Microsoft access 2010 all in one for dummies pdf

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is creating expert Microsoft Office solutions and Microsoft Access database solutions for by Osborne and coauthored the previous edition of this book: Access For Dummies Document Everything as Though One Day. You'll be chapter). Access also exports to PDF (Adobe Acrobat files), XPS (XML Paper. Searchable PDF of the book. M. icrosoftMicrosoft. ® All other trademarks are the property of their respective owners. Wiley Pub- Mike was one of the first people outside of Microsoft to see Access in action. He was among. To access the Cheat Sheet created specifically for this book, go to Excel For Dummies, Windows 7 For Dummies Quick Reference, and.

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Macros. • Database Administration. • Programming in VBA. • Going Beyond Access. Access® Microsoft. ®. ALL- I N- O NE. Making Everything Easier! ™. E. This book is dedicated to all those happy Microsoft Office users who sud- denly find themselves One major change in Office is the Microsoft Office Backstage View, Send as PDF: Converts the file to PDF format before attaching it to. The all-in-one reference to all aspects of Microsoft Access If you want to learn Microsoft Access inside and out, the nine minibooks in this easy-access.

Click a result to see an explanation. For Office , it means you have new ways to distribute and share documents with co-workers, classmates, and friends. Often, the mouse cursor changes from the default arrow to provide additional visual information. This is where the installer does the job of placing the Microsoft Office folder into your Applications folder. Click to display a submenu of assorted text effects in Word and PowerPoint.

When we give you a specific sequence of menu commands to use, it looks like this: In this example, click the File menu, choose the Share item, and then choose the Save to SkyDrive option.

Sometimes, you need to use the Ribbon rather than the menu bar. In the Font group, click the Bold button to apply bold formatting. Keyboard commands involve pressing two or more keys at once. Then you let go of all of the keys. We use a hyphen - to chain together the keys to press.

Icons Used in This Book The icons in this book are important visual cues for information you might not want to miss. This icon indicates special timesaving advice and other helpful suggestions. This icon alerts you to pay close attention because every once in a while we might discuss a topic that if not followed carefully might cause problems.

Of course, we expect you to remember absolutely everything you read in this book. Just kidding! We use this icon to point out important info for you to keep in mind. Several excellent features of Microsoft Office are available only in Macintosh versions.

If you work in a cross-platform environment, be alert to the fact that features marked with this icon work only on Macs. Although we could have put this icon on half of the topics covered in this book, we use the icon to alert you to major new features introduced in Office Where to Go from Here Turn to just about any page or flip through the book.

The Table of Contents and Index are perfect places to get your feet wet finding specific topics. The Help system in Office is another excellent resource. Sometimes we will point to specific topics in Help so that you can see just how good Office Help is.

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We encourage you to participate in user groups and online activities. People who regularly contribute high-quality information to the community at large may eventually become candidates to receive MVP distinction. Microsoft MVP. Contents at a Glance Chapter 1: Chapter 1: So as we take you through the new features and the consistent, existing options, be prepared to go on a journey of discovery.

We do know that you simply want to know the best way to get your everyday work done. We help you overcome any fears you might have about upgrading and then show you around Office For large organizations, a Volume License Edition is also available. We discuss all these editions in just a bit. Office is a musthave upgrade and is by far the best version of Office ever released for the Mac.

Choosing the right edition You can choose among several editions of Office Each version has a different set of applications and features, as well as a different price. In addition, you get some nifty new fonts. Product validation is required. In addition to everything included with Home and Student Edition, the Home and Business Edition comes with the Microsoft Outlook e-mail and organizer program and the ability to use the SharePoint portal server, a file server often used by large businesses.

Purchasers of large quantities of Office may save considerable amounts of money by purchasing under the volume license program. Many universities, colleges, and schools take advantage of this program to offer free or low cost Office to employees, faculty, staff, and students.

This is not a separate version of the product, but a test version. After using this version for the trial period, you should. SkyDrive is the name of a Microsoft Web site where you can upload, share, and edit documents. In addition, the SkyDrive versions of Office applications work as a seamless complement to the desktop versions of Office for Mac.

Being online, SkyDrive requires no installation. We discuss SkyDrive more in Chapter 4 of this minibook. Choosing a language The suite of Office for Mac applications is available in several languages. In the United States, you most likely will encounter the English and Spanish language versions.

If you want the entire Office interface in French, for instance, you need to obtain the French localized version. Most major languages are supported, but not right-to-left languages such as Arabic and Hebrew. Upgrading from Previous Versions of Office For the most part, you can expect that upgrading from any previous version of Office will be trouble-free on your Mac.

Your new Office suite is fully compatible with your old documents and file formats. If you accidentally remove Entourage, you can do a custom install from your old Office installer and choose to install just Entourage, and then you can allow the updates to install.

With very few exceptions, after you copy your files from your PC and move them to your Mac, you can simply open your documents and templates in Office In fact, with Office on the Mac, and with the newest Office on Windows, Microsoft has taken rapid strides to make sure that compatibility between Mac and Windows versions is more seamless than it has ever been.

Files that contain properly written add-ins and macros should also work. Migrating Publisher files Microsoft Publisher files cannot be opened directly in Office for Mac. You need to convert these files to Word. To convert a Publisher document in Office on Windows, do the following: Open the document you want to convert using Microsoft Publisher for Windows.

Press Ctrl-A to select all the content. Press Ctrl-C to copy all the content to the Windows Clipboard. Open a new, blank Microsoft Word document. Press Ctrl-V to paste the Clipboard contents into Word. Click the Save button on the Quick Access Toolbar.

The resulting Word. You have to re-create the links between the text boxes we cover how to do this in Book II, Chapter 8 , and the layout may need tweaking, but this is the best way we found to migrate Publisher files.

We explain how to import your. Installing Office, Sweet! Before you can start using Microsoft Office, you need to install it, of course. Contact your IT department and ask whether SharePoint is available to you. If it is, ask your IT department to have a SharePoint account set up for you. You might also wind up with duplicate or corrupt fonts. We show you how to check your system for errors before installing and how to repair file permissions and check your fonts after installation.

If you have a good disk maintenance and repair utility such as Alsoft DiskWarrior, TechTools Pro, Drive Genius, or a similar program , be sure to use it on your startup volume and other drives before installing a big product such as Microsoft Office. In the panel on the left side, select your startup disk. Your startup disk is the one at the top of the list of volumes. Select either the first or second item in the list as shown in Figure On the First Aid tab, click the Verify Disk button.

Progress update messages and a progress bar appear. The bigger your hard drive is and the more files you have, the longer Disk Utility will take. When the process is complete, quit the Disk Utility application. Figure Apple Disk Utility. If the Disk Utility indicates that your disk needs to be repaired, the Repair Disk button will remain grayed out, and you need to take additional actions.

You can find additional instructions by doing the following: The Disk Utility Help window displays. Choose Repairing a Disk. Follow instructions for repairing your disk s. They can find and repair more problems than Disk Utility can. Do not install Office until Disk Utility or another reliable maintenance and repair utility tells you that your startup disk appears to be okay.

If your startup disk is not okay, Office may not run properly. Unlike previous versions of Office, the same disk image is used for Home and Student Edition, Home and Office Edition, and the limited trial.

The installer will know what features to make available to you based upon the product key that you enter.

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You can download the Office install file from the Microsoft Web site: This offers several advantages: The downloaded file needs to be activated. The product key is what you absolutely need. The download site provides a free trial key and suggests vendors. You purchase a product activation key for the edition you want to purchase from any authorized sales outlet. You can purchase the boxed physical media if you prefer, and that will have a conventional DVD along with your product key s.

All you need is your product key and the download. As long as you have your product key, you can download a fresh installer anytime from Mactopia.

In previous versions of Office, you had to run the Remove Office utility to remove a trial version to avoid conflicts with the licensed copy.

The trial version becomes the licensed version when you enter a product key. Volume License Edition users need a special installer that is customized for them by their IT department. If your employer or school uses a volume license, contact your local support department to get the installer. Running the installer Microsoft Office uses the standard Apple installer. When you open the Office installer disk image.

The installer takes you through six stages: A friendly welcome screen is all you see here. This is where you get to read and if you want, print the license agreement between you and Microsoft. You need to agree to that license in order to continue the installation. Destination select. Normally, you install Office on your startup disk.

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Installation type. Here you can customize the install options if you feel you must. This is where the installer does the job of placing the Microsoft Office folder into your Applications folder. It installs the Office applications, fonts, templates, and the framework to make Office run. Click the Finish button to quit the installer.

You may be prompted about joining the Customer Experience Program CEP , which lets Microsoft automatically obtain system information about your computer in the event of a software problem. If you choose to register your copy of Office, you will receive occasional newsletters from Microsoft about its products. When you get to Step 6, the Microsoft AutoUpdate application see Figure opens to check whether there are updates from Microsoft available for your Office software. You should immediately install all updates that are available.

Your computer must be connected to the Internet to use AutoUpdate. To launch AutoUpdate from any Office application, do the following: Microsoft AutoUpdate opens, as shown in Figure Set the frequency with which you want to have AutoUpdate check for updates. Your options are Manual, Daily, Weekly, or Monthly.

Click the Check for Updates button. AutoUpdate checks for updates. If any are available, click the Install button and allow the installer to do its work. Keeping Office upto-date. Bug fixes, security patches, and feature enhancements are delivered with coordination between Apple and Microsoft.

This helps both companies deliver the best possible experience for Mac users. Fixing your fonts We think everyone who installs Office should examine his or her font collection. Bad fonts can cause applications to crash. We give you a quick For Dummies way to manage your fonts. Instead, we show you only enough to avoid font problems by resolving duplicate fonts first and then dealing with defective fonts. Resolving duplicate fonts You can take the following steps to disable any duplicate fonts on your system.

Double-click the icon for Font Book in the Applications folder. Font Book opens, as shown in Figure In the Collection column, click All Fonts. Select any font listed under the Font column. The entire list of font names should be highlighted now. If Resolve Duplicates is grayed out, good for you! Resolving duplicate fonts. Give Font Book a minute or two to process. The more fonts you have and the more duplicates you have, the longer it takes.

The fonts remain on your hard drive, mostly just wasting space. Font Book is great for adding new fonts and managing your fonts. Checking for bad fonts You can use Font Book to identify fonts that have problems and help you remove these fonts.

Font Book classifies fonts into three categories: The procedure is similar to resolving duplicates described the preceding section: Double-click the Font Book application in the Applications folder. Font Book opens, as shown earlier in Figure Select any font listed in the Font column. The entire list of font names is highlighted now. The Font Validation window opens.

See Figure Allow the process to complete. It may take a while if you have a lot of fonts that have problems. Font Book puts a green badge next to fonts that are okay.

The yellow badges with an exclamation mark and the red badges indicate fonts that have problems. Click the pop-up menu in the upper-left corner of the Font Validation window, and choose Warnings Or Errors, as shown in Figure Font Book filters the list to show only fonts that have problems that need to be resolved. A yellow or red badge appears next to each font that has a problem.

Each font selected should have a yellow or red badge. Be certain the Warnings Or Errors filter is applied before selecting the check boxes. Do not use Select All — that can select all your fonts. In the Font Validation window, click Remove Fonts. When you empty the Trash, they are completely removed from your system.

Restart your computer. To put your fonts back, right-click them in the Trash and choose Put Back. You can drag your deleted fonts out of the Trash and copy them to a disc to make an archive copy. To get rid of the fonts forever, empty the Trash while the fonts are in the Trash. Removing bad fonts.

Soaring with Cloud Computing Cloud computing is an exciting expression for a rather dusty-sounding concept. For Office , it means you have new ways to distribute and share documents with co-workers, classmates, and friends. Because the Internet is such a changeable place, by the time you read this, things could change. As we write, there are four main cloud computing platforms available to you: It requires a Facebook account. This Microsoft site has built-in integration with Office applications.

It requires a Windows Live or Hotmail account. This option is used by large organizations to provide a private cloud, one that is not on the Internet. SharePoint offers the most privacy and security, but requires a dedicated server and network. This application is similar to Docs. Each platform is a bit different. The following list describes the major comparison points, and Table gives you the quick-and-dirty summary of the comparison: This refers to the ability to upload, store, download, and set permissions on files so that you and the people you choose can have a common access point for files.

Office lets you and another person make changes to a single document simultaneously in real time. SkyDrive and SharePoint allow this feature to work. Web applications are lightweight word-processing, spreadsheet, and presentation software that runs in your Web browser. By no means are any of these even remotely as good as the applications in Office With all services except SharePoint, you exchange your contact information, content, habits, and screen space for advertising in exchange for the privilege of using cloud services.

SharePoint is the only cloud option we suggest that can be configured to work with information that must be kept private or confidential. Chapter 2: New to Office for Mac is the Ribbon, which is a blend of commands from menus, toolbars, palettes, the Elements Gallery, and more.

Put together, all these features provide many convenient ways for you to accomplish your goals within the programs that comprise Microsoft Office. Within the Ribbon, you can find many commands that were on palettes in previous Office versions. And of course you can also find newer commands that were not available in previous versions!

We come back to the Ribbon later in this chapter and show it to you. But before we do that, we take you on an exploration of other familiar interface options. Musing about Menus Menus are a staple of Mac applications. The menu bar continues to the right edge of the screen, but everything to the right of the Help menu belongs to Mac OS X or other open applications. Of course, you can activate individual menus by clicking corresponding menu items to expose their contents and submenus.

Another way to navigate menus is using arrow keys to navigate and then pressing Return to activate your menu choice. The Application menu. Starting from the upper-left corner of your entire screen or feel free to refer to Figure you can find: Mac OS X, rather than the current application, supplies this menu. Located immediately to the right of the Apple menu, this menu offers access to these important options: Displays a message box that describes the current version of the open application and its installed updates.

Include this information when making inquiries about this product, when contacting the manufacturer, or when using online community forums. Displays the preferences for the current application. Notice the keyboard shortcut for this is displayed to the right of the command.

Some preferences that you access here may influence more than one application. All sorts of additional features from Mac OS X and other applications can be found here. This hides the application from view. Yes, this may make former Windows users feel more at home. This becomes available when you hide one or more applications.

Choose Show All to make all hidden applications visible. Closes all open windows of the active application and then completely quits the application itself. If you have files with unsaved changes, the application prompts you to save them before quitting. These menus offer the array of commands that are associated with your Office application.

This menu has a small symbol icon rather than a menu name, as you can see in Figure You will find Sample Automator workflows on this menu. Further to the right, you find an identical Script Menu icon that contains AppleScripts and Automator actions, including Automator actions that you create yourself.

Automator is a small program built within Mac OS X that lets you automate stuff that you do often, and Microsoft Office applications are compatible with Automator. Compared with the previous versions, the Help system in Office is revamped and interactive. Display the Help menu see Figure by clicking Help on the menu bar. The Application Help menu. Within the Help menu, the Search box locates commands that match your search criteria.

As you type commands, they are. Move the mouse over a search result, and the command itself becomes highlighted in the menu, as shown in Figure Searching for commands. This is where you can find help for whatever application you are using. You can also access Help using the blue help icon on the standard menu bar and some application dialogs. Launches Microsoft AutoUpdate. See Chapter 1 of this minibook. Opens the Microsoft web site for the program in your default web browser.

Your Web browser takes you to an online suggestion box where you can send comments and make suggestions to Microsoft.

Talking about Toolbars Standard toolbars in Office behave like some Web browser toolbars and are incorporated into the document window. By default, you encounter the Standard toolbar beneath the menu bar. Take a look at Figure as we point out features of the Standard toolbar in Microsoft Office applications. However, we still cover them here: The upper-left corner of each window contains the standard Close button red , Minimize button yellow , and the Zoom button green.

The title is also the filename associated with the window. This button toggles the visibility of the toolbar on and off. Sooner or later, you may accidentally click this button and hide your toolbars. Click this button to restore your toolbars. These icons to the extreme left of the Standard toolbar allow you to make new files, display the Word Document Gallery, and open files in Finder.

It also allows you to save your files. This icon allows you to print some or all of your content to a connected physical printer, or in many cases a virtual printer driver that saves to PDF files. These icons allow you to return to how your file was a few clicks ago, or redo something you just did. If you resize the window to be smaller or customize a toolbar and put more controls onto it than can be easily displayed, a chevron appears at the right end of the toolbar.

Using a Standard toolbar. Folks who switch from Office and earlier for Windows are already familiar with the Standard toolbar. Project Gallery was a unified document, content, and template browser in previous versions of Office for the Mac. In Office , a new customized gallery individualized for each application has replaced the Project Gallery.

We discuss these new galleries for Word, Excel, and PowerPoint in their respective minibooks. This is a super-powerful dialog in Word, Excel, and PowerPoint that lets you exert total control over all the toolbars and menus.

You also have easy access to all kinds of wonderful hidden features — brilliant jewels in the form of off-the-beaten-path commands kept secret from others, but not from you! We show you how you can do any such customizations. Just about everything we mention in these sections about customizing toolbars and menus can also be controlled via Visual Basic for Applications VBA. See Chapter 12 in this minibook to get more familiar with VBA.

We cover those in Book V, the minibook for Outlook. The Fit to Window command automatically keeps the document sized proportionally to the document window. To add the Fit to Window command to a Word toolbar, take these steps: The Customize Toolbars and Menus dialog appears, as shown in Figure Click the Commands tab. In the Categories list on the left , select the View category. In the Commands list on the right , scroll down to find the Fit to Window command, and then select it.

Notice that when you select a command, its description appears in the Description area. This is very handy for finding out more about commands you may have never explored or seen before.

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Drag the Fit to Window command from the dialog to any toolbar and then release the mouse button when you see a shadowed insertion bar. Choosing commands customizations. When the Customize Toolbars and Menus dialog is open, you can move any toolbar command or menu item by dragging it to any toolbar or menu.

You can also rearrange the commands on any toolbar or menu by dragging the commands to new positions on the same or other toolbars. You can use these same general steps to add other commands in Word, Excel, and PowerPoint.

Well, we lied a bit! You can always right-click or Control-click an empty area within any visible toolbar and then choose the Customize Toolbars option from the contextual menu that appears.

Ditching a dud command Believe it or not, you really can add too many commands to your toolbars. Soon, it might look like your toolbars are infested with more icons than mosquitoes in a jungle!

Sometimes a command that sounds perfect turns out not. You can easily get rid of an unwanted or little-used command. Follow these steps to clean your toolbars: This brings up the Customize Toolbars and Menus dialog. Refer to Figure Click and drag any unwanted commands off toolbars or menus and let go anywhere. You can drag it back to the open dialog or just into empty space.

Now you can get back to your non-infested jungle. Making your own toolbars You might think that you could design much better toolbars than the ones the Microsoft folks provided. Maybe you noticed that having the same toolbar repeat over and over again in each window is less of a convenience and more like a waste of valuable screen real estate.

Not everyone has a gorgeous Apple inch cinema display or two placed in a dual-screen setup. And even if you do, you paid good money for that and have every right to design your own toolbar! If only growing organic vegetables were this easy. Instead, they float — they can be moved by your mouse to any screen position. You can change their shape by clicking and dragging the lower-right corner of the toolbar. The Customize Toolbars and Menus dialog appears.

The Customize Toolbars and Menus dialog. On the Toolbars and Menus tab, click the New button. The Add a Toolbar dialog, as shown in Figure , opens. Naming a new toolbar. Type a name for your new toolbar and click OK. A very small box with an empty space on it appears onscreen. This small box is your new toolbar. Click the Commands tab of the Customize Menus and Toolbars dialog refer to Figure , choose any of the categories from the list on the left, drag commands to the new toolbar, and click OK to close the Customize Toolbars and Menus dialog.

Your new toolbar appears in the toolbars list. Maybe you moved a command from the Standard toolbar and now you want the Standard toolbar restored to the way it was originally. No need to worry; resetting is easy.

All these operations are done on the Toolbars and Menus tab of the Customize Menus and Toolbars dialog. Click the Rename button and then type a new name for your toolbar or menu. Click the Delete button to permanently delete a toolbar or menu. Click the Reset button to restore the selected menu or toolbar command. This resets the built-in menu or toolbar to how it appeared when you first installed Office.

You can always right-click on toolbars, toolbar buttons, and in blank spaces on toolbars for instant access to button and toolbar customization options. Customizing button icons Okay, your new toolbar looks nice, but not all commands have nice icons, or any icon for that matter.

You can even change a toolbar icon. To see the command controls, right-click a command button and choose Properties. The Command Properties dialog appears, as shown in Figure With the Command Properties dialog, you can make toolbar buttons look just right.

Click the Customize Icon downward-pointing arrow next to the button icon in the upper-left corner of the dialog. The menu shown in Figure appears. Choosing a new button icon. Choose from any of the available icons in this menu. Alternatively, if you copied a small picture from any application to the Mac OS X Clipboard, you can use the Paste Button Image option to replace the command button icon with the picture on the Clipboard.

To proceed with assigning keyboard shortcuts, follow these steps: Make sure you followed steps in the preceding section to access the Command Properties dialog, as shown in Figure The keyboard button is also available in the Customize Toolbars and Menus dialog, shown earlier in Figure Click the Keyboard button. A dialog opens that shows you any existing keyboard shortcuts for the selected command. In addition, it lets you type a new shortcut for the command in the Press New Keyboard Shortcut text box.

Also see the following chapters for more about keyboard shortcuts: Click OK when done to get back to the Command Properties dialog. Fine-tuning toolbar and button properties Using the Command Properties dialog shown earlier in Figure , you can do more to customize buttons: View or change the name of a toolbar or menu command.

When selected, this option adds a dividing line to the left of a button or above a menu item to help visually distinguish groups of commands. Restores the default toolbar icon for the command. Using Customize Toolbars and Menus dialog shown earlier in Figure , you can do the following: Select to show, or deselect to hide any toolbar.

Change the name of a custom toolbar or menu. Permanently delete a custom toolbar or menu. When selected, this option displays the command name in a ScreenTip when the mouse cursor is positioned over a toolbar command, as shown in Figure Viewing icon text and ScreenTip.

When selected, this option displays the keyboard shortcut for a command in the ScreenTip. See the example ScreenTip and keyboard shortcut in the left margin. When checked, shows small preview examples of fonts in font selection pop-up menus.

Tearing off a toolbar Some toolbar commands offer tear-off toolbars. This includes line drawing tools, shapes, and color palettes that you have added to a custom toolbar. These floating toolbars can be handy for repetitive tasks because they take up very little screen space.

When you click a command button on a toolbar, if you see a double row of dots at the top of a submenu, you can click that double row of dots to make the submenu into a floating toolbar. Then, when your customized document is opened on another computer, your customized menus and toolbars will appear while that particular document is open. To do this, follow these steps: The Customize Toolbars and Menus dialog refer to Figure appears.

In the lower-left corner of the dialog, click the Save In pop-up menu. Choose from the currently opened document, other open file, or the default application template.

Click OK. If you want to have a collection of templates, each with its own customized toolbar and menus, make several documents and customize each one differently. Before you start your toolbar and menu customizations, change the Save In setting as described in the preceding steps to keep the customizations within the current document. Save your document into the My Templates folder, and your customizations are available in the Templates Gallery. Remember that any documents you make from this sort of template carry your customized toolbars and menus with them wherever they go.

Starting at the top of the Ribbon is a row of tabs, and each tab is almost an equivalent of a menu or toolbar. The Ribbon has large icons that are called buttons. When clicked, these buttons perform tasks with one click. However some buttons can spawn small menus or galleries or summon a dialog. Figure shows the Ribbon in PowerPoint Many groups offer submenus with big, easy to see previews in galleries.

Some groups have the dynamic content of the erstwhile Office Elements Gallery. Many commands that used to be in the Toolbox now live on the Ribbon tabs. Click any of the Ribbon tabs to reveal the commands available for that tab. Commands are grouped, with the group labels in a small band just under the top row of tabs. Group dividers are perforated lines dividing the groups within the Ribbon tabs.

Many commands offer submenus when clicked. Some submenus even have additional options at the bottom. If you already have Office installed, we encourage you to play around with the Ribbon tabs. Scoping out the Ribbon. Ribbon tabs Submenu or palette Beyond the default tabs, the Format tab displays whenever you select an object that can be formatted.

For instance, you can see the Format tab if you select a picture, text box, shape, SmartArt, or another object. To format selected text, use options available on the Home tab. You can see more options by clicking the arrows at either end of the gallery, which works the way the Elements Gallery did in Office New in is the ability to display submenus for galleries. For example, see the Table Styles gallery shown in Figure Further, some galleries have a downward-pointing arrow below them.

Clicking this arrow converts these galleries to a drop-down gallery. Galleries give you visuals of options available to you. Click for more options.

Click for submenu. Customizing the Ribbon This first iteration of the Ribbon in Office offers limited customization capabilities. You can customize the Ribbon by clicking the wheel at the right edge of the Ribbon, as shown in Figure Accessing Ribbon preferences. When you choose Ribbon Preferences from the menu, a Ribbon dialog opens. Customizing the Ribbon. The Ribbon dialog has the following options: When selecting, the Ribbon is on and this is the default setting.

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To turn the Ribbon off, deselect this setting. When selected, the entire Ribbon is visible when opening a file. When deselected, only the Ribbon tabs are displayed when a document opens. If you choose this option and then want to see the entire expanded Ribbon, just click any of the Ribbon tabs visible. This turns off the display of group names in the Ribbon tabs, which may give you a little more screen estate. Choose between either the application theme or graphite.

The application theme is different for each Office application. Select or deselect tabs and groups. Drag items in this box to re-order the Ribbon. As you move your mouse over command buttons and controls, a description dynamically appears in the panel. This option temporarily changes the appearance of the tabs and allows you to drag Ribbon tabs to change their order.

Reordering Ribbon tabs. Chapter 3: What exactly is the Toolbox? The Toolbox and its tabs are wonderfully consistent across all Office applications, but certain portions apply to specific applications, and we discuss them in the appropriate minibook for that particular application.

In this chapter, we discuss three Toolbox tabs that work the same way across multiple applications: This tab is the regular Clipboard on steroids. A collection of reference materials, such as a dictionary, a thesaurus, and more. Find out how compatible your Word documents, Excel workbooks, and PowerPoint presentations are with older versions on both Mac and Windows.

Tinkering in the Toolbox Of course, before you can use the Toolbox, it must be visible. You can turn on the Toolbox by either of these methods: To dismiss it, click the red Close button in the upper-left corner just as you would with any other Mac window. The Clipboard Evolves Scrapbook: Someone in Microsoft obviously wondered the same thing and came up with Scrapbook, a great solution that essentially is a multiple-item Clipboard with a memory, as shown in Figure Scrapbook, the super Clipboard.

Make sure the Scrapbook tab is selected in your Toolbox. Click the small down arrow next to the big, green Add button see Figure to summon a pop-up menu. The Add button may be a slightly inconspicuous greyish green button unless you already have something selected. From the pop-up menu that appears, choose the Always Add Copy option. Automating Scrapbook. Although the default for the Add pop-up menu is the Add Selection option, you can choose to add entire files or the contents of the Mac OS X Clipboard.

Well, almost. The setting change takes effect in other Office applications the next time the other applications have been closed and then re-opened. The clips you put into Scrapbook are available in all the Office applications.

Now all you have to do is get some stuff into your Scrapbook. If you followed the preceding steps and made that small change to the Always Add Copy option, adding items to Scrapbook happens automatically every time you copy something in Office with the Copy command while the Scrapbook tab of the Toolbox is open. Of course, if you prefer to add items one at a time on demand, there are other ways to add selections to the Scrapbook refer to Figure Adds the current selection.

Opens a file browser so you can select items in Finder. Becoming a Scrapbook saver Scrapbook has some interesting capabilities. After you have a bunch of clips assembled within your Scrapbook palette, you might find it difficult to locate that elusive clip you saved a few weeks ago.

When you click the Filter Clips pop-up menu at the top left, the menu shown in Figure is displayed. Choose which clips to display. If you choose the Title Contains option for example, you get a small box in which you can add some search terms. The Filter Clips pop-up menu can also help you clean up by removing clips you no longer need.

Use the Large Items option to reveal clips that take a lot of drive space, making them good candidates for deletion from Scrapbook. The Clipboard Evolves Figure Filtering Scrapbook clips. By default, clips are organized by date with the most recent at the top. Reverse the order by clicking the thin Date strip at the top of the pane. Refer to Figure for Date and for the rest of these commands. The View pop-up button toward the top right changes the way clips are displayed in the Scrapbook. Choose from these views: List, Detail, and Large Preview.

Displays the filename of the source of the clip, the date it was added to Scrapbook, its source application, and its size. Type a new name in the resulting input field. Offers three options for deleting clips from Scrapbook: This one is tricky!

Clips that are displayed while using a filter with the Filter Clips feature will be deleted. But if you have Filter Clips set to show all clips, then all clips will be deleted.

Deletes all clips from Scrapbook. Drag the three dots to adjust the size of the clippings pane. Click the disclosure triangle to expose the Organize pane. Choose a category from the pop-up menu. After you assign categories, you can filter by category using Filter Clips. Displays a dialog that lets you assign more than one category to a clip. Displays a dialog that lets you add and remove categories. You can tag selected clips with keywords.

After you apply keywords, you can filter by keywords using Filter Clips. You must click Apply to apply keywords to clips. Revert is like Cancel. Type some keywords and then click Revert instead of Apply. Your keywords disappear.

Pleasures small and large are there to be discovered, and a librarian is there to help you. Now you can extend that experience to your workflow within Office by using Reference Tools. You can expand or collapse each section by clicking the disclosure triangles to the left of the section labels. Finding references. At the top of the References Tools is a versatile search field.

To use it, follow these steps: Type a word or phrase into the search field at the top of the Reference Tools tab of the Toolbox. Click the disclosure triangle to expose the desired reference tool s. Press Return to see the results. Open a document, spreadsheet, presentation, or e-mail that you want to work with. Select a word or phrase and then right-click to bring up a pop-up menu, and choose a reference option such as Look Up, Synonyms, or Translate.

Some of these options also have submenus with more options you can choose. In fact, even if some of them have moved to newer versions, they might be working on the Windows version of Office and not the new Office for Mac like you. The end result is that here you are with your fancy new Office for Mac, making files that might not play well with older, but still serviceable hardware and software.

Office for Windows and Office for Mac are very compatible with each other. Not only can Compatibility Report give you a report; it might be able to fix some aspects of your document so that what you see in Office is what your co-workers or friends see when they open your file in their older software. Or just click the Save icon on the Standard toolbar.

Give the compatible document a new name. This way, if you use the Fix feature in the Compatibility Report, you will still have an unchanged version of your original document. Checking for version conflicts. You use the Compatibility Report tool by starting at the top and working your way down: Choose which version of Office you want your document to be compatible with. You can opt to make your document compatible with a particular Windows or Mac version, or with all Windows and Mac versions.

Click to start checking your document, spreadsheet, or presentation. Potential problems are displayed. Click a result to see an explanation. If Compatibility Report knows how, the potential problem may be fixed if you click this button.

Alternatively, the Fix option might be grayed out. Formatting or other changes needed to make your document compatible with the version you chose in Step 1 will be made. You may have to manually fix certain problems. Tells Compatibility Report to ignore instances of the selected problem. If you click the small downward arrow, you can: Opens Office Help.

Book I Chapter 3 Traversingthe Toolbox 47Being Compatible Working with compatibility in mind If you work in a cross-platform environment, you can do some things to make sharing documents easier with older versions of Office for Mac and Office for Windows.

The following sections explain some guidelines you can follow to avoid compatibility issues. Getting Started, Getting Around 17 Chapter 3: Tables for Storing Your Data 65 Chapter 1: Creating and Modifying Tables 67 Chapter 2: Importing and Exporting Data Chapter 5: Creating Select Queries Chapter 2: Letting Queries Do the Math Chapter 3: Forms for Editing Data Chapter 1: Designing and Using Forms and Reports Chapter 2: Creating Smarter Forms Chapter 4: Reporting in Words and Pictures Chapter 1: Creating and Spiffing Up Reports Chapter 2: Printing Beautiful Reports Chapter 3: Automation with Macros Chapter 1: Making Macros Do the Work Chapter 2: Database Administration Chapter 1: Database Housekeeping Chapter 2: Sharing the Fun: Managing Multiuser Access Chapter 3: Programming in VBA Chapter 1: Writing Code Chapter 3: Writing Smarter Code Chapter 4: Going Beyond Access Chapter 1: Automation with Other Office Programs Chapter 2: