MOS 2010 Study Guide for Microsoft Word, Excel, PowerPoint, and Outlook. Joan Lambert Joyce Cox

Transcription

1

2 MOS 2010 Study Guide for Microsoft Word, Excel, PowerPoint, and Outlook Joan Lambert Joyce Cox

3 PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington Copyright 2011 by Online Training Solutions, Inc. All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: ISBN: Printed and bound in the United States of America. Eighth Printing: February 2015 Microsoft Press books are available through booksellers and distributors worldwide. If you reed support related to this book, Microsoft Press Book Support at mspinput@microsoft.com. Please tell us what you think of this book at Microsoft and the trademarks listed at /Trademarks/EN-US.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. This book expresses the author s views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Rosemary Caperton Editorial Production: Online Training Solutions, Inc. Cover: Jelvetica [ ]

4 Contents Taking a Microsoft Office Specialist Exam xix Microsoft Office Specialist Certification xix Selecting a Certification Path xix Test-Taking Tips xx Certification Benefits xxi For More Information xxii Using This Book to Study for a Certification Exam xxiii Features and Conventions of This Book xxiv Using the Book s Companion Content xxv Exam : Microsoft Word xxv Exam : Microsoft Excel xxvii Exam : Microsoft PowerPoint xxviii Exam : Microsoft Outlook xxx Modifying the Display of the Ribbon xxxi Dynamic Ribbon Elements xxxi Changing the Width of the Ribbon xxxii Adapting Procedure Steps xxxv Your Companion ebook xxxvii Getting Support and Giving Feedback xxxix Errata xxxix Getting Help with Microsoft Office xxxix We Want to Hear from You xl Stay in Touch xl Exam Microsoft Word 2010 Prerequisites Selecting Text Moving Around in a Document What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey iii

5 iv Contents 1 Sharing and Maintaining Documents Apply Different Views to a Document Switching Views Modifying the Program Window Magnifying Document Content Splitting a Document Window Displaying Multiple Program Windows Practice Tasks Apply Protection to a Document Marking a Document as Final Restricting Formatting and Editing Changes Restricting Document Access Practice Tasks Manage Document Versions Practice Tasks Share Documents Sending Documents Saving Documents in Shared Locations Publishing Documents as Blog Posts Practice Tasks Save a Document Practice Tasks Apply a Template to a Document Practice Tasks Objective Review Formatting Content Apply Font and Paragraph Attributes Applying Character Formatting Applying Styles Practice Tasks Navigate and Search Through a Document Moving Around in a Document Searching for Content and Formatting Practice Tasks Apply Indentation and Tab Settings to Paragraphs Indenting Paragraphs Setting Tab Stops Practice Tasks

6 Contents v 2.4 Apply Spacing Settings to Text and Paragraphs Practice Tasks Create Tables Creating Basic Tables Formatting Tables Inserting Preformatted Tables Practice Tasks Manipulate Tables in a Document Modifying Table Data Modifying Table Structure Practice Tasks Apply Bullets to a Document Practice Tasks Objective Review Applying Page Layout and Reusable Content Apply and Manipulate Page Setup Settings Controlling Page Settings Setting Page Breaks Setting Section Breaks Flowing Text in Columns Practice Tasks Apply Themes Practice Tasks Construct Content in a Document by Using the Quick Parts Tool Practice Tasks Create and Manipulate Page Backgrounds Practice Tasks Create and Modify Headers and Footers Practice Tasks Objective Review Including Illustrations and Graphics in a Document Insert and Format Pictures in a Document Inserting Pictures Formatting Pictures Practice Tasks

7 vi Contents 4.2 Insert and Format Shapes, WordArt, and SmartArt Inserting and Formatting Shapes Inserting and Modifying WordArt Inserting and Modifying SmartArt Diagrams Practice Tasks Insert and Format Clip Art Practice Tasks Apply and Manipulate Text Boxes Practice Tasks Objective Review Proofreading Documents Validate Content by Using Spelling and Grammar Checking Options Practice Tasks Configure AutoCorrect Settings Practice Tasks Insert and Modify Comments in a Document Practice Tasks Objective Review Applying References and Hyperlinks Apply a Hyperlink Inserting Hyperlinks Inserting Bookmarks Practice Tasks Create Endnotes and Footnotes Practice Tasks Create a Table of Contents Practice Tasks Objective Review Performing Mail Merge Operations Set Up Mail Merge Preparing Source Documents Merging Source Documents Checking for Errors Practice Tasks

8 Contents vii 7.2 Execute Mail Merge Previewing the Results of a Mail Merge Operation Completing the Mail Merge Operation Practice Tasks Objective Review Exam Microsoft Excel 2010 Prerequisites Managing Worksheets Managing Worksheet Content Managing Excel Tables Managing Data Entries Managing the Worksheet Environment Navigate Through a Worksheet Practice Tasks Print a Worksheet or Workbook Printing Part or All of a Workbook Setting Page Breaks Printing Gridlines and Headings Printing Page Headers and Footers Practice Tasks Personalize the Excel Environment Managing Program Functionality Customizing the Ribbon and Quick Access Toolbar Managing Workbooks Practice Tasks Objective Review Creating Cell Data Construct Cell Data Pasting Structured Data Inserting and Deleting Data Practice Tasks Apply Auto Fill Filling a Data Series Copying Data Practice Tasks

9 viii Contents 2.3 Apply and Manipulate Hyperlinks Creating Hyperlinks Modifying Hyperlinks Practice Tasks Objective Review Formatting Cells and Worksheets Apply and Modify Cell Formats Formatting Cell Content Formatting Cell Fills and Borders Setting Row Height and Column Width Formatting Numbers Practice Tasks Merge or Split Cells Practice Tasks Create Row and Column Titles Practice Tasks Hide or Unhide Rows and Columns Practice Tasks Manipulate Page Setup Options for Worksheets Practice Tasks Create and Apply Cell Styles Practice Tasks Objective Review Managing Worksheets and Workbooks Create and Format Worksheets Practice Tasks Manipulate Window Views Freezing and Splitting Windows Displaying Multiple Windows Practice Tasks Manipulate Workbook Views Switching Worksheet Views Customizing the Program Window Customizing Worksheet Appearance Changing the Zoom Level Practice Tasks Objective Review

10 Contents ix 5 Applying Formulas and Functions Create Formulas Practice Tasks Enforce Precedence Practice Tasks Apply Cell References in Formulas Practice Tasks Apply Conditional Logic in Formulas Creating Conditional Formulas Nesting Functions Practice Tasks Apply Named Ranges in Formulas Practice Tasks Apply Cell Ranges in Formulas Practice Tasks Objective Review Presenting Data Visually Create Charts Based on Worksheet Data Plotting Charts Applying Layouts and Styles Moving and Sizing Charts Editing Data Configuring Chart Elements Practice Tasks Apply and Manipulate Illustrations Inserting and Formatting Clip Art Inserting and Modifying SmartArt Diagrams Inserting and Formatting Shapes Capturing Screenshots Practice Tasks Create and Modify Images Practice Tasks Apply Sparklines Practice Tasks Objective Review

11 x Contents 7 Sharing Worksheet Data with Other Users Share Spreadsheets Saving Workbooks in Specific Formats Sending Workbooks Practice Tasks Manage Comments Practice Tasks Objective Review Analyzing and Organizing Data Filter Data Practice Tasks Sort Data Practice Tasks Apply Conditional Formatting Practice Tasks Objective Review Exam Microsoft PowerPoint 2010 Prerequisites Understanding PowerPoint Views Moving Around in a Presentation Selecting Text Managing the PowerPoint Environment Adjust Views Switching Views Zooming In and Out Practice Tasks Manipulate the PowerPoint Window Working with Multiple Program Windows Sizing Panes in Normal View Practice Tasks Configure the Quick Access Toolbar Practice Tasks Configure PowerPoint File Options Practice Tasks Objective Review

12 Contents xi 2 Creating a Slide Presentation Construct and Edit Photo Albums Creating Photo Albums Editing Photo Albums Practice Tasks Apply Slide Size and Orientation Settings Practice Tasks Add and Remove Slides Inserting New Slides Reusing Slides Inserting Outlines Rearranging Slides Deleting Slides Hiding Slides Practice Tasks Format Slides Applying and Modifying Themes Formatting the Background of Slides Inserting Footer Information Dividing a Presentation into Sections Customizing Slide Masters Practice Tasks Enter and Format Text Entering Text in Text Placeholders Entering Text in Independent Text Boxes Editing Text Formatting Characters and Paragraphs Formatting Bulleted and Numbered Lists Practice Tasks Format Text Boxes Changing the Shape of Text Boxes Sizing and Positioning Text Boxes Aligning Text Boxes Formatting Text Boxes Adjusting the Text Layout Setting Default Formatting Practice Tasks Objective Review

13 xii Contents 3 Working with Graphical and Multimedia Elements Manipulate Graphical Elements Opening the Format Dialog Box Applying Styles, Borders, and Effects Sizing and Positioning a Graphic Changing the Stacking Order Grouping Graphics Aligning Graphics Linking Graphics to Other Information Practice Tasks Manipulate Images Cropping Images Formatting Images Compressing Pictures Resetting or Replacing Images Practice Tasks Modify WordArt and Shapes Working with WordArt Working with Shapes Practice Tasks Manipulate SmartArt Creating Diagrams Making Design Changes Changing Shapes in Diagrams Converting Diagrams to Shapes or Bullet Points Practice Tasks Edit Video and Audio Content Inserting and Editing Video Content Inserting and Editing Audio Content Practice Tasks Objective Review Creating Charts and Tables Construct and Modify Tables Inserting Tables and Editing Table Content Changing Table Structure Formatting Tables Inserting and Modifying Excel Worksheets Practice Tasks

14 Contents xiii 4.2 Insert and Modify Charts Inserting Charts and Editing Chart Data Changing the Chart Type and Layout Practice Tasks Apply Chart Elements Practice Tasks Manipulate Chart Layouts Selecting Chart Elements Sizing and Positioning Elements Practice Tasks Manipulate Chart Elements Practice Tasks Objective Review Applying Transitions and Animations Apply Built-In and Custom Animations Applying Built-In Animations Applying Fancier Animations Copying Animations Practice Tasks Apply Effect and Path Options Fine-Tuning Animation Effects Adjusting Motion Paths Practice Tasks Manipulate Animations Practice Tasks Apply and Modify Transitions Between Slides Practice Tasks Objective Review Collaborating on Presentations Manage Comments in Presentations Practice Tasks Apply Proofing Tools Using AutoCorrect Correcting Spelling Mistakes Finding and Replacing Text and Fonts Using the Thesaurus Comparing and Combining Presentations Practice Tasks Objective Review

15 xiv Contents 7 Preparing Presentations for Delivery Save Presentations Practice Tasks Share Presentations Compressing Media Packaging for CD Delivery Creating Videos Practice Tasks Print Presentations Previewing and Printing Printing Handouts and Notes Practice Tasks Protect Presentations Removing Extraneous Information Assigning Passwords Marking as Final Attaching Digital Signatures Practice Tasks Objective Review Delivering Presentations Apply Presentation Tools Practice Tasks Set Up Slide Shows Adjusting Slide Show Settings Setting Up Presenter View Broadcasting Slide Shows Creating Custom Slide Shows Practice Tasks Set Presentation Timing Practice Tasks Record Presentations Practice Tasks Objective Review

16 Contents xv Exam Microsoft Outlook 2010 Prerequisites Module-Specific Behavior Switching Views Creating Outlook Items Addressing Messages Editing and Formatting Message Content Managing the Outlook Environment Apply and Manipulate Outlook Program Options Managing Mail Module Options Managing Calendar Module Options Managing Contacts Module Options Managing Tasks Module Options Managing Notes Module and Journal Options Managing Language Options Managing Advanced Options Practice Tasks Manipulate Item Tags Working with Color Categories Setting Message Sensitivity and Importance Setting Message Properties Flagging Items for Follow-Up Changing Read Status Practice Tasks Arrange the Content Pane Displaying and Hiding Program Window Panes Displaying Module Content Displaying List Views Modifying List Views Working with the Status Bar Practice Tasks Apply Search and Filter Tools Using Instant Search Using Search Folders Practice Tasks

17 xvi Contents 1.5 Print an Outlook Item Printing Items Printing Messages Printing a Calendar Printing Contact Records Practice Tasks Objective Review Creating and Formatting Item Content Create and Send Messages Formatting Messages Setting Message Options Sending Messages Practice Tasks Create and Manage Quick Steps Practice Tasks Create Item Content Inserting Visual Elements Inserting SmartArt Graphics Inserting Charts Inserting Screen Images Modifying Visual Elements Creating Hyperlinks Practice Tasks Format Item Content Applying Text and Paragraph Formatting Applying and Managing Styles Applying and Managing Style Sets Applying and Managing Themes Practice Tasks Attach Content to Messages Practice Tasks Objective Review Managing Messages Clean Up the Mailbox Managing Mailbox Size Managing Conversations Saving Messages and Message Attachments Practice Tasks

18 Contents xvii 3.2 Create and Manage Rules Managing Mail by Using Outlook Rules Creating Automatic Reply Rules Practice Tasks Manage Junk Working with Junk Messages Configuring Junk Options Practice Tasks Manage Automatic Message Content Creating and Using Automatic Signatures Setting a Default Theme, Stationery, and Fonts Identifying Response Text Practice Tasks Objective Review Managing Contacts Create and Manipulate Contacts Creating Contact Records Creating Electronic Business Cards Practice Tasks Create and Manipulate Contact Groups Practice Tasks Objective Review Managing Calendar Objects Create and Manipulate Appointments and Events Scheduling Appointments Scheduling Events Setting Recurrence and Privacy Options Working with Appointments and Events Practice Tasks Create and Manipulate Meeting Requests Creating Meeting Requests Scheduling Meetings Responding to Meeting Requests Rescheduling and Canceling Meetings Practice Tasks

19 xviii Contents 5.3 Manipulate the Calendar Pane Arranging Calendar Content Displaying Different Views Displaying Multiple Calendars Changing Calendar Colors Practice Tasks Objective Review Working with Tasks, Notes, and Journal Entries Create and Manipulate Tasks Creating Tasks Displaying Views of Tasks Managing Tasks Managing Task Details Managing Task Assignments Finalizing Tasks Practice Tasks Create and Manipulate Notes Creating Notes Displaying Views of Notes Organizing Notes Practice Tasks Create and Manipulate Journal Entries Activating the Outlook Journal Automatically Recording Information Editing Journal Entries Practice Tasks Objective Review Index About the Authors What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey

20 Taking a Microsoft Office Specialist Exam Desktop computing proficiency is increasingly important in today s business world. As a result, when screening, hiring, and training employees, employers can feel reassured by relying on the objectivity and consistency of technology certification to ensure the competence of their workforce. As an employee or job seeker, you can use technology certification to prove that you already have the skills you need to succeed, saving current and future employers the trouble and expense of training you. Microsoft Office Specialist Certification Microsoft Office Specialist certification for Microsoft Office 2010 is designed to assist employees in validating their skills with programs in the Office 2010 software suite. The following certification paths are available: A Microsoft Office Specialist (MOS) is an individual who has demonstrated proficiency by passing a certification exam in one or more of the Office 2010 programs, including Microsoft Word, Excel, PowerPoint, Outlook, and Access, or in Microsoft SharePoint. A Microsoft Office Specialist Expert (MOS Expert) is an individual who has taken his or her knowledge of Office 2010 to the next level and has demonstrated by passing a certification exam that he or she has mastered the more advanced features of Word 2010 or Excel Selecting a Certification Path When deciding which certifications you would like to pursue, you should assess the following: The program and program version(s) with which you are familiar The length of time you have used the program and how frequently you use it Whether you have had formal or informal training in the use of that program Whether you use most or all of the available program features Whether you are considered a go-to resource by business associates, friends, and family members who have difficulty with the program xix

21 xx Taking a Microsoft Office Specialist Exam Candidates for MOS-level certification are expected to successfully complete a wide range of standard business tasks, such as formatting a document or worksheet and its content; creating and formatting visual content; or working with SharePoint lists, libraries, Web Parts, and dashboards. Successful candidates generally have six or more months of experience with the specific Office program, including either formal, instructor-led training or self-study using MOS-approved books, guides, or interactive computer-based materials. Candidates for MOS Expert-level certification are expected to successfully complete more complex tasks that involve using the advanced functionality of the program. Successful candidates generally have at least six months, and may have several years, of experience with the programs, including formal, instructor-led training or self-study using MOSapproved materials. Test-Taking Tips Every MOS certification exam is developed from a set of exam skill standards (referred to as the objective domain) that are derived from studies of how the Office 2010 programs or SharePoint are used in the workplace. Because these skill standards dictate the scope of each exam, they provide critical information about how to prepare for certification. This book follows the structure of the published exam objectives; see Using This Book to Study for a Certification Exam at the beginning of this book for more information. The MOS certification exams for the Office 2010 programs and SharePoint are performance based and require you to complete business-related tasks in the program for which you are seeking certification. You might be told to adjust program settings or be presented with a file and told to do something specific with it. Your score on the exam reflects how well you perform the requested tasks within the allotted time. Here is some helpful information about taking the exam: Keep track of the time. You have 50 minutes to complete the exam. Your exam time does not officially begin until after you finish reading the instructions provided at the beginning of the exam. During the exam, the amount of time remaining is shown at the bottom of the exam interface. You can t pause the exam after you start it. Pace yourself. At the beginning of the exam, you will be told how many questions are included in the exam. Some questions will require that you complete more than one task. During the exam, the number of completed and remaining questions is shown at the bottom of the exam interface.

22 Taking a Microsoft Office Specialist Exam xxi Read the exam instructions carefully before beginning. Follow all the instructions provided in each question completely and accurately. Enter requested information as it appears in the instructions, but without duplicating the formatting unless you are specifically instructed to do so. For example, the text and values you are asked to enter might appear in the instructions in bold and underlined text, but you should enter the information without applying these formats. Close all dialog boxes before proceeding to the next exam question unless you are specifically instructed not to do so. Don t close task panes before proceeding to the next exam question unless you are specifically instructed to do so. If you are asked to print a document, worksheet, chart, report, or slide, perform the task, but be aware that nothing will actually be printed. Don t worry about extra keystrokes or mouse clicks. Your work is scored based on its result, not on the method you use to achieve that result (unless a specific method is indicated in the instructions). If a computer problem occurs during the exam (for example, if the exam does not respond or the mouse no longer functions) or if a power outage occurs, contact a testing center administrator immediately. The administrator will restart the computer and return the exam to the point where the interruption occurred, with your score intact. Strategy This book includes special tips for effectively studying for the Microsoft Office Specialist exams in Strategy paragraphs such as this one. Certification Benefits At the conclusion of the exam, you will receive a score report, indicating whether you passed the exam. You can print with the assistance of the testing center administrator. If your score meets or exceeds the passing standard (the minimum required score), you will be contacted by by the Microsoft Certification Program team. The message you receive will include your Microsoft Certification ID and links to online resources, including the Microsoft Certified Professional site. On this site, you can download or order a printed certificate, create a virtual business card, order an ID card, view and share your certification transcript, access the Logo Builder, and access other useful and interesting resources, including special offers from Microsoft and affiliated companies.

23 xxii Taking a Microsoft Office Specialist Exam Using the Logo Builder, you can create a personalized certification logo that includes the MOS logo and the specific programs in which you have achieved certification. If you achieve MOS certification in multiple programs, you can include up to six of them in one logo. You can include your personalized logo on business cards and other personal promotional materials. This logo attests to the fact that you are proficient in the applications or crossapplication skills necessary to achieve the certification. For More Information To learn more about the Microsoft Office Specialist exams and related courseware, visit: