grammar 193

Using the Thesaurus 194

Using the Define Command 194

Working with Quick Parts 196

Creating and Inserting an AutoText Entry 196

Creating and Inserting Building Blocks 197

Configuring AutoCorrect 198

Understanding Styles 199

Using the Styles Gallery 200

Creating Styles 201

Editing Styles 202

Managing Styles 203

Chapter 8 Working with Tables, Columns, and Sections 207

Options for Adding a Table 207

Inserting a Table 209

Drawing a Table 211

Converting Text to a Table 211

Entering Text and Navigating a Table 212

Selecting and Positioning a Table 213

Formatting Tables 213

Adjusting Columns and Rows 215

Formatting Cells 217

Using Table Styles 218

Sorting Table Data 221

Using Formulas in Tables 222

Adding Columns to a Document 223

Understanding Sections 225

Adding and Removing Section Breaks 225

Formatting Page Attributes in a Section 226

Chapter 9 Managing Mailings and Forms 229

Options for Mail-Related Documents 229

Creating an Envelope 230

Creating a Label or Labels 231

Understanding Word’s Options for Mass Mailings 233

Performing a Mail Merge 233

Using the Mail Merge Commands 235

Understanding Recipient Lists 236

Creating a Recipient List 237

Editing and Manipulating a Recipient List 239

Using Merge Fields 241

Using Merge Rules 243

Previewing Merge Results 245

Completing the Merge 246

Creating Merged Envelopes and Labels 247

Understanding Word Fields 248

Building a Form with Form Controls 249

Chapter 10 Creating Special Documents 253

Options for Large Documents 253

Creating a Table of Contents 254

Creating a Table of Contents with Built-in Styles 255

Creating a Table of Contents with Your Own Styles 256

Adding Entries and Updating the TOC 258

Building a TOC with Field Codes 259

Working with Captions and Tables of Figures 261

Inserting a Caption 262

Inserting a Table of Figures 263

Using Cross-References 264

Generating an Index 265

Marking Index Entries 266

Inserting the Index 267

Working with Citations and Bibliographies 268

Creating Citations 269

Managing Citations 270

Inserting the Bibliography 271

Inserting Footnotes and Endnotes 272

Tracking Document Changes 274

Options for Viewing Changes 277

Reviewing Changes 277

Comparing Documents 279

Building a Better “Big” Document 281

Creating Bookmarks 281

Inserting Comments 282

Creating a Master Document 283

Working in Outline View 284

Creating Subdocuments from Scratch 285

Inserting Existing Document Files into a Master Document Outline 286

Manipulating the Master Document 287

Part III Excel

Chapter 11 Requisite Excel: Essential Features 289

Introducing Excel 2013 289

Quick Analysis 291

Recommended Chart 292

Flash Fill 293

Navigating the Excel Workspace 294

The Excel Ribbon 294

Moving Around a Worksheet 296

Creating Workbooks and Worksheets 297

Using Office.com Templates 298

Inserting and Rearranging Worksheets 299

Managing Excel Workbooks 301

Protecting Workbooks and Worksheets 303

Locking Cells 304

Specifying Edit Ranges 306

Preparing a Workbook for Sharing 308

Managing Versions 309

Entering Data in a Worksheet 309

Entering Labels 310

Entering Values 310

Using AutoComplete 311

Filling and Entering Series 312

Using the Fill Handle 312

Creating Custom Fill Lists 314

Creating Custom Series 316

Copying, Moving, and Deleting Cell Contents 317

Using the Paste Special Dialog Box 319

Moving Cells and Ranges 321

Clearing and Deleting Cells 321

Editing Cell Content 323

Viewing Worksheets 323

Printing Worksheets 326

Using the Page Layout Commands 326

Setting a Print Area 328

Working on the Print Page 329

Inserting Headers and Footers 331

Chapter 12 Worksheet Formatting and Management 333

Formatting Text Entries 333

Accessing the Format Cells Dialog Box 334

Changing Text Orientation 335

Formatting Values 336

Using the Format Cells Dialog Box 338

Creating Custom Number Formats 339

Adding Comments to Cells 341

Formatting Comment Text 342

Deleting and Viewing Comments 342

Using Themes 342

Formatting Cells Using Borders and Color 344

Adding Cell Borders 344

Using Background Colors 346

Using Cell Styles and the Format Painter 346

Creating a Cell Style 347

Using the Format Painter 348

Using Conditional Formatting 349

Using Highlight Cell Rules 350

Using Top/Bottom Rules 351

Using Data Bars 351

Using Color Scales 352

Using Icon Sets 352

Creating Conditional Formatting Rules 353

Manipulating Cells and Cell Content 354

Inserting Cells 354

Merging Cells and Wrapping Text 355

Finding and Replacing Cell Items 356

Working with Columns and Rows 358

Changing Column Width and Row Height 358

Inserting Columns and Rows 359

Deleting Columns and Rows 359

Hiding Columns and Rows 359

Working with Worksheets 360

Freezing Rows and Columns 360

Splitting Worksheets 361

Hiding Worksheets 362

Naming Ranges 362

Creating Range Names from Selections 363

Managing Range Names 364

Adding Images and Graphics to Worksheets 365

Chapter 13 Getting the Most from Formulas and Functions 367

Performing Calculations in Excel Worksheets 367

Relative Versus Absolute Referencing 369

Creating and Editing Formulas 373

Understanding Operator Precedence 374

Entering Formulas 374

Editing Formulas 375

Working with Excel Functions 375

Entering a Function in a Cell 377

Using AutoSum 377

Using the Status Bar Statistical Functions 378

Using the Insert Function Dialog Box 379

Using the Function Library 380

Using Range Names in Formulas and Functions 383

Inserting a Range Name into a Formula 383

Inserting a Range Name into a Function 384

Referencing Cells or Ranges on Other Worksheets 385

Copying and Moving Formulas and Functions 387

Choosing the Right Function 388

Financial Functions 388

Logical Functions 390

Statistical Functions 391

Lookup & Reference Functions 392

Date & Time Functions 394

Text Functions 394

Other Function Categories 396

Proofing Your Formulas and Functions 397

Common Error Messages 397

Using the Auditing Tools 398

Using the Watch Window 400

Chapter 14 Enhancing Worksheets with Charts 403

Understanding Excel Charts 403

Chart Terminology 404

Using Different Chart Types 407

Creating Charts 413

Inserting a Chart from the Ribbon 414

Selecting a Recommended Chart 415

Inserting Charts with the Quick Analysis Gallery 416

Tools for Quickly Customizing a Chart 417

Moving, Copying, or Deleting a Chart 418

Modifying a Chart 419

Changing Chart Type or Chart Data 419

Selecting Chart Layouts and Styles 421

Working with Chart Elements 423

Modifying Titles and Data Labels 425

Working with the Legend and Data Points 426

Manipulating Axes and Gridlines 427

Adding Trendlines, Drop Lines, and Bars to a Chart 428

Creating a Combination Chart 431

Working with a Pie of Pie Chart 432

Creating a Custom Combination Chart 433

Using Sparklines 434

Creating Sparklines 434

Modifying Sparklines 436

Chapter 15 Using Excel Tables and PivotTables 439

Excel and Databases 439

Defining a Table Range 440

Creating a Table Using Styles 442

Using the Table Tools 443

Sorting Table Data 444

How Excel Sorts Data 445

Using the Sort Dialog Box 445

Filtering Table Data 446

Using the AutoFilter Search Box 448

Creating Custom AutoFilters 448

Filtering Tables with Slicers 450

Creating Advanced Filters 452

Using the Data Form 455

Creating Outlines and Subtotals 456

Working with External Data 459

Importing Data from Access 460

Importing a Web Table 461

Importing Text Files 462

Connecting to Other Data Sources 463

Using Microsoft Query 465

Viewing and Refreshing Connections 468

Working with PivotTables 469

Using the Recommended PivotTables Command 471

Creating a PivotTable 472

Working with the PivotTable Tools 475

Using Slicers 476

Chapter 16 Validating and Analyzing Worksheet Data 479

Taking Advantage of Data Validation 479

Specifying Validation Criteria 480

Configuring Input Messages and Error Alerts 482

Circling Invalid Data 484

Performing a What-If Analysis 485

Creating a Data Table 486

Creating Scenarios 488

Viewing Scenarios and Creating Reports 490

Using Goal Seek and Solver 492

Working with Goal Seek 492

Working with Solver 494

Part IV PowerPoint

Chapter 17 Requisite PowerPoint: Essential Features 497

New Features in PowerPoint 2013 497

Options for Creating a New Presentation 499

Using Templates 500

Using a Theme to Create a New Presentation 503

Creating a Presentation from an Existing Presentation 504

Inserting Slides from the Reuse Slides Task Pane 505

Creating a Template 507

Inserting New Slides 508

Entering Text 510

Inserting Slides from a Word Outline 510

Inserting Other Object Content 511

Modifying a Slide’s Layout 511

Working with Slides in Different Views 512

Zooming In and Out 514

Rulers, Gridlines, and Guides 515

Color/Grayscale Commands 516

Opening a New Presentation Window 517

Rearranging and Deleting Slides 518

Modifying Bulleted Lists 518

Using Numbered Lists 520

Viewing a Presentation During Editing 521

Chapter 18 Advanced Presentation Formatting, Themes, and Masters 523

Working with Text Boxes and Formatting 523

Inserting a Text Box 524

Basic Text Formatting 525

Formatting a Text Box with the Drawing Tools 527

Selecting Quick Styles and Shape Attributes 527

Shape Fill, Outline, and Effects 528

Using WordArt Styles and Text Settings 532

Arranging Text in Tables 535

Inserting a Table on an Existing Slide 536

Formatting a Table 536

Table Layout Commands 536

Working with Themes 539

Applying Themes 540

Applying Theme Variants 541

Creating a Custom Theme 545

Using Headers and Footers 546

Understanding Masters 547

Altering and Creating Master Slides 548

Creating Layout Masters 550

Using Slide Sections 552

Chapter 19 Better Slides with Clip Art, Pictures, and SmartArt 555

Using Graphics to Enhance Slides 555

Inserting a Picture 557

Adding Online Images to Slides 559

Creating a Photo Album 562

Adjusting Picture Settings 563

Setting Album Layout Settings 563

Working with Shapes 565

Using SmartArt Graphics 566

Inserting a SmartArt Graphic 569

Converting Text to a SmartArt Graphic 570

Using the SmartArt Tools 571

Adding Charts to Slides 572

Inserting a Chart onto a Slide 573

Modifying and Formatting a Chart 574

Working with Slide Objects 577

Grouping Objects 577

Layering Objects 578

Adding Hyperlinks to Slides 578

Chapter 20 Enhancing Slides with Animation, Transitions, and Multimedia 581

Animations Versus Transitions 581

Assigning Animation to a Slide Object 583

Accessing Additional Animation Effects 585

Using Motion Paths 586

Advanced Animation Techniques 591

Changing Effect Options 592

Adding Additional Animations 593

Using the Animation Painter 594

Including Sound Effects with Animations 594

Setting Timings for Animations 596

Managing Slide Animations 597

Adding Transitions to Slides 598

Modifying Transitions 599

Adding Sound to a Slide 600

Editing Sound Options 601

Adding Video to a Slide 603

Inserting Online Video 603

Inserting a Video File 605

Modifying Your Video Clips 606

Chapter 21 Delivering a Presentation and Creating Support Materials 609

Planning Your Presentation 609

Checking the Presentation for Spelling and Grammar Errors 610

Running Through a Completed Presentation 612

Using the Presenter View 613

Using Hidden Slides 614

Creating a Custom Slide Show 616

Creating a Self-Running Presentation 618

Setting Up a Slide Show 618

Rehearsing Timings 619

Recording a Slide Show 621

Creating an Interactive Presentation 622

Presenting a Slide Show Online 624

Presenting Online with Lync 624

Presenting Online with the Office Presentation Service 625

Working with the Notes and Handouts Masters 626

Setting Handout Master Options 627

Setting Notes Master Options 628

Printing Presentations, Notes, and Handouts 628

Exporting a Presentation 631

Sharing Your Presentation 632

Part V Outlook

Chapter 22 Requisite Outlook: Configuration and Essential Features 635

Introducing Outlook 2013 635

Outlook and Email Accounts 636

Exchange Server 637

Outlook.com Email 638

Internet Email 638

Configuring Outlook at First Start 639

Understanding Outlook Profiles 642

Creating a New Profile 643

Managing Profiles 644

Loading Profiles 645

Understanding Outlook Data Files 646

Creating Personal Folders Files 649

Repairing Outlook Data Files 649

Importing and Exporting Data 651

Importing Data 652

Exporting Data 653

Navigating the Outlook Workspace 654

Accessing Outlook Items Using the Navigation Bar 655

Working with Views in Outlook 657

Categorizing Outlook Items 660

Searching for Outlook Items 661

Using Advanced Find 662

Using Search Folders 662

Printing Outlook Items 663

Chapter 23 Managing Email in Outlook 665

Working in the Mail Folder 665

Creating an Email Message 667

Using the Outlook Address Book 669

Setting Message Options 672

Specifying Email Format 672

Setting Message Flags, Importance, and Sensitivity 672

Configuring Voting Buttons, Receipts, and Delivery Options 674

The Message Options/Properties Dialog Box 676

Attaching Files and Items to a Message 678

Attaching a Business Card 680

Attaching a Calendar 681

Using Themes and Email Stationery 682

Adding a Signature 683

Sending Mail 684

Recalling a Message 685

Working with Received Email 686

Organizing Messages in the Inbox 686

Showing Messages As Conversations 687

Filtering Email 688

Managing Email 689

Using Quick Steps 690

Answering a Message 692

Forwarding a Message 692

Saving an Attachment 692

Deleting Messages 694

Printing Mail 695

Moving Email 695

Managing Email Accounts 696

Editing Email Account Settings 697

Adding an Email Account 699

Adding an Outlook.com Mail Account 701

Setting Outlook Mail Options 701

Chapter 24 Using the Calendar for Appointments and Tasks 705

Navigating the Calendar 705

Changing the Calendar View 708

Change the Time Scale and Time Zone 709

Scheduling an Appointment 710

Scheduling a Recurring Appointment 712

Scheduling an Event 713

Editing and Managing Appointments 714

Searching the Calendar 715

Sharing Calendars 716

Sharing Your Calendar 716

Opening a Shared Calendar 717

Viewing Multiple Calendars 718

Emailing a Calendar 719

Publishing a Calendar Online 720

Setting Calendar Options 722

Working with Tasks 724

Using the Task Folder 725

Creating a New Task from the Task Folder 726

Creating a Recurring Task 726

Assigning and Accepting Tasks 727

Viewing and Managing Tasks 729

Managing Tasks 731

Setting Tasks Options 732

Chapter 25 Working with Contacts and Planning Meetings 735

Navigating the Contacts List 735

Creating a New Contact 737

Entering Contact Details 740

Adding Fields for a Contact 741

Editing Contact Information 742

Editing a Business Card 743

Tagging Contacts with Flags and Categories 744

Mapping a Contact’s Address 745

Searching the Contacts Folder 746

Organizing Contacts with Groups 747

Forwarding and Sharing Contacts 748

Forwarding Contacts 749

Sharing Contacts 750

Accessing Contacts on Social Networks 751

Communicating with Contacts 753

Contact Actions 754

Printing Contact Information 756

Setting Contact Options 756

Scheduling Meetings 757

Selecting the Meeting Location 758

Using the Scheduling Assistant 759

Viewing and Editing Meeting Information 760

Responding to Meeting Requests 760

Chapter 26 Using the Journal and Notes 763

Using the Outlook Journal 763

Creating a New Journal Entry 764

Using the Timer 765

Adding Tags and Names to a Journal Entry 766

Adding Outlook Items and Inserting Files 767

Journal Actions 769

Viewing the Journal 770

Manipulating the Journal View 771

Using Search to Filter Journal Entries 772

Working with Notes 772

Viewing and Managing Notes 773

Creating Appointments and Tasks from Notes 775

Chapter 27 Securing and Maintaining Outlook 777

Security Overview 777

Malware and Antivirus Software 778

Strong Password Protection 779

Configuring Outlook Security Settings 781

Encrypting Email and Using Digital Signatures 783

Options for Encrypting Email 785

Digitally Signing Emails 785

The Perils of HTML Email 786

Dealing with Message Attachments 787

Coping with Junk Email 789

Working with the Junk Email Commands 789

Setting Junk Email Options 790

Creating Email Rules 792

Creating a Quick Rule for a Specific Sender 793

Creating Complex Rules 793

The Rule Wizard 794

Managing Rules 797

Archiving Outlook Items 799

Configuring AutoArchive Settings 799

Setting AutoArchive Options for a Folder 800

Archiving Manually 801

Configuring an Autoreply Message 802

Part VI Publisher

Chapter 28 Requisite Publisher: Essential Features 807

Introducing Publisher 2013 807

Planning Your Publication 808

Working with Publication Templates 809

Creating a New Publication 812

Using a Template 813

Using Blank Sizes 814

Creating a New Template 815

Navigating the Publisher Workspace 816

Using the Rulers and Guides 817

Options for Viewing the Publication 819

Creating a Business Information Set 821

Creating a New Business Information Set 821

Creating Additional Business Information Sets 822

Working with Text 824

Editing Text in a Text Box 824

Creating Your Own Text Boxes 825

Formatting Text Boxes 825

Linking Text Boxes 831

Inserting a Text File 832

Inserting Illustrations 833

Options for Inserting Pictures 833

Formatting a Picture 836

Inserting Clip Art 837

Inserting Shapes 837

Using Building Blocks 838

Printing Publications 838

Chapter 29 Advanced Publisher Features 841

Adding Pages to a Publication 841

Configuring Page Settings 843

Changing the Current Template 846

Working with Master Pages 848

Placing Objects on the Master Page 849

Inserting Headers and Footers 850

Creating Master Pages 851

Using Tables in Publications 852

Table Design Commands 852

Table Layout Commands 853

Manipulating Publication Objects 854

Grouping Objects 854

Layering Objects 855

Swapping Images 856

Merging Data into a Publication 856

Performing a Mail Merge 857

Performing a Catalog Merge 859

Fine-Tuning Your Publications 861

The Spelling Feature 861

Hyphenation 861

Design Checker 862

Part VII OneNote

Chapter 30 Requisite OneNote: Essential Features 865

Introducing OneNote 865

New Features in OneNote 2013 866

How OneNote Notebooks Are Organized 867

Navigating the OneNote Workspace 867

The OneNote Ribbon 868

The Notebook Pane 870

Creating a Notebook 871

Modifying Notebook Properties 873

Sharing a Notebook 875

Viewing the Sync Status 878

Working with Sections 879

Creating or Deleting a Section 879

Modifying Sections 880

Merging a Section 882

Creating a Section Group 8