Nancy Muir Anita Verno

Nancy Muir Anita Verno Writer, Author, Instructor Seattle, Washington Associate Professor Information Technology Bergen Community College Paramus, New Jersey St. Paul

Managing Editor Christine Hurney Director of Production Timothy W. Larson Senior Editor Cheryl Drivdahl Contributing Writers Jan Marrelli, Rob Neilly, and Doug Burden Production Editor Sarah Kearin Cover Designer Valerie King Text Designer Leslie Anderson Design and Production Specialists Jack Ross and Valerie King Copy Editor Crystal Bullen, DPS Associates Testers Margaret Cooksey and Jeff Johnson Indexer Schroeder Indexing Services VP & Director of Digital Projects Chuck Bratton Digital Projects Manager Tom Modl Acknowledgements: Charles Adams, II, Danville Community College, Danville, VA; Carla Anderson, National College, Lynchburg, VA; Vicki Badgley, South Arkansas Community College, El Dorado, AR; Stephen J. Baltes, Randolph Community College, Asheboro, NC; Sara P. Beakley-Mercill, Scottsdale Community College, Chandler, AZ; Linda Bettinger, Southeast Community College, Lincoln, NE; Ann Blackman, Parkland College, Champaign, IL; Larry Bush, University of Cincinnati, Clermont College, Amelia, OH; Miles Cannon, Lanier Technical College, Oakwood, GA; Sue Canter, Guilford Technical Community College, Jamestown, NC; Carol Cornforth, West Virginia Northern Community College, Wheeling, WV; Tim Ellis, Schoolcraft College, Liconia, MI; Philip Feinberg, Palomar Community College, San Marcos, CA; Clara Groeper, Illinois Central College, East Peoria, IL; Dana King, Heartland Community College, Normal, IL; Irvin LaFleur, Lanier Technical College, Cumming, GA; Leslie Martin, Gaston College, Dallas, NC; Judy A. McLaney, Lurleen B. Wallace Community College, Opp, AL; Deborah Miller, Augusta Technical College, Augusta, GA; LeAnn Moreno, Minnesota State College, Southeast, Red Wing, MN; Patricia Partyka, Schoolcraft College, Prudenville, MI; Angela Payne, Southwest Tennessee Community College, Memphis, TN; Jocelyn S. Pinkard, Arlington Career Institute, Grand Prairie, TX; Donna Reffit, Jefferson Community College, Shelbyville, KY; Felicia Reynolds, Broward Community College, Pembroke Pines, FL; Libby Rogers, New River Community and Technical College, Greenbrier Valley Campus, Lewisburg, WV; William Roxbury, National College, Stow, OH; Reuel Sample, National College, Knoxville, TN; Karen Spray, Northeast Community College, Norfolk, NE; Wanda Stuparits, Lanier Technical College, Cumming, GA; Casey Thompson, Wiregrass Georgia Technical College, Douglas, GA; Brandon Walker, Kanawha Valley Community and Technical College, South Charleston, WV; Carolyn Walker, Greenville Technical College, Greenville, SC; Fathia Williams, Fletcher Technical Community College, Houma, LA; Regina Young, Wiregrass Georgia Technical College, Valdosta, GA. Photo Credits: See page 712. Care has been taken to verify the accuracy of information presented in this book. However, the authors, editors, and publisher cannot accept responsibility for Web, e-mail, newsgroup, or chat room subject matter or content, or for consequences from application of the information in this book, and make no warranty, expressed or implied, with respect to its content. Trademarks: Some of the product names and company names included in this book have been used for identification purposes only and may be trademarks or registered trade names of their respective manufacturers and sellers. For example, Access, Excel, Internet Explorer, Microsoft, Outlook, OneNote, PowerPoint, and Windows are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. The authors, editors, and publisher disclaim any affiliation, association, or connection with, or sponsorship or endorsement by, such owners. We have made every effort to trace the ownership of all copyrighted material and to secure permission from copyright holders. In the event of any question arising as to the use of any material, we will be pleased to make the necessary corrections in future printings. Thanks are due to the aforementioned authors, publishers, and agents for permission to use the materials indicated. ISBN 978-0-76385-255-9 (text) ISBN 978-0-76385-258-0 (text & disc) 2014 by Paradigm Publishing, Inc. 875 Montreal Way St. Paul, MN 55102 Email: educate@emcp.com Website: www.paradigmcollege.com All rights reserved. No part of this publication may be adapted, reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission from the publisher. Teachers using may photocopy complete pages in sufficient quantities for classroom use only and not for resale. Printed in the United States of America 22 21 20 19 18 17 16 15 14 13 1 2 3 4 5 6 7 8 9 10

Introduction Your Digital Toolkit.... 1 Chapter 1 Managing Your Time with Microsoft Outlook 2013.... 4 Skill 1 Open Outlook Use Peeks... 6 Skill 2 Display the Calendar.... 8 Skill 3 Schedule an Appointment... 10 Skill 4 Schedule a Meeting.... 12 Skill 5 Add People... 16 Skill 6 Search for People and Appointments.. 18 Chapter 2 Using SkyDrive.... 20 Skill 1 Create a SkyDrive Account... 22 Skill 2 Sign In to and Out of SkyDrive.... 26 Skill 3 Manage Files and Folders on SkyDrive.... 28 Skill 4 Edit Files Using Office Web Apps... 32 Skill 5 Create Files Using Office Web Apps.... 34 Skill 6 Share Files on SkyDrive... 36 Chapter 3 Using Microsoft OneNote 2013... 38 Skill 1 Create a Notebook with Sections... 40 Skill 2 Add Content to a Page... 44 Skill 3 Tag Notes... 46 Skill 4 Insert a Link to Online Content.... 48 Chapter 4 Taking Screenshots............50 Skill 1 Take a Screenshot.... 52 Skill 2 Use the Snipping Tool.... 56 Skill 3 Use the Clipping Tool... 60 Module 1 Computing Essentials... 63 What Is a Computer System and How Does It Work?... 64 How Do Operating Systems Software and Applications Software Differ?... 66 Module 2 Microsoft Windows 8...69 Chapter 1 Navigating around Windows.. 73 Skill 1 Start and Sign In to Windows... 74 Skill 2 Open and Close Apps with Tiles... 78 Skill 3 Open and Close Apps without Tiles.... 82 Skill 4 Explore the Desktop... 86 Skill 5 Work with Tools on the Taskbar... 88 Skill 6 Open and Close Programs... 90 Skill 7 Manipulate Windows.... 92 Skill 8 Moving Among Open Windows... 94 Skill 9 Work with Menus, Toolbars, and Ribbons... 96 Skill 10 Use Keyboard Shortcuts... 98 Skill 11 Make Selections in Dialog Boxes... 100 Skill 12 Shut Down or Put Windows to Sleep.. 104 Chapter 2 Managing Files and Folders... 107 Skill 1 Use File Explorer... 108 Skill 2 Copy a Folder from the Student Resources Disc.... 110 Skill 3 Create a Folder.... 112 Skill 4 Rename Files and Folders... 114 Skill 5 Compress and Extract Files.... 116 Skill 6 Search for Files.... 118 Skill 7 Delete Files and Folders... 120 Skill 8 Use the Recycle Bin.... 122 Chapter 3 Working with Windows Settings, Accessories, Security, and Help... 125 Skill 1 Move, Size, and Group Start Screen Tiles.... 126 Skill 2 Modify the Appearance of the Start Screen and Desktop... 130 Skill 3 Explore Instant Search and Modify Search Settings... 134 Skill 4 Modify General Settings.... 138 Skill 5 Review Network Settings... 142 Skill 6 Modify Sound, Brightness, and Notification Settings... 146 Skill 7 Explore Accessibility Options.... 150 Skill 8 Use Windows Accessories... 154 Skill 9 Review Security, Maintenance, and Update Settings.... 158 Skill 10 Use Window Help.... 162 iii

iv Module 2 Project.... 166 Module 3 Internet Basics... 169 Skill 1 Explore Microsoft Internet Explorer 10 in the Windws 8 Desktop Interface... 172 Skill 2 Explore Microsoft Internet Explorer 10 in the Windows 8 User Interface.... 176 Skill 3 Explore the Mozilla Firefox Interface.. 180 Skill 4 Explore the Google Chrome Interface.. 182 Skill 5 Navigate among Web Pages.... 184 Skill 6 Use Tabbed Browsing... 186 Skill 7 Set Up a Home Page... 188 Skill 8 Follow Links and History... 190 Skill 9 Save Sites as Favorites/Bookmarks.... 192 Skill 10 Download Files... 194 Skill 11 Print a Web Page.... 196 Skill 12 Use Search Engines... 198 Module 3 Projects.... 202 Module 4 Microsoft Office 2013 Suite Overview... 205 Skill 1 Contents Create a File and Display the Backstage Area... 208 Skill 2 Open and Save a File.... 212 Skill 3 Understand the Ribbon.... 216 Skill 4 Navigate within a File... 218 Skill 5 Use Find and Replace... 220 Skill 6 Use Undo and Redo.... 224 Skill 7 Change Views and Zoom Percentage.. 228 Skill 8 Check Spelling and Grammar... 230 Skill 9 Use Formatting Tools.... 232 Skill 10 Print a File.... 234 Skill 11 Use Help.... 238 Module 5 Microsoft Word 2013... 241 Chapter 1 Creating Documents.... 244 Skill 1 Enter and Edit Text.... 246 Skill 2 Use Cut, Copy, and Paste... 250 Skill 3 Skill 4 Perform a Spelling and Grammar Check... 254 Create a Document Based on a Template... 258 Skill 5 Use the Show/Hide Feature.... 262 Skill 6 Indent and Add Tabs Using the Ruler.. 266 Skill 7 Set Margins.... 270 Skill 8 Insert a Page Break.... 272 Skill 9 Insert Headers and Footers.... 274 Assessments... 278 Chapter 2 Formatting Documents... 284 Skill 1 Change Font and Font Size... 286 Skill 2 Use Formatting Tools... 288 Skill 3 Apply Styles... 290 Skill 4 Align Text.... 292 Skill 5 Format Paragraph and Line Spacing... 294 Skill 6 Create Bulleted or Numbered Lists... 296 Skill 7 Copy Formatting with Format Painter.. 300 Skill 8 Insert a Footnote.... 302 Skill 9 Insert Citations Using Professional Styles... 304 Skill 10 Create a Works Cited Page.... 308 Skill 11 Format Text in Columns.... 310 Assessments.... 312 Chapter 3 Working with Tables and Objects.... 318 Skill 1 Create Tables... 320 Skill 2 Convert Text to Tables.... 324 Skill 3 Change Page Orientation............ 326 Skill 4 Insert a Row in a Table... 328 Skill 5 Merge Rows or Columns in a Table... 332 Skill 6 Format Tables.... 334 Skill 7 Insert Shapes.... 338 Skill 8 Insert Objects and Images.... 340 Skill 9 Resize Objects.... 344 Skill 10 Rotate Objects.... 346 Assessments.... 348 Chapter 4 Finalizing and Sharing Documents... 354 Skill 1 Turn On and Lock Review Features... 356 Skill 2 Send a Document via Email... 358 Skill 3 Make Changes and Add Comments.. 360 Skill 4 Accept or Reject Changes and Review Comments.... 364 Skill 5 Create a PDF Document.... 368 Skill 6 Get Social.... 370 Assessments.... 372 Module 5 Projects.... 376

Module 6 Microsoft Excel 2013... 381 Chapter 1 Creating an Excel Workbook... 384 Skill 1 Understand Worksheet and Workbook Structure.... 386 Skill 2 Use Cell References... 390 Skill 3 Enter Text, Values, and Dates... 394 Skill 4 Use the Auto Fill Feature... 398 Skill 5 Use the Spelling Checker... 402 Skill 6 Insert and Delete Columns and Rows.. 404 Skill 7 Work with Multiple Worksheets.... 408 Skill 8 Name and Rename Worksheets.... 412 Skill 9 Explore Options for Printing.... 414 Assessments.... 418 Chapter 2 Working with Formulas and Functions.... 424 Skill 1 Enter a Formula.... 426 Skill 2 Enter a Function... 430 Skill 3 Insert a Function.... 432 Skill 4 Use AutoSum.... 436 Skill 5 Use Absolute and Relative Cell References.... 440 Skill 6 Copy and Paste Cell Contents... 442 Skill 7 Edit Cell Contents.... 446 Skill 8 Use Show Formulas.... 450 Assessments.... 452 Chapter 3 Formatting Cells... 458 Skill 1 Apply Number Formats... 460 Skill 2 Work with Other Formatting Tools.... 466 Skill 3 Adjust Column Width and Row Height.. 470 Skill 4 Fill Cells with a Color... 474 Skill 5 Add Borders... 476 Skill 6 Merge Cells.... 480 Assessments.... 484 Chapter 4 Working with Charts.... 490 Skill 1 Create a Line Chart.... 492 Skill 2 Modify Chart Data... 494 Skill 3 Create a Column Chart... 496 Skill 4 Add and Edit Chart Labels.... 498 Skill 5 Create a Pie Chart... 500 Skill 6 Modify a Pie Chart... 502 Assessments.... 506 Module 6 Projects.... 510 MODULE 7 Microsoft Access 2013.... 515 Chapter 1 Working with Databases... 518 Skill 1 Open and Navigate a Database.... 520 Skill 2 Enter Data.... 522 Skill 3 Edit Data.... 524 Skill 4 Sort Data.... 526 Skill 5 Filter Data... 528 Skill 6 Format a Datasheet.... 530 Skill 7 Use Existing Queries and Reports... 532 Assessments.... 534 Chapter 2 Creating Forms and Tables... 538 Skill 1 Create a Table.... 540 Skill 2 Enter Data in a Table... 544 Skill 3 Create a Form.... 546 Skill 4 Enter Data in a Form... 548 Assessments.... 550 Chapter 3 Working with Queries and Reports... 554 Skill 1 Use the Query Wizard.... 556 Skill 2 Create a Query in Design View.... 560 Skill 3 Use More than One Table in a Query... 564 Skill 4 Create a Report.... 568 Skill 5 Preview a Report.... 572 Assessments.... 574 Module 7 Projects.... 578 Module 8 Microsoft PowerPoint 2013... 583 Chapter 1 Creating a Presentation... 586 Skill 1 Open PowerPoint and Insert a Slide... 588 Skill 2 Enter Text on Slides... 590 Skill 3 Use the Outline Feature.... 594 Skill 4 Add Notes.... 598 Skill 5 Apply a Layout.... 600 Skill 6 Apply a Theme.... 604 Skill 7 Organize Slides Using the Slide Sorter Feature... 606 Contents v

Assessments.... 608 Chapter 2 Working with Slide Masters and Handouts.... 612 Skill 1 Skill 2 Change Formatting in Slide Master View.... 614 Insert a Graphic in Slide Master View.... 616 Skill 3 Add a Footer in a Slide Master... 618 Skill 4 Hide a Slide Master Element on a Slide.... 620 Skill 5 Change the Color Scheme... 622 Skill 6 Insert a Header in the Handout Master and Print a Handout................. 624 Assessments.... 626 Chapter 3 Adding Visual Elements and Sound.... 630 Skill 1 Insert an Object on a Slide... 632 Skill 2 Format a Picture... 636 Skill 3 Add Transitions... 638 Skill 4 Add Sound... 640 Skill 5 Add Animations.... 642 Skill 6 Choose Animation Effects... 646 Assessments.... 648 Chapter 4 Completing, Running, and Sharing Your Show... 654 Skill 1 Check Spelling.... 656 Skill 2 Run a Show... 658 Skill 3 Rehearse Timings.... 662 Skill 4 Set Up a Show.... 664 Skill 5 Print Presentation Notes... 666 Skill 6 Present Online.... 668 Assessments.... 672 Module 8 Projects.... 678 MODULE 9 Integrating Word, Excel, Access, and PowerPoint... 683 Skill 1 Export a Word Outline to PowerPoint... 686 Skill 2 Insert an Excel Chart in Word... 690 Skill 3 Create an Access Table from Excel Data... 692 Module 9 Project.... 694 Glossary.... 697 Index... 705 vi Contents

Preface Learning how to use software should be a simple, straightforward, and intuitive experience right? We think so too, and that s why we developed Guidelines for Microsoft Office. We listened to what students and instructors were saying about how they wanted to learn and teach the Office suite of applications. What we heard time and again was that people wanted an easy-to-understand book about Office basics that they could use without feeling overwhelmed. The first edition of this book was the result. In this second edition, Guidelines for Microsoft Office 2013, we apply those basics to the newest version of the Office suite. As in the first edition, you will find a step-by-step, visual approach that will help you quickly learn the key features of the Office applications, building knowledge in a logical and easy-to-follow way. For every skill, you will have the option of playing a Skills Video to see and hear the steps demonstrated on screen. Structured end-of-chapter and end-of-module activities and projects will help reinforce what you have learned and assess how well you can apply your new skills to realistic work and school situations. As you work through the skills, exercises, and projects in each chapter, you will gain confidence and proficiency. Clear and Simple Learning Guidelines 2013 offers a simple path to mastering the basics of Office 2013, Windows 8, and Internet Explorer 10. This path is designed with you in mind and created to support you in a number of ways. First, you prepare to succeed in the course by learning how to use Outlook to manage your schedules, SkyDrive to manage and share files, OneNote to take notes, and the Print Screen key, Snipping Tool, and Clipping Tool to take screen captures. Next, you learn essential computer hardware and software concepts, Windows and Internet basics, and important Office features that you will encounter frequently when working in the major Office applications. In the Word, Excel, Access, and PowerPoint modules, you focus on completing tasks using the ribbon, which displays tools and commands organized into tabs and groups based on common tasks. In addition, you find out about keystroke combinations and shortcut menus that can be used as alternative ways to get things done. By the time you complete this book, you will be familiar with all the basic tools the ribbon offers and understand the advantages of several different shortcut methods. In the introduction to each chapter, read the list of skills to preview what you will accomplish as you work through the chapter. Also read the list of files you will need from the Student Resources disc, and look at the image of the final document or file you will produce. Each skill is presented in a two- or four-page layout with steps on the left page and screenshots on the right page. In the screenshots, callouts showing you where to click are numbered to match the steps. By reading the steps and studying the screenshots, you can easily complete every task covered in this book. When you have finished a skill, compare your file against the Completed Skill image showing you what the file should look like. Interesting Step-by-Step Application The modules of this book that address the main Office programs (Word, Excel, Access, and PowerPoint) follow an engaging scenario involving the business of running a chocolate museum. This scenario offers you the opportunity to complete tasks related to creating exhibits, managing fund-raising efforts, and maintaining a gift shop. Each file you create in this scenario has a goal to communicate, to educate, to manage, or to entertain. When you reach the end of each chapter, you will have created useful materials and learned Office features and skills along the way. vii

Video Grade It Student Resources Disc The data files you will use to complete the skills in this book, Skills Videos illustrating the steps in the skills, and a glossary are all provided on the Student Resources disc that accompanies this textbook. See the Guidelines for Getting Started section on pages 2 3 of this book for information about using the disc and setting up your computer system. See Module 2, Project 1, pages 166 168 for guided instruction on copying the data file folders from the Student Resources disc to a storage medium (such as a USB flash drive, SkyDrive account, or computer hard disk). SNAP Training and Assessment SNAP is a Web-based program offering an interactive venue for learning Microsoft Office 2013, Windows 8, and Internet Explorer 10. SNAP course materials include the Skills Videos; skill exams and performance evaluations that you complete live in the Office applications; interactive versions of the multiple-choice Features Review assessments; a concept exam question bank; and new Grade It activities that allow you to complete selected end-of-chapter exercises live in the Office application. (NOTE: Textbook features that are available in SNAP are indicated by a SNAP or SNAP Grade It logo in the margin.) SNAP delivers these course materials in a learning management system that includes an online grade book and course planning tools. For more information and to access SNAP materials that you have purchased for this course, go to snap2013.emcp.com. Additional Student Resources Book-specific Website Go to the Internet Resource Center at www.paradigmcollege.net/ Guidelines13 to find learning tools and reference materials that support this book. You can access the same data files that are on the Student Resources disc, along with study aids, web links, and tips for using computers effectively in academic and workplace settings. Online ebook You can travel light by accessing the entire contents of this book through the online ebook. The Guidelines 2013 ebook includes hyperlinks to the Skills Videos and dynamic navigation tools that allow you to bookmark, highlight, take notes, and jump to specific pages. Additional Instructor Resources Instructor s Guide and Disc Instructor support for Guidelines 2013 includes the Instructor s Guide and Instructor Resources Disc package. This package contains course planning materials, such as syllabus suggestions and Lesson Plans with teaching hints; PowerPoint presentations with lecture notes; and assessment resources, including the ExamView Assessment Suite with concepts exam question banks, an overview of available assessment venues, live model answers for chapter activities, live and PDF model answers for end-of-chapter exercises, and rubrics. Internet Resource Center for Instructors With the exception of the ExamView materials (which are available on the Instructor Resources disc only), the contents of the Instructor s Guide and Instructor Resources Disc package are also available in the password-protected instructor area of the Internet Resource Center at www.paradigmcollege.net/guidelines13. Blackboard Cartridge This set of files allows instructors to create a personalized Blackboard website for their course and provides course content, tests, and the mechanisms for establishing e-discussions and online group conferences. Available content includes a syllabus, concept exam question banks, PowerPoint presentations, and supplementary course materials. Upon request, the files can be available within 24 48 hours. Hosting the site is the responsibility of the educational institution. viii Preface