Office 2019 For Seniors For Dummies®
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2019 by John Wiley & Sons, Inc., Hoboken, New Jersey
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the Publisher. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at www.wiley.com/go/permissions
.
Trademarks: Wiley, For Dummies, the Dummies Man logo, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and may not be used without written permission. Microsoft is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.
For general information on our other products and services, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. For technical support, please visit https://hub.wiley.com/community/support/dummies
.
Wiley publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of this book may not be included in e-books or in print-on-demand. If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at http://booksupport.wiley.com
. For more information about Wiley products, visit www.wiley.com
.
Library of Congress Control Number: 2018957812
ISBN 978-1-119-51797-9 (pbk); ISBN 978-1-119-51818-1 (ebk); ISBN 978-1-119-51819-8 (ebk)
Microsoft Office is by far the most popular suite of productivity applications in the world, and with good reason. Its applications are powerful enough for business and professional use, and yet easy enough that a beginner can catch on to the basics with just a few simple lessons.
Depending on how you purchased Office, your version may be called Office 365 or Office 2019. If you made a one-time purchase, it’s Office 2019. If you are using Microsoft’s subscription service, paying monthly or yearly for Office, it’s Office 365.
Which is better? That depends on your needs. Over the long run, the cost is similar. Using Office 365 provides some extra benefits, though, such as automatic software updates. Whenever Microsoft has new features to add to Office, it rolls them out automatically to Office 365 subscribers over the Internet. Office 2019 users don’t get those new features; their version remains static.
If you’re new to Office, this book can help you separate the essential features you need from the obscure and more sophisticated ones you don’t. For the four major Office applications I cover in this book — Word, Excel, Outlook, and PowerPoint — I walk you through the most important and common features, showing you how to put them to work for projects in your job, everyday life, and home.
This book is written specifically for mature people like you, who are relatively new to using Office applications and want to master the basics. In this book, I tried to take into account the types of activities that might interest you, such as investment planning, personal finance, email, and documents and presentations that you might need to prepare for work, clubs, volunteer opportunities, or other organizations that you participate in.This book begins by familiarizing you with Office and showing you how to perform basic tasks. Here I explain some basics that apply to all the Office applications generically, such as saving, opening, and printing files. I also show you some features that all Office applications have in common, such as selecting and formatting text, using the Clipboard, and applying formatting themes. such as starting and exiting each application, entering text, moving around, and saving your work. Then it covers each of the four main applications:
Word (Chapters 4-6): This part explores the most popular application in the Office suite, Microsoft Word. This word processing program helps you create letters, reports, envelopes, and myriad other text-based documents. You’ll see how to format text, change page size and orientation, insert graphics, and more.
Excel (Chapters 7-10): In this part of the book, you can read about Excel, the Office spreadsheet application. See how to enter text and numbers in a worksheet, write formulas and functions that perform calculations, and format worksheets attractively. You can also find out how to create charts and use Excel to store simple databases.
Outlook (Chapters 11-13): Outlook is the email, contact management, and calendar application in Office. In this part of the book, discover how to send and receive email in Outlook, and also how to use Outlook to track appointments and store your personal address book.
PowerPoint (Chapters 14-17): In this part of the book, I show you the basics of PowerPoint, the Office presentation application. You can read how to create presentations that include text and graphics; create cool animation and transition effects; add a musical soundtrack; and share your presentation with others, either in a live-action show or on CD.
Finally, an appendix shows some simple ways to customize how Office applications work when you start them.
This book uses certain conventions to help you find your way:
This book assumes that you can start your computer and use the keyboard and mouse (or whatever device moves the pointer onscreen). It also assumes your computer’s operating system is Windows 10, and that you have either Office 2019 or Office 365.
In addition to the material in the print or ebook you’re reading right now, this product also comes with some access-anywhere goodies on the web. No matter how well you understand the concepts of Office, you’ll likely come across a few questions where you don’t have a clue. To get this material, simply go to www.dummies.com
and search for “Office 2019 For Seniors For Dummies Cheat Sheet” in the Search box.
This is your book; use it how you want. You can start at the beginning and read it straight through, or you can hop to whatever chapter or topic you want. For those of you who are pretty new to computers, you might want to start at the beginning. If you’re new to Office, the beginning part will give you a good foundation on what features work similarly in all the programs.
Part 1
IN THIS PART …
Learn what applications make up the Microsoft Office suite and what each one does
Get familiar with the Office features that are common to all the applications
Find out how to open, save, and print files
Chapter 1
IN THIS CHAPTER
Start an Office Application
Start a New Document
Explore the Office Ribbon and Tabs
Understand the File Menu (Backstage View)
Create a Document
Type Text
Insert a Picture
Move Around in a Document
Select Content
Zoom In and Out
Change the View
Step right up for a tour of Microsoft Office, the most popular suite of applications in the world!
Here are some of the things you can do with Office:
The Office suite consists of several very powerful applications (programs), each with its own features and interface, but the applications also have a lot in common with one another. Learning about one application gives you a head start in learning the others.
In this chapter (and Chapter 2), I take you on a quick tour of some of the features that multiple Office applications have in common, including the tabbed Ribbon area. I also show you how to insert text and graphics in the various applications, and how to move around and zoom in and out.
In these first few chapters, I use Microsoft Word, PowerPoint, and Excel as the example applications because all of them work more or less the same way: They let you open and save data files that contain your work on various projects. Microsoft Outlook works a bit differently, as I show you in Chapters 11 through 13.
Follow these steps to start an Office application:
When you open Word, Excel, or PowerPoint, a Start screen appears (no relation to the Windows Start menu), containing a list of recently used documents and thumbnail images of templates you can use to start new documents. To start a new blank document (which you’ll want to do in order to follow along with this chapter), you can press the Esc key, or you can click the Blank template. The template has a slightly different name depending on the application; in Word it is called Blank document, in Excel it’s Blank workbook, and so on. Figure 1-1 shows the Start screen for Microsoft Word, for example.
To create an additional new blank document after the application is already up-and-running, press Ctrl+N at any time.
All Office applications have a common system of navigation called the Ribbon, which is a tabbed bar across the top of the application window. Each tab is like a page of buttons. You click different tabs to access different sets of buttons and features.
Figure 1-2 shows the Ribbon in Microsoft Word, with the Home tab displayed. Within a tab, buttons are organized into groups. In Figure 1-2, the Home tab’s groups are Clipboard, Font, Paragraph, Styles, Editing, and Voice.
Each Office application has a set of tabs for the tasks it performs. For example, Word has a Mailings tab that holds the commands for doing mail merges. Excel has a Formulas tab that holds the commands for setting up calculations.
The buttons and controls on the tabs operate in different ways. Figure 1-3 points out some examples on Word’s Home tab.
Connected button sets: In connected sets of buttons, selecting a button deselects (cancels) the previous selection in the set.
For example, Figure 1-3 has four buttons in the bottom row for paragraph alignment. The leftmost one is selected; if you click one of the others, it’s automatically canceled.
You can hover the mouse pointer over a button to see a pop-up box, called a ScreenTip, which tells the button’s name and/or purpose.
With some buttons that contain arrows, you can click anywhere on the button face — directly on the arrow or not — to open the menu or palette (an array of colored squares from which you can choose a color). With others, the button face and the arrow are separate clickable areas. Clicking the arrow opens the menu, but clicking the button face applies whatever setting was most recently chosen from the menu.
In the bottom-right corner of many of the groups is a small square with an arrow. Clicking this square (called a dialog box launcher or a properties button) opens a dialog box related to that group. For example, the one for the Paragraph group in Figure 1-3 opens the Paragraph dialog box, which contains controls for every button in that group plus more options not available on the Ribbon.
Not sure which tab contains the command you want, or what the command is called? The Tell me what you want to do… box (shown in Figure 1-2) enables you to ask questions in plain English. Just type your question in the box and press Enter to see a list of relevant commands, and then click the one you want to issue that command.
When you resize the application’s window so the window is narrower than normal, or when you run the application on a computer that has low-resolution video settings, the controls on the Ribbon compress (squeeze together). Some of the groups turn into single buttons with drop-down lists for accessing the individual controls within that group. For example, in Figure 1-4, most of the groups are compressed, and one of the groups has been opened as a drop-down list.
Clicking the File tab opens the File menu, also known as Backstage view. Backstage View provides access to commands that have to do with the data file you are working with — things like saving, opening, printing, mailing, and checking its properties. The File tab is a different color in each application. In Word, for example, it is blue. To leave Backstage view, click some other tab or press the Esc key.
Backstage View lists top-level categories in a navigation pane at the left; click one to see the commands available. The content to the right of the category list depends on what you have chosen.
When a document is open and you enter Backstage View, the Info category appears. It provides information about the current document, and offers commands for protecting the document, checking for issues, and managing versions. In addition, if the document uses a different file format than the latest one, a Convert button appears, enabling you to upgrade to the newest format. See Figure 1-6.
The bottom-most command in the navigation pane is Options, which opens a dialog box from which you can control the settings for the application.
In Word, Excel, and PowerPoint, the Start screen appears when you start the application, and from there you can create a new document (or workbook, or presentation) by pressing the Esc key or clicking the Blank template. You can then just start typing or inserting content into it.
You can also create additional new documents. An easy shortcut to do so is to press Ctrl+N. You can also choose File ⇒ New. That latter method has the advantage of opening a selection of templates you can use to jumpstart your work if you don’t want a totally blank document to start with. Choose one of the templates that appears, or click in the Search for online templates box, type a keyword, and press Enter to look for a certain kind of template. Let’s forego the templates for now, though, and keep working in this chapter with a blank document.
Putting text on the page (or onscreen) is a little different in each of the three major Office applications: Word, Excel, and PowerPoint.
All Office applications accept various types of pictures. Here’s how to insert a photo (or other graphic file) into Word, Excel, or PowerPoint:
The preceding steps apply to picture files, such as images from a digital camera or that you downloaded from the Internet. There are lots of other graphic types, such as online images, WordArt (stylized text), and drawn lines and shapes. Each of these has its own procedure for insertion. Later chapters discuss these in more detail.
As you add content in one of the applications, there might be so much content that you can’t see it all onscreen at once. You might need to scroll through the document to view different parts of it.
The simplest way to move around is by using the scroll bars with your mouse:
Figure 1-11 shows several ways to use a scroll bar:
Selecting content is an essential skill for any Office application. Many commands in Office applications apply to whatever text or graphics you select. For example, to make some text bold, select it first, and then click the Bold button. Figure 1-12 shows some selected text.
To select text in Word or PowerPoint, you can either
Drag the mouse pointer across it (holding down the left mouse button)
or
When text is selected, its background changes color. The color depends on the color scheme in use; with the default color scheme, selected text is blue.
In Excel, you usually want to select entire cells rather than individual bits of text; when the cell is selected, any formatting or other commands that you issue applies to everything in that cell. To select a cell, click it. You can extend the selection to multiple cells by dragging across them or by holding down Shift and pressing the arrow keys.
To select a graphic, click it with the mouse. Selection handles (white squares) appear around the outside of it. Figure 1-13 shows a selected graphic in Word.
When a graphic is selected, you can do any of the following to it:
Figure 1-14
Each Office application has a variety of viewing options available. Each view is suited for a certain type of activity in that application. For example, in Word, you can choose Draft view, which is speedy to work with and presents the text in a simple one-column layout. Or you can choose a Print Layout view, where you can see any special layout formatting you applied, such as multiple columns.
These views are available:
Each application has shortcut buttons to a few of the most common views. You can find these buttons to the left of the Zoom slider, as pointed out in Figure. Hover your mouse over a button to find out which view it selects.
Enjoying the tour so far? There’s lots more ahead in Chapter 2, where I continue walking you through the important features that the Office apps have in common.