Office 2019 All-in-One For Dummies

One practical book that's ten books in one: Learn everything you need to know about Microsoft Office with one comprehensive guide on your bookshelf

To know your way around all the applications within Microsoft Office would require you to be part mathematician, part storyteller, and part graphic designer--with some scheduling wizard and database architect sprinkled in. If these talents don't come naturally to you in equal measure, don't panic--Office 2019 All-in-One For Dummies can help.

This hefty but easily accessible tome opens with Book 1, an overview of the Office suite of applications and tips for handling text and becoming more efficient. From there, you'll find a book on each of the suite's major applications:

• Word: Learn the basics of word processing with Word, plus lay out text and pages; use Word's styles and proofing tools; construct tables, reports, and scholarly papers; and become familiar with manipulating documents.
• Excel: In addition to refining your worksheets so they're easier to understand, you can also master formulas, functions, and data analysis.
• PowerPoint: Find out how to make your presentations come alive with text, graphics, backgrounds, audio, and video. This book also contains a chapter with guidance and tips for delivering presentations--in person or virtually.
• Outlook: From helping you to manage your contacts, inbox, calendar, and tasks, Outlook can organize your days and keep you working productively.
• Access: Not everyone needs to build and maintain databases, but if that's part of your job, this book has all the hands-on information you need to get going: Build a database table, enter data, sort and query data, and filter data into report format.
• Publisher: The Publisher book is a quick-and-dirty introduction into desktop publishing, helping you to design a publication using built-in color schemes, templates, fonts, and finishing touches like borders and backgrounds.

The last three books cover material that applies to all the applications. Book 8 shows you how to create charts, handle graphics and photos, and draw lines and shapes. Book 9 provides a quick primer on customizing the Ribbon, the Quick Access toolbar, and the Status bar, and guidance on distributing your work (via printing, emailing, converting to PDF, and more). Finally, Book 10 wraps up with how to use OneDrive, especially for file sharing and online collaboration.

If you need to make sense of Office and don't have time to waste, Office 2019 All-in-One For Dummies is the reference you'll want to keep close by!

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 4

Book 1: Common Office Tasks 5

Chapter 1: Office Nuts and Bolts 7

A Survey of Office Applications 7

All about Office 365 9

Finding Your Way Around the Office Interface 11

Saving Your Files 18

Navigating the Save As and Open Windows 19

Opening and Closing Files 21

Reading and Recording File Properties 22

Locking a File with a Password 23

Trusting (or not Trusting) Microsoft with Your “Content” 24

Chapter 2: Wrestling with the Text 27

Manipulating the Text 27

Speaking, not Typing, the Words 30

Changing the Look of Text 32

Quick Ways to Handle Case, or Capitalization 39

Entering Symbols and Foreign Characters 41

Creating Hyperlinks 42

Chapter 3: Speed Techniques Worth Knowing About 47

Undoing and Repeating Commands 47

Zooming In, Zooming Out 49

Viewing a File Through More Than One Window 50

Correcting Typos on the Fly 51

Entering Text Quickly with the AutoCorrect Command 52

Book 2: Word 2019 55

Chapter 1: Speed Techniques for Using Word 57

Introducing the Word Screen 57

Creating a New Document 59

Getting a Better Look at Your Documents 61

Selecting Text in Speedy Ways 66

Moving Around Quickly in Documents 67

Inserting a Whole File into a Document 71

Getting Word to Read It 72

Entering Information Quickly in a Computerized Form 72

Chapter 2: Laying Out Text and Pages 77

Paragraphs and Formatting 77

Inserting a Section Break for Formatting Purposes 78

Breaking a Line 81

Starting a New Page 81

Setting Up and Changing the Margins 82

Indenting Paragraphs and First Lines 84

Numbering the Pages 86

Putting Headers and Footers on Pages 89

Adjusting the Space Between Lines 93

Adjusting the Space Between Paragraphs 95

Creating Numbered and Bulleted Lists 96

Working with Tabs 99

Hyphenating Text 101

Chapter 3: Word Styles 105

All About Styles 105

Applying Styles to Text and Paragraphs 107

Creating a New Style 112

Modifying a Style 114

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 180

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) 199

Churning Out Letters, Envelopes, and Labels for Mass Mailings 200

Chapter 8: Tools for Reports and Scholarly Papers 209

Alphabetizing a List 209

Outlines for Organizing Your Work 210

Collapsing and Expanding Parts of a Document 212

Generating a Table of Contents 213

Indexing a Document 218

Putting Cross-References in a Document 222

Putting Footnotes and Endnotes in Documents 225

Compiling a Bibliography 227

Book 3: Excel 2019 233

Chapter 1: Up and Running with Excel 235

Creating a New Excel Workbook 235

Getting Acquainted with Excel 237

Entering Data in a Worksheet 239

Quickly Entering Lists and Serial Data with the

AutoFill Command 245

Formatting Numbers, Dates, and Time Values 248

Establishing Data-Validation Rules 249

Chapter 2: Refining Your Worksheet 253

Editing Worksheet Data 253

Moving Around in a Worksheet 254

Getting a Better Look at the Worksheet 255

Comments for Documenting Your Worksheet 258

Selecting Cells in a Worksheet 260

Deleting, Copying, and Moving Data 261

Handling the Worksheets in a Workbook 261

Keeping Others from Tampering with Worksheets 264

Chapter 3: Formulas and Functions for Crunching Numbers 267

How Formulas Work 267

The Basics of Entering a Formula 273

Speed Techniques for Entering Formulas 273

Copying Formulas from Cell to Cell 279

Detecting and Correcting Errors in Formulas 281

Working with Functions 284

A Look at Some Very Useful Functions 289

Chapter 4: Making a Worksheet Easier to Read and Understand 299

Laying Out a Worksheet 299

Decorating a Worksheet with Borders and Colors 305

Getting Ready to Print a Worksheet 310

Chapter 5: Advanced Techniques for Analyzing Data 317

Seeing What the Sparklines Say 317

Conditional Formats for Calling Attention to Data 319

Managing Information in Lists 320

Forecasting with the Goal Seek Command 323

Performing What-If Analyses with Data Tables 325

Analyzing Data with PivotTables 329

Book 4: Powerpoint 2019 335

Chapter 1: Getting Started in PowerPoint 337

Getting Acquainted with PowerPoint 338

A Brief Geography Lesson 339

A Whirlwind Tour of PowerPoint 340

Creating a New Presentation 341

Advice for Building Persuasive Presentations 344

Creating New Slides for Your Presentation 346

Getting a Better View of Your Work 350

Hiding and Displaying the Slides Pane and Notes Pane 352

Selecting, Moving, and Deleting Slides 352

Putting Together a Photo Album 354

Hidden Slides for All Contingencies 357

Chapter 2: Fashioning a Look for Your Presentation 359

Looking at Themes and Slide Backgrounds 360

Choosing a Theme for Your Presentation 361

Creating Slide Backgrounds on Your Own 362

Changing the Background of a Single or Handful of Slides 368

Choosing the Slide Size 369

Using Master Slides and Master Styles for a Consistent Design 370

Chapter 3: Entering the Text 373

Entering Text 373

Fun with Text Boxes and Text Box Shapes 377

Controlling How Text Fits in Text Frames and Text Boxes 379

Positioning Text in Frames and Text Boxes 382

Handling Bulleted and Numbered Lists 382

Putting Footers (and Headers) on Slides 385

Some background on footers and headers 386

Putting a standard footer on all your slides 386

Creating a nonstandard footer 387

Removing a footer from a single slide 388

Chapter 4: Making Your Presentations Livelier 389

Suggestions for Enlivening Your Presentation 389

Presenting Information in a Table 390

Exploring Transitions and Animations 393

Making Audio Part of Your Presentation 396

Playing Video on Slides 399

Recording a Voice Narration for Slides 403

Chapter 5: Delivering a Presentation 405

All about Notes 405

Rehearsing and Timing Your Presentation 406

Showing Your Presentation 408

Tricks for Making Presentations a Little Livelier 411

Delivering a Presentation When You Can’t Be There in Person 414

Book 5: Outlook 2019 425

Chapter 1: Outlook Basics 427

What Is Outlook, Anyway? 427

Navigating the Outlook Folders 429

Categorizing Items 430

Searching for Stray Folder Items 432

Deleting Email Messages, Contacts, Tasks, and Other Items 435

Cleaning Out Your Folders 436

Chapter 2: Maintaining the Contacts Folder 441

Maintaining a Happy and Healthy Contacts Folder 442

Contact Groups for Sending Messages to Groups 445

Finding a Contact in the Contacts Folder 447

Printing the Contacts Folder 448

Chapter 3: Handling Your Email 451

Setting Up an Email Account 451

Addressing and Sending Email Messages 452

Sending Files and Photos 458

Receiving Email Messages 460

Reading Your Email in the Inbox Window 461

Handling Files That Were Sent to You 463

Techniques for Organizing Email Messages 464

All about Email Folders 468

Yes, You Can Prevent Junk Mail (Sort of) 470

Chapter 4: Managing Your Time and Schedule 473

Introducing the Calendar 473

The Different Kinds of Activities 474

Seeing Your Schedule 475

Scheduling Appointments and Events 477

Scheduling an activity: The basics 477

Scheduling a recurring appointment or event 478

Scheduling an event 479

Canceling, Rescheduling, and Altering Activities 480

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 2019 489

Chapter 1: Introducing Access 491

What Is a Database, Anyway? 492

Tables, Queries, Forms, and Other Objects 492

Creating a Database File 497

Finding Your Way Around the Navigation Pane 499

Designing a Database 501

Chapter 2: Building Your Database Tables 507

Creating a Database Table 507

Opening and Viewing Tables 511

Entering and Altering Table Fields 512

Field Properties for Making Sure That Data Entries Are Accurate 518

Indexing for Faster Sorts, Searches, and Queries 526

Establishing Relationships Among Database Tables 528

Chapter 3: Entering the Data 535

The Two Ways to Enter Data 535

Entering the Data in Datasheet View 536

Entering the Data in a Form 540

Finding a Missing Record 542

Finding and Replacing Data 543

Chapter 4: Sorting, Querying, and Filtering for Data 545

Sorting Records in a Database Table 545

Filtering to Find Information 546

Querying: The Basics 552

Six Kinds of Queries 560

Chapter 5: Presenting Data in a Report 567

Creating a Report 567

Opening and Viewing Reports 569

Tweaking a Report 569

Book 7: Publisher 2019 573

Chapter 1: Introducing Publisher 575

“A Print Shop in a Can” 575

Introducing Frames 576

Creating a Publication 577

Redesigning a Publication 578

Getting a Better View of Your Work 580

Understanding and Using the Layout Guides 582

Chapter 2: Refining a Publication 587

Entering Text on the Pages 587

Making Text Fit in Text Frames 588

Formatting Text 592

Making Text Wrap around a Frame or Graphic 592

Replacing the Placeholder Pictures 593

Inserting Frames on the Pages 594

Making Frames Overlap 596

Inserting, Removing, and Moving Pages 596

Chapter 3: Putting on the Finishing Touches 599

Decorating the Text 600

Techniques for Decorating Pages 602

Master Pages for Handling Page Backgrounds 606

Running the Design Checker 608

Commercially Printing a Publication 609

Book 8: Working with Charts and Graphics 611

Chapter 1: Creating a Chart 613

The Basics: Creating a Chart 613

Choosing the Right Chart 615

Providing the Raw Data for Your Chart 617

Positioning Your Chart in a Workbook, Page, or Slide 619

Handling the gridlines 624

Changing a chart element’s color, font, or other particular 624

Saving a Chart as a Template So That You Can Use It Again 626

Chart Tricks for the Daring and Heroic 627

Troubleshooting a Chart 630

Chapter 2: Making a SmartArt Diagram 633

The Basics: Creating SmartArt Diagrams 633

Creating the Initial Diagram 636

Changing the Size and Position of a Diagram 638

Laying Out the Diagram Shapes 638

Handling the Text on Diagram Shapes 644

Changing a Diagram’s Direction 647

Choosing a Look for Your Diagram 647

Changing the Appearance of Diagram Shapes 648

Creating a Diagram from Scratch 651

Chapter 3: Handling Graphics and Photos 653

All about Picture File Formats 653

Inserting a Picture in an Office File 657

Touching Up a Picture 660

Compressing Pictures to Save Disk Space 668

Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects 671

The Basics: Making Lines, Arrows, and Shapes 672

Handling Lines, Arrows, and Connectors 674

Handling Rectangles, Ovals, Stars, and Other Shapes 678

Drawing by Freehand 682

Decorating Your Work with Icons 685

Inserting a 3-D Model 686

WordArt for Embellishing Letters and Words 686

Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects 688

Changing an Object’s Size and Shape 691

Changing an Object’s Color, Outline Color, and Transparency 692

Moving and Positioning Objects 697

Book 9: Office 2019: One Step Beyond 705

Chapter 1: Customizing an Office Program 707

Customizing the Ribbon 707

Customizing the Quick Access Toolbar 713

Customizing the Status Bar 716

Changing the Screen Background and Office Theme 717

Customizing Keyboard Shortcuts in Word 718

Chapter 2: Ways of Distributing Your Work 721

Printing — the Old Standby 721

Distributing a File in PDF Format 723

Sending Your File in an Email Message 725

Saving an Office File as a Web Page 726

Book 10: File Sharing and Collaborating 729

Chapter 1: Up and Running on OneDrive 731

Signing In to OneDrive 731

Exploring the OneDrive Window 733

Managing Your OneDrive Folders 733

Uploading Files to a Folder on OneDrive 738

Saving a File from Office 2019 to OneDrive 739

Opening a File from OneDrive 740

Downloading Files from OneDrive to Your Computer 741

Chapter 2: File Sharing and Collaborating 743

Sharing Files: The Big Picture 743

Sharing Your Files and Folders with Others 745

Inviting people by email 745

Seeing Files and Folders Others Shared with You 748

Investigating and Managing How Files and Folders Are Shared 749

Index 751

Peter Weverka is a veteran tech writer and long-time For Dummies author. Among his credits are Office 2016 All-in-One For Dummies and Windows 10 For Seniors For Dummies, both top sellers in their respective categories.