Office 2019 For Dummies®
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2018 by John Wiley & Sons, Inc., Hoboken, New Jersey
Published simultaneously in Canada
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Library of Congress Control Number: 2018954238
ISBN 978-1-119-51398-8 (pbk); ISBN 978-1-119-51400-8 (ebk); ISBN 978-1-119-51402-2 (ebk)
Welcome to the most popular office productivity software in the world. If you’re already familiar with Microsoft Office 2007/2010/2013/2016, you’ll find that the new Microsoft Office 2019 is familiar enough to use right away with minimal training. If you’ve been using a much older version of Office (such as Office 2003 or earlier), you’ll find Office 2019 to be a radical leap forward in both features and its user interface.
Like most software, the challenge is figuring out where to find the commands you need and understanding how to use them in the correct order to do something useful. Although this book won’t turn you into a Microsoft Office 2019 expert overnight, it will give you just enough information so you can feel confident using Office 2019 to do something quickly and easily, without tearing your hair out and losing your mind in the process.
In this book, you find out how to master the Ribbon user interface and discover the dozens of new features that Microsoft added to your favorite program, including its new drawing feature, which lets you add text, arrows, lines, and scribbles directly to an Office 2019 document, such as an Excel spreadsheet or a PowerPoint slide. More importantly, you find a host of shortcuts and tips to help you work faster and more efficiently than ever before. Whether you rely on Word, Excel, PowerPoint, Access, or Outlook, you’re sure to glean something new from this book to help you master Office 2019 on your own computer.
This book is targeted toward three kinds of people:
You're familiar with recent versions of Microsoft Office (such as 2007, 2010, 2013, or 2016), and you want to catch up with the new features of Office 2019.
Office 2019 For Dummies is a handy reference for finding out how to use the latest features and changes.
You're upgrading from an older version of Microsoft Office, such as Office 2003 or Office XP.
Office 2019 For Dummies is a gentle guide to help you make a less-painful transition from traditional pull-down menus to the Ribbon user interface.
You've rarely (if ever) used any version of Microsoft Office.
Office 2019 For Dummies can serve as a guide through the following tasks:
No matter how much (or how little) you already know about Microsoft Office, this book can show you how to use the most common and most useful features of Office 2019 so you can start being productive right away.
Although you can just flip through this book to find the features you need, browse through Part 1 for a quick refresher (or introduction) to the Ribbon, the Office 2019 user interface. After you understand the basics of using this new Ribbon user interface, you’ll be able to master any Office 2019 program in no time.
To get the most from this book, you need to understand the following conventions:
In addition to understanding these terms to describe different mouse actions, you also need to understand different keystroke conventions. When you see an instruction such as Ctrl+P, that means to hold down the Ctrl key, press the P key, and then let go of both the Ctrl and P keys at the same time.
Finally, most computer mice offer a scroll wheel that you can roll up or down or press. The scroll wheel scrolls windows up or down, whether you’re using Office 2019 or nearly any other type of program as well. In Office 2019, the scroll wheel doesn’t serve a unique purpose, but it can be a handy tool for rapidly scrolling through windows in any Office 2019 program.
Icons put the spotlight on important or useful information.
You'll find extra resources at www.dummies.com
:
www.dummies.com
and type Office 2019 For Dummies cheat sheet in the Search box.www.dummies.com/extras/office2019
.www.dummies.com
to see books providing more detailed information about using individual Office 2019 programs such as Excel or Access.Here’s your first tip. Any time you do something in Office 2019, you can undo or take back your last command by pressing Ctrl+Z. (Just hold down the Ctrl key, press the Z key, and release both keys at the same time.) By using the all-powerful Undo command, you should have a surging sense of invulnerability when using Office 2019, knowing that at any time you make a mistake, you can turn back time by pressing Ctrl+Z to undo your last command.
Part 1
IN THIS PART …
Starting an Office 2019 program
Using the pop-up toolbar
Modifying pictures and drawing lines
Drawing on Office 2019 documents
Opening and browsing the Help window
Chapter 1
IN THIS CHAPTER
Starting an Office 2019 program
Learning the Ribbon
Customizing an Office 2019 program
Exiting from Office 2019
Microsoft Office 2019 consists of five core programs: Word, Excel, PowerPoint, Access, and Outlook, and each program specializes in manipulating different data. Word manipulates text; Excel manipulates numbers; PowerPoint manipulates text and pictures to create a slide show; Access manipulates organized, repetitive data such as inventories; and Outlook manipulates personal information such as email addresses and phone numbers.
Although each Office 2019 program stores and manipulates different types of data, they all work in similar ways. First, you have to enter data into an Office 2019 program by typing on the keyboard or loading data from an existing file. Second, you have to tell Office 2019 how to manipulate your data, such as underlining, sorting, arranging, or deleting it. Third, you have to save your data as a file.
To help you understand this three-step process of entering, manipulating, and saving data, all Office 2019 programs offer similar commands so you can quickly jump from Word to PowerPoint to Access to Excel. Even better, Office 2019 organizes commands in tabs to make finding the command you need faster and easier than ever before.
You can start a Microsoft Office 2019 program in several ways. The most straightforward way is to use the Windows 10 Start menu. A second option is to open the File Explorer program and then double-click any file created by Office 2019. Doing so will open both the file and the Office 2019 program that created that file, such as Word or Excel.
To start Office 2019 using the Windows 10 Start menu, follow these steps:
Click the Start button on the Windows taskbar (or press the Windows key on the keyboard).
A pop-up menu appears displaying a list of installed programs and tiles.
Scroll down the list of installed programs.
Look for the name of the program, such as Access or Word, and not the complete name, such as Microsoft Access or Microsoft Word. Unlike earlier versions of Microsoft Office, individual programs are no longer grouped in a Microsoft Office folder.
Click the Office 2019 program you want to run, such as Word or Outlook.
Your chosen program appears on the screen. At this point, you can open an existing file or create a new file.
To start Office 2019 File Explorer, follow these steps:
Click the File Explorer icon on the Windows taskbar.
The File Explorer window appears.
Double-click any Office 2019 file.
Each file listed in the File Explorer program displays the icon of the program that created that file. So if you want to open a PowerPoint file, look for the file that displays the PowerPoint icon.
The basic idea behind the Ribbon interface in Microsoft Office is to store groups of related and commonly used commands (or their icons) under separate tabs.
Although each Office 2019 program displays different tabs, the four most common ones are the File tab, the Home tab, the Insert tab, and the Draw tab.
The File tab lets you open, save, and print your files. In addition, the File tab also lets you close a document or customize an Office 2019 program through the Options command, as shown in Figure 1-1.
The Home tab displays icons that represent the most common commands for that particular Office 2019 program, such as formatting commands as shown in Figure 1-2.
The Insert tab displays icons that represent common commands for adding items such as pictures and tables to a file, as shown in Figure 1-3.
The Draw tab displays icons that represent common commands for drawing lines in colors, as shown in Figure 1-4.
In addition to the File, Home, Insert, and Draw tabs, every Office 2019 program also includes tabs that contain commands specific to that particular program. For example, Excel contains a Formulas tab that contains commands for creating a formula in a spreadsheet and PowerPoint contains a Transitions tab for adding transitions to your presentation slide shows.
Some of the various commands available on the File tab follow:
Account: Displays information about your OneDrive account.
OneDrive is Microsoft’s cloud computing service that lets you store files online so you can access them from other devices, such as a smartphone, a tablet, or another computer.
Each time you create a file, you have the option of choosing different types of templates that are already formatted and designed for specific purposes, such as a calendar, newsletter, sales report, or corporate slideshow presentation, as shown in Figure 1-6.
To create a file, follow these steps:
Click New.
A list of templates appears (refer to Figure 1-6).
Double-click the template you want to use.
Office 2019 creates a file based on your chosen template. Some templates must be downloaded from Microsoft's website, requiring access to the Internet.
When you load an Office 2019 program, you may want to edit a file that you created and modified earlier. To open an existing file, you need to tell Office 2019 the location and name of the file you want to open.
The five options for finding an existing file are as follows:
To open a file, follow these steps:
Click Open.
An Open pane appears, as shown in Figure 1-7.
Pressing Ctrl+O is a keystroke shortcut for displaying the Open pane.
Click the file you want to open.
Your chosen file appears.
Saving a file stores all your data on a hard drive or other storage device (such as a USB flash drive). You can also save a file to a OneDrive account so you can access that file anywhere you have Internet access. The first time you save a file, you need to specify three items:
The location can be any folder on your hard drive or in your OneDrive account. It’s a good idea to store similar files in a folder with a descriptive name, such as Tax Information for 2021 or Letters to Grandma. If you save your files to your computer, Office 2019 stores all your files in the Documents folder unless you specify otherwise.
You can give a file any name you want, but it’s a good idea to give your file a descriptive name, such as Latest Resume 2019 or Global Trade Presentation for Meeting on October 29, 2022.
The format of your file defines how Office 2019 stores your data. The default file format is simply called Word document, Excel workbook, PowerPoint presentation, or Access database. Anyone using Office 2016, 2013, 2010, or Office 2007 can open these files.
If you want to share files with people using older versions of Microsoft Office or other word processors, spreadsheets, or database programs, you need to save your files in a different file format. To share files with people using older versions of Microsoft Office, save your files in a format known as 97-2003, such as Word 97-2003 Document or PowerPoint 97-2003 Presentation.
TABLE 1-1 File Extension Names Used by Different Versions of Microsoft Office
Program |
Microsoft Office 2007–2019 File Extension |
Microsoft Office 1997–2003 File Extension |
Microsoft Word |
.docx |
.doc |
Microsoft Excel |
.xlsx |
.xls |
Microsoft PowerPoint |
.pptx |
.ppt |
Microsoft Access |
.accdb |
.mdb |
To save your Office 2019 files in the 1997-2003 format, follow these steps:
Click Export.
The middle pane displays different options.
Click Change File Type.
A list of different formats appears, as shown in Figure 1-8.
Click the Save As button.
The Save As dialog box appears.
If you want to share your file with different types of programs, you may need to choose a different file format, such as Rich Text Format or Text.
(Optional) Click in the File Name text box and type a descriptive name for your file.
When you save a file in a different file format, give that file a descriptive name that's different from your original file. That way, you won't confuse the two and send the wrong file format to someone by mistake.
Click Save.
Saving a file keeps it open so you can continue editing it.
When you’ve finished editing a file, you need to close it. Closing a file simply removes the file from your screen but keeps your Office 2019 program running so you can edit or open another file. If you haven’t saved your file, you will be prompted to save your changes when you try to close the file.
To close a file, follow these steps:
Click Close.
If you haven’t saved your file, a dialog box appears asking whether you want to save your changes.
For a faster way to choose the Close command, press Ctrl+F4. Keep in mind that some keyboards assign hardware controls to function keys, so you may need to press a special Fn key when pressing a function key such as F4.
Click Save to save your changes, Don’t Save to discard any changes, or Cancel to keep your file open.
If you click either Save or Don’t Save, Office 2019 closes your file. If this is the first time you've saved the file, a Save As dialog box will appear, letting you define a name for the file and a location to store it.
The Ribbon interface displays tabs that contain groups of related commands. For example, the Layout tab displays only the commands related to designing a page, and the Insert tab displays only the commands related to inserting items into a file, such as a page break or a picture.
Using the Ribbon is a two-step process. First, you click the tab that contains the command you want. Second, you click the command.
Each Ribbon tab displays commands as buttons or icons, organized into groups. The following four types of icons are displayed on the Ribbon:
One-click icons often appear as just an icon or as an icon with a descriptive label (such as the Format Painter and the Bold and Italics icons), as shown in Figure 1-9.
A one-click icon represents a single command. However, there isn’t enough room on the Ribbon to display every possible command as a single icon. As a result, menu icons display a pull-down menu that stores multiple options within a single icon, as shown in Figure 1-10.
Selecting an option in the pull-down menu immediately manipulates your selected data.
Split-menu icons give you two choices:
The Paste and Font Color icons, found on the Home tab of Word, Excel, and PowerPoint, are typical split-menu icons.
A combo box gives you two ways to choose an option:
The Font and Font Size combo boxes, found on the Home tab of Word, Excel, and PowerPoint, are typical combo boxes:
Although some icons include descriptive text (such as Format Painter or Paste), most icons simply look like cryptic symbols from an alien language. To get additional help deciphering icons on the Ribbon, just point the mouse pointer over an icon, and a short explanation appears, called a ScreenTip, as shown in Figure 1-13.
ScreenTips provide the following information:
To view the ScreenTip for any icon on the Ribbon, move the mouse pointer over that icon and wait a few seconds for the ScreenTip to appear.
On each tab, the Ribbon displays related commands in a group. For example, the Home tab groups the Cut, Copy, and Paste commands in the Clipboard group and the text alignment and line-spacing commands in the Paragraph group.
Although you can choose the most commonly used commands directly from the Ribbon, Word often contains dozens of additional commands that don't appear on the Ribbon. To access these more obscure commands, you need to open a dialog box.
In the bottom-right corner of a group of icons on the Ribbon, you’ll see the Show Dialog Box icon, which looks like an arrow pointing diagonally downward, as shown in Figure 1-14.
To open a dialog box that contains additional options, follow these steps:
Click the Show Dialog Box icon in the bottom-right corner of a group, such as the Font or Paragraph group on the Home tab.
Office 2019 displays a dialog box, as shown in Figure 1-15.
Some people like the Ribbon displaying various icons at all times, but others find that it makes the screen too cluttered. In case you want to tuck the Ribbon out of sight (or display a Ribbon that is already tucked out of sight) so that icons appear only when you click a tab, choose one of the following methods:
When you choose either of the first two methods, the Ribbon displays its tabs but hides any icons that normally appear below. When you click the Ribbon Display Options icon, a menu appears (shown in Figure 1-16) with three options:
The Quick Access toolbar appears in the upper-left corner of the screen, directly above the File and Home tabs. The Quick Access toolbar displays icons that represent commonly used commands such as Save and Undo, as shown in Figure 1-17.
If you click the Save icon in the Quick Access toolbar, Office 2019 saves your current file. If you’re saving a new file, a dialog box pops up, asking you to choose a name for your file.
The Undo icon is unique in that it offers two ways to use it. First, you can click the Undo icon to undo the last action you chose. Second, you can click the downward-pointing arrow that appears to the right of the Undo icon to display a list of one or more of your previous actions, as shown in Figure 1-18.
The most recent action you chose appears at the top of the list, the second most recent action appears second, and so on. To undo multiple commands, follow these steps:
Click the left mouse button.
Office 2019 undoes all the multiple actions you selected.
The Quick Access toolbar is designed to put your most commonly used commands (such as the Save and Undo commands) where you can find them quickly. To add other icons to the Quick Access toolbar, follow these steps:
Click a command that you want to add to the Quick Access toolbar, such as Open or Quick Print.
A check mark appears next to each command that currently appears on the Quick Access toolbar. If you want to add a command that isn't displayed on the Quick Access toolbar menu, continue with the rest of Steps 3 through 7.
Click More Commands.
An Options window appears, as shown in Figure 1-20. The panel on the right shows all the current icons on the Quick Access toolbar. The panel on the left shows all the other icons you can add.
Click in the Choose Commands From list box and choose a title, such as Popular Commands or Insert Tab.
The left panel displays a list of icons and commands.
Click OK.
Your chosen icon (or icons) now appears on the Quick Access toolbar.
You can remove icons from the Quick Access toolbar at any time. To remove an icon, follow these steps:
Right-click an icon on the Quick Access toolbar.
A pull-down menu appears.
Click Remove from Quick Access toolbar.
Office 2019 removes your selected icon from the Quick Access toolbar.
The Quick Access toolbar can appear in one of two places:
To move the Quick Access toolbar, follow these steps:
Click the Customize Quick Access toolbar arrow.
A pull-down menu appears.
Choose Show Below/Above the Ribbon.
If the Quick Access toolbar currently appears above the Ribbon, you’ll see the Show Below the Ribbon command.
If the Quick Access toolbar appears below the Ribbon, you’ll see the Show Above the Ribbon command.
Office 2019 gives users a choice between controlling programs with a mouse or through touch gestures on a touch screen. If you plan on using Office 2019 on a touchscreen, you can customize the Ribbon interface to display icons spaced farther apart, as shown in Figure 1-21.
To toggle between mouse and touch spacing on the Ribbon interface, follow these steps:
Click the Touch/Mouse Mode icon on the Quick Access toolbar.
A pull-down menu appears.
If you don’t like the default settings of your favorite Office 2019 program, you can modify them. Some common ways to modify an Office 2019 program include
Every Office 2019 program is designed to share files easily with anyone who uses Office 2016, 2013, 2010, or 2007. However, if you need to share files with people who use earlier versions of Office or other programs altogether, you may need to save your files in a different format.
To choose a default file format that each Office 2019 program will use every time you choose the Save command, follow these steps:
Click the Options button in the left pane.
An Options dialog box appears.
Click Save.
The Options dialog box displays multiple options, including the Save Files in This Format option and the Default Local File Location option, as shown in Figure 1-22.
If you don’t use certain Ribbon icons, you can remove them or replace them with icons that represent the commands you do use most often. To customize the Ribbon icons, follow these steps:
Click the Options button in the left pane.
An Options dialog box appears.
Click Customize Ribbon.
The Options dialog box displays multiple options for you to customize, as shown in Figure 1-23.
No matter how much you may love using Office 2019, eventually there will come a time when you need to exit an Office 2019 program and do something else with your life. To exit from any Office 2019 program, choose one of the following: