Microsoft Office

Step by Step
(Office 2021 and Microsoft 365)

Joan Lambert
Curtis Frye
Microsoft Office Step by Step (Office 2021 and Microsoft 365) Editor-in-Chief
Published with the authorization of Microsoft Corporation by: Brett Bartow
Pearson Education, Inc.
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Copyright © 2022 by Joan Lambert and Curtis Frye Loretta Yates

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Contents at a glance
Part 1: Microsoft Office (Microsoft 365 Apps)
1: Explore Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
2: Create and manage files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Part 2: Microsoft Word

3: Modify the structure and appearance of text . . . . . . . . . . . . . . . . . . . . . . . . . . .79
4: Collaborate on documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
5: Merge data with documents and labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Part 3: Excel
6: Perform calculations on data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
7: Manage worksheet data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
8: Reorder and summarize data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
9: Analyze alternative data sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

Part 4: PowerPoint
10: Create and manage slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .291
11: Insert and manage simple graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
12: Add sound and movement to slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .361

Part 5: Microsoft Outlook

13: Send and receive email messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .401
14: Organize your Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
15: Manage scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477

Appendix: Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .521

v
Contents
Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
About the authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii

i
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
Who this book is for . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
The Step by Step approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
Features and conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xx
Download the practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
E-book edition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv
Get support and give feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv
Errata and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv
Stay in touch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv
Adapt exercise steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxvi

Part 1: Microsoft Office (Microsoft 365 Apps)

1
Explore Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Work in the Office user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Identify app window elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Work with the ribbon and status bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adapt procedures for your environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Discover new features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Change Office and app options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Manage account information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Microsoft account options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Manage app options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

vii
 Display and customize the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Customize the ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Get help and provide feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

2
Create and manage files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Create files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Open and move around in files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Display different views of files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Display and edit file properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
File types and compatibility with earlier versions of Office apps . . . . . . . . . 64
Save and close files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Save files to OneDrive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Part 2: Microsoft Word

3
Modify the structure and appearance of text. . . . . . . . . . . . . . . . . . . . . . . . . 79
Apply paragraph formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Configure alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Configure vertical spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Configure indents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Configure paragraph borders and shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Apply character formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Character formatting and case considerations . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Format the first letter of a paragraph as a drop cap . . . . . . . . . . . . . . . . . . . . . 96
Structure content manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

viii
 Create and modify lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101
Format text as you type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Apply built-in styles to text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Apply styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Manage outline levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112
Change the document theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119

4
Collaborate on documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
Mark up documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Insert comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Track changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Display and review document markup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Display markup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Review and respond to comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Review and process tracked changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Remember to check for errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Compare and combine documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Compare and combine separate copies of a document . . . . . . . . . . . . . . . . 143
Compare separate versions of a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Control content changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Restrict actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Restrict access by using a password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Coauthor documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

ix
 5
Merge data with documents and labels . . . . . . . . . . . . . . . . . . . . . . . . . .167
Understand the mail merge process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Start the mail merge process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Get started with letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Get started with labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Get started with email messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Attaching files to email merge messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Choose and refine the data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Select an existing data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Create a new data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Refine the data source records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181
Refresh data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Insert merge fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Preview and complete the merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Create individual envelopes and labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191
Generate individual envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Generate individual mailing labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

Part 3: Excel

6
Perform calculations on data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Name data ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Operators and precedence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Create formulas to calculate values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Summarize data that meets specific conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Copy and move formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

x
 Create array formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Find and correct errors in calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Configure automatic and iterative calculation options . . . . . . . . . . . . . . . . . . . . . 230
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

7
Manage worksheet data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Filter data ranges and tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Summarize filtered data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Randomly select list rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Enforce data entry criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

8
Reorder and summarize data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Sort worksheet data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Sort data by using custom lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Outline and subtotal data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

9
Analyze alternative data sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Define and display alternative data sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Forecast data by using data tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Identify the input necessary to achieve a specific result . . . . . . . . . . . . . . . . . . . . 284
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

xi
Part 4: PowerPoint

10
Create and manage slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .291
Add and remove slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Insert new slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Copy and import slides and content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Hide and delete slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Apply themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Change slide backgrounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Non-theme colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Divide presentations into sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Rearrange slides and sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320

11
Insert and manage simple graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Insert, move, and resize pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Graphic formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Edit and format pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Provide additional information about pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Create a photo album . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
Insert and format icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Work with scalable vector graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .344
Draw and modify shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Draw and add text to shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Locate additional formatting commands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Move and modify shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Format shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Connect shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356

xii
12
Add sound and movement to slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .361
Animate text and pictures on slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Animate this . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Morphing slide content into new forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Customize animation effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Bookmark points of interest in media clips . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Add audio content to slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Add video content to slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Compress media to decrease file size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Hyperlink to additional resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395

Part 5: Microsoft Outlook

13
Send and receive email messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .401
Create and send messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Create messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .404
Troubleshoot message addressing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Save and send messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Send from a specific account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Attach files and Outlook items to messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
New mail notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Display messages and message attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Display message content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Display attachment content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Display message participant information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Respond to messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Resending and recalling messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .440
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .442
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443

xiii
 14
Organize your Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Display and manage messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .448
Select the primary Inbox content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .448
Display and manage conversations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Arrange messages by specific attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Categorize items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Store information in Outlook notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .464
Organize messages in folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467
Print messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474

15
Manage scheduling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Display different views of a calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Use the Date Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Schedule appointments and events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .484
Convert calendar items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489
Add holidays to your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Configure calendar item options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493
Schedule and change meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Respond to meeting requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
Key points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509

Appendix: Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521

xiv
Acknowledgments
Every book represents the combined efforts of many individuals. I’m thankful to Loretta Yates for
the continuing opportunity to be part of this series, and to Charvi Arora for keeping things on
track. Curt Frye wrote the original versions of this book and provided a solid starting point for this
edition. It was a pleasure to work once again with the Scribe Tribe team, including Danielle Foster
(compositor) and Dan Foster (project editor/proofreader). They are consummate professionals, and
I learn something new each time I work with them. Scout Festa (copy editor) did a great job making
sure no spelling errors got through to you, dear readers, and Valerie Haynes Perry (indexer) made
it easy for you to find the information you’re looking for. I’ve worked with this team, virtually, many
times and am very grateful for their skills.

As always, many thanks and all my love to my divine daughter, Trinity Preppernau.

xv
About the authors
Joan Lambert has worked closely with Microsoft technologies since 1986,
and in the training and certification industry since 1997, guiding the transla-
tion of technical information and requirements into useful, relevant, and
measurable resources for people seeking certification of their computer skills
or who simply want to get things done efficiently. She has written more than
50 books about Windows, Office, and SharePoint technologies, including
dozens of Step by Step books and several generations of Microsoft Office
Specialist certification study guides. Students who use the GO! with Microsoft
Office textbook products from Pearson may overhear her cheerfully demon-
strating Office features in the videos that accompany the series.

A native of the Pacific Northwest, Joan has had the good fortune to live in many parts of the
world—including Germany, New Zealand, Sweden, and Denmark—and many of our United States.
She currently resides with her family—one daughter, two dogs, two cats, and seven chickens—
in the Beehive State, where she enjoys the majestic mountain views, mostly blue skies, and
occasional snowstorm.

Curtis Frye is the author of more than 30 books, including Microsoft Excel
2019 Step by Step and Microsoft OneNote Step by Step for Microsoft Press.
He has also created and recorded more than 90 online training courses for
lynda.com and LinkedIn Learning on topics such as Excel data analysis; supply
chain, transportation, and inventory problems; and data visualization using
Tableau. He lives in Portland, Oregon, with his wife, Virginia.

xvii
Introduction i
Welcome to the wonderful world of Microsoft 365 apps, formerly known as Microsoft
Office! This Step by Step book has been designed to make it easy for you to learn
about key aspects of four of the Microsoft 365 apps: Word, Excel, PowerPoint, and
Outlook. In each part of this book, you can start from the beginning and then build
your skills as you learn to perform increasingly specialized procedures. Or, if you
prefer, you can jump in wherever you need guidance for performing tasks. The
how-to steps are delivered crisply and concisely—just the facts. You’ll also find infor-
mative graphics that support the instructional content.

Who this book is for

Microsoft Office Step by Step is designed for use as a learning and reference resource
by home and business users of Microsoft Office 365 or the individual Office apps
who want to use Word, Excel, and PowerPoint to create and edit files, and Outlook
to organize email, contact information, and calendar items. The content of the book
is designed to be useful for people who have previously used earlier versions of the
apps and for people who are discovering the apps for the first time.

The Step by Step approach

This book’s coverage is divided into parts. Part 1 introduces the Microsoft 365 apps and
the skills that are common to all of them. Parts 2–5 each provide a thorough introduc-
tion to one of the four apps covered in this book. Each part is divided into chapters
representing skill set areas, and each chapter is divided into topics that group related
skills. Each topic includes expository information followed by generic procedures. At the
end of the chapter, you’ll find a series of practice tasks you can complete on your own
by using the skills taught in the chapter. You can use the practice files available from this
book’s website to work through the practice tasks, or you can use your own files.

xix
Introduction

Features and conventions

This book has been designed to lead you step by step through tasks you’re likely to
want to perform in Word, Excel, PowerPoint, and Outlook. The topics are all self-
contained, so you can start at the beginning and work your way through all the
procedures or reference them independently. If you have worked with previous
versions of the apps, or if you complete all the exercises and later need help remem-
bering how to perform a procedure, the following features of this book will help you
locate specific information:
■ Detailed table of contents Browse the listing of the topics, sections, and
sidebars within each chapter.
■ Chapter thumb tabs and running heads Identify the pages of each chapter
by the thumb tabs on the book’s open fore edge. Find a specific chapter by
number or title by looking at the running heads at the top of even-numbered
(verso) pages.
■ Topic-specific running heads Within a chapter, quickly locate the topic you
want by looking at the running heads at the top of odd-numbered (recto)
pages.
■ Practice tasks page tabs Easily locate the practice tasks at the end of each
chapter by looking for the full-page stripe on the book’s fore edge.
■ Detailed index Look up coverage of specific tasks and features in the index at
the back of the book.

You can save time when reading this book by understanding how the Step by Step
series provides procedural instructions and auxiliary information and identifies on-
screen and physical elements that you interact with. The following table lists content
formatting conventions used in this book.

Convention Meaning
TIP This reader aid provides a helpful hint or shortcut to simplify
a task.

IMPORTANT This reader aid alerts you to a common problem or provides

information necessary to successfully complete a procedure.

SEE ALSO This reader aid directs you to more information about a topic in
this book or elsewhere.

xx
 Introduction

Convention Meaning
1. Numbered steps Numbered steps guide you through generic procedures in
2. each topic and through hands-on practice tasks at the end
3. of each chapter.
■ Bulleted lists Bulleted lists indicate single-step procedures and sets of
multiple alternative procedures.

Interface objects In procedures and practice tasks, semibold black text indicates
on-screen elements that you should select (click or tap).

User input Light semibold formatting identifies specific information

that you should enter when completing procedures or
practice tasks.

Keyboard shortcuts A plus sign between two keys indicates that you must select
those keys at the same time. For example, “press Ctrl+P” directs
you to hold down the Ctrl key while you press the P key.

Emphasis and URLs In expository text, italic formatting identifies web addresses and
words or phrases we want to emphasize.

Download the practice files

Before you can complete the practice tasks in this book, you must download
the book’s practice files to your computer from MicrosoftPressStore.com/
MSOfficeSBS365/downloads. Follow the instructions on the webpage.

IMPORTANT Word, Excel, PowerPoint, Outlook, and other Microsoft 365 apps are not
available from the book’s website. You should install the apps before working through
the procedures and practice tasks in this book.

You can open the files that are supplied for the practice tasks and save the finished
versions of each file. If you want to repeat practice tasks later, you can download the
original practice files again.

SEE ALSO For information about opening and saving files, see “Open and move
around in files” and “Save and close files” in Chapter 2, “Create and manage files.”

xxi
Introduction

The following table lists the files available for use while working through the practice
tasks in this book.

Chapter Folder File

Part 1: Microsoft Office (Microsoft 365 Apps)
1: Explore Office Office365SBS\Ch01 None

2: Create and manage files Office365SBS\Ch02 DisplayProperties.xlsx

DisplayViews.pptx
NavigateFiles.docx

Part 2: Microsoft Word

3: Modify the structure and Office365SBS\Ch03 ApplyStyles.docx
appearance of text ChangeTheme.docx
CreateLists.docx
FormatCharacters.docx
FormatParagraphs.docx
StructureContent.docx

4: Collaborate on documents Office365SBS\Ch04 ControlChanges.docx

MergeDocs1.docx
MergeDocs2.docx
ReviewComments.docx
TrackChanges.docx

5: Merge data with Office365SBS\Ch05 CreateEnvelopes.docx

documents and labels CustomerList.csv
CustomerList.xlsx
InsertFields.docx
PolicyholdersList.xlsx
RefineData.docx
StartMerge.docx

xxii
 Introduction

Chapter Folder File

Part 3: Microsoft Excel
6: Perform calculations Office365SBS\Ch06 AuditFormulas.xlsx
on data BuildFormulas.xlsx
CreateArrayFormulas.xlsx
CreateConditonalFormulas.xlsx
NameRanges.xlsx
SetIterativeOptions.xlsx

7: Manage worksheet data Office365SBS\Ch07 FilterData.xlsx

SummarizeValues.xlsx
ValidateData.xlsx

8: Reorder and Office365SBS\Ch08 CustomSortData.xlsx

summarize data OutlineData.xlsx
SortData.xlsx

9: Analyze alternative Office365SBS\Ch09 CreateScenarios.xlsx

data sets DefineDataTables.xlsx
PerformGoalSeekAnalysis.xlsx

Part 4: Microsoft PowerPoint

10: Create and manage slides Office365SBS\Ch10 AddRemoveSlides.pptx
ApplyThemes.pptx
ChangeBackgrounds.pptx
CreateSections.pptx
ImportOutline.docx
RearrangeSlides.pptx
ReuseSlides.pptx

xxiii
Introduction

Chapter Folder File

11: Insert and manage Office365SBS\Ch11 AccreditPictures.pptx
simple graphics Bouquets.jpg
DrawShapes.pptx
EditPictures.pptx
InsertIcons.pptx
InsertPictures.pptx
InsertScreens.pptx
Penguins01.jpg
Penguins02.jpg
PinkFlowers.jpg
PurpleFlowers.jpg
RedTree.jpg
Tiger01.jpg
Tiger02.jpg
WhiteFlower.jpg

12: Add sound and Office365SBS\Ch12 AddAudio.pptx

movement to slides AddVideo.pptx
AnimateSlides.pptx
Butterfly.wmv
CustomizeAnimation.pptx
SoundTrack.wma
Wildlife.wmv

Part 5: Microsoft Outlook

13: Send and receive Office365SBS\Ch13 AttachFiles.docx
email messages

14: Organize your Inbox Office365SBS\Ch14 None

15: Manage scheduling Office365SBS\Ch15 None

xxiv
 Introduction

E-book edition
If you’re reading the e-book edition of this book, you can do the following:
■ Search the full text
■ Print
■ Copy and paste

You can purchase and download the e-book edition from the Microsoft Press Store
at MicrosoftPressStore.com/MSOfficeSBS365/detail.

Get support and give feedback

We’ve made every effort to ensure the accuracy of this book and its companion
content. We welcome your feedback.

Errata and support

If you discover an error, please submit it to us at MicrosoftPressStore.com/
MSOfficeSBS365/errata. We’ll investigate all reported issues, update downloadable
content if appropriate, and incorporate necessary changes into future editions of
this book.

For additional book support and information, please visit MicrosoftPressStore.com/

Support.

For assistance with Microsoft software and hardware, visit the Microsoft Support site
at support.microsoft.com.

Stay in touch
Let’s keep the conversation going! We’re on Twitter at twitter.com/MicrosoftPress.

xxv
Modify the
structure and
appearance of text
3
Documents contain text that conveys information to
In this chapter
readers, but the appearance of the document content
also conveys a message. You can provide structure and ■ Apply paragraph formatting
meaning by formatting the text in various ways. Word 365 ■ Apply character formatting
provides a variety of simple-to-use tools that you can use
to apply sophisticated formatting and create a logical and
■ Structure content manually
meaningful navigational structure for your documents. ■ Create and modify lists

In a short document or one that doesn’t require a ■ Apply built-in styles to text
complex navigational structure, you can easily format ■ Change the document theme
words and paragraphs so that key points stand out and
the structure of your document is clear. You can achieve
dramatic flair by applying predefined WordArt text
effects. To keep the appearance of documents and other
Microsoft 365 files consistent, you can format document
elements by applying predefined sets of formatting
called styles. In addition, you can change the fonts,
colors, and effects throughout a document with one click
or tap by applying a theme.

This chapter guides you through procedures related to

applying paragraph and character formatting, structuring
content manually, creating and modifying lists, applying
styles to text, and changing a document’s theme.

79
Chapter 3: Modify the structure and appearance of text

Apply paragraph formatting

You create a paragraph by entering text and then pressing the Enter key. A paragraph
can contain one word, one sentence, or multiple sentences. Every paragraph ends
with a paragraph mark, which looks like a backward P (¶). Paragraph marks and other
structural characters (such as spaces, line breaks, and tabs) are usually hidden, but you
can display them. Sometimes displaying these hidden characters makes it easier to
accomplish a task or understand a structural problem.

SEE ALSO For information about working with hidden structural characters, see
“Structure content manually” later in this chapter.

You can change the look of a paragraph by changing its indentation, alignment, and
line spacing, in addition to the space before and after it. You can also put borders
around it and shade its background. Collectively, the settings you use to vary the look
of a paragraph are called paragraph formatting.

You can modify a paragraph’s left and right edge alignment and internal line spacing,
and the spacing above and below the paragraph, by using tools on the Home tab of
the ribbon or in the Paragraph dialog, and its left and right indents from the Home
tab, the Layout tab, the Paragraph dialog, or the horizontal ruler. The ruler is often
hidden to provide more space for the document content.

The left indent can be changed from the Home tab, the Layout tab, or the ruler

If you modify a paragraph and aren’t happy with the changes, you can restore the
original paragraph and character settings by clearing the formatting to reset the
paragraph to its base style.

SEE ALSO For information about styles, see “Apply built-in styles to text” later in
this chapter.

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When you want to make several adjustments to the alignment, indentation, and spac-
ing of selected paragraphs, it’s sometimes quicker to make changes in the Paragraph
dialog than to select buttons and drag markers.

Indent and spacing settings in the Paragraph dialog

Configure alignment
The alignment settings control the horizontal position of the paragraph text between
the page margins. There are four alignment options:

■ Align Left This is the default paragraph alignment. It sets the left end of
each line of the paragraph at the left page margin or left indent. It results in a
straight left edge and a ragged right edge.
■ Align Right This option sets the right end of each line of the paragraph at
the right page margin or right indent. It results in a straight right edge and a
ragged left edge.
■ Center This option centers each line of the paragraph between the left and
right page margins or indents. It results in ragged left and right edges.
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Chapter 3: Modify the structure and appearance of text

■ Justify This option adjusts the spacing between words so that the left end of
each line of the paragraph is at the left page margin or indent, and the right
end of each line of the paragraph (other than the last line) is at the right margin
or indent. It results in straight left and right edges.

The icons on the alignment buttons on the ribbon depict the effect of each
alignment option.

To open the Paragraph dialog

■ On the Home tab or the Layout tab, in the Paragraph group, select the
Paragraph Settings dialog launcher.
■ On the Home tab, in the Paragraph group, select the Line and Paragraph
Spacing button and then Line Spacing Options.
■ Right-click anywhere in the paragraph and then select Paragraph.

To set paragraph alignment

■ Position the cursor anywhere in the paragraph or select all the paragraphs you
want to adjust. Then do either of the following:
● On the Home tab, in the Paragraph group, select the Align Left, Center,
Align Right, or Justify button.
● Open the Paragraph dialog. On the Indents and Spacing tab, in the General
area, select Left, Centered, Right, or Justified in the Alignment list.

Configure vertical spacing

Paragraphs have two types of vertical spacing:

■ Paragraph spacing This is the space between paragraphs, defined by setting the
space before and after each paragraph. This space is usually measured in points.
(One point is 1/72 of an inch, or approximately 0.035 centimeters.)
■ Line spacing This is the space between the lines within a paragraph, defined by
setting the height of the lines either in relation to the height of the text (single,
double, or a specific number of lines) or by specifying a minimum or exact
point measurement.

The default line spacing for documents created in Word 365 is 1.08 lines. Changing
the line spacing alters the appearance and readability of the text in the paragraph and
the amount of space it occupies on the page.

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The effect of changing line spacing

You can set the paragraph and line spacing for individual paragraphs and for para-
graph styles. You can quickly adjust the spacing of most content in a document by
selecting an option from the Paragraph Spacing menu on the Design tab. (Although
the menu is named Paragraph Spacing, the menu options control both paragraph
spacing and line spacing.) These options, which are named by effect rather than by
specific measurements, work by modifying the spacing of the Normal paragraph style
and any other styles that depend on the Normal style for their spacing. (In standard
templates, most other styles are based on the Normal style.) The Paragraph Spacing
options modify the Normal style in the current document only and do not affect
other documents.

The following table describes the effect of each Paragraph Spacing option on the
paragraph and line spacing settings.

Paragraph spacing option Before paragraph After paragraph Line spacing

Default Controlled by Controlled by Controlled by
style set style set style set

No Paragraph Space 0 points 0 points 1 line

Compact 0 points 4 points 1 line

Tight 0 points 6 points 1.15 lines

Open 0 points 10 points 1.15 lines

Relaxed 0 points 6 points 1.5 lines

Double 0 points 8 points 2 lines

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Chapter 3: Modify the structure and appearance of text

To quickly adjust the vertical spacing before, after, and within all paragraphs in
a document

1. On the Design tab, in the Document Formatting group, select Paragraph

Spacing to display the Paragraph Spacing menu.

Each paragraph spacing option

controls space around and
within the paragraph

2. Select the option you want to apply to all the paragraphs in the document.

To adjust the spacing between paragraphs

1. Select all the paragraphs you want to adjust.

2. On the Layout tab, in the Paragraph group, adjust the Spacing Before and
Spacing After settings.

Spacing is measured in points

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 Apply paragraph formatting

To adjust spacing between the lines of paragraphs

■ Position the cursor anywhere in the paragraph or select all the paragraphs you
want to adjust. Do either of the following:
● To make a quick adjustment to the selected paragraphs, on the Home tab,
in the Paragraph group, select the Line and Paragraph Spacing button,
and then select any of the line-spacing commands on the menu.
3

You can choose from preset internal line-spacing options or

adjust paragraph spacing

TIP You can also adjust the space before and after selected paragraphs from
the Line And Paragraph Spacing menu. Selecting one of the last two options
adds or removes a preset amount of space between the selected paragraphs.

● To make a more-specific adjustment, open the Paragraph dialog. Then, on

the Indents and Spacing tab, in the Spacing area, make the adjustments
you want to the paragraph spacing, and then select OK.

Configure indents
In Word, you don’t define the width of paragraphs and the length of pages by defin-
ing the area occupied by the text. Instead, you define the size of the white space—the
left, right, top, and bottom margins—around the text.

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Chapter 3: Modify the structure and appearance of text

Although the left and right margins are set for a whole document or for a section of a
document, you can vary the position of a paragraph between the margins by indent-
ing the left or right edge of the paragraph.

A paragraph indent is the space from the page margin to the text. You can change the
left indent by selecting buttons on the Home tab, or you can set the indents directly
on the ruler. Three indent markers are always present on the ruler:

■ Left Indent This defines the outermost left edge of each line of the paragraph.
■ Right Indent This defines the outermost right edge of each line of the paragraph.
■ First Line Indent This defines the starting point of the first line of the paragraph.

The ruler indicates the space between the left and right page margins in a lighter
color than is used in the space outside of the page margins.

First Line Indent

Left Indent Right Indent

The indent markers on the ruler

The default setting for the Left Indent and First Line Indent markers is 0.0”, which
aligns with the left page margin. The default setting for the Right Indent marker is the
distance from the left margin to the right margin. For example, if the page size is set
to 8.5 inches wide and the left and right margins are set to 1.0 inch, the default Right
Indent marker is at 6.5 inches.

You can arrange the Left Indent and First Line Indent markers to create a hanging
indent or a first line indent. Hanging indents are most commonly used for bulleted
and numbered lists, in which the bullet or number is indented less than the main text
(essentially, it is outdented). First line indents are frequently used to distinguish the
beginning of each subsequent paragraph in documents that consist of many consecu-
tive paragraphs of text. Both types of indents are set by using the First Line Indent
marker on the ruler.

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 Apply paragraph formatting

TIP The First Line Indent marker is linked to the Left Indent marker. Moving the Left
Indent marker also moves the First Line Indent marker to maintain the first line indent
distance. You can move the First Line Indent marker independently of the Left Indent marker to
change the first line indent distance.

To display the ruler 3

■ On the View tab, in the Show group, select the Ruler checkbox.

TIP In this book, we show measurements in inches. If you want to change the measure-
ment units Word uses, open the Word Options dialog. On the Advanced page, in the
Display area, select the units you want in the Show Measurements In Units Of list. Then select OK.

To indent or outdent the left edge of a paragraph

■ Position the cursor anywhere in the paragraph, or select all the paragraphs you
want to adjust. Then do any of the following:
● On the Home tab, in the Paragraph group, select the Increase Indent or
Decrease Indent button to move the left edge of the paragraph in 0.25-
inch increments.

TIP You cannot increase or decrease the indent beyond the margins by
using the Increase Indent and Decrease Indent buttons. If you need to
extend an indent beyond the margins, you can do so by setting negative indenta-
tion measurements in the Paragraph dialog.

● Open the Paragraph dialog. Then, on the Indents and Spacing tab, in the
Indentation area, set the indent in the Left box, and then select OK.
● On the ruler, drag the Left Indent marker to the ruler measurement at
which you want to position the left edge of the body of the paragraph.

To create a hanging indent or first line indent

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you
want to adjust.

2. Open the Paragraph dialog. Then, on the Indents and Spacing tab, in the
Indents area, select First line or Hanging in the Special box.

3. In the By box, set the amount of the indent, and then select OK.

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Chapter 3: Modify the structure and appearance of text

Or

1. Set the left indent of the paragraph body.

2. On the ruler, drag the First Line Indent marker to the ruler measurement at
which you want to begin the first line of the paragraph.

Configure paragraph borders and shading

To make a paragraph really stand out, you might want to put a border around
it or shade its background. (For real drama, you can do both.) You can select a
predefined border from the Borders menu or design a custom border in the
Borders And Shading dialog.

You can customize many aspects of the border

After you select the style, color, width, and location of the border, you can
select Options to specify its distance from the text.

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 Apply character formatting

To indent or outdent the right edge of a paragraph

■ Position the cursor anywhere in the paragraph or select all the paragraphs you
want to adjust. Then do either of the following:
● On the ruler, drag the Right Indent marker to the ruler measurement at
which you want to set the maximum right edge of the paragraph.
3
● Open the Paragraph dialog. Then, on the Indents and Spacing tab, in the
Indentation area, set the right indent in the Right box, and then select OK.

TIP Unless the paragraph alignment is justified, the right edge of the paragraph will be
ragged, but no line will extend beyond the right indent or outdent.

Apply character formatting

The appearance of your document helps convey not only the document’s message
but also information about the document’s creator: you. A neatly organized docu-
ment that contains consistently formatted content and appropriate graphic elements,
and that doesn’t contain spelling or grammatical errors, invokes greater confidence in
your ability to provide any product or service.

Earlier in this chapter, you learned about methods of applying formatting to para-
graphs. This topic covers methods of formatting the text of a document. Formatting
that you apply to text is referred to as character formatting.

In Word documents, you can apply three types of character formatting:

■ Individual character formats, including font, font size, font color, bold, italic,
underline, strikethrough, subscript, superscript, and highlight color
■ Artistic text effects that incorporate character outline and fill colors
■ Preformatted styles associated with the document template, many of which not
only affect the appearance of the text but also convey structural information
(such as titles and headings)

When you enter text in a document, it’s displayed in a specific font. By default, the
font used for text in a new blank document is 11-point Calibri, but you can change the
font of any text element at any time. The available fonts vary from one computer to
another, depending on the apps installed. Common fonts include Arial, Verdana, and
Times New Roman.
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Chapter 3: Modify the structure and appearance of text

You can vary the look of a font by changing the following attributes:

■ Size Almost every font has a range of sizes you can select from. (Sometimes
you can set additional sizes beyond those listed.) The font size is measured in
points, from the top of the ascenders (the letter parts that go up, like the left
line of the letter h) to the bottom of the descenders (the letter parts that drop
down, like the left line of the letter p).
■ Style Almost every font has a range of font styles. The most common are regu-
lar (or plain), italic, bold, and bold italic.
■ Effects Fonts can be enhanced by applying effects, such as underlining, small
capital letters (small caps), or shadows.
■ Character spacing You can alter the spacing between characters by pushing
them apart or squeezing them together.

Although some attributes might cancel each other out, they are usually cumulative.
For example, you might use a bold font style in various sizes and colors to make words
stand out in a newsletter.

You apply character formatting from three locations:

■ Mini Toolbar Several common formatting buttons are available on the Mini
Toolbar that appears temporarily when you select text.

The Mini Toolbar appears temporarily when you select text, becomes transparent when you move
the pointer away from the selected text, and disappears if not used

■ Font group on the Home tab This group includes buttons for changing the
font and most of the font attributes you are likely to use.

The most common font formatting commands are

available on the Home tab

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 Apply character formatting

■ Font dialog Less commonly applied attributes such as small caps and special
underlining are available from the Font dialog.

Less-common font and character attributes can be set in the Font dialog

In addition to applying character formatting to change the look of characters, you can
apply predefined text effects (sometimes referred to as WordArt) to a selection to add
more zing. The available effects match the current theme colors.

You can apply any predefined effect in

the gallery or define a custom effect

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Chapter 3: Modify the structure and appearance of text

These effects are somewhat dramatic, so you’ll probably want to restrict their use to
document titles and similar elements to which you want to draw particular attention.

To change the font of selected text

■ On the Mini Toolbar or in the Font group on the Home tab, in the Font list,
select the font you want to apply.

To change the font size of selected text

■ Do any of the following on the Mini Toolbar or in the Font group on the
Home tab:
● In the Font Size list, select the font size you want to apply.
● In the Font Size box, enter the font size you want to apply (even a size that
doesn’t appear in the list). Then press the Enter key.
● To increase the font size in set increments, select the Increase Font Size
button or press Ctrl+>.
● To decrease the font size in set increments, select the Decrease Font Size
button or press Ctrl+<.

To format selected text as bold, italic, or underlined

■ On the Mini Toolbar, select the Bold, Italic, or Underline button.
■ On the Home tab, in the Font group, select the Bold, Italic, or Underline button.
■ Press Ctrl+B to format the text as bold.
■ Press Ctrl+I to format the text as italic.
■ Press Ctrl+U to underline the text.

TIP To quickly apply a different underline style to selected text, select the arrow next
to the Underline button on the Home tab, and then in the list, select the underline style
you want to apply.

To cross out selected text by drawing a line through it

■ On the Home tab, in the Font group, select the Strikethrough button.

To display superscript or subscript characters

1. Select the characters you want to display in superscript or subscript form.

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2. On the Home tab, in the Font group, do either of the following:

● Select the Subscript button to decrease the size of the selected characters
and shift them to the bottom of the line.
● Select the Superscript button to decrease the size of the selected charac-
ters and shift them to the top of the line.
3
To apply artistic effects to selected text
■ On the Home tab, in the Font group, select the Text Effects and Typography
button, and then do either of the following:
● In the Text Effects and Typography gallery, select the preformatted effect
combination that you want to apply.
● On the Text Effects and Typography menu, select Outline, Shadow,
Reflection, Glow, Number Styles, Ligatures, or Stylistic Sets. Then make
selections on the submenus to apply and modify those effects.

To change the font color of selected text

1. On the Mini Toolbar, or in the Font group on the Home tab, select the Font
Color arrow to display the Font Color menu.

2. In the Theme Colors or Standard Colors palette, select a color swatch to apply
that color to the selected text.

TIP To apply the Font Color button’s current color, you can simply select the button (not its
arrow). If you want to apply a color that’s not shown in the Theme Colors or Standard Colors
palette, select More Colors. In the Colors dialog, select the color you want in the honeycomb on the
Standard page, select the color gradient, or enter values for a color on the Custom page.

To change the case of selected text

■ On the Home tab, in the Font group, select the Change Case button and
then select Sentence case, lowercase, UPPERCASE, Capitalize Each Word,
or tOGGLE cASE.
■ Press Shift+F3 repeatedly to cycle through the standard case options (Sentence
case, UPPERCASE, lowercase, and Capitalize Each Word).

IMPORTANT The case options vary based on the selected text. If the selection ends in
a period, Word does not include the Capitalize Each Word option in the rotation. If the
selection does not end in a period, Word does not include Sentence case in the rotation.

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Chapter 3: Modify the structure and appearance of text

Character formatting and case considerations

The way you use character formatting in a document can influence the docu-
ment’s visual impact on your readers. Used judiciously, character formatting
can make a plain document look attractive and professional, but excessive
use can make it look amateurish and detract from the message. For example,
using too many fonts in the same document is a mark of inexperience, so
don’t use more than two or three.

Bear in mind that lowercase letters tend to recede, so using all uppercase
(capital) letters can be useful for titles and headings or for certain kinds of
emphasis. However, large blocks of uppercase letters are tiring to the eye.

TIP Where do the terms uppercase and lowercase come from? Until the advent of com-
puters, individual characters made of lead were assembled to form the words that would
appear on a printed page. The characters were stored alphabetically in cases, with the
capital letters in the upper case and the small letters in the lower case.

To highlight text
■ Select the text you want to highlight, and then do either of the following:
● On the Mini Toolbar or in the Font group on the Home tab, select the Text
Highlight Color button to apply the default highlight color.
● On the Mini Toolbar or in the Font group on the Home tab, select the Text
Highlight Color arrow, and then select a color swatch to apply the selected
highlight color and change the default highlight color.

Or

1. Without first selecting text, do either of the following:

● Select the Text Highlight Color button to select the default highlight color.
● Select the Text Highlight Color arrow and then select a color swatch to
select that highlight color.

2. When the pointer changes to a highlighter, drag it across one or more sections
of text to apply the highlight.

3. Select the Text Highlight Color button or press the Esc key to deactivate
the highlighter.

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To copy formatting to other text

1. Click or tap anywhere in the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, do either of the following:
● If you want to apply the formatting to only one target, select Format
Painter once. 3
● If you want to apply the formatting to multiple targets, double-click
Format Painter.
3. When the pointer changes to a paintbrush, select or drag across the text you
want to apply the copied formatting to.
4. If you activated the Format Painter for multiple targets, repeat step 3 until you
finish applying the formatting. Then select the Format Painter button once or
press the Esc key to deactivate the tool.
To repeat the previous formatting command
■ Select the text to which you want to apply the repeated formatting. Then do
any of the following to repeat the previous formatting command:
● On the Quick Access Toolbar, select the Repeat button.
● Press Ctrl+Y.
● Press F4.
To open the Font dialog
■ On the Home tab, in the Font group, select the Font dialog launcher.
■ Press Ctrl+Shift+F.
To remove character formatting
■ Select the text you want to clear the formatting from. Then do any of the following:
● Press Ctrl+Spacebar to remove manually applied formatting (but not styles).
● On the Home tab, in the Font group, select the Clear All Formatting button to
remove all styles and formatting other than highlighting from selected text.

IMPORTANT If you select an entire paragraph, the Clear All Formatting

command will clear character and paragraph formatting from the paragraph
and reset it to the default paragraph style.

● On the Home tab, in the Font group, select the Text Highlight Color arrow
and then, on the menu, select No Color to remove highlighting.
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Chapter 3: Modify the structure and appearance of text

Format the first letter of a paragraph as a

drop cap
Many books, magazines, and reports begin the first paragraph of a section or
chapter by using an enlarged, decorative capital letter. Called a dropped cap-
ital, or simply a drop cap, this effect can be an easy way to give a document a
finished, professional look. When you format a paragraph to start with a drop
cap, Word inserts the first letter of the paragraph in a text box and formats its
height and font in accordance with the Drop Cap options.

By default, a drop-cap letter is the height of three lines of text

Word 365 has two basic drop-cap styles:

■ Dropped The letter is embedded in the original paragraph.

■ In margin The letter occupies its own column, and the remaining para-
graph text is moved to the right.

To format the first letter of a paragraph as a drop cap:

1. Click anywhere in the paragraph.

2. On the Insert tab, in the Text group, select the Drop Cap button and
then select the drop-cap style you want to apply.

To change the font, height, or distance between the drop cap and the para-
graph text, select Drop Cap Options on the Drop Cap menu, and then select
the options you want in the Drop Cap dialog.

If you want to apply the drop-cap format to more than the first letter of the
paragraph, add the drop cap to the paragraph, click to the right of the letter
in the text box, and enter the rest of the word or text that you want to make
stand out. If you do this, don’t forget to delete the word from the beginning
of the paragraph!

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 Structure content manually

To change the character spacing

1. Select the text you want to change.

2. Open the Font dialog, and then select the Advanced tab to display character
spacing and typographic features.

3. In the Spacing list, select Expanded or Condensed. 3

4. In the adjacent By box, set the number of points you want to expand or con-
dense the character spacing.

5. In the Font dialog, select OK.

Structure content manually

At times, it’s necessary to manually position text within a paragraph. You can do this
by using two different hidden characters: line breaks and tabs. These characters are
visible only when the option to show paragraph marks and formatting symbols is
turned on.

These hidden characters have distinctive appearances:

■ A line break character looks like a bent left-pointing arrow ( )

■ A tab character looks like a right-pointing arrow ( )

You can use a soft line break, also known as a soft return, to wrap a line of a paragraph
in a specific location without ending the paragraph. You might use this technique to
display only specific text on a line, or to break a line before a word that would other-
wise be hyphenated.

TIP Inserting a line break does not start a new paragraph, so when you apply para-
graph formatting to a line of text that ends with a line break, the formatting is applied
to the entire paragraph, not only to that line.

A tab stop defines the space between two document elements. For example, you can
separate numbers from list items, or columns of text, by using tabs. You can then set
tab stops that define the location and alignment of the tabbed text.

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Chapter 3: Modify the structure and appearance of text

Left tab Decimal tab Center tab Right tab

You can align text in different ways by using tabs

You can align lines of text in different locations across the page by using tab stops.
The easiest way to set tab stops is directly on the horizontal ruler. By default, Word
sets left-aligned tab stops every half inch (1.27 centimeters). These default tab stops
aren’t shown on the ruler. To set a custom tab stop, start by selecting the Tab button
(located at the intersection of the vertical and horizontal rulers) until the type of tab
stop you want appears.

Left tab Center tab Right tab Decimal tab Bar tab

Tab setting options

You have the following tab options:

■ Left tab Aligns the left end of the text with the tab stop.
■ Center tab Aligns the center of the text with the tab stop.
■ Right tab Aligns the right end of the text with the tab stop.
■ Decimal tab Aligns the decimal point in the text (usually a numeric value)
with the tab stop.
■ Bar tab Draws a vertical line at the position of the tab stop.

If you find it too difficult to position tab stops on the ruler, you can set, clear, align,
and format tab stops from the Tabs dialog.

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 Structure content manually

You can specify the alignment and tab leader for

each tab

You might also work from this dialog if you want to use tab leaders—visible marks
such as dots or dashes connecting the text before the tab with the text after it. For
example, tab leaders are useful in a table of contents to carry the eye from the text
to the page number.

When you insert tab characters, the text to the right of the tab character aligns on the
tab stop according to its type. For example, if you set a center tab stop, pressing the
Tab key moves the text so that its center is aligned with the tab stop.

To display or hide paragraph marks and other structural characters

■ On the Home tab, in the Paragraph group, select the Show/Hide ¶ button.
■ Press Ctrl+Shift+8 (Ctrl+*).

To insert a line break

■ Position the cursor where you want to break the line. Then do either of
the following:
● On the Layout tab, in the Page Setup group, select Breaks and then
Text Wrapping.
● Press Shift+Enter.

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Chapter 3: Modify the structure and appearance of text

To insert a tab character

■ Position the cursor where you want to add the tab character, and then press
the Tab key.

To open the Tabs dialog

1. Select any portion of one or more paragraphs that you want to manage tab
stops for.

2. Open the Paragraph dialog.

3. In the lower-left corner of the Indents and Spacing tab, select the Tabs button.

To align a tab and set a tab stop

1. Select any portion of one or more paragraphs that you want to set the tab stop for.

2. Display the ruler, if it isn’t shown, by selecting the Ruler checkbox in the Show
group on the View tab.

3. Select the Tab button at the left end of the ruler to cycle through the tab stop
alignments, in this order:
● Left
● Center
● Right
● Decimal
● Bar

4. When the Tab button shows the alignment you want, select the ruler at the
point where you want to set the tab.

TIP When you manually align a tab and set a tab stop, Word removes any default tab
stops to the left of the one you set. (It doesn’t remove any manually set tab stops.)

Or

1. Open the Tabs dialog.

2. In the Tab stop position box, enter the position for the new tab stop.

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 Create and modify lists

3. In the Alignment and Leader areas, set the options you want for this tab stop.

4. Select Set to set the tab, and then select OK.

To change the position of an existing custom tab stop

■ Drag the tab marker on the ruler to the left or right.
■ Open the Tabs dialog. In the Tab stop position list, select the tab stop you 3
want to change. Select the Clear button to clear the existing tab stop. Enter
the replacement tab stop position in the Tab stop position box, select Set,
and then select OK.

To remove a custom tab stop

■ Drag the tab marker off of the ruler.
■ In the Tabs dialog, select the custom tab stop in the Tab stop position list,
select Clear, and then select OK.

Create and modify lists

Lists are paragraphs that start with a character—usually a number or bullet—and
are formatted with a hanging indent so that the character stands out on the left end
of each list item. Fortunately, Word takes care of the formatting of lists for you. You
simply indicate the type of list you want to create.

When the order of items is not important—for example, for a list of people or sup-
plies—a bulleted list is the best choice. When the order is important—for example,
for sequential steps in a procedure—you should create a numbered list.

You can format an existing set of paragraphs as a list or create the list as you enter
text into the document. After you create a list, you can modify, format, and customize
the list as follows:

■ You can move items around in a list, insert new items, or delete unwanted
items. If the list is numbered, Word automatically updates the numbers.
■ You can modify the indentation of the list. You can change both the overall
indentation of the list and the relationship of the first line to the other lines.

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■ For a bulleted list, you can sort list items alphabetically in ascending or
descending order, change the bullet symbol, or define a custom bullet (even
a picture bullet).
■ For a numbered list, you can change the number style to use different punctua-
tion, roman numerals, or letters, or define a custom style, and you can specify
the starting number.

To format a new bulleted or numbered list as you enter content

■ With the cursor at the position in the document where you want to start the list,
do either of the following:
● To start a new bulleted list, enter * (an asterisk) at the beginning of a para-
graph, and then press the Spacebar or the Tab key before entering the list
item text.
● To start a new numbered list, enter 1. (the number 1 followed by a period) at
the beginning of a paragraph, and then press the Spacebar or the Tab key
before entering the list item text.

When you start a list in this fashion, Word automatically formats the text as a
bulleted or numbered list.

When you press Enter to start a new item, Word continues the formatting to
the new paragraph. Typing text and pressing Enter adds subsequent bulleted
or numbered items. To end the list, press Enter twice, or select the Bullets
arrow or Numbering arrow in the Paragraph group on the Home tab, and
then in the gallery, select None.

TIP If you want to start a paragraph with an asterisk or number but don’t want to format
the paragraph as a bulleted or numbered list, select the AutoCorrect Options button that
appears after Word changes the formatting, and then in the list, select the appropriate Undo
option. You can also select the Undo button on the Quick Access Toolbar or press Ctrl+Z.

To convert paragraphs to bulleted or numbered list items

1. Select the paragraphs that you want to convert to list items.

2. On the Home tab, in the Paragraph group, do either of the following:

● Select the Bullets button to convert the selection to a bulleted list.
● Select the Numbering button to convert the selection to a numbered list.

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 Create and modify lists

To create a list with multiple levels

1. Start creating a bulleted or numbered list.

2. When you want the next list item to be at a different level, do either of the
following:
● To create the next item one level lower (indented more), press the Tab key 3
at the beginning of that paragraph before you enter the lower-level list
item text.
● To create the next item one level higher (indented less), press Shift+Tab
at the beginning of the paragraph before you enter the higher-level list
item text.

In the case of a bulleted list, Word changes the bullet character for each item
level. In the case of a numbered list, Word changes the type of numbering used,
based on a predefined numbering scheme.

TIP For a multilevel list, you can change the numbering pattern or bullets by selecting
the Multilevel List button in the Paragraph group on the Home tab and then selecting the
pattern you want, or you can define a custom pattern by selecting Define New Multilevel List.

To modify the indentation of a list

■ Select the list items whose indentation you want to change, and do any of
the following:
● On the Home tab, in the Paragraph group, select the Increase Indent
button to move the list items to the right.
● In the Paragraph group, select the Decrease Indent button to move the
list items to the left.
● Display the ruler and drag the indent markers to the left or right.

TIP You can adjust the space between the bullets and their text by dragging only the
Hanging Indent marker.

SEE ALSO For information about paragraph indentation, see “Apply paragraph format-
ting” earlier in this chapter.

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To sort bulleted list items alphabetically

1. Select the bulleted list items whose sort order you want to change.

2. On the Home tab, in the Paragraph group, select the Sort button to open the
Sort Text dialog.

3. In the Sort by area, select Ascending or Descending. Then select OK.

To change the bullet symbol

1. Select the bulleted list whose bullet symbol you want to change.

2. On the Home tab, in the Paragraph group, select the Bullets arrow.

3. In the Bullets gallery, select the new symbol you want to use to replace the
bullet character that begins each item in the selected list.

To define a custom bullet

1. In the Bullets gallery, select Define New Bullet.

2. In the Define New Bullet dialog, select the Symbol, Picture, or Font button,
and then select from the wide range of options.

3. Select OK to apply the new bullet style to the list.

To change the number style

1. Select the numbered list whose number style you want to change.

2. On the Home tab, in the Paragraph group, select the Numbering arrow to
display the Numbering gallery.

3. Make a new selection to change the style of the number that begins each item
in the selected list.

To define a custom number style

1. In the Numbering gallery, select Define New Number Format.

2. In the Define New Number Format dialog, do either of the following:

● Change the selections in the Number Style, Number Format, or
Alignment boxes.
● Select the Font button and then select from the wide range of options.

3. Select OK to apply the new numbering style to the list.

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 Create and modify lists

To start a list or part of a list at a predefined number

1. Place the cursor within an existing list, in the list paragraph whose number you
want to set.

2. Display the Numbering gallery, and then select Set Numbering Value to open
the Set Numbering Value dialog.
3
3. Do either of the following to permit custom numbering:
● Select Start new list.
● Select Continue from previous list, and then select the Advance value
(skip numbers) checkbox.

4. In the Set value to box, enter the number you want to assign to the list item.
Then select OK.

You can start or restart a numbered list

at any number

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Chapter 3: Modify the structure and appearance of text

Format text as you type

The Word list capabilities are only one example of the app’s ability to intuit
how you want to format an element based on what you type. You can
learn more about these and other AutoFormatting options by exploring
the AutoCorrect dialog, which you can open from the Proofing page of the
Word Options dialog.

The AutoFormat As You Type page shows the options Word implements by
default, including bulleted and numbered lists.

You can select and clear options to control automatic formatting behavior

One interesting option in this dialog is Border Lines. When this checkbox is
selected, typing three consecutive hyphens (---) or three consecutive under-
scores (___) and pressing Enter draws a single line across the page. Typing
three consecutive equals signs (===) and pressing Enter draws a double line.
Typing three consecutive tildes (~~~) and pressing Enter draws a zigzag line.

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 Apply built-in styles to text

Apply built-in styles to text

You don’t have to know much about character and paragraph formatting to format
your documents in ways that will make them easier to read and more professional
looking. With a couple of mouse clicks or screen taps, you can easily change the look
of words, phrases, and paragraphs by using styles. More importantly, you can build a
document outline that is reflected in the Navigation pane and use it to create a table
3
of contents.

Apply styles
Styles can include character formatting (such as font, size, and color), paragraph for-
matting (such as line spacing and outline level), or a combination of both. Styles are
stored in the template that is attached to a document.

By default, blank new documents are based on the Normal template. The Normal
template includes a standard selection of styles that fit the basic needs of most docu-
ments. These styles include nine heading levels, various text styles including those
for multiple levels of bulleted and numbered lists, index and table of contents entry
styles, and many specialized styles such as those for hyperlinks, quotations, place-
holders, captions, and other elements.

By default, the most common predefined styles are available in the Styles gallery on the
Home tab. You can add styles to the gallery or remove those that you don’t often use.

The Styles gallery in a new, blank document based on the

Normal template

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Chapter 3: Modify the structure and appearance of text

Styles stored in a template are usually based on the Normal style and use only the
default body and heading fonts associated with the document’s theme, so they all go
together well. For this reason, formatting document content by using styles produces
a harmonious effect. After you apply named styles, you can easily change the look of
an entire document by switching to a different style set that contains styles with the
same names but different formatting.

SEE ALSO For information about document theme elements, see “Change the docu-
ment theme” later in this chapter.

Style sets are available from the Document Formatting gallery on the Design tab.

Pointing to a style set in the gallery displays a live preview of the effects of
applying that style set to the entire document

TIP Style sets provide a quick and easy way to change the look of an existing docu-
ment. You can also modify style definitions by changing the template on which the
document is based.

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 Apply built-in styles to text

To open the Styles pane

■ On the Home tab, select the Styles dialog launcher.

The Styles pane can display style names or previews

TIP If the Styles pane floats above the page, you can drag it by its title bar to the right
or left edge of the app window to dock it.

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Chapter 3: Modify the structure and appearance of text

To change which styles are displayed in the Styles pane

1. Open the Styles pane, and then select Options.

To make it easier to find specific styles, sort the list alphabetically

2. In the Style Pane Options dialog, do any of the following, and then select OK:
● In the Select styles to show list, select one of the following:
● Recommended Displays styles that are tagged in the template as rec-
ommended for use
● In use Displays styles that are applied to content in the current document
● In current document Displays styles that are in the template that is
attached to the current document
● All styles Displays built-in styles, styles that are in the attached template,
and styles that were brought into the document from other templates
● In the Select how list is sorted list, select Alphabetical, As Recommended,
Font, Based on, or By type.
● In the Select formatting to show as styles area, select each checkbox for
which you want to display variations from named styles.
● In the Select how built-in style names are shown area, select the checkbox
for each option you want to turn on.

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 Apply built-in styles to text

Displaying paragraph-level and font formatting exposes deviations

from style definitions

To display or hide style previews in the Styles pane

■ Open the Styles pane, and then select or clear the Show Preview checkbox.

To add a style to the Styles gallery

■ In the Styles pane, point to the style, select the arrow that appears, and then
select Add to Style Gallery.

To remove a style from the Styles gallery

■ In the Styles pane, point to the style, select the arrow that appears, and then
select Remove from Style Gallery.
■ In the Styles gallery, right-click or long-press (tap and hold) the style, and then
select Remove from Style Gallery.

To apply a built-in style

1. Select the text or paragraph to which you want to apply the style.

TIP If the style you want to apply is a paragraph style, you can position the
cursor anywhere in the paragraph. If the style you want to apply is a character
style, you must select the text.

2. In the Styles gallery on the Home tab, or in the Styles pane, select the style you
want to apply.
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To change the style set

1. On the Design tab, in the Document Formatting group, select the More
button to display all the style sets (if necessary).

2. Point to any style set to preview its effect on the document.

3. Select the style set you want to apply.

Manage outline levels

Styles can be used for multiple purposes: to affect the appearance of the content, to
build a document outline, and to tag content as a certain type so that you can easily
locate it.

Heading styles define a document’s outline

Each paragraph style has an associated Outline Level setting. Outline levels include
Body Text and Level 1 through Level 9. Most documents use only body text and the
first two, three, or four outline levels.

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 Apply built-in styles to text

Most documents use only two to four of the outline levels

Paragraphs that have the Level 1 through Level 9 outline levels become part of the
hierarchical structure of the document. They appear as headings in the Navigation
pane and act as handles for the content that appears below them in the hierarchy. You
can collapse and expand the content below each heading and move entire sections of
content by dragging the headings in the Navigation pane.

To display the document outline in the Navigation pane

■ In the Navigation pane, select Headings to display the document structure.

TIP Only headings that are styled by using document heading styles, or other styles
that have outline levels applied, appear in the Navigation pane.

To expand or collapse the outline in the Navigation pane

■ In the Navigation pane, do either of the following:
● If there is a white triangle to the left of a heading, select it to expand that
heading to show its subheadings.
● If there is a downward-angled black triangle to the left of a heading, select
it to collapse the subheadings under that heading.

TIP If there is no triangle next to a heading, that heading does not have subheadings.

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To expand or collapse sections in the document

■ In a document that contains styles, point to a heading to display a triangle to its
left. Then do either of the following:
● If the triangle is a downward-angled gray triangle, select the triangle to hide
the content that is within the heading.
● If the triangle is a white triangle, select the triangle to display the hidden
document content.

Change the document theme

Every document you create is based on a template, and the look of the template is
controlled by a theme. The theme is a combination of coordinated colors, fonts, and
effects that visually convey a certain tone. To change the look of a document, you can
apply a different theme from the Themes gallery.

The default installation of Word 365 offers 30 themes to choose from

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 Change the document theme

Each theme has a built-in font set and color set, and an associated effect style.

■ Each font set includes two font definitions: one for headings and one for body
text. In some font sets, the heading and body fonts are the same.
■ Each color in a color set has a specific role in the formatting of styled ele-
ments. For example, the first color in each set is applied to the Title and Intense
Reference styles, and different shades of the third color are applied to the
3
Subtitle, Heading 1, and Heading 2 styles.

If you like the background elements of a theme but not the colors or fonts, you can
mix and match theme elements.

Word 365 offers thousands of different combinations for creating a custom theme that meets your exact needs

TIP In addition to colors and fonts, you can control the subtler design elements associ-
ated with a theme, such as paragraph spacing and visual effects.

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If you create a combination of theme elements that you would like to use with other
documents, you can save the combination as a new theme. By saving the theme in
the default Document Themes folder, you make the theme available in the Themes
gallery. However, you don’t have to store custom themes in the Document Themes
folder; you can store them anywhere on your hard disk, on removable media, or in a
network location.

TIP The default Document Themes folder is stored within your user profile. On a
default freestanding installation, the folder is located at C:\Users\<user name>\
AppData\Roaming\Microsoft\Templates\Document Themes. In a corporate environment with
managed computer configurations, the user profile folder might be located elsewhere.

By default, Word applies the Office theme to all new, blank documents. In Word 365,
the Office theme uses a primarily blue palette, the Calibri font for body text, and
Calibri Light for headings. If you plan to frequently use a theme other than the Office
theme, you can make that the default theme.

TIP If multiple people create corporate documents for your company, you can ensure
that everyone’s documents have a common look and feel by assembling a custom
theme and making it available to everyone. Use theme elements that reflect your corporate
colors, fonts, and visual style, and then save the theme to a central location or send the theme
file by email and instruct your colleagues to save it to the default Document Themes folder.

To apply a built-in theme to a document

■ On the Design tab, in the Document Formatting group, select the Themes
button, and then select the theme you want to apply.

TIP If you have manually applied formatting to document content, the theme does not
override the manual formatting. To ensure that all document elements are controlled by
the theme, select Reset To The Default Style Set on the Document Formatting menu.

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 Change the document theme

To change theme elements in a document

■ On the Design tab, in the Document Formatting group, do any of the following:
● Select Colors (the ScreenTip says Theme Colors), and then select the color
set you want to apply.
● Select Fonts (the ScreenTip says Theme Fonts), and then select the font set 3
you want to apply.
● Select Effects (the ScreenTip says Theme Effects), and then select the effect
style you want to apply.

To save a custom theme

1. Apply a base theme, and then modify the theme colors, fonts, and effects as
you want them.

2. On the Design tab, in the Document Formatting group, select Themes.

3. At the bottom of the Themes menu, select Save Current Theme to display the
contents of the Document Themes folder in the Save Current Theme dialog.

4. Accept the theme name that’s in the File name box or replace the suggested
name with one that’s more descriptive. Then select Save.

To apply a custom theme

1. Display the Themes menu. If you have created a custom theme, the Themes
menu now includes a Custom area that contains your theme.

2. Select the theme to apply it to the document.

To change the default theme

1. In the document, apply the theme you want to use as the default theme.

2. On the Design tab, in the Document Formatting group, select Set as Default.

To apply a theme from a nonstandard location

1. On the Design tab, in the Document Formatting group, select Themes.

2. At the bottom of the Themes menu, select Browse for Themes.

3. In the Choose Theme or Themed Document dialog, browse to the theme you
want to apply, and then select Open.

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To find the location of your Document Themes folder

1. On the Design tab, in the Document Formatting group, select Themes.

2. At the bottom of the Themes menu, select Save Current Theme.

3. In the Save Current Theme dialog, select the icon at the left end of the address
bar to display the full path to the Document Themes folder.

To delete a custom theme

■ Open File Explorer, browse to the Document Themes folder, and delete the
theme file.
■ In Word, display the Themes menu, right-click the custom theme, and then
select Delete.

Note that the second method removes the theme choice from the gallery but does
not remove the theme file from the Document Themes folder.

Key points
■ You can format many aspects of a paragraph, including its indentation, align-
ment, internal line spacing, preceding and following space, border, and
background. Within a paragraph, you can control the content structure by
using hidden line breaks and tabs, and the appearance of the content by
changing the size, color, style, effects, and spacing of the text.
■ You can apply paragraph and character formatting manually, or you can format
multiple elements of a paragraph, and control the outline level of the content,
by using styles.
■ You can change the formatting applied by all the styles within a document by
changing the document theme or any individual element of the theme, such as
the theme colors, theme fonts, or theme effects.
■ To make a set of items or instructions stand out from the surrounding text, you
can format it as an ordered (numbered) or unordered (bulleted) list.

SEE ALSO This chapter is from the full-length book Microsoft Word Step by Step (Office
2021 and Microsoft 365) (Microsoft Press, 2022). Please consult that book for information
about features of Word that aren’t discussed in this book.

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 Practice tasks

Practice tasks
Before you can complete these tasks, you must copy the book’s prac-
tice files to your computer. The practice files for these tasks are in the
Office365SBS\Ch03 folder. You can save the results of the tasks in
the same folder.

The introduction includes a complete list of practice files and download instructions.

Apply paragraph formatting

Open the FormatParagraphs document, display formatting marks, and then perform
the following tasks:

1. Display the rulers and adjust the zoom level to display most or all of the para-
graphs in the document.

2. Select the first two paragraphs (Welcome! and the next paragraph) and center
them between the margins.

3. Select the second paragraph (We would like…) and apply a first-line indent.

4. Select the third paragraph (Please take a few…). Format the paragraph so its
edges are flush against the left and right margins. Then indent the paragraph
by a half inch on the left and on the right.

5. Indent the Be careful paragraph by 0.25 inches.

6. Simultaneously select the Pillows, Blankets, Towels, Limousine winery tour, and
In-home massage paragraphs. Change the paragraph spacing to remove the
space after the paragraphs.

7. At the top of the document, apply an outside border to the Please take a few
minutes paragraph.

8. Save and close the document.

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Apply character formatting

Open the FormatCharacters document, and then perform the following tasks:

1. In the second bullet point, underline the word natural. Then repeat the format-
ting command to underline the word all in the fourth bullet point.

2. In the fourth bullet point, select anywhere in the word across. Apply a thick
underline to the word in a way that also assigns the Thick underline format to
the Underline button. Then apply the thick underline to the word departments.

3. Apply bold formatting to the Employee Orientation heading.

4. Copy the formatting, and then paint it onto the Guidelines subtitle, to make the
subtitle a heading.

5. Select the Guidelines heading, and apply the following formatting:

● Change the font to Impact.
● Set the font size to 20 points.
● Apply the Small caps font effect.
● Expand the character spacing by 10 points.

6. Change the font color of the words Employee Orientation to Green, Accent 6.

7. Select the Community Service Committee heading, and apply the following
formatting:
● Outline the letters in the same color you applied to Employee Orientation.
● Apply an Offset Diagonal Bottom Left outer shadow. Change the shadow
color to Green, Accent 6, Darker 50%.
● Fill the letters with the Green, Accent 6 color, and then change the text
outline to Green, Accent 6, Darker 25%.

You have now applied three text effects to the selected text by using three
shades of the same green.

8. In the first bullet point, select the phrase the concept of service and apply a
Bright Green highlight.

9. In the fifth bullet point, simultaneously select the words brainstorming, plan-
ning, and leadership, and change the case of all the letters to uppercase.

10. Save and close the document.

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 Practice tasks

Structure content manually

Open the StructureContent document, display formatting marks, and then perform
the following tasks:

1. Display the rulers and adjust the zoom level to display most or all of the para-
graphs in the document.

2. In the second paragraph (We would like...), insert a line break immediately after
the comma and space that follow the word cottage.

3. Select the Pillows, Blankets, Towels, and Dish towels paragraphs. Insert a left tab
stop at the 2-inch mark and clear any tab stops to the left of that location.

4. In the Pillows paragraph, replace the space before the word There with a tab
marker. Repeat the process to insert tabs in each of the next three paragraphs.
The part of each paragraph that follows the colon is now aligned at the 2-inch
mark, producing more space than you need.

5. Select the four paragraphs containing tabs. Change the left tab stop from the
2-inch mark to the 1.25-inch mark. Then, on the ruler, drag the Hanging Indent
marker to the tab stop at the 1.25-inch mark (the Left Indent marker moves
with it) to cause the second line of the paragraphs to start in the same location
as the first line. Finally, press the Home key to release the selection so you can
review the results.

6. At the bottom of the document, select the three paragraphs containing dollar
amounts. Set a Decimal Tab stop at the 3-inch mark. Then replace the space to
the left of each dollar sign with a tab to align the prices on the decimal points.

7. Hide the formatting marks to better display the results of your work.

8. Save and close the document.

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 Chapter 3

Create and modify lists

Open the CreateLists document, display formatting marks and rulers, and then per-
form the following tasks:

1. Select the first four paragraphs below The rules fall into four categories. Format
the selected paragraphs as a bulleted list. Then change the bullet character for
the four list items to the one composed of four diamonds.

2. Select the two paragraphs below the Definitions heading. Format the selected
paragraphs as a numbered list.

3. Select the first four paragraphs below the General Rules heading. Format the
paragraphs as a second numbered list. Ensure that the new list starts with the
number 1.

4. Format the next three paragraphs as a bulleted list. (Notice that Word uses the
bullet symbol you specified earlier.) Indent the bulleted list as a subset of the
preceding numbered list item.

5. Format the remaining three paragraphs as a numbered list. Ensure that the list
numbering continues from the previous numbered list.

6. Locate the No large dogs numbered list item. Create a new second-level
numbered list item (a) from the text that begins with the word Seeing. Then
create a second item (b) and enter The Board reserves the right to make
exceptions to this rule.

7. Create a third list item (c). Promote the new list item to a first-level item, and
enter All pets must reside within their Owners’ Apartments. Notice that the
General Rules list is now organized hierarchically.

8. Sort the three bulleted list items in ascending alphabetical order.

9. Save and close the document.

Apply built-in styles to text

Open the ApplyStyles document in Print Layout view, and then perform the
following tasks:

1. Scroll through the document to review its content. Notice that the docu-
ment begins with a centered title and subtitle, and there are several headings
throughout.

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 Practice tasks

2. Display the Navigation pane. Notice that the Headings page of the pane does
not reflect the headings in the document because the headings are formatted
with manually applied formatting instead of styles.

3. Open the Styles pane and dock it to the right edge of the app window.

4. Set the zoom level of the page to fit the page content between the Navigation
pane and the Styles pane.

5. Apply the Title style to the document title, All About Bamboo.

6. Apply the Subtitle style to the Information Sheet paragraph.

7. Apply the Heading 1 style to the first bold heading, Moving to a New Home.
Notice that the heading appears in the Navigation pane.

8. Hide the content that follows the heading. Then redisplay it.

9. Apply the Heading 1 style to Staying Healthy. Then repeat the formatting to
apply the same style to Keeping Bugs at Bay.

10. Scroll the page so that both underlined headings are visible. Select the Mites
and Mealy Bugs headings. Then simultaneously apply the Heading 2 style to
both selections.

11. Configure the Styles pane to display all styles, in alphabetical order.

12. Move to the beginning of the document.

13. In the first paragraph of the document, select the company name Wide World
Importers, and apply the Intense Reference style.

14. In the second paragraph, near the end of the first sentence, select the word
clumping, and apply the Emphasis style. Then, at the end of the sentence, apply
the same style to the word running.

15. Close the Navigation pane and the Styles pane. Then configure the view setting
to display both pages of the document in the window.

16. Apply the Basic (Elegant) style set to the document. Change the view to Page
Width and notice the changes to the styled content.

17. Save and close the document.

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Change the document theme

Open the ChangeTheme document, and then perform the following tasks:

1. Apply the Facet theme to the document.

2. Change the theme colors to the Orange color scheme.

3. Change the theme fonts to the Georgia theme set.

4. Save the modified theme in the default folder as a custom theme named My
Theme. Verify that the custom theme is available on the Themes menu.

5. Save and close the document.

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Index
SYMBOLS dialogs, 375
emphasis, 364
+ (addition) operator, Excel, 210–212 entrance, 363, 373
[] (brackets), using in Excel formulas, 215–216 exit, 365–367, 373
& (concatenation) operator, Excel, 210–212 motion path, 365
/ (division) operator, Excel, 210, 212 previewing, 372
= (equal) sign, Excel formulas, 210 removing from slides, 372
^ (exponentiation) operator, Excel, 210, 212 reordering, 376
* (multiplication) operator, Excel, 210–212 selecting, 370
- (negation) operator, Excel, 210, 212 setting durations for, 377
% (percentage) operator, Excel, 210 setting triggers for, 376–377
− (subtraction) operator, Excel, 210–212 Animation Painter, 371
##### error, Excel, 226 Animation pane, displaying, 371, 373–375
app options
A changing, 21–29, 45
managing, 25–29
absolute references, Excel, 223–224 app windows
accepting and rejecting tracked changes, changing, 24
141–142 elements of, 5
accessibility features, 20 keyboard shortcuts, 514
account information, managing, 21–25 maximizing, 12, 16
actions, keyboard shortcuts, 519 opening files n, 61
addition (+) operator, Excel, 210–212 personalizing appearance of, 23
Address Block merge field, 187–189 splitting, 61–62
address books, searching in Outlook, 412–413 appointments
address box, entering addresses in, 408 creating from messages, 492
address lists events, 509–510
modifying in searches, 413 modifying, 496–497
troubleshooting in Outlook, 411 Outlook, 484–489
addresses, commas as separators, 412 scheduling, 509–510
AGGREGATE function, Excel, 243, 246–250 apps, suggesting changes to, 42
alignment, configuring, 81–82 array formulas, Excel, 224–225. See also formulas
Alt key. See keyboard shortcuts artistic effects
Analyze Data tool, Excel, 21 applying to pictures, 334
animating applying to text, 93
“build slides,” 368 asterisks, overriding in bulleted lists, 102
objects on slides, 369–370 attaching files to messages, 418–425, 444
text and pictures on slides, 362–372 attachment content, displaying, 429–432.
animation effects. See also PowerPoint See also Outlook
adding sound effects, 377 Attachment Preview feature, 429
applying, 371 attachments
configuring options, 371 displaying, 445
copying, 371 grouping messages by, 455
customizing, 372–377, 396–397 saving to storage drives, 431–432

521
Index

attributes. See file properties Browse Button, locating, 67

attributions, applying to pictures, 334–337 “build slides,” animating, 368
audio clips bullet symbol, changing, 104
fading into or out of, 384 bulleted lists
inserting onto slides, 382 adjusting space in, 103
looping, 385 converting paragraphs to, 102
preventing from stopping, 385 formatting, 102
recording onto slides, 382–383 overriding asterisks, 102
restricting playback, 383–384 sorting, 104
audio content, adding to slides, 380–385, 397 button labels, visibility of, 12
audio icon, modifying or hiding, 384 buttons and arrows, 8
audio playback, starting, 384
AutoCalculate options, Excel, 243–244, 248
Auto-Complete list, troubleshooting in Outlook, C
410–412 Cached Exchange Mode, Outlook, 435
AutoCorrect dialog, 106 calculating values, Excel, 210–216, 234
AutoFormat As You Type page, 106 calculation options, Excel, 236
AutoRecover feature, 68 Calendar. See also Outlook
AutoSum list, Excel, 212 adding holidays, 490–491
availability, configuring for calendar, 493, 497 categories, 495
AVERAGE functions, Excel, 212, 218–221, 243, configuring item options, 493–498
245–246 Date Navigator, 482–483
task list, 484–489
views, 478–481, 484, 509
B calendar items, converting and configuring,
backgrounds 489–493, 510–511
changing for slides, 305–312, 321–322 Call options for messages, 437
choosing for Office, 23 Capitalize Each Word, applying to text, 93
removing from pictures, 334 case of text, changing, 93–94
of themes, 115 categories, Outlook, 459–467, 475, 495
Backstage view. See also commands Cc “courtesy copy” recipients, 404
commands, 9–10 cells, moving to, 518
keyboard shortcuts, 516 Center alignment, configuring, 81
Open page, 54 Center tab
balloons, displaying markup in, 136 identifying, 98
Bar tab setting, 100
identifying, 98 change tracking, locking and unlocking, 131–132.
setting, 100 See also content changes
Bcc “blind courtesy copy” recipients, 404 changes to documents
bits, mapping to colors, 326 recommending against, 154
blank documents, creating, 52 tracking, 128–132
BMP (bitmap) files, PowerPoint, 327 character formatting. See also fonts; text effects
bold text, formatting, 92 applying, 89–97, 120
bookmarking media clips, 378–379 case considerations, 94
Border Lines option, 106 removing, 95
borders and shading, configuring for character spacing, changing, 97. See also spacing
paragraphs, 88–89 characters
brackets ([]), using in Excel formulas, 215–216 hiding and showing, 99
nonprinting and hidden, 61–62

522
 Index

circular references, Excel, 230 connecting cloud storage locations, 24

Classic versus Simplified ribbon, 407–408 contact cards, Outlook, 434–435
Clear All Formatting button, locating, 95 contact list, data source, 178–179
Clipboard group, locating, 95 content, structuring manually, 97–101, 121
closing content changes. See also change tracking
Comments pane, 138 controlling, 166
files, 67–72, 76 protecting, 147
Revisions pane, 138 restricting access, 148
cloud storage, connecting to, 6, 19, 24, 69 content pane, 5
coauthoring content templates, 50. See also design templates;
defined, 125 templates
documents, 158–161, 166 conversations, displaying and managing,
collaboration 449–454. See also messages
commands, 127 copying
overview, 125 animation effects, 371
tools, 10–11 formatting to text, 95
color models, 313 and importing slides, 294–299
color schemes, presentations, 303–305 and moving formulas in Excel, 221–224
color sets and themes, 115 sorting levels in Excel, 265
colors COUNT functions, Excel, 212, 218–221, 245–246
applying to presentation elements, 313 cropping pictures, 330–331
assigning to categories in Outlook, 460 Ctrl key. See keyboard shortcuts
mapping bits to, 326 cursor, moving around documents, 55
specifying for Track Changes, 131 custom lists, sorting in Excel, 266–267, 273–274.
commands. See also Backstage view See also lists
adding to Quick Access Toolbar, 30–32
increasing space between, 19
in ribbon, 6–9 D
comments data
activating for editing, 139 refreshing in mail merge, 186
button, 10–11 summarizing in Excel, 217–221
deleting, 140 data entry criteria, Excel, 250–256, 258
displaying, 134–137 data ranges
inserting, 126–128 filtering in Excel, 238–243, 257
marking as Resolved, 140 sorting, 260
moving among, 139 data sets, Excel, 276–280, 287
reviewing and responding to, 138–140 data sources. See also mail merge
specifying user name and initials, 27, 29 choosing and refining, 200
Comments pane creating, 180–181
closing, 138 mail merge process, 168
relocating and resizing, 138 refining records, 181–185
comparing and combining documents, 143–147, selecting, 177–180
165–166 sorting records in, 184–185
Compatibility Mode, 65 data tables, using to forecast data, 281–284,
compressing media, 390–392 287–288
concatenation (&) operator, Excel, 210–212 data validation, Excel, 250
conditional formulas, Excel, 217–221, 235. Date Navigator, Outlook Calendar, 482–483
See also formulas Day view, Calendar, 478

523
Index

Decimal tab .dotx file type, 64

identifying, 98 double lines, drawing, 106
setting, 100 Down Arrow, using, 55
deleting Download Center, 65
categories in Outlook, 467 downloading practice files, xxi–xxiv
comments, 140 Draft view, Word, 59
custom themes, 118 Drafts folder, messages in, 414
and hiding slides, 300–301 drop caps, formatting, 96
named ranges, 209
scenarios in Excel, 280
sections of slides, 318 E
sorting rules in Excel, 265 edit boxes, dialogs, 515
design templates, previewing, 52–53. See also Editor tool, locating, 142
templates effect styles, presentations, 305
dialog launcher in ribbon, 6 email addresses. See addresses
dialogs email messages. See messages
keyboard shortcuts, 514–516 emphasis animations, 364, 367
and panes, 8 Encrypted password protection, 153, 156
Dictate feature, 19 End key, using, 55
Display For Review options, Word, 132–133 entrance animations, 363, 367, 373
display settings, differences in, 14–15 envelopes, generating, 192–195, 201–202
#DIV/0! error, Excel, 226 equal (=) sign, Excel formulas, 210
division (/) operator, Excel, 210, 212 error alerts, Excel, 250, 255
docking panes, 19 Error Checking window, Excel, 227
.docm file type, 64 errors
Document Formatting gallery, 108 checking for, 142
document markup finding and correcting in Excel, 235–236
displaying and reviewing, 164–165 Evaluate Formula window, Excel, 228
inserting comments, 126–128, 163–164 events
tracking changes, 128–132, 163–164 converting appointments to, 492
document themes, changing, 114–118, 124. converting to appointments, 493
See also themes modifying, 496–497
documents. See also files; merged documents Outlook, 484–489
basing on templates, 53 scheduling, 509–510
closing, 72 Excel. See also workbooks
coauthoring, 158–161, 166 absolute references, 223–224
comparing and combining, 143–147, 165–166 achieving specific results, 284–285
converting styles to slides, 296 AGGREGATE function, 243, 246–247, 249
creating, 52 array formulas, 224–225
creating presentations from, 299 AutoCalculate options, 243–244, 248
displaying, 62 AutoSum list, 212
displaying versions of, 147 AVERAGE functions, 212, 218–221, 243,
marking up, 126–132, 163–164 245–246
opening, 57 calculating values, 234
saving, 69 calculation options, 230–232, 236
tracking changes to, 128–132 circular references, 230
viewing, 54–55 conditional formulas, 217–221, 235
.docx file type, 64 content templates, 50
.dotm file type, 64 copying and moving formulas, 221–224

524
 Index

COUNT functions, 212, 218–221, 245–246 QUARTILE functions, 247

creating formulas, 215–216 RAND function, 249
data entry criteria, 250–256, 258 relative references, 221–222, 224
data sets, 276–280, 287 Scenario Manager dialog, 278
data validation, 250 scenarios, 276–280
dependents of cells, 227 selecting list rows, 249
error alerts, 250, 255 SMALL function, 247
Error Checking window, 227 Sort & Filter menu, 262
error codes, 226 sorting data using custom lists, 266–267,
Evaluate Formula window, 228 273–274
file types, 64 sorting worksheet data, 273
filtering data ranges and tables, 238–243, 257 STDEV functions, 245–246
finding and correcting errors, 226–230, SUBTOTAL function, 243–244, 247, 249
235–236 subtotaling data, 268–272, 274
finding target values, 285 SUM function, 212, 243, 245–246
forecasting with data tables, 281–284, SUM functions, 218–221
287–288 summarizing data, 217–221, 235
Formula AutoComplete feature, 212–213 summarizing filtered data, 243–250, 257
formula errors, 229 summary function, 268
formulas, 210–216, 234 validation circles, 256
Function Arguments dialog, 215 validation criteria, 250
funnel symbol, 239 validation rules, 255
Goal Seek, 284–285, 288 VAR functions, 245–246
IF function, 217–221 Watch Window, 228
IFERROR function, 218–221 Exchange Online email, 178
Insert Function dialog, 214 exit animations, 365–366, 373
LARGE function, 247 exponentiation (^) operator, Excel, 210, 212
mathematical operations, 212 Eyedropper, using with color menu, 313
MAX function, 212, 245–246
MEDIAN function, 246
MIN function, 212, 245–246 F
mixed references, 223 feedback, providing, 38–42, 48
MODE.SNGL function, 246 fields. See merge fields
name data ranges, 206–209 File Explorer, messages with attachments, 423
Name Manager, 208–209 file name, locating, 6
named data ranges, 234 file properties, displaying and editing, 49, 63–68,
new features, 21 75. See also settings
Normal view, 59 file storage folder, navigating to, 58
numeric values in columns, 242 file types, 64–65
operators and precedence, 210–211 files. See also documents; open files
Options dialog, 27 cloud storage, 19
organizing data into levels, 270–271 creating, 50–53, 73
outlining data, 268–272, 274 displaying views of, 59–62
Page Break Preview view, 59 managing, 9
Page Layout view, 59 moving around in, 54–58, 73–74
PERCENTILE.EXC function, 247 opening, 54–58, 73–74
PERCENTILE.INC function, 247 opening in second windows, 61
precedents of cells, 227 saving and closing, 67–72, 76
PRODUCT function, 245–246 filtered data, summarizing in Excel, 243–250, 257

525
Index

filtering data ranges and tables, 262 Goal Seek, Excel, 284–285, 288
filters, using in Excel, 238–243 gradient background, applying to slides, 310–312
finding and replacing content, keyboard graphic formats, 326
shortcuts, 519 Greeting Line merge field, 187, 189
First Line Indent, configuring, 86 gridlines and rulers, displaying and hiding, 61–62
Focused Inbox, Outlook, 448–449 Groups in ribbon, 6
folders guides, displaying and hiding, 62
moving messages to, 470
organizing messages in, 467–470, 475–476
removing messages from, 454 H
saving files in, 67 Hanging Indent marker, using with bulleted lists, 103
font color, changing, 93 hanging indents, 86–88
Font dialog, opening, 95 help
font formats, messages, 409 Excel, 21
font sets, presentations, 304–305 getting, 38–42, 48
fonts. See also character formatting; text effects keyboard shortcuts, 519
changing, 89–92 hidden characters, 61, 97
and themes, 115 hiding ribbon, 17
forecasting with data tables, 287–288 highlighting text, 94
Format Background pane, PowerPoint, 309 holidays, adding to Calendar, 490–491
Format Shape pane, PowerPoint, 347 Home key, using, 55
formatting Home page
copying to text, 95 displaying and suppressing, 4–5, 27, 29
drop caps, 96 suppressing, 52
messages, 403 HSL (Hue, Saturation, Luminescence) values, 313
options, 8 HTML message format, 402
removing, 95 hyperlinks, attaching to objects, 393. See also links
repeating, 95
text while typing, 106
formatting marks, displaying, 62 I
Formula AutoComplete feature, Excel, 212–213 icons, inserting and formatting, 342–344,
formula errors, Excel, 229 358–359
formulas. See also array formulas; conditional IF function, Excel, 217–221
formulas IFERROR function, Excel, 218–221
calculating values in Excel, 234 image library, PowerPoint, 325
copying and moving, 221–224 images
creating in Excel, 215–216 animating on slides, 362–372, 395
evaluating in Excel, 228 artistic effects, 334
Forward options for messages, 430, 437 attributions, 334–337
Function Arguments dialog, Excel, 215 cropping, 330–331
functions, inserting in Excel, 214 editing and formatting, 329–334, 357
funnel symbol, Excel, 239 framing, 332
inserting, 328, 356
managing in presentations, 324–329
G moving, 329, 356
galleries, keyboard shortcuts, 518–519 providing information about, 357
gallery content, scrolling, 8 removing backgrounds, 332–333
GIF (Graphics Interchange Format) files, resizing, 329, 356
PowerPoint, 327 selecting, 329

526
 Index

Inbox, managing display of messages, 448. L

See also messages
indenting and outdenting paragraphs, 86–87, 89 labels, mail merge, 171–174. See also mailing
indents, configuring, 85–89 labels
Insert Function dialog, Excel, 214, 216 Labels function, mail merge, 195–198
italic text, formatting, 92 LARGE function, Excel, 247
Left alignment, configuring, 81
Left Arrow, using, 55
J Left Indent, configuring, 86
Left tab
JPEG (Joint Photographic Experts Group) files,
identifying, 98
PowerPoint, 327
setting, 100
Junk Mail filter, Outlook, 448–449
letter mail merge, starting, 170–171
Justify alignment, configuring, 82
Levels of outlines, 112–114
line break character
K identifying, 97
inserting, 99
keyboard focus, changing, 517–518
line spacing, configuring, 82–83
keyboard shortcuts, 513–520
Line Spacing Options, 82
actions, 519
lines, drawing, 106
appointment windows, 487
links, including in messages, 421–422. See also
array formulas, 225
hyperlinks
Backstage view, 516
list rows, selecting in Excel, 249
bold text, 92
lists. See also custom lists
Calendar views, 481
creating and modifying, 101–105, 122
case options, 93
creating levels of, 103
categories in Outlook, 460
modifying indentation of, 103
copying and pasting, 223–224
starting at predefined numbers, 105
cursor movement, 55
Live Preview feature, 8, 27–28, 302
dialogs, 514–516
locations, displaying with Places list, 57
filtering in Excel, 241
“lorem ipsum” text, displaying, 53
finding and replacing content, 519
lowercase, applying to text, 93
folders in Outlook, 469
Font dialog, 95
formatting commands, 95 M
galleries, 518–519
magnification, changing, 13, 16, 61–62
help, 519
mail. See messages
hiding and showing characters, 99
mail merge. See also data sources; merge
hyperlinking to resources, 393
attaching files to email, 175
Insert Function dialog, 216
email messages, 174–176
italic text, 92
envelopes, 192–195
line breaks, 99
labels, 171–174
panes, 518–519
letters, 170–171
saving files, 72
mailing labels, 195–198
Search feature, 40
process of, 167–169, 199
tables, 518
refreshing data, 186
Track Changes feature, 130
starting, 169
underlined text, 92
Mail Merge Recipients list, displaying, 182
windows, 514
Mail Merge wizard, using, 169, 180–181
KeyTips, displaying, 517

527
Index

Mail module, composing messages in, 407 formatting, 403, 408–409

mailing labels. See also labels Forward options, 437, 439
generating, 195–198, 201–202 grouping and ungrouping, 458
printing, 198 mail merge, 174–176
marking up documents modifying drafts, 417
inserting comments, 126–128, 163–164 moving to folders, 470
tracking changes, 128–132, 163–164 organizing in folders, 467–470, 475–476
markup, displaying and hiding, 132–138 paragraph formatting, 409
mathematical operations, performing, 212 participant information, 433–435, 445
MAX function, Excel, 212, 245–246 previewing, 472
maximizing printing, 471–472, 476
app windows, 16 rearranging, 458
slides on canvas, 62 receiving notifications, 426
media clips removing from folders, 454
bookmarking, 378–379 Reply, 437–438
compressing, 390–392 resending and recalling, 440–441
MEDIAN function, Excel, 246 resolving addresses, 405
meeting requests, responding to, 506–508, 512 responding to, 436–439, 446
meetings reversing sort order, 457
converting appointments to, 492 saving and sending, 414, 416–418
modifying, 496–497 saving externally, 471
scheduling and changing, 498–505, 511–512 selecting groups of, 458
@mentioning feature, Outlook, 405–406 sending from accounts, 415
merge, previewing and completing, 189–191, 201. verifying Sent Items, 418
See also mail merge VoIP (Voice over Internet Protocol), 437
merge fields, inserting, 168, 186–189, 200–201 Microsoft Download Center, 65
merged documents, previewing, 190. See also Microsoft Exchange, 178, 405
documents Microsoft Office, new features, 19–21, 44–45
merging data. See mail merge Microsoft Search, 5–6, 19, 40
message addressing, troubleshooting, 410–413 MIN function, Excel, 212, 245–246
message content, displaying, 427–429 Mini Toolbar, enabling and disabling, 27–28.
message window, commands in, 406 See also tool tabs
messages. See also conversations; Inbox; mixed references, Excel, 223
Outlook MODE.SNGL function, Excel, 246
address box, 408 Month view, Calendar, 479, 481
arranging by attributes, 455–458, 474–475 motion path animations, 365
attachments, 418–425, 444 Mouse mode, switching with Touch mode, 16
Call options, 437 multiplication (*) operator, Excel, 210–212
categories, 459
closing, 439
collapsing groups, 457 N
creating, 404–409 #NAME? error, Excel, 226
creating and sending, 443–444 Name Manager, Excel, 208–209
creating appointments from, 492 named ranges
displaying, 445 creating in Excel, 206–209, 234
displaying and managing, 474 referencing in formulas, 216
in Drafts folder, 414 Navigation pane, using, 21, 55–56, 58
font formats, 409 negation (-) operator, Excel, 210, 212
formats, 402 New page, 4–5

528
 Index

nonprinting characters, displaying, 61–62 events, 484–489

Normal template, 107 Focused Inbox, 448–449
Normal view Junk Mail filter, 448–449
Excel, 59 @mentioning feature, 405–406
and Live Preview, 302 Options dialog, 27
PowerPoint, 60 presence information, 433
and Slide Sorter view, 314 Scheduling Assistant, 500–501
Notes, storing Outlook information in, 464–465 searching address books, 412–413
Notes Page view, PowerPoint, 60 Outlook notes, storing information in, 464–465
notifications, receiving for messages, 426 Outlook Options dialog, opening, 411
number style, changing and customizing, 104
numbered lists
converting paragraphs to, 102 P
formatting, 102 Page Break Preview view, Excel, 59
overriding numbers, 102 Page Down key, using, 55
starting at predefined numbers, 105 Page Layout view, Excel, 59
page tabs, displaying, 10
Page Up key, using, 55
O panes
Office 365 subscription, managing, 25 and dialogs, 8
Office apps, suggesting changes to, 42 docking, 19
Office background, choosing, 23 keyboard shortcuts, 518–519
Office themes. See also document themes paragraph borders and shading, configuring,
adding to presentations, 321 88–89
applying to presentations, 301–305 Paragraph dialog, opening, 82
Office updates, managing, 25 paragraph formatting
OneDrive, saving files to, 70–71 alignment, 81–82
online templates, using, 53 applying, 119
Open dialog, 516 first letter as drop cap, 96
open files, displaying, 62. See also files indents, 85–89
Open page, Backstage view, 4–5, 54 messages, 409
opening files, 57 overview, 80–81
operators and precedence, Excel, 210–211 vertical spacing, 82–85
options paragraph marks, displaying and hiding, 99
changing, 21–29, 45 Paragraph Spacing option, 83–85
managing, 25–29 passwords, using to restrict access, 153–158
outdenting and indenting paragraphs, 86–87, 89 patterned backgrounds, applying to slides, 312
outline levels, managing, 112–114 percentage (%) operator, Excel, 210
Outline view PERCENTILE.EXC function, Excel, 247
PowerPoint, 60 PERCENTILE.INC function, Excel, 247
Word, 59 photo albums, creating, 337–342, 358. See also
outlining data, Excel, 268–272, 274 pictures
Outlook. See also attachment content; Calendar; Picture Format tool, 329–330
messages picture frame styles, 338–339
appointments, 484–489 pictures. See also photo albums
Cached Exchange Mode, 435 animating on slides, 362–372, 395
categorizing items, 459–467 artistic effects, 334
contact cards, 434–435 attributions, 334–337
data sources, 178 cropping, 330–331

529
Index

pictures (continued) .ppsm file type, 65

editing and formatting, 329–334, 357 .ppsx file type, 65
framing, 332 .pptm file type, 65
inserting, 328, 356 .pptx file type, 65
managing in presentations, 324–329 presentations. See also PowerPoint; slides
moving, 329, 356 applying themes, 301–305
providing information about, 357 basing on templates, 53
removing backgrounds, 332–333 closing, 72
resizing, 329, 356 color schemes, 303–305
selecting, 329 creating, 52
pixels, storing graphics as, 326 creating from Word documents, 299
Places list, accessing, 57 displaying, 62
Plain Text message format, 402 dividing into sections, 314–316, 322
PNG (Portable Network Graphic) files, effect styles, 305
PowerPoint, 327 font sets, 304–305
PowerPoint. See also animation effects; hyperlinking to resources, 393
presentations; slides merging sections in, 318
animation effects, 363–372 moving around in, 56
applying themes, 301–305 moving sections in, 317
BMP (bitmap) files, 327 non-theme colors, 313
compressing media, 390–392 opening, 57
content templates, 50 preparing source documents for, 299
editing and formatting pictures, 329–334 previewing, 302
file types, 65 saving, 69
Format Background pane, 309 themes, 321
Format Shape pane, 347 Title and Content template, 325
GIF (Graphics Interchange Format) files, 327 Print Layout view, Word, 59
graphic formats, 326 printing
image library, 325 mailing labels, 198
inserting and formatting icons, 342–344, messages, 471–472, 476
358–359 privacy, configuring for calendar, 494
JPEG (Joint Photographic Experts Group) files, procedures, adapting, 14–15
327 PRODUCT function, Excel, 245–246
managing pictures, 324–329 Proofing group, Editor tool, 142
moving around in, 56 properties. See file properties
Normal view, 60
Notes Page view, 60
Options dialog, 27 Q
Outline view, 60 QUARTILE functions, Excel, 247
photo albums, 337–342, 358 Quick Access Toolbar
PNG (Portable Network Graphic) files, 327 adding commands to, 30–32
Reading view, 60 customizing, 30–33
shapes, 345–354 displaying and customizing, 19, 31–32, 46–47
Slide Sorter view, 60 displaying separator on, 33
slide templates, 325 moving, 32
SVG (Scalable Vector Graphic) files, 327, 344 moving buttons on, 33
.potm file type, 65 resetting, 33
.potx file type, 65 Quick Click category, managing, 463–464
.ppam file type, 65

530
 Index

R ribbon tabs
custom groups, 37
RAND function, Excel, 249 customizing, 36
Read Mode view, Word, 59 displaying, 17–18
Reading Pane, changing magnification, 428 hiding and displaying, 34–36
Reading view, PowerPoint, 60 removing commands from, 36
Recipient renaming, 36–37
addressing messages to, 404 Rich Text message format, 402
troubleshooting in Outlook, 411–413 Right alignment, configuring, 81
recipients list, filtering, 182–185 Right Arrow, using, 55
records Right Indent, configuring, 86
mail merge process, 168 Right tab
refining for data sources, 181–185 identifying, 98
removing duplicates, 184 setting, 100
sorting in data sources, 184–185 rulers and gridlines, displaying and hiding,
recurrences, configuring for calendar, 494–495, 61–62, 87
497–498
#REF! error, Excel, 226
rejecting and accepting tracked changes, S
141–142
Save As dialog, displaying, 67–69, 516
relative references, Excel, 221–222, 224
Save commands, 6, 19
reminders, configuring for calendar, 494, 497
saves, adjusting time intervals between, 68
Reply options for messages, 436, 438
saving
Resolved comments, marking, 140
attachments to storage drives, 431–432
resolving email addresses, 405
and closing files, 67–72, 76
Restrict Editing pane, displaying, 149
mailing labels, 198
restricting
messages externally, 471
access using passwords, 153–158
slides as pictures, 326
actions in documents, 148–153
scaling options, selecting, 17
Review tab, Track Changes feature, 141
Scenario Manager dialog, Excel, 278
reviewers, managing for Track Changes, 131
scenarios, Excel, 276–280
Revisions pane
Schedule view, Calendar, 479
closing, 138
Scheduling Assistant, Outlook, 500–501
displaying changes in, 134–135
screen appearance, 14
displaying comments in, 137
screen resolution, 12, 16
relocating and resizing, 138
screens, moving around, 55
RGB (Red, Green, Blue), specifying colors by, 313
ScreenTips
ribbon
Calendar, 486
adding room to, 13
displaying, 7–8, 14, 28
customizing, 34–38, 47
minimizing and turning off, 27
features, 5–9
scroll arrows, using to navigate files, 54
hiding and redisplaying, 13, 17–18
Search feature, 5–6, 19, 40
navigating, 517
sections
optimizing for touch interaction, 18
deleting, 318
resetting, 38
dividing presentations into, 314–316, 322
Simplified versus Classic, 407–408
merging, 318
and status bar, 12–13, 16–18
moving in presentations, 317
rearranging, 322

531
Index

Sentence case, applying to text, 93 slides and sections, rearranging, 316–318

settings, managing, 9. See also file properties SMALL function, Excel, 247
shading and borders, configuring for Sort & Filter menu, Excel, 262
paragraphs, 88–89 sort order, reversing for messages, 457
shapes sorting
adding text, 346 bulleted lists, 104
connecting, 354 data ranges, 260
drawing and modifying, 345–354, 359–360 data using custom lists in Excel, 266–267
formatting, 350–353 records in data sources, 184–185
grouping, 353 worksheet data, 273–274
moving and modifying, 348–350 worksheet data in Excel, 260–265
moving on slides, 349 sound effects, adding to animations, 377
resizing, 349 space, increasing between commands, 19
rotating or flipping, 349–350 spacing, configuring, 82–85. See also character
selecting, 349 spacing
Share button, 10–11 spelling issues, checking for, 142
Share pane, coauthoring documents, 160–161 splitting windows, 61–62
SharePoint Start screen
chatting in document on, 161 displaying and suppressing, 4–5, 27, 29
connecting to, 23 suppressing, 52
Shift key. See keyboard shortcuts status bar, 5, 11–18
shortcut menu, displaying, 519 STDEV functions, Excel, 245–246
Simple Markup view, displaying comments in, 136 storage drives, saving attachments to, 431–432
Simplified versus Classic ribbon, 407–408 strikethrough text, applying, 92
slide content, morphing, 372 styles
Slide pane, 56 applying to text, 107–112, 122–123
Slide Sorter view, PowerPoint, 56, 60, 314 outline levels, 112–114
slides. See also PowerPoint; presentations Subject, including in messages, 405, 408
adding and removing, 320 subscript characters, displaying, 92–93
animating text and pictures, 395 SUBTOTAL function, Excel, 243–244, 247,
audio content, 380–385, 397 249–250
backgrounds, 305–312, 321–322 subtotaling data, Excel, 268–272, 274
converting from Word styles, 296 subtraction (−) operator, Excel, 210–212
copying and importing, 294–299 SUM functions, Excel, 212, 218–221, 243, 245–246
gradient backgrounds, 310–312 summarizing data, Excel, 217–221, 235
hiding and deleting, 300–301 superscript characters, displaying, 92–93
inserting with content, 292–293 SVG (Scalable Vector Graphic) files, 327, 344
maximizing on canvas, 62 switching views of files, 61
moving in presentations, 316–317
moving shapes on, 349
patterned backgrounds, 312 T
rearranging, 322 tab character
reusing, 295, 298 identifying, 97
saving as pictures, 326 inserting, 100
selecting, 296 using to align text, 98
templates, 325 Tab key. See keyboard shortcuts
textured backgrounds, 312 tab leader, specifying, 99
video content, 386–389, 397–398 tab setting options, 98
watermarks, 312

532
 Index

tab stops reviewing and processing, 140–142

removing, 101 specifying user name and initials, 27, 29
repositioning, 101
setting, 100–101
tables U
filtering in Excel, 238–243, 257 underlined text, formatting, 92
keyboard shortcuts, 518 Unencrypted password protection, 153
tabs, aligning, 100–101 Up Arrow, using, 55
Tabs dialog, displaying, 99–100 upcoming features icon, 6
task list, Calendar views, 484–489 updates, managing, 25
templates. See also content templates; design UPPERCASE, applying to text, 93
templates User account menu button, 6
and file creation, 50 user interface
using with documents, 53 Backstage view, 9–10
using with files, 51 collaboration tools, 10–11
text ribbon, 6–9, 12–18
adding to shapes, 345–346 status bar, 11–18
aligning with tab character, 98 terminology, 3
animating on slides, 395 title bar, 6
applying styles to, 107–112 working in, 44
changing case of, 93
copying formatting to, 95
formatting while typing, 106 V
highlighting, 94 validation circles, removing in Excel, 256
text effects, applying, 91, 93. See also character validation criteria, Excel, 250
formatting; fonts validation rules, editing in Excel, 255
text styles #VALUE! error, Excel, 226
applying, 107–112, 122–123 VAR functions, Excel, 245–246
outline levels, 112–114 variables, using to create data tables, 281
textured backgrounds, applying to slides, 312 versions of documents, displaying, 147
themes. See also document themes vertical spacing, configuring, 82–85
adding to presentations, 321 video content, adding to slides, 386–389,
applying to presentations, 301–305 397–398
thumbnails, 8 View Shortcuts toolbar, 11, 60
time zones, configuring for calendar, 493, 496 views of files
title bar, 5–6 displaying, 59–62, 74–75
To primary message recipients, 404 switching, 61
tOGGLE cASE, applying to text, 93 VoIP (Voice over Internet Protocol) calls,
tool tabs, 7. See also Mini Toolbar initiating, 437
toolbars, View Shortcuts, 60
touch interaction, optimizing ribbon for, 18
Touch mode, 13, 16 W
Track Changes feature, 128–132 Watch Window, Excel, 228
tracked changes watermarks, adding to slides, 312
accepting and rejecting, 141–142 Web Layout view, Word, 59
displaying, 134–135 Week view, Calendar, 478, 481
displaying time and author of, 141

533
Index

windows WordArt Styles, 91, 347

changing, 24 Work Week view, Calendar, 478, 481
elements of, 5 workbooks. See also Excel
keyboard shortcuts, 514 basing on templates, 53
maximizing, 12, 16 closing, 72
opening files n, 61 creating, 52
personalizing appearance of, 23 displaying, 62
splitting, 61–62 opening, 57
Word saving, 69
browsing by object, 58 worksheet data, sorting in Excel, 260–265, 267,
character formatting, 89 273–274
content templates, 50
Display For Review options, 132–133
Draft view, 59 X
file types, 64 .xlam file type, 64
Navigation pane, 58 .xlsb file type, 64
Options dialog, 27 .xlsm file type, 64
Outline view, 59 .xlsx file type, 64
Print Layout view, 59 .xltm file type, 64
Read Mode view, 59 .xltx file type, 64
Web Layout view, 59 .xml file type, 65
Word documents. See also files; merged XML (Extensible Markup Language), 64
documents .xml file type, 64
basing on templates, 53
closing, 72
coauthoring, 158–161, 166 Z
comparing and combining, 143–147, 165–166 zigzag line, drawing, 106
converting styles to slides, 296 zoom controls, using, 62
creating, 52 Zoom dialog opening, 61
creating presentations from, 299 Zoom Level button, 11
displaying, 62 Zoom slider, 11
displaying versions of, 147
marking up, 126–132, 163–164
opening, 57
saving, 69
tracking changes to, 128–132
viewing, 54–55

534