Simply Office 2010

Table of Contents

Chapter 1: Office Basics
Start and Exit Office Applications
Start an Office Application
Exit an Office Application
Create a Shortcut Icon for an Office Application
Navigate the Program Windows
Work with the Ribbon
Use the Ribbon
Minimise the Ribbon
Keep the Ribbon Minimised
Customise the Quick Access Toolbar
Get Help with Office
Chapter 2: Working with Files
Create a New File
Create a New Word, Excel, PowerPoint, Access or Publisher File
Create a New Outlook Item
Save a File
Open a File
Print a File
Select Data
Click and Drag to Select Data
Select Text with a Mouse
Select Text from the Margin
Cut, Copy and Paste Data
Drag and Drop Data
Cut and Copy Data
Chapter 3: Office Graphics Tools
Insert a Picture or Clip Art
Search for Clip Art
Resize and Move Objects
Resize an Object
Move an Object
Wrap Text Around an Object
Rotate and Flip Objects
Rotate an Object
Flip an Object
Crop a Picture
Crop Objects into Predefined Shapes
Change a Picture
Make Image Corrections
Make Colour Adjustments
Apply Artistic Effects
Apply a Picture Effect
Chapter 4: Adding Text
Change Word’s Views
Use the Zoom Tool
Switch Layout Views
Type and Edit Text
Type Text
Edit Text
Add a Quick Parts Entry
Insert a Quick Part Entry
Insert Symbols and Special Characters
Insert a Symbol
Insert a Special Character
Chapter 5: Formatting Text
Change the Font, Size and Colour
Change the Font
Change the Size
Change the Colour
Use the Font Dialog Box
Align Text
Set Line Spacing
Indent Text
Set Quick Indents
Set Precise Indents
Set Tabs
Set Quick Tabs
Set Precise Tabs
Set Margins
Set Margins Using Page Layout Tools
Set a Custom Margin
Copy Formatting
Clear Formatting
Format with Styles
Create a New Quick Style
Apply a Quick Style
Apply a Template
Chapter 6: Adding Extra Touches
Create Columns
Create Quick Columns
Create Custom Columns
Insert a Table
Insert a Table
Insert a Quick Table
Apply Table Styles
Insert an Excel Spreadsheet
Use Headers, Footers and Footnotes
Add a Header or Footer
Insert a Footnote
Insert Page Numbers and Page Breaks
Insert Page Numbers
Insert Page Breaks
Create an Index
Mark a Word or Phrase
Generate an Index
Create a Table of Contents
Style Text as Headers
Generate a Table of Contents
Create a TOC from Custom Styles
Chapter 7: Reviewing Documents
Find and Replace Text
Find Text
Replace Text
Check Spelling and Grammar
Correct a Mistake
Run the Spell-Checker
Turn Off Automatic Spelling and Grammar
Work with AutoCorrect
Track and Review Document Changes
Turn On Tracking
Review Changes
Chapter 8: Building Spreadsheets
Enter Cell Data
Type into a Cell
Type in the Formula Bar
Select Cells
Select a Range of Cells
Select a Column or Row
Faster Data Entry with AutoFill
AutoFill a Text Series
AutoFill a Number Series
Create a Custom List
Change the Font and Size
Change the Font
Change the Font Size
Change Number Formats
Apply Conditional Formatting
Apply a Conditional Rule
Apply a Colour Scale
Add Columns and Rows
Add a Column
Add a Row
Freeze a Column or Row
Name a Range
Delete Data or Cells
Delete Data
Delete Cells
Chapter 9: Worksheet Basics
Add a Worksheet
Name a Worksheet
Change Page Setup Options
Change the Page Orientation
Insert a Page Break
Move and Copy Worksheets
Delete a Worksheet
Find and Replace Data
Find Data
Replace Data
Sort Data
Perform a Quick Sort
Perform a Custom Sort
Filter Data
Customise a Filter
Chapter 10: Working with Formulas and Functions
Create a Formula
Apply Absolute and Relative Cell References
Assign an Absolute Reference
Assign a Relative Reference
Understanding Functions
Apply a Function
Total Cells with AutoSum
Audit a Worksheet for Errors
Create a Chart
Chapter 11: Creating a Presentation
Create a Photo Album Presentation
Create a Presentation with a Template
Build a Blank Presentation
Change PowerPoint Views
Use Outline View
Use Slides View
Use Slide Sorter View
Use Normal View
Insert Slides
Change the Slide Layout
Chapter 12: Populating Presentation Slides
Add and Edit Slide Text
Add Slide Text
Edit Slide Text
Add Text using the Outline Tab
Change the Font, Size and Colour
Change the Font
Change the Size
Choose a Coordinating Colour
Open the Colors Dialog Box
Set a Custom Colour
Set Line Spacing
Add a Text Box to a Slide
Add Other Objects to a Slide
Add a Picture
Add a Video Clip
Add a Table
Add a Chart
Move a Slide Object
Resize a Slide Object
Chapter 13: Assembling and Presenting a Slide Show
Reorganise Slides
Move Slides in Normal View
Move Slides in Slide Sorter View
Record Narration
Set Up a Slide Show
Run a Slide Show
Draw on Slides While Presenting the Show
Chapter 14: Database Basics
Create a Database Based on a Template
Create a Blank Database
Create a New Table
Change Table Views
Switch to Design View
Switch to Datasheet View
Add or Move a Field in a Table
Add a Field
Move a Field
Delete or Hide a Field in a Table
Delete a Field
Hide a Field
Create a Form
Change Form Views
Switch to Design View
Switch to Layout View
Move or Delete a Field in a Form
Move a Field
Delete a Field
Chapter 15: Adding, Finding and Querying Data
Add a Record to a Table
Add a Record to a Form
Navigate Records in a Form
Search for a Record in a Form
Sort Records
Sort a Table
Sort Using a Form
Filter Records
Apply a Simple Filter
Filter by Form
Use Conditional Formatting
Remove Conditional Formatting
Perform a Simple Query
Create a Query
Add Criteria to the Query
Create a Report
Create a Simple Report
Create a Custom Report
Chapter 16: Organising with Outlook
View Outlook Components
Schedule an Appointment
Schedule an Event
Create a New Contact
Create a New Task
Add a Note
Chapter 17: E-mailing with Outlook
Compose and Send a Message
Send a File Attachment
Read an Incoming Message
Reply To or Forward a Message
Reply To a Message
Forward a Message
Add a Sender to Your Outlook Contacts
Delete a Message
View Conversations
Clean Up a Conversation
Ignore a Conversation
Screen Junk E-mail
Create a Message Rule
View Junk E-mail Options
Designate a Message as Junk

Simply Office 2010

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Publisher’s Acknowledgements

Editorial and Production

VP Consumer and Technology Publishing Director: Michelle Leete

Associate Director – Book Content Management: Martin Tribe

Associate Publisher: Chris Webb

Executive Commissioning Editor: Birgit Gruber

Publishing Assistant: Ellie Scott

Production Manager: Amie Jackowski Tibble

Project Editor: Juliet Booker

Development Editor: Shena Deuchars


Senior Marketing Manager: Louise Breinholt

Marketing Executive: Chloe Tunnicliffe

Composition Services:

Layout: Andrea Hornberger

Indexer: Potomac Indexing, LLC

Series Designer: Patrick Cunningham

About the Author

Freelance writer/editor Kate Shoup has authored 20 books and edited scores more. Recent titles include Windows 7 Digital Classroom, Teach Yourself VISUALLY Outlook 2007, Office 2007: Top 100 Simplified Tips & Tricks and Internet Visual Quick Tips. When not working, Kate loves to ski (she was once nationally ranked), read and ride her motorcycle – and she plays a mean game of nine-ball. Kate lives in Indianapolis with her daughter and their dog.

How to Use This Book

Do you look at the pictures in a book or magazine before anything else? Would you rather be shown instead of read about how to do something? Then this book is for you. Opening Simply Office 2010 allows you to read less and learn more about the Windows operating system.

Who Needs This Book

This book is for a reader who has never used this particular technology or application. It is also for more computer literate individuals who want to expand their knowledge of the different features that Windows has to offer.

Using the Mouse

This book uses the following conventions to describe the actions you perform when using the mouse:


Press your left mouse button once. You generally click your mouse on something to select something on the screen.


Press your left mouse button twice. Double-clicking something on the computer screen generally opens whatever item you have double-clicked.


Press your right mouse button. When you right-click anything on the computer screen, the program displays a shortcut menu containing commands specific to the selected item.

Click and Drag, and Release the Mouse

Move your mouse pointer and hover it over an item on the screen. Press and hold down the left mouse button. Now, move the mouse to where you want to place the item and then release the button. You use this method to move an item from one area of the computer screen to another.

The Conventions in This Book

A number of typographic and layout styles have been used throughout Simply Office 2010 to distinguish different types of information.


Bold type represents the names of commands and options that you interact with. Bold type also indicates text and numbers that you must type into a dialog box or window.


Italic words introduce a new term and are followed by a definition.

Numbered Steps

You must perform the instructions in numbered steps in order to successfully complete a section and achieve the final results.

Bulleted Steps

These steps point out various optional features. Youdo not have to perform these steps; they simply give additional information about a feature. Steps without bullets tell you what the program does in response to your following a numbered step. For example, if you click a menu command, a dialog box may appear or a window may open. The step text may also tell you what the final result is when you follow a set of numbered steps.


Notes give additional information. They may describe special conditions that may occur during an operation. They may warn you of a situation that you want to avoid – for example, the loss of data. A note may also cross reference a related area of the book. A cross reference may guide you to another chapter or another section within the current chapter.

Icons and buttons

Icons and buttons are graphical representations within the text. They show you exactly what you need to click to perform a step.

You can easily identify the tips or warnings in any section by looking for the Tip and Warning icons. Tips offer additional information, including tips, hints, and tricks. You can use the tip information to go beyond what you have learned in the steps. Warnings tell you about solutions to common problems and general pitfalls to avoid.

Please note that some special symbols used in this eBook may not display properly on all eReader devices. If you have trouble determining any symbol, please call Wiley Product Technical Support at 800-762-2974. Outside of the United States, please call 317-572-3993. You can also contact Wiley Product Technical Support at

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Part I: Office Features

In Office 2010, the applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, the Quick Access toolbar, various program window controls and the File tab. Many of the tasks you perform in Office, such as creating new files, opening existing files, working with text and data in files, saving files, printing files and executing commands, involve similar processes and features throughout the Office suite. In this part, you learn how to navigate the common Office features and perform basic Office tasks.

Chapter 1 Office Basics

Chapter 2 Working with Files

Chapter 3 Office Graphics Tools