book

Office 2007: The Missing Manual

by Chris Grover, Matthew MacDonald, E. A. Vander Veer

April 2007

Beginner

884 pages

29h 56m

English

O'Reilly Media, Inc.

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Office 2007: The Missing Manual
The Missing Credits
About the AuthorAbout the Creative TeamAcknowledgementsThe Missing Manual Series
Introduction
What’s New in Office 2007The RibbonTabsGroupsCommand buttonsDialog box launchersUsing the Ribbon with the KeyboardThe Office MenuThe Quick Access ToolbarLive PreviewMini-ToolbarThe Very BasicsAbout This BookAbout the OutlineAbout → These → ArrowsDrop-down buttonsExamplesAbout MissingManuals.comSafari® Enabled
I. Word 2007
1. Creating, Opening, and Saving Documents
1. What Word Does1.1. The New Word2. Launching Word3. Creating a New Document3.1. Creating a New Blank Document3.2. Creating a New Document from an Existing Document3.3. Creating a New Document from a Template4. Opening an Existing Document5. Your Different Document Views5.1. Document Views: Five Ways to Look at Your Manuscript5.2. Show and Hide Window Tools5.3. Zooming Your View In and Out5.3.1. Zooming by percentage5.3.2. Zooming relative to page or text5.3.3. Changing page view from the ribbon5.4. The Window Group: Doing the Splits5.4.1. Viewing multiple windows6. Saving and Closing Documents6.1. The Many Ways to Save Documents6.1.1. Saving by keyboard shortcut6.1.2. Saving by menu command6.1.3. Saving with a new name
2. Entering and Editing Text
1. Typing in Word1.1. Click and Type for Quick Formatting2. Selecting Text2.1. Selecting with the Mouse2.2. Selecting with the Keyboard2.3. Extending a Selection2.4. Selecting Multiple Chunks of Text in Different Places2.5. Moving Around Your Document2.6. Keyboarding Around Your Document2.7. Using the Scroll Bars2.8. Browsing by Headings and Other Objects2.9. Browsing by Bookmark2.9.1. Creating bookmarks2.9.2. Jumping to bookmarks2.9.3. Deleting bookmarks3. Cutting, Copying, and Pasting3.1. Editing with the Ribbon3.2. Editing with Keyboard Shortcuts3.3. Editing with the Mouse3.4. Moving Text Between Two Documents3.5. Viewing and Pasting Clippings4. Finding and Replacing Text5. Saving Keystrokes with Quick Parts
3. Formatting Text, Paragraphs, and Headings
1. Formatting Basics2. Formatting Characters2.1. Formatting with the Ribbon or the Font Dialog Box2.2. Formatting with the Mini-Toolbar2.3. Formatting with Keyboard Shortcuts2.4. Changing Capitalization2.4.1. Small caps for headers3. Formatting Paragraphs3.1. Aligning Text3.2. Indenting Paragraphs3.3. Spacing Between Paragraphs3.4. Spacing Between Lines3.5. Inserting Page Breaks and Line Breaks4. Creating Bulleted and Numbered Lists4.1.4.1.1. Bulleted paragraphs4.1.2. Customizing bullets4.1.3. Numbered paragraphs4.1.4. Multilevel lists5. Setting Tabs5.1. How Tab Stops Work5.2. Viewing Tab Marks in Your Text5.3. Deleting and Editing Tabs5.4. Types of Tabs5.5. Tab Leaders6. Using Word’s Rulers6.1. Managing Tab Settings with the Ruler6.1.1. Setting tab stops6.1.2. Adjusting and removing tab stops with the ruler6.2. Setting Margins with the Ruler6.3. Adjusting Paragraph Indents with the Ruler7. Fast Formatting with Format Painter8. Formatting with Styles8.1. Applying Quick Styles9. Modifying Styles10. Managing Style Sets10.1. Creating Your Own Style Set
4. Setting Up the Document
1. Choosing Paper Size and Layout1.1. Changing Paper Size1.1.1. Customizing paper size and source1.2. Setting Paper Orientation2. Setting Document Margins2.1. Selecting Preset Margins2.2. Setting Custom Margins2.3. Setting Margins for Booklets3. Applying Page Borders4. Adding Headers and Footers4.1. Introducing the Header and Footer Tools4.2. Inserting and Modifying a Header Building Block4.3. Adding a Matching Footer Building Block4.4. Creating Custom Headers and Footers4.5. Removing Headers, Footers, and Page Numbers5. Working with Multiple Columns5.1. Customizing Columns6. Hyphenation6.1. Automatic Hyphenation6.2. Removing Hyphenation from Your Document7. Dividing Your Document into Sections7.1. Inserting Section Breaks
5. Themes and Templates
1. Choosing a Theme1.1. Finding More Themes1.1.1. Browsing for themes on your computer1.1.2. Searching for themes online2. Choosing a Template2.1. Starting a Document from a Template2.2. Using Installed Templates
6. Spelling, Grammar, and Reference Tools
1. Turning on Spelling and Grammar Checking2. Checking Spelling2.1. Checking Spelling As You Type2.2. Checking Spelling Manually2.3. Managing Custom Dictionaries2.3.1. Removing a word from your custom dictionary2.3.2. Adding professional dictionaries to Word3. Checking Grammar and Style4. Controlling AutoCorrect4.1. How AutoCorrect Works4.2. Fine-tuning AutoCorrect Options4.3. Autocorrecting Math, Formatting, and Smart Tags5. Exploring Word’s Research Tools5.1. Finding Information with the Research Task Pane6. Accessing Word’s Thesaurus7. Translating Text7.1. Translation ScreenTips8. Checking Your Word Count

7. Printing Word Documents
1. Quick and Easy Printing2. Print Preview3. Choosing a Printer3.1. Setting Your Default Printer3.2. Exploring Printer-Specific Properties4. Printing to an Adobe PDF File5. Faxing with Word6. Changing Print Settings6.1. Printing Part of Your Document6.2. Printing and Collating Multiple Copies6.3. Printing on Both Sides of the Page7. Printing Envelopes8. Printing Labels9. >Setting Print Options
8. Planning with Outlines
1. Switching to Outline View2. Promoting and Demoting Headings2.1. Controlling Subheads During Promotion or Demotion3. Moving Outline Items4. Showing Parts of Your Outline4.1. Expanding and Collapsing Levels4.2. Showing and Hiding Text4.3. Showing Only the First Line4.4. Showing Text Formatting
II. Excel 2007
9. Creating and Navigating Worksheets
1. What You Can Do with Excel2. Excel’s New Features3. Creating a Basic Worksheet3.1. Starting a New Workbook3.2. Adding the Column Titles3.3. Adding Data4. Editing Data5. Navigating in Excel5.1. The Tabs of the Ribbon5.2. The Formula Bar5.3. The Status Bar5.4. Excel Options6. Saving Files6.1. The Excel 2007 File Format6.2. Saving Your Spreadsheet in Older Formats6.3. Saving Your Spreadsheet As a PDF6.4. Disaster Recovery7. Opening Files7.1. Opening Multiple Spreadsheets at Once
10. Adding Information to Worksheets
1. Adding Different Types of Data1.1. Controlling Your Data Types1.1.1. How Excel decides your data is text1.1.2. How Excel decides your data is numeric1.1.3. How Excel decides your data is a date or time2. Quick Ways to Add Data2.1. AutoComplete2.2. AutoCorrect2.3. AutoFill2.3.1. Custom AutoFill lists2.4. AutoFit2.5. Redo
11. Moving Data Around a Worksheet
1. Selecting Cells1.1. Making Continuous Range Selections1.2. Making Non-Contiguous Selections1.3. Automatically Selecting Your Data1.4. Making Selections with the Keyboard2. Moving Cells Around2.1. A Simple Cut-and-Paste or Copy-and-Paste2.2. A Fancy Cut-and-Paste or Copy-and-Paste2.3. The Clipboard2.4. Special Pasting3. Adding and Moving Columns or Rows3.1. Inserting Columns3.2. Inserting Rows3.3. Inserting Copied or Cut Cells3.4. Deleting Columns and Rows
12. Managing Worksheets and Workbooks
1. Worksheets and Workbooks1.1. Adding, Removing, and Hiding Worksheets1.2. Naming and Rearranging Worksheets2. Find and Replace2.1. The Basic Find2.2. Find All2.3. More Advanced Searches2.4. Finding Formatted Cells2.5. Finding and Replacing Values3. Spell Check3.1. Spell Checking Options
13. Formatting Cells
1. Formatting Cell Values1.1. Formatting Numbers1.1.1. General1.1.2. Number1.1.3. Currency1.1.4. Accounting1.1.5. Percentage1.1.6. Fraction1.1.7. Scientific1.1.8. Text1.2. Formatting Dates and Times1.3. Special Formats for Special Numbers2. Formatting Cell Appearance2.1. Alignment and Orientation2.2. Fonts and Color2.2.1. Special characters2.3. Borders and Fills2.4. Drawing Borders by Hand
14. Viewing and Printing Worksheets
1. Controlling Your View1.1. Zooming1.2. Viewing Distant Parts of a Spreadsheet at Once1.3. Freezing Columns or Rows1.4. Hiding Data1.5. Saving View Settings2. Printing2.1. How to Print an Excel File2.2. Quick Printing2.3. Previewing Your Printout2.4. Creating Headers and Footers2.5. Customizing Print Settings2.5.1. Margins2.5.2. Paper size and orientation2.5.3. Sheet settings3. Controlling Pagination3.1. Page Breaks3.2. Scaling3.3. Page Break Preview: A Bird’s-Eye View of Your Worksheet
15. Building Basic Formulas
1. Creating a Basic Formula1.1. Excel’s Order of Operations1.2. Cell References1.3. How Excel Formats Cells That Contain Cell References1.4. Functions1.4.1. Using a function in a formula1.4.2. Using cell references with a function1.4.3. Using cell ranges with a function1.5. Formula Errors1.6. Logical Operators2. Formula Shortcuts2.1. Point-and-Click Formula Creation2.2. Point-and-Click Formula Editing2.3. The Formulas Tab2.4. Using the Insert Function Button3. Copying Formulas3.1. Absolute Cell References3.2. Partially Fixed References
16. Tables and Charts
1. The Basics of Tables1.1. Creating a Table1.2. Formatting a Table1.3. Editing a Table1.4. Selecting Parts of a Table2. Sorting and Filtering a Table2.1. Applying a Simple Sort Order2.2. Sorting with Multiple Criteria2.3. Filtering with the List of Values2.4. Creating Smarter Filters2.4.1. Filtering dates2.4.2. Filtering numbers2.4.3. Filtering text3. Charting 1013.1. Embedded and Standalone Charts3.2. Creating a Chart with the Ribbon3.3. The Chart Tools Ribbon Tabs3.4. Printing Charts
III. PowerPoint 2007
17. Creating a Basic Presentation
1. What You Can Do with PowerPoint 20072. What’s New in PowerPoint 20072.1. New File Formats2.2. Improved Graphics2.3. More Theme Options3. Beginning a New Presentation3.1. Creating a New Presentation from Scratch3.2. Creating a Presentation from an Existing Template, Theme, or Presentation3.2.1. From an existing template3.2.2. From an existing (built-in) theme3.2.3. From an existing presentation3.2.4. The New from Existing Presentation window3.2.5. The Open window4. Choosing a Theme for Your Presentation5. Adding Text5.1. Adding Text to an Existing Text Box5.2. Adding a New Text Box6. Adding More Slides7. Moving Around Inside a Presentation7.1. Navigating with the Scroll Bar7.2. Navigation with the Slides and Outline Tabs7.3. Using Find7.4. Adding Speaker Notes7.5. Creating and Printing Handouts7.6. Saving and Closing a Presentation7.7. Running a Presentation
18. Editing Slides
1. Editing Text1.1. Selecting Text1.2. Cutting Text1.3. Copying Text1.4. Pasting Text1.4.1. Automatically pasting the last chunk of text you cut (or copied)1.4.2. Choosing what to paste1.4.3. Choosing how to paste1.5. Moving Text1.6. Deleting Text2. Reversing an Action (Undo)3. Finding and Replacing Text Automatically4. Checking Spelling4.1.4.1.1. Setting up spelling4.1.2. Automatic (continuous) spell checking4.1.3. Manual spell checking5. Adding Special Characters
19. Formatting and Aligning Your Text
1. Automating Text Formatting1.1. Using AutoFormat1.2. Using AutoFit2. Manually Formatting Text Appearance2.1. Changing the Font2.2. Changing Font Size2.3. Bolding, Italicizing, and Underlining Text2.4. Changing Text Color and Background Color2.5. Adding Special Text Effects3. Manually Aligning and Indenting Text3.1. Aligning Text and Creating Columns3.2. Creating Lists3.2.1. Customizing bulleted lists3.2.2. Customizing numbered lists3.2.3. Changing Indents3.3. Changing Tab Stops3.4. Changing Text Direction3.4.1. Using the Text Direction option4. Formatting Text Boxes
20. Formatting and Laying Out Your Slides
1. Changing Slide Layout1.1. Applying a Layout1.2. Switching Orientation from Landscape to Portrait (and Back)1.3. Repositioning Text Boxes1.4. Help for Positioning Text Boxes: Zoom, Guides, and Grid2. Changing Background Color2.1. Adding a Gradient Effect3. Reapplying Themes, Colors, and Fonts3.1. Reapplying a Theme3.2. Reapplying a Color Scheme3.3. Reapplying a Font
21. Editing Your Slideshow
1. Viewing Multiple Slides1.1. Slides Pane1.2. Slide Sorter View2. Adding, Deleting, and Moving Slides2.1. Adding Blank Slides2.2. Deleting Slides2.3. Moving Slides2.4. Duplicating Slides2.5. Cutting, Copying, and Pasting Slides3. Inserting Slides from Other Slideshows4. Editing Slide and Layout Masters4.1. Applying Multiple Slide Masters5. Adding Headers and Footers5.1. Adding Footers to Your Slides5.2. Adding Headers and Footers to Notes Pages and Handouts
22. Adding Charts, Diagrams, and Tables
1. Creating Charts1.1. Choosing a Chart Type1.2. Creating a Chart1.3. Customizing Charts with Prebuilt Layouts and Styles1.3.1. Applying prebuilt Chart Layouts1.3.2. Applying prebuilt Chart Styles1.3.3. Customizing chart titles2. Creating Diagrams2.1. Adding Diagrams to Slides2.2. Turning Lists into Diagrams2.3. Applying Prebuilt Styles and Color Themes to Diagrams2.4. Tweaking Diagrams2.4.1. Adding titles2.4.2. Switching to a different type of diagram2.4.3. Changing diagram text3. Creating Tables3.1. Creating a Basic Table3.1.1. Creating rows and columns3.1.2. Selecting cells, rows, and columns3.1.3. Selecting entire tables3.1.4. Adding data3.1.5. Adding a title3.1.6. Adding column headings3.2. Tweaking Tables3.2.1. Applying prebuilt styles3.2.2. Highlighting rows and columns3.2.3. Inserting and deleting rows and columns3.2.4. Changing the width of a row or column3.2.5. Aligning data inside cells3.2.6. Merging (and splitting) cells3.3. Resizing Tables3.4. Repositioning Tables3.5. Deleting Tables
23. Delivering Presentations
1. Setting Up a Slideshow1.1. Choosing a Slideshow Mode1.1.1. Full-screen mode1.1.2. Browser mode1.1.3. Kiosk mode1.2. Hiding Individual Slides1.3. Setting Up a Speaker Notes Screen1.4. Setting Up Automatic Timing1.5. Looping Continuously2. Slideshows for Multiple Audiences2.1. Creating a Custom Slideshow2.2. Editing a Custom Slideshow3. Presenting Your Slideshow4. Creating PowerPoint Shows5. Emailing Your Presentation6. Packaging Presentations for CD
24. Printing Presentations
1. Printing Slides (One Slide per Page)2. Handouts (Multiple Slides per Page)3. Overhead Transparencies4. Speaker Notes5. Presentation Outline
25. Images and Transitions
1. Drawing on Slides1.1. Drawing Lines and Shapes1.2. Drawing Connectors2. Adding Pictures from Other Programs2.1. Inserting a Picture Stored on Your Computer2.2. Adding Built-in Clip Art Drawings3. Slide Transitions3.1. Types of Transitions3.2. Adding Transitions Between Slides
IV. Access 2007
26. Creating Your First Database
1. What You Can Do with Access1.1. The Two Sides of Access1.2. Access vs. Excel2. Understanding Access Databases3. Getting Started3.1. Creating a New Database3.2. Understanding Tables3.3. Creating a Simple Table3.4. Editing a Table3.4.1. Edit mode3.4.2. Shortcut keys3.4.3. Cut, copy, and paste4. Saving and Opening Access Databases4.1. Making Backups4.2. Saving a Database with a Different Name or Format4.3. Opening a Database4.4. Opening More Than One Database at Once4.5. Opening a Database Created in an Older Version of Access4.6. Creating Another Database5. The Navigation Pane5.1. Browsing Tables with the Navigation Pane5.2. Managing Database Objects
27. Building Smarter Tables
1. Understanding Data Types2. Design View2.1. Organizing and Describing Your Fields2.2. How Updates Work in Design View3. Access Data Types3.1. Text3.1.1. Text length3.2. Memo3.2.1. Formatted text3.3. Number3.3.1. Number size3.3.2. Number formatting3.4. Currency3.5. Date/Time3.6. Yes/No3.7. Hyperlink3.8. Attachment3.9. AutoNumber3.9.1. Using AutoNumbers without revealing the size of your table3.9.2. Using Replication IDs4. The Primary Key4.1. Creating Your Own Primary Key Field5. Six Principles of Database Design5.1. 1. Choose Good Field Names5.2. 2. Break Down Your Information5.3. 3. Include All the Details in One Place5.4. 4. Avoid Duplicating Information5.5. 5. Avoid Redundant Information5.6. 6. Include an ID Field
28. Mastering the Datasheet
1. Datasheet Customization1.1. Formatting the Datasheet1.2. Rearranging Columns1.3. Resizing Rows and Columns1.4. Hiding Columns1.5. Freezing Columns2. Datasheet Navigation2.1. Sorting2.1.1. Sorting on multiple fields2.2. Filtering2.2.1. Quick filters2.2.2. Filter by selection2.2.3. Filter by condition2.3. Searching3. Printing the Datasheet3.1. Print Preview3.1.1. Moving around the print preview3.1.2. Changing the page layout3.2. Fine-Tuning a Printout
29. Blocking Bad Data
1. Data Integrity Basics1.1. Preventing Blank Fields1.1.1. Blank values and empty text1.2. Setting Default Values1.3. Preventing Duplicate Values with Indexes1.3.1. Multifield indexes2. Input Masks2.1. Using a Ready-Made Mask3. Validation Rules3.1. Applying a Field Validation Rule3.2. Writing a Field Validation Rule3.2.1. Validating numbers3.2.2. Validating dates3.2.3. Validating text3.2.4. Combining validation conditions3.3. Creating a Table Validation Rule4. Lookups4.1. Creating a Simple Lookup with Fixed Values4.2. Adding New Values to Your Lookup List
30. Linking Tables with Relationships
1. Relationship Basics1.1. Redundant Data vs. Related Data1.2. Matching Fields: The Relationship Link1.3. Linking with the ID Column1.4. The Parent-Child Relationship2. Using a Relationship2.1. Defining a Relationship2.2. Editing Relationships2.3. Referential Integrity2.3.1. Blank values for unlinked records2.3.2. Cascading deletes2.3.3. Cascading updates2.4. Navigating a Relationship2.5. Lookups with Related Tables
31. Queries: Reusable Searches
1. Query Basics2. Creating Queries2.1. Creating a Query in Design View2.1.1. Building filter expressions2.1.2. Getting the top records2.2. Creating a Simple Query with the Query Wizard3. Understanding Action Queries3.1. Testing Action Queries (Carefully)3.2. The Action Query Family
32. Creating Reports
1. Report Basics1.1. Creating a Simple Report1.2. Arranging a Report1.3. Adding and Removing Fields1.4. The Many Views of a Report1.5. Creating a Report from Scratch2. Printing, Previewing, and Exporting a Report2.1. Previewing a Report2.2. Exporting a Report2.3. Getting the “Save As PDF” Add-in3. Formatting a Report3.1. Formatting Columns and Column Headers3.1.1. Formatting numeric fields3.1.2. Alternating row formatting3.1.3. Gridlines3.1.4. Borders4. Filtering and Sorting a Report4.1. Filtering a Report4.2. Sorting a Report
33. Creating Simple Forms
1. Form Basics1.1. Creating a Simple Form1.2. Using a Form1.2.1. Finding and editing a record1.2.2. Adding a record1.2.3. Deleting a record1.2.4. Printing records2. Sorting and Filtering in a Form2.1. Sorting a Form2.2. Filtering a Form2.3. Using the Filter by Form Feature2.4. Saving Filters for the Future3. The Form Wizard
34. Importing and Exporting Data
1. The Case for Importing and Exporting1.1. Understanding Exports1.2. Understanding Imports2. Using the Clipboard2.1. Copying a Table from Access to Somewhere Else2.2. Copying Cells from Excel into Access3. Import and Export Operations3.1. Importable File Types3.2. Importing Data3.3. Importing from an Excel File3.4. Importing from a Text File3.5. Exportable File Types3.6. Exporting Data
V. Appendixes
A. Customizing the Quick Access Toolbar
1. The Quick Access Toolbar1.1. Adding buttons1.2. Customizing Specific Files
B. Getting Help
1. Using Office 2007’s Built-in Help1.1. Using Help Articles1.2. Displaying Screen Tips2. Using Microsoft’s Office Web Site2.1. Discussion Groups2.2. Tutorials2.3. Online Articles, FAQs, and More2.4. Direct Person-to-Person Help3. Third-Party Web Sites3.1. Word Help Sites3.2. Excel Help Sites3.3. PowerPoint Help Sites3.4. Access Help Sites
Index
About the Authors
Colophon
Copyright

Content preview from Office 2007: The Missing Manual

Chapter 34. Importing and Exporting Data

An Access database is like a carefully built fort. It takes strictly organized and error-tested information, and locks it up tight. Very few programs guard their data as protectively as database software does. Word processors and spreadsheet programs accept just about any content and let you build your document structure on the fly. Databases aren’t nearly as freewheeling.

Most of the time, databases live in an independent world. But every once in a while, you need to bridge the gap in one of two ways:

You want to take the information from another program and import it—basically, stuff it into your database.
You want to take some of the information in an Access database and export it, so you can work with it in another program.

Access has several different options for transferring information. You can use the lowly clipboard, or sophisticated import and export features. In this chapter, you’ll learn about all your options.

Note

The ever-popular XML standard is yet another option for importing and exporting, which is great for Access power users. You can learn more about Access and XML in Access 2007: The Missing Manual.

The Case for Importing and Exporting

If you haven’t thought much about importing and exporting, it’s probably because you don’t need to use these features—yet. Many databases are completely happy living a quiet, solitary life. However, importing and exporting might come in handy for a few reasons. Sooner or later, one of these reasons ...

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