Office 2011 for Macintosh · the Missing Manual by Grover, Chris -- Read -- Imperial Library of Trantor

Check Spelling as You Type Checking Spelling and Grammar All at Once Spelling and Grammar Options Writing Styles Custom Dictionaries and Preferred Spellings

Editing the custom dictionary Creating a new custom dictionary Adding and removing custom dictionaries Foreign language dictionaries Choosing custom dictionaries before spell checking

AutoCorrect Adding and Formatting Tables

Creating Tables Creating a Table from the Ribbon Using the Insert Table Box Drawing a Table Editing Your Table Formatting Tables

Inserting Photos and Media

Inserting a Photo Playing Audio and Video in your Word Documents

Recording and Running Macros

Creating a Macro Running a Macro The Macro Organizer Learning about Visual Basic

Organizing Your Templates

4. Setting Up Documents and Pages

Let Word Format Your Document Automatically Choose a Template

Using Templates Modifying, Saving, and Installing Templates

Choose a Theme

Finding More Themes Saving and Sharing Custom Themes

Choose a Quick Style

Writing with Style Get a New Look with Quick Styles

Manually Formatting Your Document Choosing Paper Size and Layout

Changing Paper Size Setting Paper Orientation

Setting Margins

Selecting Preset Margins Setting Custom Margins Using the Ruler to Set Margins Setting Margins for Booklets

Adding Color, Borders, and Watermarks

Choosing Page Color Adding a Border Adding a Watermark

Adding Page Numbers, Headers, and Footers

Adding a Page Number Removing Page Numbers The Easy Way to Add Headers and Footers Manually Adding Headers and Footers

Dividing Your Document into Sections Formatting Paragraphs with Styles

Modifying an Existing Style

Exploring the Modify Style box

Overriding a Style Setting

Reverting to the original style Clearing formatting

Showing Style Guides

Manual Paragraph Formatting

Paragraph Alignment Indenting Paragraphs

Using the ruler to indent paragraphs

Spacing Between Paragraphs Spacing Between Lines Setting Tabs

How tab stops work Viewing tab marks in your text Deleting and editing tabs

Types of Tabs

Tab Leaders

Managing Tab Settings with the Ruler

Setting tab stops Adjusting and removing tab stops with the ruler

Managing Line and Page Breaks

Formatting Individual Characters

Formatting as You Type with Shortcut Keys Formatting with the Ribbon or the Font Box Changing Capitalization Small Caps for Headers Advanced Font Formatting

5. Printing Documents, Envelopes, and Labels

Choosing a Printer

Setting Your Default Printer Advanced Print Settings Exploring Printer-Specific Properties

Printing to an Adobe PDF File Printing Part of Your Document Printing Envelopes Printing Labels Changing Your Print Preferences Understanding Mail Merge Basics

Common Types of Merge Documents Mail Merge Lists

The Six Phases of a Mail Merge Running the Mail Merge Manager

1. Select Document Type 2. Select Recipients List 3. Insert Placeholders 4. Filter Recipients

Choosing a comparison option Sorting your recipient list

5. Preview Results

Editing before the merge

Complete Merge

Advanced Merge Techniques Merging to Labels and Envelopes

Merging to Labels

Editing labels Yet another way to format labels

Merging to Envelopes

6. Working with Long Documents

Switching to Outline View Promoting and Demoting Headings Controlling Subheads During Promotion or Demotion Moving Outline Items Showing Parts of Your Outline

Expanding and Collapsing Levels Showing and Hiding Text Showing Only the First Line Showing Text Formatting

Notebook: Collecting Random Thoughts

Opening Your Notebook The Notebook Ribbon

Use the Home tab for daily note taking Changing your notebook’s appearance Audio Notes tab when you don’t want to write

Organizing Your Notes

Setting text levels with the keyboard and mouse Sorting headings

Placing Notes Beside Your Notes

Flagging action items Important enough to track in Outlook?

Typing Less with Audio Notes

Entering an audio note Listening to an audio note

Manipulating Notebook Sections

Labeling sections To line or not to line Numbering Pages

Navigating a Large Document

Understanding Sections

Creating a Table of Contents

Updating Your Table of Contents TOC the Harder Way: Using Other Styles Formatting Your Table of Contents

Quick formatting for tables of contents Detailed formatting for tables of contents

Deleting a Table of Contents

Creating an Index

Marking an Index Entry Building an Index Updating an Index Deleting an Index Deleting an Index Entry

Navigating with Hyperlinks

Inserting and Removing Bookmarks

Cross-Referencing Your Document

Deleting Cross-References Cross-Referencing Figures Making a Table of Figures

Creating Footnotes and Endnotes

Inserting Footnotes and Endnotes Formatting Footnotes and Endnotes

Deleting footnote and endnotes

Inserting Citations and Creating a Bibliography

Adding a Citation Adding a Bibliography

7. Moving Beyond Text: Publishing Layout View

Starting with a Template: Ready-to-Use Page Designs Choosing and Using a Template

Arranging the Way Objects Overlap

Adding, Removing and Rearranging Pages

Managing Master Pages

Adding Text and Text Boxes

Formatting Text Add Color to Your Text Box Flowing Text Between Boxes

Adding Photos, Clip Art, and Other Graphics

Formatting Graphics Aligning Objects on the Page

8. Working Collaboratively

Adding Comments

Deleting Comments Highlighting Text

Tracking Changes While Editing

Tracking and Viewing Changes

Showing and hiding types of changes Showing and hiding reviewers’ markup Customizing your markup view

Printing Edits and Markup Accepting and Rejecting Changes Comparing and Merging Documents Merging Two Documents Protecting Your Document from Changes Sharing Documents over SkyDrive or SharePoint

Sharing with SharePoint

2. Outlook

9. Outlook: Email and Life Management 101

Starting Outlook the First Time Outlook Tour Sending Emails with Outlook

Email Fancy Formatting Embedding a Picture in Your Email

Adding a Background Picture or Color

Getting Photos from Cameras, Scanners, and Screenshots Sending Attachments with Your Email Adding Hyperlinks to Your Email Creating and Using Email Signatures About Digitally Signed and Encrypted Email

Receiving Email

Downloading Pictures Categorize and Arrange Your Emails Setting Up a Schedule to Send and Receive Email Managing Junk Mail

10. Managing Your Contacts

Creating New Contacts

Adding Email Senders to Your Contacts

Adding contact vCards

Editing, Adding and Deleting Contacts Putting Contacts on the Map Syncing Outlook Contacts with Your Mac Address Book

Importing Contacts

Importing Contacts and Other Data from Outlook for Windows

Creating Contact Groups Organizing and Searching for Contacts Printing Contacts

11. Calendar: Meetings, Tasks, and Notes

Creating Appointments and Meetings

Adding Appointments Editing and Deleting Appointments Creating Recurring Appointments

Adding Meetings

Sending Updates and Canceling Meetings Responding to a Meeting Invitation Adding Holidays to Your Calendar Removing Holidays

Filtering the Displayed Events Printing Calendars Be Your Own Task Master Taking Note

Creating Notes Emailing and Forwarding Notes Printing Notes

12. Customizing Outlook and Managing Data

Changing the Look of Outlook Creating Your Own Categories

Using Categories to Filter the View

Working with categories in E-mail view

Using Folders and Smart Folders

Manually Adding Folders in Notes and Email

Creating Smart Folders

Using Advanced Searches to Create Smart Folders

Creating Email Rules Create Multiple Outlook Identities Using My Day As Outlook Lite

3. Excel

13. Basic Excel

Spreadsheet Basics

Opening a Spreadsheet Data Entry Basic Formatting Kinds of Data

Numbers Text Dates Times

Tedium Savings 1: AutoComplete Tedium Savings 2: Formula AutoComplete Tedium Savings 3: AutoFill

Using the Fill handle

Selecting Cells (and Cell Ranges) Moving Things Around

Cutting, copying, and pasting Paste Special Drag-and-drop

Inserting and Removing Cells Find and Replace Erasing Cells Tutorial 1: Entering Data

Formula Fundamentals

Basic Calculations

Error checking

Functions

Function screen tips and AutoComplete The AutoSum button Looking up functions with the Formula Builder

Order of Calculation Tutorial 2: Yearly Totals

14. Building Advanced Workbooks

Naming Cells and Ranges

Creating Names Quickly Using Names to Look Up Data

References: Absolute and Relative Workbooks and Worksheets

Working with Multiple Worksheets Exporting Files

Excel 97-2004 Workbook (.xls) Comma separated values (.csv) Tab delimited text (.txt) Excel template (.xltx) Web page Spreadsheet properties

Advanced Formula Magic

Nested Formulas The Formula Builder Circular References

Iterations

Connecting to Other Workbooks Auditing

15. Excel Data Magic

Excel Tables, the New List Maker Building Your Table

Naming Your Table and Renaming Headers Adding New Records and Fields Rearranging Rows and Columns Deleting Records, Fields, and Entire Tables Converting and Deleting a Table

Table Formatting Tricks

Automatic Formatting with Table Options Conditional Formatting for Cells

Sorting and Filtering Your Table

Hide and Seek with Table Filters Applying Multiple Filters

The Calculating Table

Building a Lookup Formula for Your Table

Working with Databases

Fetching FileMaker Pro Data

Step 1: Import the database Step 2: Choose only the data you want

Grabbing Data from the Web Importing Data from a Text File

Analyzing and Viewing Your Data

Making a PivotTable

Step 1: Choose the data source Step 2: Choose the cells Step 3: Pivot Step 4: Build the table Step 6: Massage the data

What If Tools Analyze Your Data

Data tables Goal seek Scenarios Tapping the Data menu

Viewing Your Data

Custom views Outlining

Flag for Follow-Up Adding a Comment

16. Excel Macros and Visual Basic

Recording and Playing Macros

Playing and Saving Macros Absolute vs. Relative Cell References Using Formulas in Macros Making Macros Always Available

Introducing Visual Basic for Applications

Opening a Recorded Macro in Visual Basic Referencing Cells the VB Way Changing the Contents of a Cell Getting More Visual Basic Help

17. Formatting and Charts: Well-Dressed Spreadsheets

Formatting Worksheets

Automatic Formatting with Table Styles

Automatic formatting bonus

The Format Painter Formatting Cells by Hand

Changing cell size Hiding and showing rows and columns

Format Cells with Borders and Fill Color

Removing borders

Setting Cell Fill Colors Changing How Text Looks

Adding number formats Add or remove decimal places Changing fonts Changing the standard fonts Aligning text Merging cells

Adding Pictures, Movies, and Text Boxes

Inserting by the Insert menu

Charts

Chart Parts Step 1: Select the Data Step 2: Choose a Chart Style Step 3: Check Your Results Step 4: Design the Chart Content Step 5: Refine the Chart’s Appearance Transparent Bars Advanced Analysis Charting

Error bars Trend lines

Sparklines: Small, Intense, Simple Datawords

Formatting Sparklines Moving and Removing Sparklines

18. Printing and Sharing Spreadsheets

Printing Worksheets

Print Preview Print to PDF Files Page Setup

Page orientation Margins tab Header/Footer tab Sheet tab

Sharing a Workbook

Protecting the Spreadsheet Tracking Changes Merging Workbooks

4. PowerPoint

19. Planning and Creating Great Presentations

Planning the Presentation

The Goals of Your Presentation Know Your Audience Tailor the Presentation to the Audience Outline the Presentation Build Your Presentation Practice

Delivering the Presentation

Welcome Your Audience Introduce Your Presentation Making the Presentation Review Evaluating the Presentation

Designing an evaluation form

Presentation Hardware

Laptops Projectors

Choosing a projector Renting projectors Projection screens

Remote Controls

20. Building a PowerPoint Presentation

Step 1. Choose a Template

The Three-Pane View

Step 2: Specify a Theme Step 3: Add Slides and Choose Layouts

Changing Themes in Midstream

Step 4: Writing the Outline

Using a Word Outline

Step 5: Building the Show

Using Masters

Slide master Editing the slide master Adding new elements to a slide master Slide layouts Modifying slide layouts Handout master Notes master

View Controls Navigation Manipulating Your Slides

Inserting new slides Inserting slides from other presentations Duplicating a slide Deleting a slide Moving slides around Hiding slides

How to Build a Slide

Using Backgrounds

Changing backgrounds

Working with Text

Editing and formatting text Formatting bullets Other characters as bullets Graphics as bullets

Adding Graphics, Charts, and Tables

Graphics Tables Charts

Movies and Sounds

Format Movie options Format Audio options Record your own audio

Other Objects

Hyperlink

21. Putting On the Show

Adding Movement

Transitions

Add a transition Choosing transition styles Subtle Exciting Dynamic Content Customizing your transitions

Multimedia Effects Adding Animations Putting Controls on Slides Adding Narration

Adding a soundtrack

Putting On the Show

Setting Up Rehearsing Your Presentation Choosing a Navigation Scheme Presenting Onscreen Controlling the Show Using Presenter View

Recycling Your Presentations

Saving Presentations as QuickTime Movies Broadcasting Presentations on the Web Saving Slides as Graphics

Send to iPhoto Save as Pictures

Printing Your Presentation

Page Setup Printing Your Slides Notes and Handouts

5. Office As a Whole

22. Making the Most of Graphics and Media

Inserting a Graphic or Media Clip The Clip Art Gallery

Categories Online Adding Your Own Clips Deleting Clips Search Working with Clip Art

AutoShapes, Lines, SmartArt, and WordArt

AutoShapes Lines Formatting and Editing Shapes and Lines SmartArt Graphics WordArt Aligning Objects

The Drawing grid Rotating drawing objects

Modifying Graphics with the Format Dialog Box

Formatting Fills

Fill Color: Standard palette Fill Color: More Colors Format fill: Gradients Format fill: Picture or Texture Format fill: Pattern

Drawing Lines Adding Shadows Glow and Soft Edges Effects Creating Reflections 3-D Format 3-D Rotation Adjust Picture Artistic Filters Cropping Graphics Formatting Text Boxes Size Adjustments Adjust Position

Storing Favorites in the Scrapbook Object Linking and Embedding (OLE)

Creating Linked Objects Editing Linked Objects Repairing a Broken Link Overriding Automatic Updating Creating Embedded Objects Editing Embedded Objects

23. Customizing Office

Customizing the Ribbon Customizing Your Toolbars

Showing Other Toolbars Creating Custom Toolbars

To move a button or delete it from a toolbar To add a button to a toolbar To design a new toolbar from scratch

Attaching Custom Toolbars to Documents

Redesigning Your Menus

Adding a Command Removing a Menu Command Adding a Menu Removing a Menu Moving Whole Menus, or Specific Commands Resetting Everything Back to Normal

Reassigning Key Combinations AppleScripting Office What is AppleScript?

Why Use AppleScript?

Installing and Running Office Scripts

Installing Applets and Droplets Installing Script Menu Scripts Running the Scripts

6. Appendixes

A. Installation and Troubleshooting

Installing Office

Using the Installer Removing Office

Troubleshooting

Check for a Bad Settings or Preference File Uninstall and Reinstall Office Research Your Problem Online

B. The Office Help System

Office Help Help from Mac OS X Web-Based Help

C. Office 2011, Menu by Menu

Application Menu

About [Program Name] Online Registration Application Menu Preferences Work Offline (Outlook only) Turn Off (or On) Office Reminders (Outlook only) Services Hide [Program Name] Hide Others Show All Quit [Program Name]

Excel Menus File Menu

New Workbook New from Template Open Open URL Open Recent Close Save Save As Save as Web Page Save Layout Web Page Preview Page Setup Print Area Print Properties

Edit Menu

Undo Repeat/Redo Cut, Copy, Copy to Scrapbook Paste, Paste from Scrapbook, Paste Special Paste Special Fill Clear Delete Delete Sheet Move or Copy Sheet Find Replace Go To Links Object

View Menu

Normal Page Layout Ribbon Toolbars Formula Bar Status Bar Media Browser Toolbox Formula Builder Scrapbook Reference Tools Compatibility Report Header and Footer Comments Ruler Custom Views Full Screen Zoom Sized with Window Chart Window

Insert Menu

Cells Rows Columns Chart Sparklines Table Sheet Page Break Function Name New Comment Photo Audio Movie Clip Art Symbol Shape Text Box SmartArt Graphic WordArt Object Hyperlink

Format Menu

Cells Row Column Selected Chart Area Sheet Conditional Formatting Style

Tools Menu

Spelling Thesaurus Dictionary Language AutoCorrect Error Checking Share Workbook Track Changes Merge Workbooks Protection Flag for Follow Up Goal Seek Scenarios Auditing Macros Add-Ins Customize Keyboard

Data Menu

Sort Filter Clear Filters Advanced Filter Form Subtotals Validation Data Table Text to Columns Consolidate Group and Outline PivotTable Report Get External Data Refresh Data

Chart Menu

Chart Type Save as Template Move Chart Source Data Add Data Add Trendline 3-D Rotation

Window Menu

Minimize Zoom Window Bring All to Front New Window Arrange Hide Unhide Split Freeze Panes Window List

Help Menu

Search Excel Help Welcome to Excel Get Started with Excel Check for Updates Visit the Product Web Site Send Feedback about Excel

Scripts Menu

About this Menu Sample Automator Workflows

Outlook Menus File Menu

New Open Open Another User’s Folder Close Save Save As Folder Import Export Page Setup Print

Edit Menu

Undo Redo Cut Copy Copy to Scrapbook Paste Paste From Scrapbook Paste and Match Style Clear Select All Duplicate Delete Find Spelling and Grammar Substitutions Transformations Speech Special Characters

View Menu

Previous Next Go To Columns Arrange By View specific Menus: Reading Pane Media Browser Toolbox – Scrapbook Toolbox – Reference Tools Navigation Pane Ribbon Hide/Show Toolbar Customize Toolbar

Message Menu

Reply Reply to All Forward Forward Special Forward as Attachment Mark as Read Mark as Unread Mark All as Read Attachments Sender Junk Mail Priority Follow Up Categorize Rules Move

Draft

Send HTML Format Check Names. Attachments Signatures Security Priority Follow Up Categorize

Meeting

Invite Attendees Recurrence Time Zone Signatures Show As Private Categorize

Contact

New E-Mail Message To New Meeting With New IM Contact Forward as vCard Map Address Update from Directory This Contact is Me Follow Up Categorize Move

Task

Mark as Complete Reply Reply All Forward Recurrence Priority Follow Up Categorize Move

Note

Forward as Email Forward as Attachment Categorize Move

Format Menu

Font Style Size Color Highlight Text Encoding Increase Font Size Decrease Font Size Alignment Numbered List Bulleted List Increase Indent Decrease Indent Hyperlink

Tools Menu

Run Schedule Send & Receive IMAP Folders Out of Office (used with Exchange) Public Folders (used with Exchange) Rules Junk E-Mail Protection Accounts

Window Menu

Minimize Zoom Window Progress Error Log My Day Contact Search Window List

Help Menu

Search Outlook Help Welcome to Outlook Get Started with Outlook Check for Updates Visit the Product Web Site Send Feedback about Outlook

Scripts Menu

About this Menu

PowerPoint Menus File Menu

New, New from Template, Open, Open URL, Open Recent, Close, Save, Save As Save as Pictures Save as Movie Share Reduce File Size Restrict Permissions Page Setup, Print Properties

Edit Menu

Undo, Repeat/Redo, Cut, Copy, Copy to Scrapbook Paste, Paste from Scrapbook Paste Special Clear Select All Duplicate Delete Slide Find Special Characters Object

View Menu

Normal, Slide Sorter, Notes Page, Presenter View, Slide Show Master Ribbon Toolbars Message Bar Media Browser Toolbox Custom Animation Scrapbook Reference Tools Compatibility Report Header and Footer Comments Ruler Guides Zoom

Insert Menu

New Slide Duplicate Slide Slides From Section Text Box WordArt Header and Footer Date and Time Slide Number Table Chart SmartArt Graphic Photo, Audio, Movie, Clip Art, Symbol, Shape, Object, and Hyperlink

Format Menu

Font Paragraph Bullets and Numbering Columns Alignment Text Direction Change Case Replace Fonts Theme Colors Slide Background Shape

Arrange

Reorder Objects Reorder Overlapping Objects Bring to Front Send to Back Bring Forward Send Backward Group Ungroup Regroup Rotate or Flip Align or Distribute

Tools Menu

Spelling, Thesaurus, Dictionary, Language, AutoCorrect, Flag for Follow Up Macros Add-Ins

Slide Show Menu

Play from Start Play from Current Slide Broadcast Slide Show Custom Shows Presenter View Rehearse Record Slide Show Action Buttons Action Settings Custom Animation Transitions Hide Slide Set Up Show

Window Menu

Minimize Window, Zoom Window, New Window, Arrange All, Bring All to Front Cascade Next Pane Window List

Help Menu AppleScript Menu Word Menus File Menu

New Blank Document, New from Template, Open, Open URL, Open Recent, Close, Save, Save As Save as Web Page Share Web Page Preview Restrict Permissions Reduce File Size Page Setup, Print Properties

Edit Menu

Undo, Repeat/Redo, Cut, Copy, Copy to Scrapbook Paste, Paste Special Paste and Match Formatting Clear Select All Links Object

View Menu

Draft, Web Layout, Outline, Print Layout, Notebook Layout, Publishing Layout, Full Screen Ribbon Toolbars Sidebar Message Bar Toolbox Styles Citations Scrapbook Reference Tools Compatibility Report Ruler Header and Footer Footnotes Master Document Markup Reveal Formatting Zoom

Insert Menu

Break Page Numbers Date and Time AutoText Field New Comment Caption Cross-reference Index and Tables Watermark Tables Chart SmartArt Graphic Photo, Audio, Movie, Clip Art, Symbol, Shape, Text Box WordArt Equation File Object HTML Object Bookmark Hyperlink

Format Menu

Font Paragraph Document Bullets and Numbering Borders and Shading Columns Tabs Drop Cap Text Direction Change Case AutoFormat Style [Object]

Font Menu Tools Menu

Spelling and Grammar Thesaurus Hyphenation Dictionary Language Word Count AutoCorrect Track Changes Merge Documents Protect Document Block Authors Unblock All My Blocked Areas Protect Documents Flag for Follow Up Mail Merge Manager Envelopes Labels Letter Wizard Contacts Macros Templates and Add-Ins Customize Keyboard

Table Menu

Draw Table Insert Delete Select Merge Cells Split Cells Split Table AutoFit and Distribute Heading Rows Repeat Convert Sort Formula Gridlines Table Properties

Window Menu

Zoom Window, Minimize Window, Bring All to Front New Window Arrange All Split Window List

AppleScript Menu Help Menu

D. SkyDrive and Office Web Apps

Why Compute in the Cloud? Signing Up for SkyDrive and Office Web Apps Storing Files on SkyDrive

Using the Document Connection to SkyDrive Creating SkyDrive and Sharing Folders Managing Your SkyDrive Folders

Working with the Office Web Apps

Moving Documents Between Web Apps and Office 2011 Programs

Index About the Author Colophon

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