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PUBLISHED BY
Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
Copyright © 2001 by Carol Brown and Resources Online
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission
of the publisher.
Library of Congress Cataloging-in-Publication Data
Microsoft Office XP Plain & Simple / Carol Brown, Resources Online.
p. cm.
Includes index.
ISBN 978-0-735-61449-9
1. Microsoft Office. 2. Business--Computer programs. I. Title: Microsoft Office XP
Plain and Simple. II. Resources Online.

HF5548.4.M525 M5385 2001

005.369--dc21 2001044400
Printed and bound in the United States of America.
1 2 3 4 5 6 7 8 9 QWT 6 5 4 3 2 1
Distributed in Canada by Penguin Books Canada Limited.
A CIP catalogue record for this book is available from the British Library.
Microsoft Press books are available through booksellers and distributors worldwide. For further information about international editions, contact your
local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 706-7329. Visit our Web site at www.microsoft.com/
mspress. Send comments to [email protected].
FrontPage, Microsoft, Microsoft Press, NetMeeting, the Office logo, Outlook, PowerPoint, SharePoint, and Windows are either registered trademarks
or trademarks of Microsoft Corporation in the United States and/or other countries. Other product and company names mentioned herein may be the
trademarks of their respective owners.
The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No
association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be
inferred.
Acquisitions Editor: Kong Cheung
Project Editors: Judith Bloch and Kristen Weatherby

Body Part No. X08-24301

Contents Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii

1 About This Book 1

No Computerese! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
A Quick Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
A Few Assumptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
A Final Word (or Two) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

2 Jumping Into Microsoft Office 5

Starting an Office Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Opening an Existing File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Finding a File or Text in a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Working with Documents in More Than One Program . . . . . . . . . . 10
Editing More Than One Document at a Time . . . . . . . . . . . . . . . . . . 11
Saving or Deleting a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Printing in Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Closing Files and Quitting Office . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Working Efficiently Using Toolbars and Task Panes . . . . . . . . . . . . 18
Working Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Common Office XP Tasks and Where to Learn About Them . . . . . 22
Recovering Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Repairing Office Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

3 Enhancing Documents 25
Adding Pictures to Your Documents . . . . . . . . . . . . . . . . . . . . . . . . . 26
Adding Clip Art and Other Types of Media . . . . . . . . . . . . . . . . . . . 28
Changing the Size, Placement, and Content of Pictures . . . . . . . . . . 30
Contents iii
 Enhancing Pictures with Colors and Borders . . . . . . . . . . . . . . . . . . 32
Adding and Modifying WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

4 Creating, Editing, and Printing a Word Document 37

Starting a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Selecting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Moving and Copying Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Using Automatic Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Inserting Special Characters and the Date and Time . . . . . . . . . . . . 44
Correcting Typos and Spelling Automatically . . . . . . . . . . . . . . . . . 46
Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using Word’s Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Inserting New Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Adding and Removing Page Numbers . . . . . . . . . . . . . . . . . . . . . . . . 52
Setting Up Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Addressing and Printing Envelopes and Label Sheets . . . . . . . . . . . 56
Viewing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Printing from Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5 Formatting a Word Document 61

Changing Font and Size, Italics, Color, and Other Effects . . . . . . . . 62
Setting the Space Between Lines and Paragraphs . . . . . . . . . . . . . . . 63
Aligning and Indenting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Creating Bulleted and Numbered Lists . . . . . . . . . . . . . . . . . . . . . . . 66
Controlling Text Placement with Tabs . . . . . . . . . . . . . . . . . . . . . . . . 67
Arranging Text in Newspaper-style Columns . . . . . . . . . . . . . . . . . . 68
Adding Shading, Borders, and Other Special Effects . . . . . . . . . . . . 70
What’s a Style? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Applying a Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

iv Contents
 Reusing Formats with Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Finding and Replacing Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

6 Building Complex Documents Using Word 77

Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Adding, Deleting, and Moving Table Rows and Columns . . . . . . . . 80
Adjusting Table Cells, Rows, and Columns . . . . . . . . . . . . . . . . . . . 82
Formatting and Positioning Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Creating a Document with More Than One Section . . . . . . . . . . . . . 86
Repeating Text and Pictures on Every Page . . . . . . . . . . . . . . . . . . . 88
Working on Two Parts of the Same Document . . . . . . . . . . . . . . . . . 89
Working with Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Inserting a Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Automating Mailings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Creating and Printing Labels for a Mass Mailing . . . . . . . . . . . . . . . 94
Translating Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

7 Creating an Excel Worksheet 97

Getting Started with Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Working with Cells and Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Inserting, Deleting, and Moving Areas of a Worksheet . . . . . . . . . 102
Formatting Text and Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Adjusting the Way Text Is Displayed . . . . . . . . . . . . . . . . . . . . . . . . 107
Adding Colors and Patterns to Cells . . . . . . . . . . . . . . . . . . . . . . . . 110
Adding Borders to Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Copying a Table from the Web to Excel . . . . . . . . . . . . . . . . . . . . . 113
Using Templates to Create Workbooks . . . . . . . . . . . . . . . . . . . . . . 114
Naming, Adding, and Moving Worksheets . . . . . . . . . . . . . . . . . . . 116
Printing from Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Previewing and Moving Page Breaks Before Printing . . . . . . . . . . 121
Contents v
 8 Working Efficiently with Data and Calculations 123
Using Formulas to Work with Your Data . . . . . . . . . . . . . . . . . . . . 124
Simplifying Calculations Using Functions . . . . . . . . . . . . . . . . . . . 126
Copying Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Using Relative and Absolute Cell References . . . . . . . . . . . . . . . . . 129
Switching Between Relative and Absolute References . . . . . . . . . 130
Using Data from Different Workbooks . . . . . . . . . . . . . . . . . . . . . . 131
Entering Data Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Naming Cells and Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Tracking and Correcting Errors in a Worksheet . . . . . . . . . . . . . . . 134
Working with Large Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Adding Notes to a Worksheet Using Comments . . . . . . . . . . . . . . . 138

9 Charting and Analyzing Data 139

Showing Data in a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Working Efficiently with Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Adding Text or Special Formats to Charts . . . . . . . . . . . . . . . . . . . . 143
Modifying Data in a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Creating Excel Lists: Why and How . . . . . . . . . . . . . . . . . . . . . . . . 147
Sorting and Filtering Data in a List . . . . . . . . . . . . . . . . . . . . . . . . . 148
Creating Subtotals and Other Information for
Groups of Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

10 Using Outlook for E-Mail 151

Setting Up an E-Mail Account for the First Time . . . . . . . . . . . . . . . 152
Composing and Sending an E-Mail Message . . . . . . . . . . . . . . . . . 154
Checking E-Mail and Responding to Messages . . . . . . . . . . . . . . . 156
Sending and Receiving E-Mail Attachments . . . . . . . . . . . . . . . . . . 158
Creating an E-Mail Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
vi Contents
 Organizing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Managing Your Mailbox Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Subduing Junk E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

11 Scheduling with Outlook 167

Scheduling Appointments, Meetings, and Events . . . . . . . . . . . . . . 168
Changing Appointments, Meetings, and Events . . . . . . . . . . . . . . . 170
Viewing and Printing a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Scheduling a Meeting for a Group . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Using the Microsoft Office Internet Free/Busy Service . . . . . . . . . 176
Personalizing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

12 Managing Personal Information Using Outlook 179

Previewing Your Day’s Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Creating an Online Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Building on Your Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Creating an Online To-Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Managing Your Online To-Do List . . . . . . . . . . . . . . . . . . . . . . . . . 186
Keeping a Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Making Notes to Yourself . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Sorting and Filtering Contacts, Tasks, and Other
Outlook Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Printing from Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

13 Collaborating Using Office 195

Sending Out Documents for Review . . . . . . . . . . . . . . . . . . . . . . . . 196
Adding Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Tracking Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Discussing a Document On Line . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Contents vii
 Comparing and Merging Changes and Comments . . . . . . . . . . . . . 202
Sharing Information Among Programs . . . . . . . . . . . . . . . . . . . . . . 203
Getting Documents from the Internet . . . . . . . . . . . . . . . . . . . . . . . 204
Importing and Exporting Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Holding an Online Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Embedding and Linking Information . . . . . . . . . . . . . . . . . . . . . . . . 208
Protecting Your Excel Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

14 Creating a PowerPoint Presentation 211

Creating a Presentation from Scratch . . . . . . . . . . . . . . . . . . . . . . . 212
Creating a Presentation Using a Template . . . . . . . . . . . . . . . . . . . . 213
Creating a Presentation Using Sample Content . . . . . . . . . . . . . . . . 214
Using a Word Outline to Start a Presentation . . . . . . . . . . . . . . . . . 216
Viewing PowerPoint Slides in Different Ways . . . . . . . . . . . . . . . . 217
Outlining a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Adding Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Adding Slides from Other Presentations . . . . . . . . . . . . . . . . . . . . . 222
Adding Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Previewing Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Printing from PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

15 Enhancing a PowerPoint Presentation 227

Creating Impact with Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Animating Slide Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Animating a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Recording Narration for a Presentation . . . . . . . . . . . . . . . . . . . . . . 232
Power Tips for PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Animating Text and Other Objects . . . . . . . . . . . . . . . . . . . . . . . . . 234
Modifying Motion Path Animation . . . . . . . . . . . . . . . . . . . . . . . . . 236

viii Contents
16 Delivering a PowerPoint Presentation 239
Preparing Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Customizing a Slide Show for a Particular Audience . . . . . . . . . . . 243
Setting Up a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Rehearsing and Timing a Presentation . . . . . . . . . . . . . . . . . . . . . . . 245
Presenting a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Broadcasting a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

17 Getting Started Using an Access Database 251

What Is a Database? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Using a Wizard to Start a Database . . . . . . . . . . . . . . . . . . . . . . . . . 254
Learning by Example from the Northwind Database . . . . . . . . . . . 255
Viewing Database Objects in the Database Window . . . . . . . . . . . 256
Opening and Editing a Database Table . . . . . . . . . . . . . . . . . . . . . . 258
Adding Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Asking a Database Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Creating a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Printing from Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

18 Using FrontPage 265

What Is a Web Site? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Creating a New Web Site Using a Wizard . . . . . . . . . . . . . . . . . . . . 267
Opening and Closing a Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Listing Web Pages and Images Using Folders . . . . . . . . . . . . . . . . 269
Editing Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Changing the Look of a Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Checking and Fixing Hyperlinks in a Web Site . . . . . . . . . . . . . . . 272
Adding and Deleting Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Adding Hyperlinks to Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Contents ix
 Previewing Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
Printing from FrontPage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Opening and Navigating Web Pages . . . . . . . . . . . . . . . . . . . . . . . . 280

19 Publishing Web Pages in Office 281

Creating Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Publishing Web Pages on the Internet . . . . . . . . . . . . . . . . . . . . . . . 283
Starting Web Pages Using a Wizard . . . . . . . . . . . . . . . . . . . . . . . . . 284
Starting a Web Site in Publisher . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Previewing a Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Linking Pages Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Editing and Deleting Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Changing the Look of a Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Saving a Word or Publisher Web Page . . . . . . . . . . . . . . . . . . . . . . . 291
Saving a Worksheet as a Web Page . . . . . . . . . . . . . . . . . . . . . . . . . 292
Saving a Presentation as a Web Page . . . . . . . . . . . . . . . . . . . . . . . . 294
Creating a Web Archive to Send in an E-mail Message . . . . . . . . . 296

20 Creating a Publication with Publisher 297

Creating a Specific Type of Publication . . . . . . . . . . . . . . . . . . . . . 298
Publisher in a Nutshell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Creating a Publication with a Special “Look” . . . . . . . . . . . . . . . . . 301
Adding Calendars, Stars, and Other Elements to a Page . . . . . . . . 302
Adding and Deleting Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Changing Your Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Working with Frames for Pictures and Text . . . . . . . . . . . . . . . . . . 307
Adding and Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Fitting Text in Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Adding Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Wrapping Text Around Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
x Contents
 Layering, Grouping, and Rotating Pictures . . . . . . . . . . . . . . . . . . . 314
Checking and Printing a Publication . . . . . . . . . . . . . . . . . . . . . . . . 316

21 Creating and Working with a SharePoint Team Web Site 319

What Is a SharePoint Team Web Site? . . . . . . . . . . . . . . . . . . . . . . . 320
Creating a SharePoint Team Web Site . . . . . . . . . . . . . . . . . . . . . . . 321
Adding Users to Your SharePoint Team Web Site . . . . . . . . . . . . . 322
Storing Documents on a SharePoint Team Web Site . . . . . . . . . . . 324
Organizing Documents on a SharePoint Team Web Site . . . . . . . . 326
Scheduling Events for a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Setting Up a Contact List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Carrying On an Online Team Discussion . . . . . . . . . . . . . . . . . . . . 330
Changing the Look of a SharePoint Team Web Site . . . . . . . . . . . . 331
Editing the SharePoint Team Web Site in FrontPage . . . . . . . . . . . 332

i Index 333

Contents xi
 Acknowledgments
Contributing writers
Nanette J. Eaton, for clean, concise, correct copy, delivered on time, every time
Tycen Hopkins, for practicing technical wizardry while writing three challenging chapters
Erin Page, for condensing years of experience and expertise into the chapters on Excel

Editors
Norreen Holmes, Lead, our Delphic oracle of copy, for interpreting what is correct and
what ain’t
Nona Allison, for her infusion of energy as a one-person editorial emergency response team
Jan Bultmann, for her keen eye and meticulous attention to the fine points
Jill Carlsen, readers’ advocate, for bringing a fresh perspective to technical detail
Cindy Riskin, for her unflagging and conscientious pursuit of technical accuracy

Production
Kat Marriner, Lead, as Ruler of Organization for keeping us on task, and as Monarch of
Tight Spaces, for making it all fit
Heidi Hackler, for her speed and versatility as a production crew of one
April Richards, FreeHand jockey extraordinaire, for transforming screenshots into illustrations
Laren Watson, for working up pages and polishing them shiny

Indexer
Luke Celt, for working under deadlines to build an index that is as thoughtful as it is thorough

Microsoft Press
Judith Bloch, for even-handed grace under pressure
Kristen Weatherby, for her hard work and thorough reviews
Kong Cheung, for entrusting us with this title
xii Acknowledgments
1
In this section
About This Book

No Computerese! I f you want to get the most from your computer and Microsoft Office XP
with the least amount of time and effort—and who doesn’t?—this
book is for you. You’ll find Microsoft Office XP Plain & Simple to be a
A Quick Overview straightforward, easy-to-read reference tool. With the premise that your
A Few Assumptions computer should work for you, not you for it, this book’s purpose is to
help you get your work done quickly and efficiently so that you can get
A Final Word (or Two) away from the computer and live your life.

No Computerese!
Let’s face it—when there’s a task you don’t know how to do but you
need to get it done in a hurry, or when you’re stuck in the middle of a
task and can’t figure out what to do next, there’s nothing more frustrat-
ing than having to read page after page of technical background material.
You want the information you need—nothing more, nothing less—and
you want it now! And it should be easy to find and understand.
That’s what this book is all about. It’s written in plain English—no
technical jargon and no computerese. There’s no single task in the book
that takes more than three pages. Just look the task up in the index or the
table of contents, turn to the page, and there’s the information you need,
laid out in an illustrated step-by-step format. You don’t get bogged
down by the whys and wherefores: just follow the steps and get your
work done with a minimum of hassle.
 Occasionally you might have to turn to another page if the the next time you need to know how to get something done. But
procedure you’re working on is accompanied by a “See Also.” that doesn’t mean we scattered the information about with wild
That’s because there’s a lot of overlap among tasks, and we didn’t abandon.
want to keep repeating ourselves. We’ve scattered some useful We’ve organized the book by Office program, dedicating from
“Tips” here and there, and thrown in a “Try This” or a “Caution” one to three sections to each program. We’ve also included four
once in awhile, but by and large we’ve tried to remain true to the sections that cover commonalities in all the programs. In each
heart and soul of the book, which is that the information you need section we arranged procedures within the main task in a loose
should be available to you at a glance. progression from the simplest to the most complex.
We cover the mainstays of Office—Microsoft Word, Microsoft
Useful Tasks… Excel, Microsoft PowerPoint, and Microsoft Outlook—with three
Whether you use Office XP at home or on the road, we’ve tried to sections devoted to each program. In each case, we start with the
pack this book with procedures for everything we could think of basics of building a document, spreadsheet, presentation, or e-mail
that you might want to do, from the simplest tasks to some of the message, and then, in subsequent sections, build on the basics as
more esoteric ones. appropriate for each program.
There are many features that work in similar ways no matter
A
…nd the Easiest Way to Do Them what program you’re using. As a demonstration of the tight integra-
Another thing we’ve tried to do in this book is find and document tion and consistency in the Office XP suite, two sections describe
the easiest way to accomplish a task. Office XP often provides a tasks from the point of view of any Office program.
multitude of methods to accomplish a single end result—which First, Section 2, “Jumping Into Microsoft Office,” introduces
can be daunting or delightful, depending on the way you like to the basic commonalities in Office—starting and quitting programs;
work. If you tend to stick with one favorite and familiar approach, opening, finding, saving, closing, deleting, and printing files; and
we think the methods described in this book are the way to go. If getting assistance. There are, however, other features common to
you like trying out alternative techniques, go ahead! The intuitive- all programs. We’ve put some in the sections where you might en-
ness of Office XP invites exploration, and you’re likely to discover counter them first—for example, formatting text in Section 5,
ways of doing things that you think are easier or that you like better “Formatting a Word Document.” Look for others in sections where
than ours. If you do, that’s great! It’s exactly what the developers they are integral to a program. For example, you can send e-mail
of Office XP had in mind when they provided so many alternatives. from most Office programs, but you’ll find the details in Section
10, “Using Outlook for E-Mail.” These common features are listed
A Quick Overview in a table in “Common Office XP Tasks and Where to Find Them,”
Your computer may have come with Office XP already installed, on page 22.
but if you do have to install it yourself, the Setup Wizard makes Second, Section 3, “Enhancing Documents,” describes tools
installation so simple that you won’t need our help. So, unlike available in virtually every program. Here you’ll find out how to
many computer books, this one doesn’t start with installation in- add media ranging from clip art and WordArt to sound and video
structions and a list of system requirements. and learn how to embellish pictures by playing with their size, po-
Next, you don’t have to read this book in any particular order. sition, color, and the like.
It’s designed so that you can jump in, get the information you Office XP has greatly enhanced the collaborative experience,
need, and then close the book and keep it near your computer until so two sections highlight both new and familiar tools to help build

2 No Computerese!
 About This Book
cohesive and effective teams. Section 13, “Collaborating Using work with files—copy, move, open, close, and delete them—and
Office,” focuses on Office tools for creating and managing a docu- are at home with the basic Windows interface of menus, buttons,
ment in a team environment. Section 21, “Creating and Working and options. If you’re not, we recommend one of two companion
with a SharePoint Team Web Site,” outlines the ways you can build books, depending on the version of Windows you’re using:
and manage a team Web site for creating event calendars, storing Microsoft Windows ME At a Glance or Microsoft Windows XP
documents, and other team activities, without any knowledge of Plain & Simple.
HTML (Hypertext Markup Language) or other programming.
We’ve devoted two sections to Office features for publishing
to the Web. Section 19, “Publishing Web Pages in Office,”
A Final Word (or Two)
We had three goals in writing this book:
focuses primarily on how to create Web pages based on Word,
Excel, PowerPoint, and Microsoft Publisher documents. Section ● Whatever you want to do, we want the book to help you get it
18, “Using FrontPage,” introduces the basic skills you’ll need to done.
build and maintain an entire Web site.
To get you going in Microsoft Access and Publisher we offer ● We want the book to help you discover how to do things you
one section on each. Section 17, “Getting Started Using an Access didn’t know you wanted to do.
Database,” introduces the practical and simple ways you can take
advantage of the powerful data-management tools in Access. Sec- ● And, finally, if we’ve achieved the first two goals, we’ll be
tion 20, “Creating a Publication with Publisher,” gives you a jump- well on the way to the third, which is for our book to help you
start on creating a publication and introduces you to Publisher’s enjoy using Office XP. We think that’s the best gift we could
powerful wizards that help you add text and pictures and embellish give you to thank you for buying our book.
your publication in myriad ways.
We hope you’ll have as much fun using Microsoft Office XP
Plain & Simple as we’ve had writing it. The best way to learn is by
A Few Assumptions doing, and that’s how we hope you’ll use this book.
We had to make a few educated guesses about you, our audience, Jump right in!
when we started writing this book. You may work at home, in a
small or medium-sized office, or in a large corporation; we also
assume that you have a connection to the Internet. Although you
may have a system administrator or other technical help available
to you, with a few exceptions as noted, the aim of the book is to
help you acquire the fundamental (and not-so-fundamental) skills
of working productively in Office XP without leaning on these
resources.
We assume that you’ve mastered the mouse—you’re com-
pletely at ease with clicking, double-clicking, and dragging, and
know to watch the mouse pointer for indications of what you can
do next. We assume you’re comfortable navigating the Web and
have mastered the basic skills of Windows. You understand how to
A Final Word (or Two) 3
 Jumping Into
2
In this section
Microsoft Office
Starting an Office Program A ll Microsoft Office programs, by design, have a familiar look, their
menus and toolbars are structurally similar, and they take a com-
mon approach to many tasks: quitting programs; opening, finding, sav-
Opening an Existing File
ing, closing, deleting, and printing files; and getting assistance, whether
Finding a File or Text in a File in the form of a tiny ScreenTip or a full-blown task pane.
Working with Documents in This Office–wide consistency makes it possible to offer some effi-
More Than One Program ciency tips—how to work with ever-present toolbars and task panes and
our own favorite techniques for working smart. We also show how to
Editing More Than One
take advantage of Office’s ability to detect and repair internal problems
Document at a Time
as well as to recover your files in the event your computer crashes.
Saving or Deleting a File Each Office program, however, has its own unique approach that
Printing in Office fits hand-in-glove with tasks specific to each program. Microsoft Out-
look in particular stands out as unique. Files and folders are all stored
Closing Files and Quitting and accessed within Outlook, so even though you can perform most of
Office the tasks outlined in this section, in Outlook nearly every task works a
Getting Help bit differently. Note, too, that the steps in this section are general proce-
dures meant to demonstrate how Office programs work in similar ways.
Working Efficiently Using
A particular Office program might work differently from the others, de-
Toolbars and Task Panes
pending on the options available in that program. Bearing this in mind,
Working Smart turn to the sections on specific programs for guidance in building and
Common Office XP Tasks and producing the e-mail messages, worksheets, presentations, Web pages,
Where to Learn About Them and other documents Office makes possible.
Recovering Files
Repairing Office Programs
Starting an Office Program
Office gives you a half dozen ways to start any of its programs. The Office Shortcut Bar, with push-button access to every pro-
We’ve featured two here. One sure-fire method using the Windows gram in Office, can open automatically whenever you start Win-
Start button works no matter what the configuration of your sys- dows. It’s such a nifty gadget and so easy to personalize that you
tem; the other, a bit more efficient, uses the Office Shortcut Bar. might want to make it home base for your most often-used pro-
grams (Office or not), favorite Web links, and even folders you
work in routinely.
Open a Program Using the Start Menu

3 Click the Office program you want to open.

2 Point to Programs.

1 Click Start. b TIP: If you don’t see the Office Shortcut Bar when you
follow the steps in “Display the Office Shortcut Bar on
Windows Startup,” it might not have been installed. To
install it, insert your Office XP disc into the CD drive, and
double-click SETUP.EXE in the dialog box that appears. In
Open a Program Using the Office Shortcut Bar the Microsoft Office XP Setup dialog box, click Add Or
Remove Features, and then click Next. In the Microsoft
1 On the Office Shortcut Bar, click the button of the Office Tools area, click Microsoft Office Shortcut Bar,
Office program you want to open. click Update, and then follow the directions on your
screen. The next time you start Windows, the Office
Word Shortcut Bar will appear.

a SEE
Excel
ALSO: For information about how to move the Of-
fice Shortcut Bar just where you want it, see “Working
Access PowerPoint Efficiently Using Toolbars and Task Panes” on page 18.
Outlook
FrontPage
b TIP: If you forget which button opens which program,
pause the mouse pointer over the button until a
Publisher ScreenTip appears with the details.

6 Starting an Office Program

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