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Office 365 All-in-One For Dummies


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Table of Contents

Introduction 1 What Makes This Book Different 2 Foolish Assumptions 3 Conventions Used in This Book 3 Icons Used in This Book 4 Beyond the Book 5 Book 1: Common Office Tasks 7 Chapter 1: Office Nuts and Bolts 9 Introducing Office 365 9 Finding Your Way around the Office Interface 13 Saving Your Files 20 Navigating the Save As and Open Windows 21 Opening and Closing Files 23 Reading and Recording File Properties 24 Locking a File with a Password 25 Trusting (or not Trusting) Microsoft with Your "Content" 26 Chapter 2: Wrestling with the Text 29 Manipulating the Text 29 Speaking, not Typing, the Words 32 Changing the Look of Text 34 Quick Ways to Handle Case, or Capitalization 41 Entering Symbols and Foreign Characters 42 Creating Hyperlinks 44 Chapter 3: Speed Techniques Worth Knowing About 49 Undoing and Repeating Commands 49 Zooming In, Zooming Out 51 Viewing a File through More than One Window 52 Correcting Typos on the Fly 53 Entering Text Quickly with the AutoCorrect Command 55 Book 2: Word 365 57 Chapter 1: Speed Techniques for Using Word 59 Introducing the Word Screen 59 Creating a New Document 61 Getting a Better Look at Your Documents 63 Selecting Text in Speedy Ways 68 Moving around Quickly in Documents 69 Inserting a Whole File into a Document 73 Getting Word to Read It 74 Entering Information Quickly in a Computerized Form 74 Chapter 2: Laying Out Text and Pages 79 Paragraphs and Formatting 79 Inserting a Section Break for Formatting Purposes 80 Breaking a Line 83 Starting a New Page 83 Setting Up and Changing the Margins 84 Indenting Paragraphs and First Lines 86 Numbering the Pages 88 Putting Headers and Footers on Pages 91 Adjusting the Space between Lines 95 Adjusting the Space between Paragraphs 96 Creating Numbered and Bulleted Lists 97 Working with Tabs 100 Hyphenating Text 102 Chapter 3: Word Styles 105 All about Styles 105 Applying Styles to Text and Paragraphs 107 Creating a New Style 112 Modifying a Style 115 Creating and Managing Templates 116 Chapter 4: Constructing the Perfect Table 123 Talking Table Jargon 124 Creating a Table 124 Entering the Text and Numbers 127 Selecting Different Parts of a Table 128 Laying Out Your Table 128 Aligning Text in Columns and Rows 133 Merging and Splitting Cells 134 Repeating Header Rows on Subsequent Pages 135 Formatting Your Table 137 Using Math Formulas in Tables 140 Neat Table Tricks 141 Chapter 5: Taking Advantage of the Proofing Tools 147 Correcting Your Spelling Errors 148 Correcting Grammatical Errors 151 Finding and Replacing Text 153 Finding the Right Word with the Thesaurus 161 Proofing Text Written in a Foreign Language 162 Translating Foreign Language Text 164 Chapter 6: Desktop Publishing with Word 167 Experimenting with Themes 167 Sprucing Up Your Pages 168 Making Use of Charts, Diagrams, Shapes, and Photos 171 Working with the Drawing Canvas 172 Positioning and Wrapping Objects Relative to the Page and Text 173 Working with Text Boxes 177 Dropping in a Drop Cap 179 Watermarking for the Elegant Effect 179 Putting Newspaper-Style Columns in a Document 181 Landscape Documents 183 Printing on Different Size Paper 184 Showing Online Video in a Document 184 Chapter 7: Getting Word's Help with Office Chores 187 Highlighting Parts of a Document 187 Commenting on a Document 188 Tracking Changes to Documents 192 Printing an Address on an Envelope 197 Printing a Single Address Label (or a Page of the Same Label) 198 Churning Out Letters, Envelopes, and Labels for Mass Mailings 200 Chapter 8: Tools for Reports and Scholarly Papers 207 Alphabetizing a List 207 Outlines for Organizing Your Work 208 Collapsing and Expanding Parts of a Document 210 Generating a Table of Contents 211 Indexing a Document 215 Putting Cross-References in a Document 220 Putting Footnotes and Endnotes in Documents 222 Compiling a Bibliography 225 Book 3: Excel 365 229 Chapter 1: Up and Running with Excel 231 Creating a New Excel Workbook 231 Getting Acquainted with Excel 233 Entering Data in a Worksheet 235 Quickly Entering Lists and Serial Data with the AutoFill Command 241 Formatting Numbers, Dates, and Time Values 244 Establishing Data-Validation Rules 245 Chapter 2: Refining Your Worksheet 249 Editing Worksheet Data 249 Moving around in a Worksheet 250 Getting a Better Look at the Worksheet 251 Notes for Documenting Your Worksheet 254 Comments for Collaborating with Others on a Workbook 256 Selecting Cells in a Worksheet 257 Deleting, Copying, and Moving Data 258 Handling the Worksheets in a Workbook 259 Keeping Others from Tampering with Worksheets 261 Chapter 3: Formulas and Functions for Crunching Numbers 263 How Formulas Work 263 The Basics of Entering a Formula 269 Speed Techniques for Entering Formulas 269 Copying Formulas from Cell to Cell 275 Detecting and Correcting Errors in Formulas 276 Working with Functions 280 A Look at Some Very Useful Functions 284 Chapter 4: Making a Worksheet Easier to Read and Understand 295 Laying Out a Worksheet 295 Decorating a Worksheet with Borders and Colors 301 Getting Ready to Print a Worksheet 306 Chapter 5: Advanced Techniques for Analyzing Data 313 Seeing What the Sparklines Say 313 Conditional Formats for Calling Attention to Data 314 Managing Information in Lists 316 Forecasting with the Goal Seek Command 319 Performing What-If Analyses with Data Tables 321 Analyzing Data with PivotTables 325 Book 4: Powerpoint 365 329 Chapter 1: Getting Started in PowerPoint 331 Getting Acquainted with PowerPoint 332 A Brief Geography Lesson 333 A Whirlwind Tour of PowerPoint 334 Creating a New Presentation 335 Advice for Building Persuasive Presentations 338 Creating New Slides for Your Presentation 340 Getting a Better View of Your Work 343 Hiding and Displaying the Slides Pane and Notes Pane 345 Selecting, Moving, and Deleting Slides 346 Putting Together a Photo Album 347 Hidden Slides for All Contingencies 350 Chapter 2: Fashioning a Look for Your Presentation 353 Looking at Themes and Slide Backgrounds 353 Choosing a Theme for Your Presentation 355 Creating Slide Backgrounds on Your Own 356 Changing the Background of a Single or Handful of Slides 362 Choosing the Slide Size 363 Using Master Slides and Master Styles for a Consistent Design 363 Chapter 3: Entering the Text 367 Entering Text 367 Fun with Text Boxes and Text Box Shapes 371 Controlling How Text Fits in Text Frames and Text Boxes 372 Positioning Text in Frames and Text Boxes 375 Handling Bulleted and Numbered Lists 376 Putting Footers (and Headers) on Slides 379 Chapter 4: Making Your Presentations Livelier 383 Suggestions for Enlivening Your Presentation 383 Presenting Information in a Table 384 Exploring Transitions and Animations 387 Making Audio Part of Your Presentation 390 Playing Video on Slides 393 Recording a Voice Narration for Slides 396 Chapter 5: Delivering a Presentation 399 All about Notes 399 Rehearsing and Timing Your Presentation 400 Showing Your Presentation 402 Tricks for Making Presentations a Little Livelier 405 Delivering a Presentation When You Can't Be There in Person 408 Book 5: Outlook 365 419 Chapter 1: Outlook Basics 421 What is Outlook, Anyway? 421 Navigating the Outlook Folders 422 Categorizing Items 423 Searching for Stray Folder Items 425 Deleting Email Messages, Contacts, Tasks, and Other Items 428 Cleaning Out Your Folders 429 Chapter 2: Maintaining the Contacts Folder 433 Maintaining a Happy and Healthy Contacts Folder 434 Contact Groups for Sending Messages to Groups 437 Finding a Contact in the Contacts Folder 440 Linking Duplicate Contacts 440 Sharing Contacts with Coworkers 441 Printing the Contacts Folder 443 Chapter 3: Handling Your Email 447 Setting Up an Email Account 447 Addressing and Sending Email Messages 448 Sending Files and Photos 454 Receiving Email Messages 456 Reading Your Email in the Inbox Window 457 Handling Files That Were Sent to You 459 Techniques for Organizing Email Messages 460 All about Email Folders 464 Yes, You Can Prevent Junk Mail (Sort of) 466 Chapter 4: Managing Your Time and Schedule 469 Introducing the Calendar 469 The Different Kinds of Activities 470 Seeing Your Schedule 472 Scheduling Appointments and Events 473 Canceling, Rescheduling, and Altering Activities 476 Managing Meetings with the Calendar 476 Chapter 5: Tasks, Reminders, and Notes 481 Tasks: Seeing What Needs to Get Done 481 Reminders for Being Alerted to Activities and Tasks 484 Making Notes to Yourself 487 Book 6: Access 365 489 Chapter 1: Introducing Access 491 What is a Database, Anyway? 491 Tables, Queries, Forms, and Other Objects 492 Creating a Database File 497 Finding Your Way around the Navigation Pane 499 Designing a Database 500 Chapter 2: Building Your Database Tables 505 Creating a Database Table 505 Opening and Viewing Tables 509 Entering and Altering Table Fields 510 Field Properties for Making Sure That Data Entries are Accurate 516 Indexing for Faster Sorts, Searches, and Queries 524 Establishing Relationships among Database Tables 526 Chapter 3: Entering the Data 533 The Two Ways to Enter Data 533 Entering the Data in Datasheet View 534 Entering the Data in a Form 538 Finding a Missing Record 540 Finding and Replacing Data 541 Chapter 4: Sorting, Querying, and Filtering for Data 543 Sorting Records in a Database Table 543 Filtering to Find Information 544 Querying: The Basics 550 Six Kinds of Queries 559 Select query 559 Top-value query 559 Summary query 559 Calculation query 560 Delete query 561 Update query 563 Chapter 5: Presenting Data in a Report 565 Creating a Report 565 Opening and Viewing Reports 567 Tweaking a Report 567 Book 7: Publisher 365 571 Chapter 1: Introducing Publisher 573 "A Print Shop in a Can" 573 Introducing Frames 574 Creating a Publication 575 Redesigning a Publication 576 Getting a Better View of Your Work 578 Understanding and Using the Layout Guides 579 Chapter 2: Refining a Publication 585 Entering Text on the Pages 585 Making Text Fit in Text Frames 586 Formatting Text 589 Making Text Wrap around a Frame or Graphic 590 Replacing the Placeholder Pictures 591 Inserting Frames on the Pages 591 Making Frames Overlap 593 Inserting, Removing, and Moving Pages 594 Chapter 3: Putting on the Finishing Touches 597 Decorating the Text 597 Techniques for Decorating Pages 600 Master Pages for Handling Page Backgrounds 603 Running the Design Checker 605 Commercially Printing a Publication 606 Book 8: Working with Charts and Graphics 607 Chapter 1: Creating a Chart 609 The Basics: Creating a Chart 609 Choosing the Right Chart 611 Providing the Raw Data for Your Chart 613 Positioning Your Chart in a Workbook, Page, or Slide 615 Changing a Chart's Appearance 616 Saving a Chart as a Template So That You Can Use It Again 622 Chart Tricks for the Daring and Heroic 623 Troubleshooting a Chart 626 Chapter 2: Making a SmartArt Diagram 629 The Basics: Creating SmartArt Diagrams 629 Creating the Initial Diagram 632 Changing the Size and Position of a Diagram 634 Laying Out the Diagram Shapes 634 Handling the Text on Diagram Shapes 640 Changing a Diagram's Direction 642 Choosing a Look for Your Diagram 643 Changing the Appearance of Diagram Shapes 644 Creating a Diagram from Scratch 647 Chapter 3: Handling Graphics and Photos 649 All about Picture File Formats 649 Inserting a Picture in an Office File 653 Touching Up a Picture 656 Compressing Pictures to Save Disk Space 663 Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects 665 The Basics: Making Lines, Arrows, and Shapes 666 Handling Lines, Arrows, and Connectors 668 Handling Rectangles, Ovals, Stars, and Other Shapes 672 Drawing by Freehand 676 Decorating Your Work with Icons 679 Inserting a 3-D Model 680 WordArt for Embellishing Letters and Words 680 Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects 682 Changing an Object's Size and Shape 685 Changing an Object's Color, Outline Color, and Transparency 686 Moving and Positioning Objects 691 Book 9: Office 365: One Step Beyond 699 Chapter 1: Customizing an Office Program 701 Customizing the Ribbon 701 Customizing the Quick Access Toolbar 707 Customizing the Status Bar 710 Changing the Screen Background and Office Theme 711 Customizing Keyboard Shortcuts in Word 712 Chapter 2: Ways of Distributing Your Work 715 Printing - the Old Standby 715 Distributing a File in PDF Format 717 Sending Your File in an Email Message 719 Saving an Office File as a Web Page 720 Book 10: File Sharing and Collaborating 723 Chapter 1: Up and Running on OneDrive 725 Signing in to OneDrive 725 Exploring the OneDrive Window 726 Managing Your OneDrive Folders 727 Uploading Files to a Folder on OneDrive 732 Saving a File from Office 365 to OneDrive 732 Opening a File from OneDrive 734 Downloading Files from OneDrive to Your Computer 735 Chapter 2: File Sharing and Collaborating 737 Sharing Files: The Big Picture 737 Sharing Your Files and Folders with Others 739 Seeing Files and Folders Others Shared with You 742 Investigating and Managing How Files and Folders are Shared 743 Chapter 3: Collaborating in SharePoint 745 Introducing Team Sites 745 Working with Document Libraries 747 Delving Deeper into Office 365 755 Chapter 4: Working Together in Teams 757 Introducing Microsoft Teams and Channels 758 Setting Your Status 761 All about Conversations 762 Chatting Privately with a Colleague 764 Filtering and Searching 765 Choosing Notification Settings 767 Sharing and Editing Files with Coworkers 768 Holding Meetings with Coworkers 770 Index 773

About the Author

Peter Weverka is a veteran technology author with dozens of books to his credit. In addition to previous editions of Office All-in-One For Dummies, he has written books on PowerPoint, OneNote, Word, and Quicken, as well as the bestselling Windows 10 For Seniors For Dummies. Timothy L. Warner is a Microsoft MVP and co-author of CompTIA A+ Certification All-in-One For Dummies.

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