Office 2019 For Dummies

Now updated and revised to cover the latest features of Microsoft Office 2019

The world’s leading suite of business productivity software, Microsoft Office helps users complete common business tasks, including word processing, email, presentations, data management and analysis, and much more. Whether you need accessible instruction on Word, Excel, PowerPoint, Outlook, or Access—or all of the above—this handy reference makes it easier. 

In Office X For Dummies, you’ll get help with typing and formatting text in Word, creating and navigating an Excel spreadsheet, creating a powerful PowerPoint presentation, adding color, pictures, and sound to a presentation, configuring email with Outlook, designing an Access database, and more. Information is presented in the straightforward but fun language that has defined the Dummies series for more than twenty years.

• Get insight into common tasks and advanced tools
• Find full coverage of each application in the suite
• Benefit from updated information based on the newest software release
• Make your work life easier and more efficiently

If you need to make sense of Office X and don’t have time to waste, this is the trusted reference you’ll want to keep close at hand!

Introduction 1

Who Should Buy This Book 1

Icons Used in This Book 3

Beyond the Book 4

Getting Started 4

Part 1: Getting Started with Office 2019 5

Chapter 1: Introducing Microsoft Office 2019 7

Starting an Office 2019 Program 8

Introducing the Microsoft Office Ribbon 9

Using the File Tab 11

Creating a file 12

Opening an existing file 13

Saving a file 14

Using the Ribbon 17

Deciphering Ribbon icons 18

Identifying Ribbon icons 20

Displaying dialog boxes 21

Minimizing the Ribbon 22

Using the Quick Access Toolbar 24

Using the Quick Access icons 24

Adding icons 25

Removing icons 26

Moving the Quick Access toolbar 27

Customizing the Ribbon for Touch 27

Customizing an Office 2019 Program 28

Changing the file format and default location 28

Customizing the Ribbon icons 29

Exiting Office 2019 30

Chapter 2: Selecting and Editing Data 31

Adding Data by Pointing 31

Selecting Data 33

Selecting data with the mouse 34

Selecting data with the keyboard 35

Selecting multiple chunks of data with the mouse and keyboard 35

Editing Text with the Pop-Up Toolbar 36

Deleting Data 36

Cutting and Pasting (Moving) Data 37

Copying and Pasting Data 38

Using Paste Options 38

Dragging with the Mouse to Cut, Copy, and Paste 40

Undo and Redo 40

Sharing Data with Other Office 2019 Programs 41

Using the Office Clipboard 41

Viewing and pasting items from the Office Clipboard 42

Deleting items from the Office Clipboard 43

Chapter 3: Modifying Pictures and Drawing on Documents 45

Adding and Deleting Pictures 46

Getting pictures from the Internet 46

Capturing screenshots 48

Manipulating Pictures 49

Moving a picture 49

Resizing a picture 50

Rotating a picture 50

Enhancing Pictures 51

Choosing visual effects 51

Choosing a picture style 54

Adding a border around a picture 55

Drawing with the Draw Tab 57

Drawing lines 57

Moving lines 58

Erasing lines 59

Drawing Shapes 59

Creating Math Equations 60

Chapter 4: Getting Help from Office 2019 63

Searching in the Help Window 64

Making the Help Window Easier to Read 66

Moving the Help window 66

Resizing the Help window 67

Displaying Help text in a browser window 67

Closing the Help window 68

Finding the Right Commands to Use 68

Part 2: Working with Word 71

Chapter 5: Typing Text in Word 73

Moving the Cursor with the Mouse 73

Moving the Cursor with the Keyboard 75

Navigating through a Document 76

Navigating with the mouse 76

Using the Go To command 77

Finding and Replacing Text 78

Using the Find command 78

Customizing text searching 80

Searching by headings 82

Browsing through pages 83

Using the Find and Replace command 84

Checking Your Spelling 85

Checking Your Grammar 87

Viewing a Document 87

Switching between views 88

Using Read Mode view 89

Using Outline view 89

Chapter 6: Formatting Text 95

Finding Formatting Tools on the Home Tab 95

Changing the Font 96

Changing the Font Size 97

Changing the Text Style 98

Changing Colors 99

Changing the color of text 99

Highlighting text with color 100

Using Text Effects 101

Justifying Text Alignment 102

Adjusting Line Spacing 103

Making Lists 104

Indenting list items 105

Converting list items back to text 105

Customizing a list 105

Renumbering numbered lists 106

Using the Ruler 107

Adjusting left and right paragraph margins 108

Defining indentation with the Ruler 109

Using Format Painter 110

Using Styles 111

Using Templates 112

Removing Formatting from Text 113

Chapter 7: Designing Your Pages 115

Inserting New Pages 116

Adding (and Deleting) a Cover Page 116

Inserting Page Breaks 117

Inserting Headers and Footers 118

Creating a header or footer 118

Defining which pages display a header or footer 119

Deleting a header or footer 121

Organizing Text in Tables 121

Creating a table by highlighting rows and columns 121

Creating a table with the Insert Table dialog box 122

Creating a table with the mouse 123

Creating a table from existing text 124

Formatting and Coloring a Table 126

Selecting all or part of a table 126

Aligning text in a table cell 127

Choosing a table style 128

Resizing columns and rows 128

Sorting a Table 130

Deleting Tables 131

Deleting an entire table 131

Deleting rows and columns 132

Deleting cells 132

Deleting cell borders 133

Making Text Look Artistic 133

Creating drop caps 134

Creating WordArt 134

Dividing Text into Columns 135

Editing columns 136

Removing columns 137

Previewing a Document before Printing 138

Defining page size and orientation 138

Using Print Preview 139

Part 3: Playing the Numbers with Excel 141

Chapter 8: The Basics of Spreadsheets: Numbers, Labels, and Formulas 143

Understanding Spreadsheets 144

Storing Stuff in a Spreadsheet 145

Typing data into a single cell 145

Typing data in multiple cells 145

Typing in sequences with AutoFill 146

Formatting Numbers and Labels 147

Formatting numbers 147

Formatting cells 150

Navigating a Spreadsheet 154

Using the mouse to move around in a spreadsheet 154

Using the keyboard to move around a spreadsheet 155

Naming cells 156

Searching a Spreadsheet 158

Searching for text 158

Searching for formulas 160

Editing a Spreadsheet 161

Editing data in a cell 161

Changing the size of rows and columns with the mouse 161

Typing the size of rows and columns 162

Adding and deleting rows and columns 162

Adding sheets 163

Renaming sheets 164

Rearranging sheets 164

Deleting a sheet 164

Clearing Data 165

Printing Workbooks 166

Using Page Layout view 166

Adding a header or footer 167

Printing gridlines 168

Defining a print area 169

Inserting and removing page breaks 170

Printing row and column headings 171

Defining printing margins 172

Defining paper orientation and size 173

Printing in Excel 174

Chapter 9: Playing with Formulas 175

Creating a Formula 175

Organizing formulas with parentheses 178

Copying formulas 179

Using Functions 180

Using the AutoSum command 182

Using recently used functions 183

Editing a Formula 184

Conditional Formatting 185

Comparing data values 185

Creating conditional formatting rules 186

Data Validation 187

Goal Seeking 190

Creating Multiple Scenarios 192

Creating a scenario 192

Viewing a scenario 194

Editing a scenario 195

Viewing a scenario summary 195

Auditing Your Formulas 197

Finding where a formula gets its data 197

Finding which formula(s) a cell can change 198

Checking for Errors 199

Chapter 10: Charting and Analyzing Data 201

Understanding the Parts of a Chart 201

Creating a Chart 203

Editing a Chart 205

Moving a chart on a worksheet 205

Moving a chart to a new sheet 206

Resizing a chart 207

Using the Chart Tools 207

Changing the chart type 207

Changing the data source 208

Switching rows and columns 209

Changing the parts of a chart 210

Designing the layout of a chart 211

Deleting a chart 212

Using Sparklines 212

Creating a Sparkline 213

Customizing a Sparkline 213

Deleting a Sparkline 214

Organizing Lists in Pivot Tables 215

Creating a pivot table 215

Rearranging labels in a pivot table 217

Modifying a pivot table 219

Filtering a pivot table 220

Summing a pivot table 221

Slicing up a pivot table 222

Creating a pivot chart 224

Part 4: Making Presentations with Powerpoint 227

Chapter 11: Creating a PowerPoint Presentation 229

Defining the Purpose of Your Presentation 229

Creating a PowerPoint Presentation 230

Designing a presentation in Normal view 231

Designing a presentation with Outline view 234

Working with Text 237

Creating a text box 238

Formatting text 239

Aligning text 239

Adjusting line spacing 240

Making numbered and bulleted lists 241

Making columns 242

Moving and resizing a text box 243

Rotating a text box 244

Chapter 12: Adding Color and Pictures to a Presentation 245

Applying a Theme 246

Changing the Background 247

Choosing a solid color background 248

Choosing a gradient background 249

Choosing a picture background 251

Choosing a pattern background 252

Adding Graphics to a Slide 252

Placing picture files on a slide 253

Placing clip art on a slide 253

Creating WordArt 254

Capturing screenshots 255

Resizing, moving, and deleting graphic images 256

Rotating graphics 257

Layering objects 257

Adding Movies to a Slide 258

Searching for a video on the Internet 258

Searching for video on your computer 259

Trimming a video 260

Coloring a video 261

Formatting the shape of a video 262

Adding Sound to a Slide 264

Adding audio from a file 264

Recording audio 265

Chapter 13: Showing Off a Presentation 267

Spell-Checking Your Presentation 267

Organizing Slides in Sections 269

Adding a section 269

Expanding and collapsing a section 270

Deleting a section 271

Adding Visual Transitions 272

Adding slide transitions 273

Text and graphic transitions 275

Using Animation Painter 276

Adding Hyperlinks 276

Creating web page hyperlinks 277

Creating hyperlinks to external files 278

Running a program through a hyperlink 279

Removing a hyperlink or action 279

Viewing a Presentation 280

Creating a custom slide show 281

Hiding a slide 283

Organizing with Slide Sorter view 283

Creating Handouts 284

Part 5: Getting Organized with Outlook 287

Chapter 14: Managing Email with Outlook 289

Configuring Email Settings 289

Adding an email account 290

Creating Email 291

Creating an email message 291

Replying to an email message 292

Using a stored email address to create a new email message 293

Attaching Files to Messages 295

Reading and Organizing Email 297

Grouping messages into categories 298

Changing the appearance of the Reading Pane 298

Retrieving a file attachment from a message 299

Deleting Email Messages 301

Creating Quick Steps 301

Chapter 15: Calendars, Contacts, and Tasks 305

Setting Appointments 305

Making an appointment 305

Viewing appointments 308

Deleting an appointment 309

Storing Names and Addresses 310

Adding a name 310

Viewing names 311

Searching names 312

Managing Tasks 313

Storing a task 315

Searching tasks 316

Viewing tasks 317

Part 6: Storing Stuff in Access 319

Chapter 16: Using a Database 321

Understanding the Basics of a Database 322

Designing a Database 323

Editing and Modifying a Database 326

Naming a field 326

Adding and deleting a field 327

Defining the type and size of a field 328

Typing Data into a Database 329

Using Datasheet view 330

Using Form view 330

Creating a form 331

Viewing and editing data in a form 332

Editing a form 332

Closing and Saving a Database 335

Closing a database 335

Exiting Access 336

Chapter 17: Searching, Sorting, and Querying a Database 337

Searching a Database 338

Searching for a specific record 338

Filtering a database 339

Sorting a Database 346

Querying a Database 347

Creating a simple query 347

Creating a crosstab query 349

Creating a query that finds duplicate field data 352

Creating an unmatched query 354

Viewing, renaming, closing, and deleting queries 355

Chapter 18: Creating a Database Report 357

Using the Report Wizard 357

Manipulating the Data in a Report 361

Switching a report to Layout view 361

Counting records or values 361

Sorting a field 363

Filtering a field 363

Editing a Report 364

Resizing fields 365

Deleting fields 366

Making Reports Look Pretty 366

Applying themes 367

Creating conditional formatting 367

Deleting a Report 369

Part 7: The Part of Tens 371

Chapter 19: Ten Tips for Using Office 2019 373

Saving Office 2019 Files 373

Password-Protecting Your Files 375

Guarding Against Macro Viruses 377

Customizing the Ribbon 378

Changing the Size of the Office Window 380

Right-Clicking the Mouse 381

Freezing Row and Column Headings in Excel 381

Displaying Slides Out of Order in PowerPoint 382

Reducing Spam in Outlook 382

Setting up Outlook’s junk email filter 382

Creating a Safe Senders list 384

Creating a Blocked Senders list 385

Using Office 365 and Office on Android and iOS 385

Chapter 20: Ten Ways to Make Office 2019 Easier to Use 387

Build (and Use) Your Own Office Add-Ins 387

Collaborating with the Review Tab 388

Using Word’s References Tab 389

Using Excel’s Data Tab 389

Saving and Sending Files 390

Encrypting a File 390

Saving to the Cloud 391

Ignoring the Silly Office Ribbon 392

Find More Office Templates 392

Use Microsoft Office Everywhere 393

Index 395

Wallace Wang is the bestselling author of more than 50 computer books, with over three million of his For Dummies books in print. They include numerous versions of Office For Dummies as well as Beginning Programming For Dummies. When not playing with computers, Wallace splits his time between teaching, writing, game designing, screenwriting, and stand-up comedy.