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pdf should be edited then coverted to word. whichever works. word or excel document should resemble pdf w/o notes
due 5/13
here are the following assignments:
Complete skills 1 -10 on pages 243-262
attachmented needed : visitors
Please complete skills 1-10 on pages 210-231
attach: revenue
Please complete Skills 1-10 on pages 102 through 120
attach: botanical
Please complete skills 1-10 on pages 180-199 ( no attachment/ follow guide in book)
Aspen Fall
s
Firefighting Equipment Inventory
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Minimum Supply Level 3
Maximum Supply Level 190
Lowest Cost $11
Highest Cost $1,299
Total in Supply 1,988
Average Supply Level 34
Average Cost $185
Quantity in
Supply
Item
Cost
Each
Type Category
Supply
Level
Check Supplier
146 Coil Headphones $30 Radio Communication Level OK Cost OK
190 Radio Strap/Holder $45 Radio Communication Level OK Cost OK
3 Retractable Mic Keeper $20 Radio Communication Order Cost OK
41 Leather Radio Holder $25 Radio Communication Level OK Cost OK
20 10″ Zipper Boots $320 Boots Footwear Level OK Check new supplier
21 Leather Fire Boots $340 Boots Footwear Level OK Check new supplier
26 Rubber Lug Boot $109 Boots Footwear Level OK Cost OK
27 Rubber Fire Boots $169 Boots Footwear Level OK Cost OK
28 Rubber Bunker Boots $129 Boots Footwear Level OK Cost OK
10 Hazmat Boot $149 Boots Footwear Level OK Cost OK
25 Fire Gloves $89 Gloves Outerwear Level OK Cost OK
27 Proximity Gear Gloves $124 Gloves Outerwear Level OK Cost OK
9 Extrication Gloves $77 Gloves Extrication Gear Order Cost OK
34 Rescue Glove Liners $39 Gloves Outerwear Level OK Cost OK
17 Extrication Coat $223 Coat Extrication Gear Level OK Cost OK
14 Extrication Pants $189 Pants Extrication Gear Level OK Cost OK
11 Extrication Coveralls $359 Coveralls Extrication Gear Level OK Check new supplier
9 Gas Mask $259 Safety Safety Equipment Order Cost OK
9 Gas Mask Pouch $35 Safety Safety Equipment Order Cost OK
13 Respirator $369 Safety Safety Equipment Level OK Check new supplier
19 Coverall with Hood $159 Coveralls Outerwear Level OK Cost OK
45 Disaster Safe Bag $13 Safety Safety Equipment Level OK Cost OK
10 Chemical Overboot $52 Boots Footwear Level OK Cost OK
10 Haz-Mat Boots $89 Boots Footwear Level OK Cost OK
57 Disaster Kit $99 Safety Safety Equipment Level OK Cost OK
10 Helmet $229 Helmet Outerwear Level OK Cost OK
51 Structural Fire Helmet $179 Helmet Outerwear Level OK Cost OK
25 Helmet with Eye Shield $339 Shield Safety Equipment Level OK Check new supplier
8 Megaphone $79 Megaphone Communication Order Cost OK
53 Barrier Tape $12 Tape Traffic Level OK Cost OK
18 Fire Pants $649 Pants Outerwear Level OK Check new supplier
19 Fire Coat $989 Coat Outerwear Level OK Check new supplier
25 Proximity Coat $1,299 Coat Outerwear Level OK Check new supplier
17 Proximity Pants $1,059 Pants Outerwear Level OK Check new supplier
11 Radio Chest Harness $35 Safety Safety Equipment Level OK Cost OK
87 Rope Gloves $32 Gloves Outerwear Level OK Cost OK
28 Safety Harness $199 Safety Safety Equipment Level OK Cost OK
29 Chest Harness $99 Safety Safety Equipment Level OK Cost OK
35 EMS Jacket $399 Coat Outerwear Level OK Check new supplier
47 EMS Pants $289 Pants Outerwear Level OK Cost OK
89 Breakaway Vest $29 Vest Outerwear Level OK Cost OK
15 Mesh Vest $17 Vest Outerwear Level OK Cost OK
25 Mesh Traffic Vest $29 Vest Outerwear Level OK Cost OK
89 Reflective Nylon Vest $11 Vest Outerwear Level OK Cost OK
16 Handheld Remote Siren $289 Siren Traffic Level OK Cost OK
19 Siren $189 Siren Traffic Level OK Cost OK
27 Traffic Baton $19 Baton Traffic Level OK Cost OK
37 Flare Beacon Kit $305 Light Traffic Level OK Check new supplier
90 Flares with Stands $99 Light Traffic Level OK Cost OK
26 Traffic Flashlight $18 Light Traffic Level OK Cost OK
56 Night Barrier Tape $15 Tape Traffic Level OK Cost OK
17 Water Rescue Kit $119 Safety Water Rescue Level OK Cost OK
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Lastname_Firstname_e04_Fire_Equipment.xlsx Equipment
Page 1 of 7 e04_Fire_Equipment_ann_solution
Skills for Success
Text Box
In the student’s electronic file, check for the following item(s):
1. Insert SUM and AVERAGE functions
2. Insert MAX and MIN functions
3. Insert IF function in columns F and G
4. Freeze rows 1 through 11
5. Create Excel table and add Total row
6. Convert Excel table to a range
7. Format large worksheets to print
Skills for Success
Text Box
Merge B3:D9 and change orientation
Skills for Success
Line
Skills for Success
Text Box
Apply custom formats and data bars
Skills for Success
Line
Skills for Success
Text Box
Find and replace words
Skills for Success
Line
Quantity in
Supply
Item
Cost
Each
Type Category
Supply
Level
Check Supplier
38 Water Rescue Vest $99 Safety Water Rescue Level OK Cost OK
4 Water Tether System $59 Safety Water Rescue Order Cost OK
18 Wildfire Helmet $59 Helmet Outerwear Level OK Cost OK
17 Full-Brim Helmet $59 Helmet Outerwear Level OK Cost OK
58 Firefighting Goggles $49 Helmet Safety Equipment Level OK Cost OK
31 Water Throw Bag $59 Safety Water Rescue Level OK Cost OK
32 Dry Bag $18 Safety Water Rescue Level OK Cost OK
Edited by:
Your Name
11/1/2012 12:23
Lastname_Firstname_e04_Fire_Equipment.xlsx Equipment
Page 2 of 7 e04_Fire_Equipment_ann_solution
Date
Quantity
Purchased
Cost Each
Total Monthly
Cost
January 1, 2010 20 $16.00 $320.00
February 1, 2010 20 $15.50 $310.00
March 1, 2010 10 $16.00 $160.00
April 1, 2010 20 $15.25 $305.00
May 1, 2010 15 $16.00 $240.00
June 1, 2010 15 $16.25 $243.75
July 1, 2010 10 $16.25 $162.50
August 1, 2010 10 $16.50 $165.00
September 1, 2010 10 $17.00 $170.00
October 1, 2010 20 $16.25 $325.00
November 1, 2010 10 $17.00 $170.00
December 1, 2010 10 $17.50 $175.00
Total $2,746.25
Average Cost $228.85
Minimum Cost $160.00
Maximum Cost $325.00
Cost Trend
Aspen Falls
Cost of Mesh Vests
Lastname_Firstname_e04_Fire_Equipment.xlsx Vest
Page 3 of 7 e04_Fire_Equipment_ann_solution
Skills for Success
Text Box
Insert SUM and AVERAGE functions
Skills for Success
Line
Skills for Success
Text Box
Create Sparkline in B22
Skills for Success
Line
Skills for Success
Line
Skills for Success
Text Box
Insert MAX and MIN functions
Minimum Supply Level 3
Maximum Supply Level 190
Lowest Cost $11
Highest Cost $1,299
Total in Supply 1,988
Average Supply Level 34
Average Cost $185
Quantity in Supply Item Type Category Supply Level
Total
Cost
25 Proximity Coat Coat Outerwear Level OK $32,475
19 Fire Coat Coat Outerwear Level OK $18,791
17 Proximity Pants Pants Outerwear Level OK $18,003
35 EMS Jacket Coat Outerwear Level OK $13,965
47 EMS Pants Pants Outerwear Level OK $13,583
18 Fire Pants Pants Outerwear Level OK $11,682
37 Flare Beacon Kit Light Traffic Level OK $11,285
51 Structural Fire Helmet Helmet Outerwear Level OK $9,129
90 Flares with Stands Light Traffic Level OK $8,910
190 Radio Strap/Holder Radio Communication Level OK $8,548
25 Helmet with Eye Shield Shield Safety Equipment Level OK $8,475
21 Leather Fire Boots Boots Footwear Level OK $7,140
20 10″ Zipper Boots Boots Footwear Level OK $6,400
57 Disaster Kit Safety Safety Equipment Level OK $5,643
28 Safety Harness Safety Safety Equipment Level OK $5,572
13 Respirator Safety Safety Equipment Level OK $4,797
16 Handheld Remote Siren Siren Traffic Level OK $4,624
27 Rubber Fire Boots Boots Footwear Level OK $4,563
146 Coil Headphones Radio Communication Level OK $4,378.54
11 Extrication Coveralls Coveralls Extrication Gear Level OK $3,949
17 Extrication Coat Coat Extrication Gear Level OK $3,791
38 Water Rescue Vest Safety Water Rescue Level OK $3,762
28 Rubber Bunker Boots Boots Footwear Level OK $3,612
19 Siren Siren Traffic Level OK $3,591
27 Proximity Gear Gloves Gloves Outerwear Level OK $3,348
19 Coverall with Hood Coveralls Outerwear Level OK $3,021
29 Chest Harness Safety Safety Equipment Level OK $2,871
58 Firefighting Goggles Helmet Safety Equipment Level OK $2,842
Edited by:
Your Name
11/1/2012 12:23
Aspen Falls
Firefighting Equipment Inventory
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Lastname_Firstname_e04_Fire_Equipment.xlsx Sort by Cost
Page 4 of 7 e04_Fire_Equipment_ann_solution
Skills for Success
Line
Skills for Success
Text Box
Create worksheet copies
Minimum Supply Level 3
Maximum Supply Level 190
Lowest Cost $11
Highest Cost $1,299
Total in Supply 1,988
Average Supply Level 34
Average Cost $185
Quantity in Supply Item Cost Each Type Category Supply Level Check Supplier
Total
Cost
9 Gas Mask $259 Safety Safety Equipment Order Cost OK $2,331
9 Gas Mask Pouch $35 Safety Safety Equipment Order Cost OK $315
57 Disaster Kit $99 Safety Safety Equipment Level OK Cost OK $5,643
28 Safety Harness $199 Safety Safety Equipment Level OK Cost OK $5,572
13 Respirator $369 Safety Safety Equipment Level OK Check new supplier $4,797
29 Chest Harness $99 Safety Safety Equipment Level OK Cost OK $2,871
45 Disaster Safe Bag $13 Safety Safety Equipment Level OK Cost OK $585
11 Radio Chest Harness $35 Safety Safety Equipment Level OK Cost OK $385
Total $139 $22,499
Edited by:
Your Name
11/1/2012 12:23
Aspen Falls
Firefighting Equipment Inventory
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Lastname_Firstname_e04_Fire_Equipment.xlsx Supply Level
Page 5 of 7 e04_Fire_Equipment_ann_solution
Skills for Success
Text Box
Filter Excel table
Skills for Success
Line
Skills for Success
Text Box
Create Excel table and add Total row
Skills for Success
Line
Minimum Supply Level 3
Maximum Supply Level 190
Lowest Cost $11
Highest Cost $1,299
Total in Supply 1,988
Average Supply Level 34
Average Cost $185
Quantity in Supply Item Cost Each Type Category Supply Level Check Supplier
Total
Cost
28 Safety Harness $199 Safety Safety Equipment Level OK Cost OK $5,572
29 Chest Harness $99 Safety Safety Equipment Level OK Cost OK $2,871
11 Radio Chest Harness $35 Safety Safety Equipment Level OK Cost OK $385
Total 3
Edited by:
Your Name
11/1/2012 12:23
Aspen Falls
Firefighting Equipment Inventory
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Lastname_Firstname_e04_Fire_Equipment.xlsx Harness
Page 6 of 7 e04_Fire_Equipment_ann_solution
Skills for Success
Line
Skills for Success
Text Box
Filter Excel table
Minimum Supply Level 3
Maximum Supply Level 190
Lowest Cost $11
Highest Cost $1,299
Total in Supply 1,988
Average Supply Level 34
Average Cost $185
Quantity in Supply Item Cost Each Type Category Supply Level Check Supplier
Total
Cost
9 Gas Mask $259 Safety Safety Equipment Order Cost OK $2,331
9 Extrication Gloves $77 Gloves Extrication Gear Order Cost OK $693
8 Megaphone $79 Megaphone Communication Order Cost OK $632
9 Gas Mask Pouch $35 Safety Safety Equipment Order Cost OK $315
4 Water Tether System $59 Safety Water Rescue Order Cost OK $236
3 Retractable Mic Keeper $20 Radio Communication Order Cost OK $60
25 Proximity Coat $1,299 Coat Outerwear Level OK Check new supplier $32,475
19 Fire Coat $989 Coat Outerwear Level OK Check new supplier $18,791
17 Proximity Pants $1,059 Pants Outerwear Level OK Check new supplier $18,003
35 EMS Jacket $399 Coat Outerwear Level OK Check new supplier $13,965
47 EMS Pants $289 Pants Outerwear Level OK Cost OK $13,583
18 Fire Pants $649 Pants Outerwear Level OK Check new supplier $11,682
37 Flare Beacon Kit $305 Light Traffic Level OK Check new supplier $11,285
51 Structural Fire Helmet $179 Helmet Outerwear Level OK Cost OK $9,129
90 Flares with Stands $99 Light Traffic Level OK Cost OK $8,910
190 Radio Strap/Holder $45 Radio Communication Level OK Cost OK $8,548
25 Helmet with Eye Shield $339 Shield Safety Equipment Level OK Check new supplier $8,475
21 Leather Fire Boots $340 Boots Footwear Level OK Check new supplier $7,140
20 10″ Zipper Boots $320 Boots Footwear Level OK Check new supplier $6,400
57 Disaster Kit $99 Safety Safety Equipment Level OK Cost OK $5,643
28 Safety Harness $199 Safety Safety Equipment Level OK Cost OK $5,572
13 Respirator $369 Safety Safety Equipment Level OK Check new supplier $4,797
16 Handheld Remote Siren $289 Siren Traffic Level OK Cost OK $4,624
27 Rubber Fire Boots $169 Boots Footwear Level OK Cost OK $4,563
146 Coil Headphones $30 Radio Communication Level OK Cost OK $4,378.54
11 Extrication Coveralls $359 Coveralls Extrication Gear Level OK Check new supplier $3,949
17 Extrication Coat $223 Coat Extrication Gear Level OK Cost OK $3,791
38 Water Rescue Vest $99 Safety Water Rescue Level OK Cost OK $3,762
28 Rubber Bunker Boots $129 Boots Footwear Level OK Cost OK $3,612
19 Siren $189 Siren Traffic Level OK Cost OK $3,591
27 Proximity Gear Gloves $124 Gloves Outerwear Level OK Cost OK $3,348
19 Coverall with Hood $159 Coveralls Outerwear Level OK Cost OK $3,021
29 Chest Harness $99 Safety Safety Equipment Level OK Cost OK $2,871
58 Firefighting Goggles $49 Helmet Safety Equipment Level OK Cost OK $2,842
26 Rubber Lug Boot $109 Boots Footwear Level OK Cost OK $2,834
87 Rope Gloves $32 Gloves Outerwear Level OK Cost OK $2,784
14 Extrication Pants $189 Pants Extrication Gear Level OK Cost OK $2,646
89 Breakaway Vest $29 Vest Outerwear Level OK Cost OK $2,581
10 Helmet $229 Helmet Outerwear Level OK Cost OK $2,290
25 Fire Gloves $89 Gloves Outerwear Level OK Cost OK $2,225
17 Water Rescue Kit $119 Safety Water Rescue Level OK Cost OK $2,023
31 Water Throw Bag $59 Safety Water Rescue Level OK Cost OK $1,829
10 Hazmat Boot $149 Boots Footwear Level OK Cost OK $1,490
34 Rescue Glove Liners $39 Gloves Outerwear Level OK Cost OK $1,326
18 Wildfire Helmet $59 Helmet Outerwear Level OK Cost OK $1,062
41 Leather Radio Holder $25 Radio Communication Level OK Cost OK $1,025
17 Full-Brim Helmet $59 Helmet Outerwear Level OK Cost OK $1,003
89 Reflective Nylon Vest $11 Vest Outerwear Level OK Cost OK $979
10 Haz-Mat Boots $89 Boots Footwear Level OK Cost OK $890
56 Night Barrier Tape $15 Tape Traffic Level OK Cost OK $840
25 Mesh Traffic Vest $29 Vest Outerwear Level OK Cost OK $725
53 Barrier Tape $12 Tape Traffic Level OK Cost OK $636
45 Disaster Safe Bag $13 Safety Safety Equipment Level OK Cost OK $585
32 Dry Bag $18 Safety Water Rescue Level OK Cost OK $576
10 Chemical Overboot $52 Boots Footwear Level OK Cost OK $520
27 Traffic Baton $19 Baton Traffic Level OK Cost OK $513
26 Traffic Flashlight $18 Light Traffic Level OK Cost OK $468
11 Radio Chest Harness $35 Safety Safety Equipment Level OK Cost OK $385
15 Mesh Vest $17 Vest Outerwear Level OK Cost OK $255
Total 59
Edited by:
Your Name
11/1/2012 12:23
Aspen Falls
Firefighting Equipment Inventory
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Lastname_Firstname_e04_Fire_Equipment.xlsx Inventory
Page 7 of 7 e04_Fire_Equipment_ann_solution
Skills for Success
Text Box
Convert Excel table to a range
Skills for Success
Line
Lastname_Firstname_w03_Botanical
Aspen Falls Botanical Gardens
The new Aspen Falls Botanical Gardens is located on the
western edge of the McMahon Marsh Nature Preserve.
There are 22 acres of outdoor gardens, and the Ling
Conservatory is filled with tropical plants and flowers. The
year-round hours of operation are:
Day ……………………………………………………….. Hours
Monday-Wednesday ………………………………. 10 to 5
Thursday-Friday …………………………………….. 10 to 6
Saturday………………………………………………………. 8 to 5
Sunday ………………………………………………….. Noon to 5
The Botanical Gardens offers several special events during the year. Among the most popular
special events this year include the following:
Event Month(s) Description
Butterflies May and
June
Conservatory display of butterflies from around
town and around the world
Rainforest January to
April
Wonders of the rain forests are displayed
Photograph
Nature
July and
August
Nature photography contest for kids, teens, and
adults—photos must be from Aspen Falls area
Holiday
Decorations
December Decorations and model trains
Membership rates are as follows:
Memberships
Group Ages Cost
Children Under 12 Free
Students Under 18 $ 8.00
Adults 18 to 60 25.00
Seniors Over 60 12.50
Page 1 of 1 w03_Botanical_ann_solution
Skills for Success
Format title as Arial Black 26pt, center
Skills for Success
Skills for Success
Insert picture below title
Skills for Success
Skills for Success
Insert table from file
Skills for Success
Skills for Success
Insert 2nd pic: width to 2.75, Square wrap
Skills for Success
Skills for Success
Modify top picture to 1.8″ tall, Square wrap
Skills for Success
Skills for Success
Add 5pt soft edges, tight reflect. to 2nd pic
Skills for Success
Skills for Success
Apply style, artistic effect to top photo
Skills for Success
Skills for Success
Insert tabs and apply dot leader, enter text
Skills for Success
Skills for Success
Apply style, AutoFit Contents, & center table
Skills for Success
Skills for Success
Insert 2 x 5 table
Skills for Success
Skills for Success
Delete row, insert row and column
Skills for Success
Skills for Success
Skills for Success
Skills for Success
Merge & center title cells, align $ amounts
Skills for Success
Skills for Success
Remove all vertical borders
Skills for Success
Skills for Success
Add file name to footer
Skills for Success
Lastname_Firstname_e02_Revenue.xlsx
Income Tax
10.2%
Water
9.9%
Sales Tax
13.8%
Utility Tax
2.8%
Transfers
8.3%
Property Tax
22.0%
Non-Tax Revenue
19.8%
Other Local Taxes
13.1%
Aspen Falls
Projected 1st Quarter Revenue
Utility taxes have decreased and should
no longer be a burden on the taxpayers
Page 1 of 2 e02_Revenue_ann_solution
Skills for Success
Create and format pie chart
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Line
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Line
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Move pie chart to a chart sheet
Skills for Success
Format pie chart
Revenue January February March Quarter Total
Percent of
Quarter
Revenue
Income Tax 218,000$ 210,000$ 205,000$ 633,000$ 10.2%
Water 113,000 225,000 275,000 613,000 9.9%
Sales Tax 283,000 285,000 290,000 858,000 13.8%
Utility Tax 56,000 57,000 58,000 171,000 2.8%
Transfers 170,000 172,000 174,000 516,000 8.3%
Property Tax 453,000 455,000 457,000 1,365,000 22.0%
Non-Tax Revenue 405,000 410,000 415,000 1,230,000 19.8%
Other Local Taxes 268,000 270,000 275,000 813,000 13.1%
Total Revenue 1,966,000$ 2,084,000$ 2,149,000$ 6,199,000$
Projected 1st Quarter Revenue
$-
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
$450,000
$500,000
Revenue Sources
Projected 1st Quarter Revenue
January February March
Lastname_Firstname_e02_Revenue Page 2 of 2 e02_Revenue_ann_solution
Skills for Success
Apply theme
Skills for Success
Adjust column width
Skills for Success
Update cell
Skills for Success
Line
Skills for Success
Apply Wrap Text, Middle Align, Center
Skills for Success
Line
Skills for Success
Apply Comma [0] and Percent styles
Skills for Success
Line
Skills for Success
Line
Skills for Success
Insert SUM function
Skills for Success
Create column chart
Skills for Success
Line
Skills for Success
Adjust worksheet to print on 1 page
Skills for Success
Update data and charts
Skills for Success
Line
Skills for Success
In the student’s electronic file, check for the following item(s):
Change text
1) Insert SUM function
2) Use absolute cell reference in formulas
Skills for Success
Format column chart
with Microsoft®
Office 2010
V O L U M E 1
P E A R S O N T O W N S E N D FERRETT H A I N V A R G A S
with M i c r o s o f t
Office 2010
V O L U M E
T O W N S E N D I FERRETT I H A I N I V A R G A S
Prentice Hall
Boston Columbus Indianapolis New York San Francisco Upper Saddle River
Amsterdam Cape Town Dubai London Madrid Milan Munich Paris Montreal Toronto
Delhi Mexico City Sao Paulo Sydney Hong Kong Seoul Singapore Taipei Tokyo
Library of Congress Cataloging-in-Publication Data
Townsend, Kris.
Skills for success with Office 2010 / by Kris Townsend.
p. cm.
ISBN 978-0-13-703257-0 (alk. paper)
1. Microsoft Office. 2. Business—Computer programs. I, Title.
HF5548.4.M525T692 201 I
005.5—dc22 2010016531
Editor in Chief: Michael Payne
AVP/Executive Acquisitions Editor: Stephanie Wall
Product Development Manager: Eileen Bien Calabro
Editorial Project Manager: Virginia Gitariglia
Development Editor: Nancy Lamm
Editorial Assistant: Nicole Sam
AVP/Director of Online Programs, Media: Richard Keaveny
AVP/Dircctor of Product Development, Media: Lisa Strife
Editor—Digital Learning & Assessment: Paul Gentile
Product Development Manager, Media: Calhi Projitko
Media Project Manager, Editorial: Alana Coles
Media Project Manager, Production: John Cassar
Director of Marketing: Kate Valentine
Senior Marketing Manager: Tori Olscn Alves
Marketing Coordinator SI/<
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Your ilartlng » c r e « n will look Ilk* this: S K I L L !
chapter, you will be
S k i l l s L i s t – A visual snapshot of what
skills they will complete in the chapter
O u t c o m e – Shows students up front what
their completed project will look like
You will t d v o your filoi a t :
T J H N M I M H 7 _ S « I I | ‘ ‘
S e q u e n t i a l P a g i n a t i o n – Saves you and your
students time in locating topics and assignments
I
V I S U A L W A L K – T H R O U G H XIII
Skills for Success
l o c k – Tells how much time students
need to complete the chapter
I n t r o d u c t i o n
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W r i t t e n for T o d a y ‘ s S t u d e n t s – skills
are taught with numbered steps and bulleted
text so students are less likely to skip valuable
information T w o – P a g e S p r e a d s – Each skill is
presented on a two-page spread to help
students keep up their momentum
* TITTR.TI bim irii mug], TU L>«
_ J
D a t a Files A r e a S n a p –
Students can now find their files
easier than ever before with this
visual map
C o l o r e d Text – Clearly shows
what a student types
H a n d s – O n – Students start
actually working on their skills
from Step 1
D o n e ! – Students always know
when they’ve completed a skill
X I V V I S U A L W A L K – T H R O U G H
Skills f o r S u c c e s s
UorsSkJh © U M l d t o m i o C k g c n n f M
E n d – o f – C h a p t e r M a t e r i a l – Several
levels of assessment so you can assign the
material that best fits your students’ needs
M o r e S k i l l s – Additional skills included online
K e y T e r m s O n l i n e H e l p S k i l l s
Midi .. – .! -.. I – :T.
O n l i n e P r o j e c t – Students
practice using Microsoft Help
online to help prepare them for
using the applications on their
own
H > u » i « i i H I
•.m • m •
Visual Walk-Through xv
Skills f o r S u c c e s s
A l l
V i d e o s
a n d I n s t r u c t o r
m a t e r i a l s
a v a i l a b l e o n
t h e I R C D
I n s t r u c t o r M a t e r i a l s
I n s t r u c t o r ‘ s M a n u a l – Teaching tips and additional resources for each chapter
A s s i g n m e n t S h e e t s – Lists all the assignments for the chapter, you just add in
the course information, due dates and points. Providing these to students ensures
they will know what is due and when
S c r i p t e d L e c t u r e s – Classroom lectures prepared for you
A n n o t a t e d S o l u t i o n F i l e s – Coupled with the scoring rubrics, these create
a grading and scoring system that makes grading so much easier for you
P o w e r P o i n t L e c t u r e s – PowerPoint presentations for each chapter
P r e p a r e d E x a m s – Exams for each chapter and for each application
S c o r i n g R u b r i c s – Can be used either by students to check their work or by
you as a quick check-off for the items that need to be corrected
S y l l a b u s T e m p l a t e s – for 8-week, 12-week, and 16-week courses
T e s t B a n k – Includes a variety of test questions for each chapter
C o m p a n i o n W e b S i t e – Online content such as the More Skills
Projects, Online Study Guide, Glossary, and Student Data Files are all at
w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
xvi Visual Walk-Through
http://www.pearsonhighered.com/skills
with M i c r o s o f t
Office 2010
V O L U M E 1
C H A P T E R J
Common Features of
Office 2010
• T h e p r o g r a m s in Microsoft Office 2 0 1 0 — W o r d , Excel, PowerPoint, a n d Access—share c o m m o n
tools that you use in a consistent, easy-to-learn m a n n e r .
• C o m m o n tasks include o p e n i n g a n d saving files, entering and f o r m a t t i n g text, a n d p r i n t i n g
y o u r work.
Your starting screen will look like this: S K I L L S SKILLS 1 – 1 0 TRAINING
Umt Insert Pjgt 1
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A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
Skill 1 Start Word and Navigate the Word Window
Skill 2 Start Excel and PowerPoint and Work with
Multiple Windows
Skill 3 Save Files in New Folders
Skill 4 Print and Save Documents
Skill 5 Open Student Data Files and Save Copies
Using Save As
Skill 6 Type and Edit Text
Skill 7 Cut, Copy, and Paste Text
Skill 8 Format Text and Paragraphs
Skill 9 Use the Ribbon
Skill 10 Use Shortcut Menus and Dialog Boxes
M O R E SKILLS
More Skills 11 Capture Screens with the Snipping Tool
More Skills 12 Use Microsoft Office Help
More Skills 13 Organize Files
More Skills 14 Save Documents to Windows Live
2 C O M M O N FEATURES OF O F F I C E 2 0 1 0 | C O M M O N F E A T U R E S C H A P T E R 1
Outcome
Using the skills listed to t h e left will enable you
to create d o c u m e n t s similar to this:
Visit Aspen Falls!
A s p e n F a l l s o v e r l o o k s t h e P a c i f i c O c e a n
a n d is s u r r o u n d e d b y m a n y v i n e y a r d s a n d
w i n e r i e s . O c e a n r e c r e a t i o n is a c c e s s e d
p r i m a r i l y a t D u r a n g o C o u n t y P a r k . T h e
A s p e n L a k e R e c r e a t i o n A r e a p r o v i d e s y e a r
r o u n d f r e s h w a t e r r e c r e a t i o n a n d is t h e
c i t y ‘ s l a r g e s t p a r k .
Local Attractions
• W i n e C o u n t r y
o W i n e T a s t i n g T o u r s
o W i n e r i e s
• W o r d s w o r t h F e l l o w s h i p M u s e u m of A r t
• D u r a n g o C o u n t y M u s e u m of H i s t o r y
• C o n v e n t i o n C e n t e r
• A r t G a l l e r i e s
• G l i d e r T o u r s
Aspen Fallc Annual Events
• A n n u a l S t a r v i n g A r t i s t s S i d e w a l k S a l e
• A n n u a l W i n e Festival
• C i n c o de M a y o
• V i n t a g e C a r S h o w
• H e r i t a g e D a y Parade
• H a r v e s t D a y s
• A m a t e u r Bike Races
• F a r m e r ‘ s M a r k e t
• A s p e n L a k e N a t u r e Cruises
• A s p e n Falls T r i a t h l o n
• T a s t e of A s p e n Falls
• W i n t e r Blues Festival
C o n t a c t Y o u r N a m e for m o r e i n f o r m a t i o n .
C o m m o n Features of Office 2010
You will save your files as:
Lastname_Firstname_cfO 1 _Visit 1
Lastname_Firstname_cfO l_Visit2
Lastname_Firstname_cf01_Visit3
Common Features Chapter 1 | Common Features of Office 2010 3
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
C o m m o n F e a t u r e s of
O f f i c e 2 0 1 0
• M i c r o s o f t Office is the m o s t common software used t o create and share
personal and business documents.
• M i c r o s o f t Office is a suite o f several p r o g r a m s — W o r d , P o w e r P o i n t , Excel,
Access, and o t h e r s — t h a t each have a special purpose.
• Because o f the consistent design and layout o f M i c r o s o f t Office, w h e n y o u
learn to use one M i c r o s o f t Office p r o g r a m , y o u can use m o s t o f those s k i l l s
w h e n w o r k i n g w i t h the other M i c r o s o f t Office programs.
• T h e files y o u create w i t h M i c r o s o f t Office need to be named and saved i n
locations where they can be easily f o u n d when you need them.
C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
Time to c o m p l e t e all
10 skills – 50 to 90 minutes
Find your student data files here:
Student data files needed
for this chapter:
« cf01_Visit
• cf01_Visit_Events
cfOl Visit River
C O M M O N F E A T U R E S C H A P T E R 1 | C O M M O N FEATURES OF O F F I C E 2 0 1 0 5
• T h e Word 2010 p r o g r a m can be launched
by clicking the Start b u t t o n , a n d then
locating and clicking the Microsoft Word
2010 c o m m a n d .
• W h e n you start Word, a new blank
d o c u m e n t displays in which you can
type text.
1. In the lower left corner of the desktop,
click t h e Start b u t t o n © .
2 . In the lower left corner of the Start m e n u ,
click the All Programs c o m m a n d , a n d
t h e n c o m p a r e your screen w i t h Figure 1 . –
The Microsoft Office folder is located in
the All Programs folder. If you have several
programs installed on your computer, you
may need to scroll to see the Microsoft
Office folder.
3 . Click t h e Microsoft Office folder, and
t h e n c o m p a r e your screen w i t h Figure 2. –
Below the Microsoft Office folder,
commands that open various Office 2010
programs display.
4 . F r o m the Start m e n u , u n d e r the
Microsoft Office folder, click Microsoft
Word 2010, and then wait a few m o m e n t s
for the Microsoft Word w i n d o w to display.
5 . If necessary, in the u p p e r right corner of
the Microsoft Word window, click the
Maximize b u t t o n B | .
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s
6 Common Features of Office 2010 | Common Features Chapter 1
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SKILL 1: Start Word and Navigate the Word Window
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7 .
8 .
9 .
O n the Ribbon's H o m e tab, in the
Paragraph group, click the Show/Hide
b u t t o n H until it displays in gold
indicating that it is active. C o m p a r e
your screen w i t h Figure 3 .
Above the blank Word document, the Quick
Access Toolbar and Ribbon display. At the
top of the Ribbon, a row of tab names
display. Each Ribbon tab has buttons that
you click to perform actions. The buttons
are organized into groups that display their
names along the bottom of the Ribbon.
In the document, the insertion point—
a vertical line that indicates where text will
be inserted when you start typing—flashes
near the top left corner.
The Show/Hide button is a toggle button—
a button used to turn a feature both on and
off. The paragraph mark (f) indicates the
end of a paragraph and will not print.
In the d o c u m e n t , t y p e y o u r first and
last n a m e s . As you type, notice that the
insertion p o i n t a n d p a r a g r a p h m a r k move
to the right.
O n the H o m e tab, in the Styles group,
p o i n t to—but d o n o t click—the
Heading 1 t h u m b n a i l to show t h e
Live Preview—a feature that displays
the result of a formatting change if you
select it.
Click the Heading 1 t h u m b n a i l to apply
the formatting change as s h o w n in
Figure 4 . If the W o r d Navigation Pane
displays on the left side of the Word
window, click its Close [*] b u t t o n .
You have completed Skill 1 of 10
Figure 4
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Common Features Chapter 1 | Common Features of Office 2010 7
• W h e n you o p e n m o r e t h a n one Office
p r o g r a m , each p r o g r a m displays in its
o w n window.
• W h e n you want to work with a p r o g r a m
in a different window, you need to m a k e it
the active window.
1 . Click t h e Start b u t t o n © , a n d t h e n
c o m p a r e your screen with F i g u r e 1.
Your computer may be configured in such
a way that you can open Office programs
without opening the All Programs folder.
The Office 2010 program commands may
display as shortcuts in the Start menu's
pinned programs area or the recently used
programs area. Your computer's taskbar or
desktop may also display icons that start
each program.
2 . F r o m the Start m e n u , locate a n d then
click Microsoft Excel 2010. D e p e n d i n g
on y o u r computer, you may n e e d to
double-click—not single click—to
l a u n c h Excel. C o m p a r e your screen with
F i g u r e 2 . If necessary, click the Maximize -
b u t t o n mm\<
A new blank worksheet displays in a new
window. The first cell—the box formed by
the intersection of a row and column—is
active as indicated by the thick, black border
surrounding the cell. When you type in
Excel, the text is entered into the active cell.
The Quick Access Toolbar displays above the
spreadsheet. The Excel Ribbon has its own
tabs and groups that you use to work with
an Excel spreadsheet. Many of these tabs,
groups, and buttons are similar to those
found in Word.
On the taskbar, two buttons display—one
for Word and one for Excel.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l
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r e p l a c e d t h e R e s t o r e
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T e x t i n s e r t e d i n t o
E x c e l c e l l s
C u r r e n t d a t e
c a l c u l a t e d a n d
d i s p l a y e d
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SKILL 3: S a v e F i l e s i n N e w F o l d e r s
F i l e n a m e t y p e d
i n F i l e n a m e b o x
F i g u r e 3
F i l e n a m e s d i s p l a y
o n t i t l e b a r s
T w o s a v e d O f f i c e
d o c u m e n t s
W i n d o w s E x p l o r e r
b u t t o n
Common Features Chapter 1 f o l d e r
s e l e c t e d
6. In the Save As dialog box, click in the File
n a m e b o x one t i m e to highlight all of t h e
existing text.
7. W i t h the text in the File n a m e box still
highlighted, t y p e Lastname_Firstname_
cfOl_Visitl
- 8 . C o m p a r e your screen with F i g u r e 3 , a n d
t h e n click Save.
After the document is saved, the name of the
file displays on the title bar at the top of the
window.
9 . O n t h e taskbar, click t h e W i n d o w s
Explorer b u t t o n \^\. In t h e folder w i n d o w
Navigation p a n e , o p e n [ft] the drive o n
which you are saving y o u r work, a n d t h e n
click the C o m m o n Features Chapter 1
folder. Verify that Lastname_Firstname_
cpl_Visitl displays in file list.
1 0 . O n t h e taskbar, click the Excel b u t t o n to
make it the active w i n d o w . O n the Excel
Quick Access Toolbar, click the Save
b u t t o n § ] .
1 1 . In the Save As dialog box Navigation
p a n e , o p e n 0 t h e drive where you are
saving your work, a n d t h e n click t h e
C o m m o n Features Chapter 1 folder to
display its file list.
The Word file may not display because the
Save As box typically displays only files
created by the program you are using. Here,
only Excel files will typically display.
1 2 . Click in the File n a m e box, replace t h e
existing value with Lastname_Firstname_
cf01_Visit2 and t h e n click the Save b u t t o n .
1 3 . O n t h e taskbar, click the W i n d o w s
Explorer b u t t o n , a n d t h e n c o m p a r e y o u r
screen w i t h F i g u r e 4 .
Y o u h a v e c o m p l e t e d S k i l l 3 o f 1 0
F i g u r e 4
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 1 1
• SKILL 4: Print an.
• B e f o r e p r i n t i n g , i t i s a g o o d i d e a t o w o r k
i n P a g e L a y o u t v i e w — a v i e w w h e r e y o u
p r e p a r e y o u r d o c u m e n t o r s p r e a d s h e e t
f o r p r i n t i n g .
1 . O n t h e t a s k b a r , c l i c k t h e Excel b u t t o n , a n d
t h e n c l i c k t h e Maximize |Uey b u t t o n .
2 . O n t h e R i b b o n , c l i c k t h e View tab, a n d
t h e n i n t h e Workbook Views group, c l i c k
t h e Page Layout b u t t o n . C o m p a r e y o u r
s c r e e n w i t h F i g u r e 1 .
The worksheet displays the cells, the
margins, and the edges of the paper as
they will be positioned when you print.
The cell references—the numbers on the
left side and the letters across the top of a
spreadsheet that address each cell—will not
print.
O n t h e R i b b o n , c l i c k t h e Page Layout tab.
I n t h e Page Setup group, c l i c k t h e
M a r g i n s b u t t o n , a n d t h e n i n t h e Margins
g a l l e r y , c l i c k Wide.
C l i c k t h e File tab, a n d t h e n o n t h e l e f t
s i d e o f t h e B a c k s t a g e , c l i c k Print.
C o m p a r e y o u r s c r e e n w i t h F i g u r e 2.
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4.
P a g e L a y o u t
b u t t o n
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a n d m a r g i n s
W o r k b o o k V i e w s
g r o u p
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F i g u r e 1
P r i n t t a b
The Print tab has commands that affect
your print job and a preview of the printed
page. Here, the cell references and grid-
lines—lines between the cells in a table or
spreadsheet—do not display because they
will not be printed.
5. I n t h e Print Settings, u n d e r Printer,
n o t i c e t h e n a m e o f t h e p r i n t e r . Y o u w i l l
n e e d t o r e t r i e v e y o u r p r i n t o u t f r o m t h i s
p r i n t e r . I f y o u r i n s t r u c t o r h a s d i r e c t e d
y o u t o p r i n t t o a d i f f e r e n t p r i n t e r , c l i c k
t h e P r i n t e r a r r o w , a n d c h o o s e t h e
a s s i g n e d p r i n t e r .
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1 2 C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
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8 .
9 .
6. Check with your Course Assignment Sheet
o r Course Syllabus, o r consult with your
i n s t r u c t o r to d e t e r m i n e w h e t h e r you are
to p r i n t your work for this chapter. If you
are to p r i n t y o u r work, at the t o p left
c o r n e r of t h e Print Settings section,
click the Print b u t t o n . If you p r i n t e d the
spreadsheet, retrieve t h e p r i n t o u t from
the printer.
7. O n t h e File tab, click Save.
Because you have already named the file,
the Save As dialog box does not display.
O n the File tab, click Exit to close the
spreadsheet a n d exit Excel.
In the Word d o c u m e n t , verify that the
insertion p o i n t is in the second line of
text. If n o t , o n t h e taskbar, click the Word
b u t t o n to m a k e it the active window.
10. O n the H o m e tab, in the Styles group,
click the Heading 2 t h u m b n a i l . C o m p a r e
your screen w i t h Figure 3.
11. O n the File tab, click Print to display t h e
Print tab. If you are p r i n t i n g your work
for this chapter, click the Print b u t t o n , a n d
then retrieve y o u r p r i n t o u t from the
printer.
12. O n the File tab, click Exit, a n d then c o m -
pare y o u r screen with Figure 4.
When you close a window with changes
that have not yet been saved, a message
will remind you to save your work.
13. Read the displayed message, a n d t h e n
click Save.
• You hove completed Skill 4 of 10
Figure 4
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2010 1 3
• This b o o k often instructs you to o p e n a
s t u d e n t data file so that you d o n o t need to
start t h e project with a blank d o c u m e n t .
• T h e s t u d e n t data files are located o n the
s t u d e n t C D that came with this book. Your
i n s t r u c t o r may have provided an alternate
location.
• You use Save As to create a copy of the stu
d e n t data file o n t o your o w n storage device.
1 . If necessary, insert the student C D that
c a m e with this text. If t h e AutoPlay dialog
b o x displays, click Close U a 4 .
2 . Using t h e skills practiced earlier, start
Microsoft Word 2010.
3 . I n t h e D o c u m e n t l - Microsoft Word
w i n d o w , click the File tab, a n d then click
Open.
4 . In the Open dialog box Navigation
p a n e , scroll d o w n a n d then, if necessary,
o p e n \V\ C o m p u t e r . In the list of drives,
click t h e C D / D V D drive to display t h e
c o n t e n t s of the student CD. If your
i n s t r u c t o r has provided a different
location, navigate to that location
instead of using the s t u d e n t CD.
5. In the file list, double-click the 0 1 _
student_data_files folder, double-click
t h e 01_common_features folder, and t h e n
double-click the chapter_01 folder.
C o m p a r e your screen with F i g u r e 1 . -
6. In the file list, click cf01_Visit, a n d t h e n
click t h e Open b u t t o n . C o m p a r e your
screen with F i g u r e 2 .
If you opened the file from the student CD,
the title bar indicates that the document is
in read-only mode—a mode where you
cannot save your changes.
C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l •
O p e n d i a l o g b o x — - r w r c p . *
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1 4 C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
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Save Copies Using Save As
S a v e A s
d i a l o g b o x
Common Features
Chapter 7 o n U S B
d r i v e ( y o u r l o c a t i o n
m a y b e d i f f e r e n t )
N e w f i l e n a m e
F i g u r e 3
Common Features
Chapter 7 f o l d e r
T h r e e f i l e s s a v e d
i n t h i s p r o j e c t
7. If t h e d o c u m e n t o p e n s in Protected View,
click the Enable Editing b u t t o n .
Protected View is a view applied to
documents downloaded from the Internet
that allows you to decide if the content is
safe before working with the document.
8 . Click t h e File t a b , and t h e n click Save As.
Because this file has already been saved with
a name in a specific location, you need to
use Save As to create a copy with a new
name and location.
9. In the Save As dialog box N a v i g a t i o n
p a n e , navigate to t h e C o m m o n F e a t u r e s
C h a p t e r 1 folder that you created previ
o u s l y — o p e n 0 the drive o n which you
are saving your work, a n d t h e n click t h e
C o m m o n F e a t u r e s C h a p t e r 1 folder.
1 0 . In the File n a m e box, replace t h e existing
value w i t h Lastname_Firstname_cf01_
Visit3 Be sure to use your own first a n d
last n a m e s .
1 1 . C o m p a r e your screen with F i g u r e 3 , a n d
t h e n click t h e Save b u t t o n .
1 2 . O n the title bar, notice the n e w file
n a m e displays a n d [Read-Only] n o longer
displays.
1 3 . O n the taskbar, click the W i n d o w s
E x p l o r e r b u t t o n . Verify that the three files
you have saved in this c h a p t e r display as
s h o w n in F i g u r e 4 .
1 4 . In the W i n d o w s Explorer window,
navigate to the s t u d e n t C D , a n d t h e n
display the c h a p t e r _ 0 1 file list.
1 5 . Notice that t h e original s t u d e n t data
file—cf01_Visit—is still located in the
c h a p t e r _ 0 1 folder, a n d then Close
the W i n d o w s Explorer window.
Y o u h o v e c o m p l e t e d S k i l l 5 o f 1 0
F i g u r e 4
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 1 5
• To edit is to insert text, delete text, or
replace text in an Office d o c u m e n t ,
spreadsheet, o r p r e s e n t a t i o n .
• To edit text, you need to position the
insertion p o i n t at the desired location or
select the text you want to replace.
1 . W i t h the W o r d d o c u m e n t as the active
w i n d o w , in the first line, click to the left of
the w o r d Aspen. Press (Bksp) 12 times to
delete the words the City of. Be sure there
is o n e space between each word as shown
in F i g u r e 1 .
The Backspace key deletes one letter at a
time moving from right to left.
2 . In the second line of the d o c u m e n t , click
to the left of the words The City of Aspen
Falls. Press [ D e l e t e ] 12 times to delete the
p h r a s e The City of.
The Delete key deletes one letter at a time
moving from left to right.
3 . In t h e line Area Attractions, double-click
t h e w o r d Area to select it. Type l o c a l a n d
t h e n c o m p a r e y o u r screen with F i g u r e 2 . —
When a word is selected, it is replaced by
whatever you type next.
• Continue to the next page to complete the skill ̂
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16 C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | Common Features Chapter 1
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SKILL 6: Type a n d Edit Text
4. Place t h e pointer approximately 1 inch to
t h e left of the line Convention Center.
W h e n the [21 p o i n t e r displays as s h o w n in
— F i g u r e 3 , click o n e time.
Placing the pointer in the Selection bar and
then clicking is a way to select an entire line
with a single click. After selecting text, the Mini toolbar—a toolbar with common
formatting buttons—may display briefly as
you move the mouse.
5. W i t h the entire line still selected, press
[Delete) to delete the line.
6. O n the Quick Access Toolbar, click the
U n d o b u t t o n @ o n e time. Notice the
Convention Center line displays again.
When you perform an incorrect action,
clicking the Undo button often returns your
document to its previous state.
7. At the end of the last line—Glider Tours—
click between the last w o r d and the p a r a
g r a p h formatting m a r k (If). Press [Enter] to
insert a new line.
8 . W i t h the insertion p o i n t in the new
line, type Contact Your N a m e for m o r e
information. Be sure to use y o u r first a n d
last n a m e s in place of Your a n d Name.
M C o m p a r e your screen with F i g u r e 4.
9. O n the Quick Access Toolbar, click
Save Q .
When a document has already been saved
with the desired name, click the Save
button—the Save As dialog box is not
needed.
M I N I T O O L B A R ( T H I S
M A Y N O T D I S P L A Y
O N Y O U R S C R E E N )
P O I N T E R I N
S E L E C T I O N B A R
F I G U R E 3
• Y o u h a v e c o m p l e t e d S k i l l 6 o f 1 0
N E W L I N E I N S E R T E D
F I G U R E 4
C o m m o n F e a t u r e s C h a p t e r 1 | C O M M O N F E A T U R E S O F O F F I C E 2 0 1 0 1 7
»• T h e copy c o m m a n d places a copy of the
selected text o r object in the Clipboard—
a t e m p o r a r y storage area that holds text or
an object that has been cut o r copied.
• You can move text by m o v i n g it to a n d from
t h e C l i p b o a r d or by dragging the text.
1 . Click the File tab, and t h e n click Open.
In t h e Open dialog box, if necessary,
navigate to the s t u d e n t files and display
t h e c o n t e n t s of t h e chapter_01 folder.
Click cft)l_Visit_Events, a n d then
click Open.
2. O n t h e right side of the Ribbon’s H o m e
tab, in the Editing group, click the Select
b u t t o n , a n d then click Select All. C o m p a r e
y o u r screen w i t h F i g u r e 1.
3 . W i t h all of the d o c u m e n t text selected,
o n the left side of the H o m e tab, in
t h e Clipboard group, click the Copy
b u t t o n 0.
4 . In t h e u p p e r right corner of the Word
w i n d o w , click Close l U o j . You d o n o t need
to save changes—you will n o t t u r n in this
s t u d e n t data file.
5. In Lastname_Firstname_cf01_Visit3,
click to place the insertion p o i n t to the left
of the line that starts Contact Your Name.
6. O n the H o m e tab, in the Clipboard
group, p o i n t t o — b u t d o n o t click—the
Paste b u t t o n . C o m p a r e your screen with
F i g u r e 2 .
cf01 _Visit_Events
d o c u m e n t
E d i t i n g g r o u p
l-iien flgm.iui Raleni
A l l t e x t s e l e c t e d
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Harvest Cays*.
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F e r m e r s M e n i e i * .
A s p a n u k t Nature-Cruises*.
A s p e n f a t e T r m h l o n * .
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P a s t e b u t t o n — L j
P a s t e b u t t o n a r r o w
The Paste button has two parts—the upper
half is the Paste button, and the lower half
is the Paste button arrow. When you click
the Paste button arrow, a list of paste
options display.
Continue to the next page to complete the skill ^
18 C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
I n s e r t i o n p o i n t
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8 .
9 .
7. Click the u p p e r half of the Paste b u t t o n to
paste the selected text. C o m p a r e y o u r
— screen w i t h F i g u r e 3 .
When you paste, you insert a copy of the
text or object stored in the Clipboard and
the Paste Options button displays near the
pasted text.
Press [Esc] to h i d e the Paste O p t i o n s
b u t t o n .
Scroll u p to display the line Winter Blues
Festival. Place the \T\ p o i n t e r to the left of
t h e W, a n d then drag d o w n and to t h e
right to select two lines—Winter Blues
Festival a n d Taste of Aspen Falls.
To drag is to move the mouse while holding
down the left mouse button and then to
release it at the appropriate time.
1 0 . O n the H o m e tab, in the Clipboard
group, click t h e Cut b u t t o n 0.
The ait command removes the selected text
or object and stores it in the Clipboard.
1 1 . Click to place the insertion p o i n t to t h e
left of Contact Your Name, a n d t h e n in t h e
Clipboard group, click the Paste b u t t o n
to insert the text.
1 2 . D r a g to select the text Taste of Aspen Falls,
i n c l u d i n g the p a r a g r a p h mark.
1 3 . W i t h the [§] pointer, drag the selected text
to t h e left of Winter Blues Festival. W h e n
t h e [¥] p o i n t e r displays to the left of
Winter as shown in F i g u r e 4, release t h e
m o u s e b u t t o n .
1 4 . O n the Quick Access Toolbar, click
Save m.
• You have completed Skill 7 of 10
F i g u r e 4
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 1 9
• To format is to change t h e appearance of
t h e text—for example, changing the text
color t o red.
> Before f o r m a t t i n g text, you first need to
select t h e text that will be formatted.
»• O n c e text is selected, you can apply
f o r m a t t i n g using the Ribbon o r t h e
M i n i toolbar.
1 . Scroll to the t o p of t h e d o c u m e n t , a n d
t h e n click anywhere in t h e first line, Visit
Aspen Falls.
2. O n t h e H o m e tab, in t h e Styles group,
click t h e Heading 1 t h u m b n a i l .
When no text is selected, the Heading 1
style is applied to the entire paragraph.
3 . Click in the p a r a g r a p h , Local Attractions,
a n d t h e n in t h e Styles group, click t h e
H e a d i n g 2 t h u m b n a i l . Click in the
p a r a g r a p h , Aspen Falls Annual Events, a n d
t h e n a p p l y t h e Heading 2 style. C o m p a r e
y o u r screen w i t h Figure 1.
4 . D r a g t o select the text Visit Aspen Falls!
I m m e d i a t e l y p o i n t t o — b u t d o n o t click—
t h e M i n i toolbar t o display it as s h o w n in
Figure 2. If necessary, right-click t h e —
selected text to display t h e M i n i toolbar.
C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l >
Heading 1 applied
Heading 2 applied
Figure 1
Mini toolbar
(your toolbar
location may
be different)
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A ScreenTip is informational text that
displays when you point to commands or
thumbnails on the Ribbon.
5. Click t h e Drop Shadow Rectangle
t h u m b n a i l to apply the p i c t u r e style.
• Continue to the next page to complete the skill •
22 Common Features of Office 2010 | Common Features Chapter l
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F I G U R E 3
K E Y T I P S F O R
H O M E T A B
K E Y T I P F O R I T A L I C
B U T T O N
F I G U R E 4
6. O n the F o r m a t tab, in the A r r a n g e group,
click t h e Wrap Text b u t t o n , a n d then from
the list of choices, click S q u a r e .
7. Point to t h e picture, a n d t h e n with t h e \%\
pointer, drag the picture to t h e right side
of t h e page as s h o w n i n F I G U R E 3.
8. Click a blank area of t h e page, a n d t h e n
notice the Picture Tools F o r m a t tab n o
longer displays.
9. O n the Page Layout tab, in t h e T h e m e s
group, click the T h e m e s b u t t o n .
1 0 . In t h e T h e m e s gallery, p o i n t t o — b u t d o
n o t click—each of the t h u m b n a i l s to d i s
play the Live Preview of each t h e m e .
W h e n you are d o n e , click t h e Civic
t h u m b n a i l .
1 1 . O n t h e View tab, in the Z o o m group,
click the O n e Page b u t t o n to display t h e
entire page o n t h e screen. If necessary,
adjust t h e position of t h e picture.
1 2 . O n the V i e w tab, in t h e Z o o m group,
click t h e 100% b u t t o n .
1 3 . Select the text Visit Aspen Falls! w i t h o u t
selecting t h e p a r a g r a p h m a r k . Press [W] to
display KeyTips—keys that you can press
to access each Ribbon tab a n d m o s t c o m
m a n d s o n each tab. Release [Ait], and t h e n
press (TT) o n e t i m e to display t h e H o m e
tab. C o m p a r e y o u r screen w i t h F I G U R E 4 .
With KeyTips displayed on the Home tab,
pressing [T] is the same as clicking the
Italic button 0. In this manner, you select
Ribbon commands without using the
mouse.
1 4 . Press (T) to apply the Italic format to t h e
selected text.
1 5 . Save (5] t h e d o c u m e n t .
• You have completed Skill 9 of 10
C O M M O N F E A T U R E S C H A P T E R 1 | C O M M O N F E A T U R E S O F O F F I C E 2 0 1 0 2 3
http://Ho.mil
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• C o m m a n d s can be accessed in dialog
boxes—boxes where you can select
m u l t i p l e settings.
• You can also access c o m m a n d s by
right-clicking objects in a d o c u m e n t .
1. In t h e p a r a g r a p h that starts Aspen Falls
overlooks the Pacific Ocean, triple-click—
click three times fairly quickly w i t h o u t
m o v i n g the m o u s e — t o highlight the
entire p a r a g r a p h .
2. O n t h e H o m e tab, in t h e lower right cor
n e r of t h e Font group, p o i n t to t h e Font
D i a l o g Box Launcher [|] as shown in
F i g u r e 1.
The [1] buttons at the lower right corner of
most groups open a dialog box with choices
that may not be available on the Ribbon.
3 . Click t h e Font Dialog B o x Launcher [s] to
o p e n t h e Font dialog box.
4 . In t h e Font dialog box, click t h e Advanced
tab. Click the Spacing arrow, and then
click Expanded.
5. To t h e right of the Spacing box, click the
By s p i n b o x up arrow three times to
display 1.3 pt. C o m p a r e your screen with
F i g u r e 2 , a n d t h e n click OK to close the
dialog b o x and apply the changes.
• Continue to the next page to complete the skill
C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
F o n t D i a l o g B o x
L a u n c h e r
F o n t d i a l o g b o x
p r e v i e w
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A d v a n c e d t a b
S p a c i n g a r r o w
S p i n b o x a r r o w s
P a r a g r a p h
s e l e c t e d
F i g u r e 2
Use Shortcut Menus a n d Dialog Boxes
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Figure 4
6. W i t h the p a r a g r a p h still selected,
right-click—click t h e p a r a g r a p h with
the right m o u s e b u t t o n — a n d then
— c o m p a r e your screen w i t h Figure 3 .
When you right-click selected text, the
Mini toolbar and a shortcut menu display.
A shortcut menu displays a list of
commands related to the type of object
that you right-click.
From the displayed shortcut m e n u , click
the Paragraph c o m m a n d . Alternately, o n
the H o m e tab, click the Paragraph Dialog
Box Launcher.
7.
8.
9.
10.
11.
In the Paragraph dialog box, u n d e r
Spacing, click t h e Before spin up arrow
three times to display 18 pt.
In the After box, highlight t h e existing
value, a n d t h e n type 15 C o m p a r e y o u r
screen with Figure 4, a n d t h e n click OK.
If your i n s t r u c t o r asks you to p r i n t y o u r
work, click t h e File tab, click Print, a n d
t h e n click t h e Print b u t t o n .
Click Save [5], click the File tab, a n d t h e n
click Exit.
Done! You have completed Skill 10 of 10, and
your document is complete!
C O M M O N F E A T U R E S C H A P T E R 1 | C O M M O N F E A T U R E S O F O F F I C E 2010 2 5
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t www.pearsonhighered.com/skills
M o r e S k i l l s Q C a p t u r e S c r e e n s w i t h t h e S n i p p i n g T o o l
S O M E O F THE W O R K THAT Y O U D O I N T H I S B O O K C A N N O T B E G R A D E D
W I T H O U T S H O W I N G Y O U R C O M P U T E R S C R E E N S TO THE G R A D E R . Y O U C A N
U S E T H E S N I P P I N G T O O L TO CREATE P I C T U R E S O F Y O U R S C R E E N S . S N I P FILES
C A N B E P R I N T E D OR S U B M I T T E D ELECTRONICALLY.
I N M O R E SKILLS 1 1 , Y O U WILL U S E THE S N I P P I N G T O O L TO CREATE A
P I C T U R E O F Y O U R S C R E E N A N D T H E N C O P Y THE P I C T U R E I N T O A W O R D
D O C U M E N T .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE T H E N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s ^ U s e M i c r o s o f t O f f i c e H e l p
M I C R O S O F T O F F I C E 2 0 1 0 H A S A H E L P S Y S T E M I N W H I C H Y O U C A N
S E A R C H FOR ARTICLES THAT S H O W Y O U H O W TO A C C O M P L I S H T A S K S .
I N M O R E SKILLS 1 2 , Y O U WILL U S E T H E O F F I C E 2 0 1 0 H E L P S Y S T E M
TO V I E W A N ARTICLE O N H O W TO C U S T O M I Z E T H E H E L P W I N D O W .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE T H E N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW T H E I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s ^ O r g a n i z e F i l e s
O V E R T I M E , Y O U M A Y CREATE H U N D R E D S O F FILES U S I N G M I C R O S O F T
O F F I C E . T O FIND Y O U R FILES W H E N Y O U N E E D T H E M , T H E Y N E E D TO B E
W E L L - O R G A N I Z E D . Y O U C A N O R G A N I Z E Y O U R C O M P U T E R FILES B Y CAREFULLY
N A M I N G T H E M A N D B Y P L A C I N G T H E M I N T O FOLDERS.
I N M O R E SKILLS 1 3 , Y O U WILL CREATE, DELETE, A N D R E N A M E FOLDERS.
Y O U WILL T H E N C O P Y , DELETE, A N D M O V E FILES I N T O THE FOLDERS THAT Y O U
C R E A T E D .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N T H E W E B S I T E .
M o r e S k i l l s S a v e D o c u m e n t s t o W i n d o w s L i v e
I F Y O U R C O M P U T E R I S C O N N E C T E D TO T H E I N T E R N E T , Y O U C A N S A V E
Y O U R O F F I C E D O C U M E N T S TO A D R I V E AVAILABLE TO Y O U FREE O F C H A R G E
T H R O U G H W I N D O W S L I V E . Y O U C A N T H E N O P E N T H E FILES F R O M O T H E R
L O C A T I O N S S U C H A S H O M E , S C H O O L , OR W O R K .
I N M O R E SKILLS 1 4 , Y O U WILL S A V E A M E M O TO W I N D O W S L I V E .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE T H E N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
C O M M O N F E A T U R E S OF O F F I C E 2 0 1 0 | C O M M O N F E A T U R E S C H A P T E R 1
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearson
http://highered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
K e y T e r m s
Cell 8
Cell reference 12
Clipboard 18
Copy 18
Cut 19
Dialog box 24
Drag 19
Edit 16
Format 20
Gallery 22
Grid line 12
Insertion point 7
KeyTip 23
Live Preview 7
Mini toolbar 17
Page Layout view 12
Paste 19
Protected View 15
RAM 10
Read-only mode 14
Right-click 25
ScreenTip 22
Shortcut menu 25
Toggle button 7
Triple-click 24
O n l i n e H e l p S k i l l s
1. Start f J W o r d . I n the upper right corner o f the W o r d window, click the Help
button [©]. I n the Help window, click the Maximize h&H button.
2. Click i n the search box, type Create a document and then click the Search
b u t t o n . I n the search results, click Create a d o c u m e n t .
3 . Read the article's introduction, and then below W h a t d o y o u want t o do, click
Start a d o c u m e n t from a template. Compare y o u r screen w i t h Figure 1.
4 . Read the Start a document from a template section to see i f you can answer the
following: W h a t types o f documents are available as templates? O n the New tab,
under Available Templates, what are the two general locations that you can find
templates?
Common Features Chapter 1 | Common Features of Office 2010
Matching
M a t c h each t e r m in t h e second c o l u m n w i t h its correct definition in t h e
first c o l u m n by writing t h e letter of the t e r m o n t h e blank line in front of
t h e correct definition.
1, A feature that displays t h e result of a formatting change if you
select it.
2 . A line between the cells in a table or spreadsheet.
3 . A m o d e where you can o p e n a n d view a file, b u t you c a n n o t save
y o u r changes.
4 . A view where you p r e p a r e y o u r d o c u m e n t or spreadsheet for
p r i n t i n g .
5. Quickly click t h e left m o u s e b u t t o n two times w i t h o u t m o v i n g t h e
m o u s e .
6. To insert text, delete text, o r replace text in an Office d o c u m e n t ,
spreadsheet, o r p r e s e n t a t i o n .
7. A c o m m a n d t h a t moves a copy of t h e selected text or object t o t h e
C l i p b o a r d .
8 . A c o m m a n d that removes t h e selected text o r object a n d stores it
in t h e Clipboard.
9. To change t h e a p p e a r a n c e of t h e text.
1 0 . A m e n u t h a t displays a list of c o m m a n d s related t o t h e t y p e of
object t h a t you right-clicked o n .
28 Common Features of Office 2010 | Common Features Chapter 1
A C o p y
B Cut
C Double-click
D Edit
E F o r m a t
F Grid line
G Live Preview
H Page Layout
I Read-only
J S h o r t c u t
Multiple Choice
Choose the correct answer.
1 . T h e flashing vertical line that indicates where text
w i l l be inserted when you start typing.
A. Cell reference
B. Insertion point
C. K e y T i p
2. A button used to t u r n a feature both on and off.
A. Contextual button
B. O n / O f f button
C. Toggle b u t t o n
3 . T h e box formed by the intersection o f a r o w and
column.
A. Cell
B. Cell reference
C. I n s e r t i o n point
4 . U n t i l you save a document, it is stored only here.
A. Clipboard
B. Live Preview
C. R A M
5. T h e combination o f a number o n the left side and a
letter on the top o f a spreadsheet that addresses a
cell.
A. Coordinates
B. Cell reference
C. Insertion point
Topics for Discussion
1 . You have briefly worked w i t h three Microsoft Office
programs: W o r d , Excel, and PowerPoint. Based on your
experience, describe the overall purpose o f each o f
these programs.
6 . A temporary storage area that holds text o r an
object that has been cut o r copied.
A. Clipboard
B. Dialog box
C. Live Preview
7. A toolbar w i t h common formatting buttons that
displays after you select text.
A. Gallery toolbar
B. M i n i toolbar
C. Taskbar toolbar
8. Informational text that displays when you point to
commands o r thumbnails on the Ribbon.
A. L i v e Preview
B. ScreenTip
C. Shortcut menu
9. A visual display o f choices f r o m which you can
choose.
A. Gallery
B. Options menu
C. Shortcut menu
1 0 . A n icon that displays o n the R i b b o n to indicate the
key that you can press to access R i b b o n commands.
A. K e y T i p
B. ScreenTip
C. T o o l T i p
2. Many believe that computers enable offices to go
paperless—that is, to share files electronically instead
o f p r i n t i n g and then distributing them. What are the
advantages o f sharing files electronically, and i n what
situations would it be best to p r i n t documents?
Common Features Chapter 1 | Common Features of Office 2010
C H A P T E R
C r e a t e D o c u m e n t s
W o r d 2 0 1 0
• Microsoft Office Word is o n e of the m o s t c o m m o n p r o g r a m s that individuals use o n a c o m p u t e r .
• Use W o r d to create simple d o c u m e n t s such as m e m o s , reports, or letters a n d to create sophisticated
d o c u m e n t s that include tables a n d graphics.
Your starting screen will look similar to this:
flat: 1 ol 1 i Weidv 0 J A A : - too'.i
S K I L L S SKILLS 1 - 1 0 TRAINING
A t t h e e n d of t h i s c h a p t e r , y o u will b e
a b l e t o :
Skill 1 Create New Documents and Enter Text
Skill 2 Edit Text and Use Keyboard Shortcuts
Skill 3 Select Text
Skill 4 Insert Text from Other Documents
Skill 5 Change Fonts, Font Sizes, and Font Styles
Skill 6 Insert and Work with Graphics
Skill 7 Check Spelling and Grammar
Skill 8 Use t h e Thesaurus and Set Proofing
Options
Skill 9 Create Document Footers
Skill 10 Work with t h e Print Page and Save
Documents in Other Formats
M O R E S K I L L S
More Skills 11 Split and Arrange Windows
More Skills 12 Insert Symbols
More Skills 1 3 Use Collect and Paste to Create
Documents
More Skills 14 Insert Screen Shots into
Documents
3 0 C R E A T E D O C U M E N T S WITH W O R A 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
Outcome
Using the skills listed to the left will enable you to create
d o c u m e n t s like these:
A S P E N F A L L S P U B L I C L I B R A R Y
2SS EbnStttvl
Aspen Falls. CA 93463
May 5. 2012
Dr. Janis Imlay
Aspen Falls Community College
1 College Drive
Aspen Fall*, CA 93464
Dv-i Dr. Imlay:
Subject: N e w Logo for Library
fhank youso much for vour letter effenng the servicesot your jraphicdesign sluoents lor libfary-
related projects. We currently have a projectiri mind thai might benefitboth the library and youi
sludents.
We want to update our losotomoicaccurately reflect the wide variety of services offered in a modern
library Alogoconteslwouldbeag-caticJea.Callmeat (805) 555 1011 to discuss this further
I have attached a listol libiaiy activities to give the sludents an idea of some ol the things we do.
Sincerely.
Douglas Hopkins, Director
Ustname_rirstn»me_w01_Ubrary
Book DiscusstonGroups
There are several different book discussion groups, all led by
volunteer moderators from the community. Some discussion groups
focus on different types of books, such as biographies, history, fiction,
classics.sdenecand technology.andSpanlsh language literature.
Comp uter Tra in ing
Computer training isoffered in the computer lab of the main branch only. The following dassesa
offered once a month and others J re offered intermittently:
• Introduction to Computers
• MicrosoltWord
• Microsoft Excel
• Adobe Photoshop
• WindowsXP and Vista
• Using the Internet
Speakers and Entertainers
T h e library brings in noted authors once a month for an ongoing lecture series. Folk singers, small jazz
ensembles, and other musical groups perform in the Hawken Community Room as they can be booked.
A second bookmobile has been added, and mutes are displayed on the library website. Bookmobiles
visiteachschool in the district at least once a week.
Story timesare available in the Hawken Community Room on Saturday m o m i n g f o r toddlers, Saturday
afternoon for early elementary students.and Sunday afternoon for kids interested in chapter books.
GamwNight
Games are played inthe HawkenCommunity Room on Friday e v e n i n g after the library closes at 6 p . m .
Among the more popular games are chess, bridge, and backgammon. Experts are available to help
patrons learn the games or improve tbeirskils.
Electronic Book Downloads
More than 1,000 c Books a re available for download t o a n M P 3 player. Library patronscan check these
books out for three weeks, and can renew them one time. T h e books range from today's popularficoon
to the classics.
Lastname_Flrstname_w01_Ubrarv
You will save these documents as:
Lastname_Firstname_w01_Library
Lastname_Firstname_w01_Library_2003
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 3 1
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• E n t e r i n g text, f o r m a t t i n g text, a n d n a v i g a t i n g w i t h i n a W o r d d o c u m e n t
are t h e first b a s i c skills y o u n e e d to w o r k efficiently w i t h W o r d .
• You c a n c h a n g e t h e font a n d font size, a n d a d d e m p h a s i s to text, b u t use
c a u t i o n n o t t o a p p l y t o o m a n y different f o r m a t s to y o u r text. T h i s can b e
d i s t r a c t i n g t o t h e reader.
• It is easy t o i n s e r t a p i c t u r e i n t o a W o r d d o c u m e n t , a n d d o i n g so increases
t h e v i s u a l a p p e a l a n d t h e r e a d e r ' s interest. P i c t u r e s s h o u l d b e clearly a s s o c i a t e d
w i t h t h e s u r r o u n d i n g text a n d s h o u l d n o t b e i n s e r t e d j u s t t o have a p i c t u r e i n
t h e d o c u m e n t .
• It is n e v e r a c c e p t a b l e t o have e r r o r s in spelling, g r a m m a r , o r w o r d usage in
y o u r d o c u m e n t s ; y o u can use W o r d t o p r e v e n t t h i s from h a p p e n i n g .
C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
I
Time to c o m p l e t e all
10 skills - 50 minutes
Student data files needed
for this chapter:
New blank Word document
wO l_Library_Activities
Find your student data files here:
[ W ] O p e n
(^/y^J I " 02_word • chapter.01
O r g a n i z e » N e w folder
C D M o c k u p
• 01_student_data_files
O l . c o m m c n j e a t u r e s
a 02_word
Documents library
c h a p t e ' . O l
Arrange by. Folder •
chapte»_01
chapter_02
ehapter_03
c h a p t e r M
' . 03_excel
chapter_01
c h a p t e r ^
chapter_03
c h a p t e r W
> i . M . a c c e s s
chapter_01
file n a m e
N a m e
B*0A.
a]woi.
: £ ] WOL.
-aj WOL.
ÎwOl.
.Donation_Opportunrties
.Donation_Phcto
.Library .Activities
.library_Logo
.Meadows
M e a d o w s . I m p r o v e m e n t s
Meadows.Research
T r u ‘
T o u r _ T o p i c s
Trustees.Report
– ( A l l files
T O O T S -r
Page: l o l l | W o r d s : 0 , ; i
J .
U B 3 J B ioo?i .- r +
Microsoft Word Chapter 1 | Create Documents with Word 2010
• SKILL 1: Create New Documents and Enter Text
• W h e n you start Microsoft Office Word
2010, a blank d o c u m e n t displays.
• T h e first t i m e you save t h e d o c u m e n t , give it
a n a m e a n d choose a storage location. T h e n ,
save y o u r changes frequently.
1. O n t h e taskbar, click the Start b u t t o n
F r o m the Start m e n u , locate a n d then
start Microsoft Word 2010.
2. In the lower right corner of y o u r screen,
if necessary, click the Print Layout
b u t t o n HI.
3 . O n the H o m e tab, in t h e Paragraph
group, click the Show/Hide b u t t o n H
until it displays in gold indicating it is
active, as s h o w n in Figure 1.
When you press (Enter), [Spacebar], or [Tab] on
your keyboard, characters display in your
document to represent these keystrokes.
These characters do not print and are
referred to as formatting marks or
nonprinting characters.
4 . In all uppercase letters, type ASPEN
FALLS PUBLIC LIBRARY a n d press [EnteT],
Type 255 Elm Street a n d press [Enter). Type
Aspen Falls, CA 93463 a n d press (Enter) two
t i m e s .
5. Type May 5, 2012 a n d press [Enter] three
times; type Dr. Janis Imlay a n d press (EnteT);
t y p e Aspen Falls C o m m u n i t y College a n d
press ||nter|> t y p e 1 College Drive a n d press
[Enter); a n d type Aspen Falls, CA 93464 a n d
press (Enter).
6. Type Dear Dr. Imlay: a n d press (EnteT). Type
Subject: New Logo for Library a n d press
[Enter]. C o m p a r e your screen w i t h Figure 2. –
Continue to the next page to complete the ski
34 C R E A T E D O C U M E N T S W I T H W O R D 2010 | Microsoft Word Chapter 1
Show/Hide
button
Print Layout
view displays as
a sheet of paper
Print Layout
button
Figure 1
Letterhead
Nonprinting
paragraph mark
Inside address
Small dots
indicate spaces
between words
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SKILL 1: Create New Documents and Enter Text
ASPEN f A l i S P U BUCilBRARYU
255-Elm-Street*,
Aspen-f»Hs.CA.9M63«,
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Dear-Or.-lmlaY^l
SubjectrWewtogoforiftwaryf
Thank-yousomucnforYour4etter
New paragraph
added
Figure 3
New file name
displays on the
title bar
Depending
on resolution,
document may
have scrolled up
New paragraphs
added
Figure 4
8.
7. Type t h e following, inserting only one
space after t h e p e r i o d at t h e e n d of a s e n
tence: T h a n k you so m u c h for your letter
offering the services of your graphic
design students for s o m e library-related
projects. We currently have a very good
project in m i n d that m i g h t benefit b o t h
the library a n d your students. C o m p a r e
— y o u r screen w i t h Figure 3.
As you type, the insertion point moves to
the right. At the right margin, Word deter
mines whether the word you are typing will
fit within the established margin. If it does
not fit, Word moves the entire word to the
beginning of the next line. This feature is
called word wrap. You do not need to
press (Enter] until you reach the end of
a paragraph.
Press [Enter], a n d t h e n type We want to
u p d a t e o u r logo to m o r e accurately reflect
the wide variety of services offered in a
m o d e r n library. A logo contest would be a
great idea. Call m e at (805) 555-1011 at
any time to discuss this further.
Press (Enter] a n d t y p e Sincerely, a n d then
press [Enter] two times. Type Douglas
H o p k i n s , Director
10. O n t h e Quick Access Toolbar, click
Save \M • Navigate to the location where
you are saving y o u r files, create a folder
n a m e d Word Chapter 1 a n d t h e n using
y o u r o w n n a m e , Save t h e d o c u m e n t as
L a s t n a m e _ Firstname_w01_Library
11. C o m p a r e y o u r screen w i t h Figure 4, a n d
notice that the new file n a m e displays o n
t h e title bar.
• You have completed Skill 1 of 10
9.
Microsoft Word Chapter 1 | Create Documents with Word 2010 35
http://VOuf-studenIs.il
You can use a c o m b i n a t i o n of keys o n t h e
keyboard to m o v e quickly to t h e b e g i n n i n g
o r e n d of a d o c u m e n t .
Pressing [Bksp] removes characters to t h e left
of t h e insertion point, a n d pressing [Delete]
removes characters t o t h e r i g h t of t h e
insertion p o i n t .
1.
2.
H o l d d o w n [Ctrl], a n d t h e n press [Home].
This combination of keys—a keyboard
shortcut—moves the insertion point to the
beginning of the document.
If h o r i z o n t a l a n d vertical rulers d o n o t
display, at t h e t o p of the vertical scrollbar,
click t h e View Ruler b u t t o n H}.
3 . Move the p o i n t e r to the left of t h e first
line of t h e d o c u m e n t t o display t h e SO
pointer. D r a g d o w n to select t h e first t w o
lines of the d o c u m e n t . O n t h e H o m e tab,
in t h e Styles group, click t h e N o Spacing
b u t t o n .
Extra space should be removed between the
lines of the letterhead and inside address.
4.
5.
6.
7.
Locate t h e p a r a g r a p h that begins Thank
you, a n d t h e n in the second line, click to
p o s i t i o n t h e insertion p o i n t just t o t h e
right of the w o r d good.
Press [Bksp] five times, a n d notice that b o t h
the w o r d good a n d t h e extra space
between very a n d good are removed, as
s h o w n in Figure 1.
In t h e same p a r a g r a p h , click to position
the insertion p o i n t just t o t h e left of t h e
w o r d very.
Press [Delete! five times, a n d notice that t h e
w o r d very a n d t h e extra space are
r e m o v e d , as s h o w n in Figure 2.
Continue to the next page to complete the skill •
:
View Ruler button
Word and
space removed
Figure 1
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3 6 Create Documents with Word 2010 | M I C R O S O F T W O R D C H A P T E R 1
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c h e c k t h e s e b o o k s – o u t – f o r – t h r e e – v v e e k s . – A N D C A N T E N E W – t h ^
f r o m – t o d a y ‘ s – p o p u l a r f i r ^ N – t o t h e < l a s s i c j . * f .
Page. 3 ol 3 I v.ordi K-S j>
Insert File dialog
box
Location of your
student files
(yours may vary)
File to be inserted
Insert button
F I G U R E 3
Text inserted from
another file
Blank paragraph
at the bottom
of the document
F I G U R E 4
6. From the displayed list, click Text f r o m
File to display t h e Insert File dialog box.
The Insert File dialog box is similar to the
Open dialog box.
7. Navigate t o t h e location of y o u r s t u d e n t
files, a n d t h e n click the w01_Library_
Activities file. C o m p a r e y o u r screen w i t h
— Figure 3.
8. In t h e lower right c o r n e r of t h e Insert File
dialog box, click t h e Insert b u t t o n .
All of the text from the w01_Library_
Activities file is copied into the current doc
ument at the insertion point location. The
original file remains unchanged. The
spelling and grammar errors in the inserted
document will be corrected in Skill 7.
9.
1 0 .
11.
If necessary, press [Ctrl] + [End] t o move to
the e n d of t h e d o c u m e n t , a n d notice t h a t
an extra b l a n k p a r a g r a p h displays, as
s h o w n in Figure 4.
Press [Bksp) o n e t i m e to r e m o v e t h e blank
p a r a g r a p h from t h e e n d of t h e d o c u m e n t .
Press fCtri] + |Home] t o m o v e t h e insertion
p o i n t t o t h e b e g i n n i n g of the d o c u m e n t ,
a n d t h e n Save H t h e changes.
Y O U H A V E C O M P L E T E D S K I L L 4 O F 1 0
M I C R O S O F T W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S W I T H W O R D 2 0 1 0 4 1
http://ch.pter.04
http://Actr.il
Sizes, and Font Styles
A font is a set of characters w i t h t h e same
design a n d shape.
O n e way to format text is to change t h e font
o r font size.
You can also a d d bold, italic, or u n d e r l i n e
e m p h a s i s to m a k e text stand o u t from
s u r r o u n d i n g text. Bold, italic, a n d u n d e r l i n e
are referred to as font styles.
1.
2.
3 .
Click t h e H o m e tab. In the Font group,
n o t i c e that Word’s default font is Calibri
(Body), a n d the default font size is 11.
Fonts are measured in points, with one
point equal to 1/72 of an inch.
Scroll so that you can view Page 2, click
anywhere in the text, a n d then notice that
t h e font is Cambria (Headings) a n d the
font size is 12.
Press (Ctrl] + (a] to select all of t h e text in
t h e d o c u m e n t . In t h e Font group, click
t h e Font arrow E^E*lZL a n d t h e n from
t h e displayed list, p o i n t t o — b u t d o n o t
click—Arial Black. Notice that Live
Preview displays what the text w o u l d look
like if you select t h e Arial Black font, as
s h o w n in Figure 1.
4.
5.
6.
F r o m t h e displayed Font list, click Calibri
(Body) to change all of t h e text in the
d o c u m e n t to Calibri.
W i t h the text still selected, in the Font
g r o u p , click the Font Size arrow 1″ -L a n d
t h e n click 1 1 .
O n Page 2, click anywhere in t h e text t o
cancel t h e selection. Notice t h e change
to t h e font a n d font size, as s h o w n in
Figure 2 .
Font Size
arrow
Font arrow
Arial Black
selected
Live Preview
displays selected
font
Figure 1
Font size changed
to 11 point
Font changed
to Calibri
Parte
IKARAE forts J
C A M B R I A (Heading))
CALIBRI (Body)
A> Fonts
O A H A R O N I T I N I N N
0 A L G E R I A N
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0 A R I A L
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0 B A S K E M U E O I D F X E
OBatang
0 BatangChe
0 B O U H O U R 93
R O U P S L
i t t t e r e i U – b o o k – D T S C U S M O N – g r o u p s , – a l l – l e d – b y – v o l u n t e e r •
i e – c o m m u n i t y . – S O M E – d tec u s * I O N – g r o u p s f o c u s – o n –
i c o k s , – s u c h – a s – u i o g r a p h i e s . – h i s t o r y v f k : l i o n , – c l a s s i c s , •
O l o g y , – a n d S p a n i s h H a n g u a g e H i t e r a U i r e . i l
I S – O F F E R E D – I N N – T H E – T H E – C O M P U T E R – L A B – O J – T H E – M A I N –
I L L O W I N G – C U S S E S – T S – O F F E R E D – O N C E – A – M O N T H – A N D – O T H E R S –
T T A N T I Y ^
i o – C o m p u t e r s H
nit
shop!
— W a n d o w s – X P – a n d – V t s t a ^
• – U s i n g – t h e – l n t e r n e t n
S p e a k e r s – a n d P e i f o m i e r s I l
• T h e H i b r a r y – b r t n g s – i n – n o t e d – a u t h o r s – o n c e – a – m o n t h – f o r – a n – o n g o i n g –
l e c t u r e ^ e r i e s . – F o f c – s m g e r e . – s m a U – j a m – e n s e m b l e ^ ^
F j – j f l o t 3 i Wordj:3S6.-396
Continue to the next page to complete the skill ̂
42 Create Documents with Word 2010 | Microsoft Word Chapter 1
Figure 2
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F i g u r e 3
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horizontal ruler
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vertical ruler
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Document is
two pages long
F i g u r e 4
8. If necessary, click the p i c t u r e to select it,
a n d then notice that small circles and
squares display at t h e corners a n d edges of
t h e b o r d e r s , indicating that the picture is
selected. Notice also that a new t a b — t h e
Format contextual tab—is added to t h e
Ribbon.
9. O n t h e Format tab, in the Arrange group,
click the Wrap Text b u t t o n , and t h e n take
a m o m e n t to examine t h e various o p t i o n s
for text wrapping—the m a n n e r in which
text displays a r o u n d an object.
10. From the displayed list, click Square, a n d
— t h e n c o m p a r e your screen with F i g u r e 3 .
1 1 . Be sure the rulers display at the top a n d
left of your d o c u m e n t w i n d o w ; if neces
sary, click the View tab, a n d then in t h e
S h o w group, select the Ruler check box.
Point to the selected picture until the [§]
p o i n t e r displays.
By using the rulers as a visual guide, d r a g
t h e p i c t u r e to the right, positioning the
u p p e r right c o r n e r of t h e picture at
6.5 inches on the h o r i z o n t a l ruler a n d at
0 inches on the vertical ruler. C o m p a r e
— y o u r screen with F i g u r e 4 . Notice that b y
w r a p p i n g t h e text a r o u n d the picture, t h e
n u m b e r of pages in the d o c u m e n t r e t u r n s
to two pages.
14. Adjust the position of the picture as
necessary to match the figure, a n d then
Save |B] the changes.
• You have completed Skill 6 of 10
12.
13.
Microsoft Word Chapter 1 | Create Documents with Word 2010 45
• You can r e s p o n d to potential spelling a n d
g r a m m a r errors o n e at a t i m e , o r you can
check the entire d o c u m e n t .
• T h e n u m b e r of potential g r a m m a r errors
displayed by Word depends o n y o u r settings.
1 . In t h e p a r a g r a p h s near t h e p i c t u r e , notice
t h e wavy red, green, a n d b l u e lines, which
i n d i c a t e potential errors in spelling, g r a m
m a r , a n d w o r d use as outlined in the table
in F I G U R E 1 .
2.
3.
One or more of the wavy line colors may be
missing, depending on your program settings.
Scroll t h r o u g h Page 2 a n d n o t i c e t h a t t h e
n a m e Hawken has a wavy red u n d e r l i n e in
t h r e e locations.
The wavy red underline means the word is
not in the Office 2010 main dictionary.
Many proper names are not in the main
dictionary and are flagged as nu^spellings.
In t h e m i d d l e of Page 2, in t h e p a r a g r a p h
t h a t begins The library, p o i n t to Hawken
a n d right-click. C o m p a r e y o u r screen with
F I G U R E 2.
Possible corrected spellings display, although
this proper name is spelled correctly.
4 . F r o m t h e list, click Ignore All to remove
t h e u n d e r l i n e from all instances of t h e
w o r d Hawken in t h e d o c u m e n t .
5. Scroll t o t h e t o p of Page 2. Right-click t h e
w o r d inn that is flagged with a wavy b l u e
line, which indicates t h e potentially incor
rect use of a w o r d . If y o u r w o r d is n o t
flagged, select t h e w o r d inn, correct the
spelling to in, a n d go to Step 7.
6. F r o m the s h o r t c u t m e n u , click in, to
correct the word usage.
• Continue to the next page to complete the skill ^
F I G U R E 1
ignore all
command
same word
flagged as
potential
spelling error
F I G U R E 2
P r o o f i n g U n d e r l i n e s
T h i s t y p e of u n d e r l i n e I n d i c a t e s
w a v y red line p o t e n t i a l s p e l l i n g error; w o r d not f o u n d in
m i c r o s o f t d i c t i o n a r y . proper n a m e s a n d t e c h n i c a l
t e r m s a r e o f t e n m a r k e d as potential s p e l l i n g e r r o r s .
w a v y g r e e n line p o t e n t i a l g r a m m a r error. t h e n u m b e r of g r a m m a r
e r r o r s m a r k e d in a d o c u m e n t d e p e n d s on t h e
p r o g r a m ‘ s p r o o f i n g s e t t i n g s .
w a v y b l u e line p o t e n t i a l c o n t e x t u a l spelling e r r o r — t h e w r o n g use
of a c o r r e c t l y s p e l l e d w o r d , s u c h as their instead of there or to instead of too.
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Figure 4
7. Right-click modorators, which displays a
wavy red line. Click the correct spelling
moderators.
8. Right-click the text classes is, which dis
plays a wavy green line indicating a p o t e n
tial g r a m m a r error. C o m p a r e your screen
with Figure 3 .
9. F r o m the displayed list, click classes are to
correct the grammatical error.
1 0 . Scroll d o w n a n d notice that there are
additional spelling a n d g r a m m a r errors in
the d o c u m e n t . Press (Ctrl) + [Homel to m o v e
to the b e g i n n i n g of the d o c u m e n t . Click
the Review tab, a n d t h e n in the Proofing
group, click the Spelling & Grammar
b u t t o n . If a Verb Confusion error displays
for ASPEN FALLS, click Ignore Once, a n d
t h e n c o m p a r e y o u r screen with Figure 4 .
The Spelling and Grammar dialog box dis
plays a potential error—a repeated word.
1 1 . In t h e Spelling and Grammar dialog box,
click t h e Delete b u t t o n to delete the
repeated word. For the next selected error,
notice u n d e r Suggestions that the correct
spelling—intermittently—is highlighted.
Click the Change b u t t o n to correct the
spelling.
12. For the grammatical error time are, click
times are, a n d then click Change.
13. Correct t h e misspelled w o r d backgammen
b y clicking Change.
14. Ignore any o t h e r errors, a n d then when a
message indicates that t h e spelling a n d
g r a m m a r check is complete, click OK.
Save [H] your d o c u m e n t .
• You have completed Skill 7 of 10
Microsoft Word Chapter 1 | Create Documents with Word 2010 47
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se th< • Proofing tools include Spelling & G r a m m a r
checking, a T h e s a u r u s , a n d Research tools.
• You can set proofing o p t i o n s to p r o v i d e
readability statistics for your d o c u m e n t .
1 . Scroll to the m i d d l e of Page 2 a n d locate
t h e h e a d i n g Speakers and Performers.
2. Double-click anywhere in Performers t o
select t h e word. O n the Review tab, in
t h e Proofing group, click the Thesaurus
b u t t o n . Notice t h a t a Research task p a n e
displays lists of similar words, as s h o w n in
F i g u r e I ,
A thesaurus lists words that have the same
or similar meaning to the word you are
looking up.
3 . In t h e Research task p a n e , locate a n d
p o i n t to Entertainers. To t h e r i g h t of t h e
w o r d , click t h e displayed arrow, and t h e n
click Insert. Notice that Entertainers
replaces Performers. If an extra space
displays t o t h e left of Entertainers, remove
t h e space.
4 . In t h e second line of t h e p a r a g r a p h t h a t
b e g i n s Games are played, locate a n d click
a n y w h e r e in the w o r d Specialists. In t h e
Proofing group, click t h e Thesaurus b u t
t o n , a n d use the technique y o u just p r a c
ticed to replace Specialists w i t h Experts.
C o m p a r e y o u r screen w i t h F i g u r e 2.
5. I n t h e Research task p a n e , click t h e Close
b u t t o n 0 .
6. O n t h e Review tab, in t h e Proofing
g r o u p , click t h e Word C o u n t b u t t o n .
Notice t h a t t h e d o c u m e n t statistics dis
play, a n d include t h e n u m b e r of pages,
w o r d s , p a r a g r a p h s , lines, a n d characters.
Thesaurus button
Research task pane
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48 Create Documents with Word 2010 | Microsoft Word Chapter 1
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Show readability
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F i g u r e 3
Readability
statistics
M F i g u r e 4
7. In t h e Word Count dialog box, click t h e
Close b u t t o n .
8. Click t h e File tab. O n the left side of t h e
Backstage, click Help, a n d t h e n o n the
Help page, click O p t i o n s . O n the left side
of the Word O p t i o n s dialog box, click
Proofing, a n d t h e n c o m p a r e your screen
w i t h F i g u r e 3 .
The Proofing options give you control over
which potential spelling and grammar errors
w i l l be flagged, and lets you choose which
items or rules to ignore.
9. In t h e Word O p t i o n s dialog box, u n d e r
W h e n correcting spelling and grammar
in Word, select t h e Show readability
statistics check b o x , a n d t h e n n e a r t h e
b o t t o m of t h e dialog box, click Recheck
D o c u m e n t .
10. Read t h e message, a n d t h e n click Yes t o
recheck t h e spelling a n d g r a m m a r . Click
OK to close t h e W o r d O p t i o n s dialog box.
11. In the Proofing g r o u p , click the Spelling
& Grammar b u t t o n , a n d then ignore a n y
errors that display. Notice that w h e n t h e
check is complete, a Readability Statistics
dialog b o x displays, as s h o w n in F i g u r e 4 .
The Readability Statistics dialog box
includes some of the information found in
the Word Count dialog box, but it also
includes information on the length of para
graphs, the number of words in sentences,
and the reading level—shown at the bottom
of the dialog box.
Close hi3m] the Readability Statistics dia
log box. Repeat Steps 8 a n d 9, clear the
S h o w readability statistics check box, a n d
t h e n close the dialog box. Save \M the
d o c u m e n t .
You have completed Skill 8 of 10
Microsoft Word Chapter 1 | Create Documents with Word 2010 49
12.
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A header a n d footer are reserved areas for
text, graphics, a n d fields t h a t display at the
t o p (header) or b o t t o m (footer) of each
page in a d o c u m e n t .
T h r o u g h o u t this b o o k , you will insert t h e
d o c u m e n t file n a m e in t h e footer of each
d o c u m e n t .
1 . Press [Ctrl] + [Home] to m o v e t o t h e b e g i n
n i n g of t h e d o c u m e n t .
2. Click t h e Insert tab, a n d t h e n in t h e
Header & Footer group, click t h e Footer
b u t t o n . C o m p a r e y o u r screen with
F i g u r e 1.
Word provides several built-in footers.
When you want to enter your own text, the
Edit Footer command at the bottom of the
gallery is used.
3 . In t h e Footer gallery, use t h e vertical scroll
b a r t o e x a m i n e t h e footer formats t h a t are
available.
4 . Below the Footer gallery, click Edit
Footer. Notice that at t h e b o t t o m of Page
1, below Footer, t h e insertion p o i n t is
b l i n k i n g in the footer, a n d the D e s i g n
c o n t e x t u a l tab displays o n t h e R i b b o n , as
s h o w n in F i g u r e 2.
C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l y
F o o t e r b u t t o n
F o o t e r g a l l e r y
E d i t F o o t e r
c o m m a n d
V e r t i c a l s c r o l l b a r
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c o n t e x t u a l t a b
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5. O n t h e D e s i g n tab, in the Insert group,
click the Quick Parts b u t t o n .
6. F r o m t h e displayed list, click Field.
A field is a category of data—such as a file
name, a page number, or the current date—
that can be inserted into a document.
7. U n d e r Field names, use the vertical scroll
b a r to see what types of fields are avail
able, a n d then locate t h e FileName field.
C o m p a r e your screen w i t h F i g u r e 3 .
When a field name consists of two or more
words, the spaces between the words are
removed.
8. Under Field names, click FileName.
U n d e r Format, be sure (none) is selected,
a n d t h e n at the b o t t o m of t h e Field dialog
box, click OK.
The file name is added to the footer.
9. O n t h e D e s i g n tab, in the Close group,
click t h e Close Header and Footer b u t t o n .
1 0 . Scroll to display the b o t t o m of Page 1 a n d
the t o p of Page 2, a n d t h e n c o m p a r e your
screen w i t h F i g u r e 4.
The text in the footer area displays in gray
because the footer is inactive; while the doc
ument text is active, the footer text cannot
be edited. When the footer area is active, the
footer text is black, the document text is
gray, and the footer text can be edited.
1 1 . Save H the d o c u m e n t .
• You have completed Skill 9 of 10
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 5 1
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nd Save Documents in Other Formats
• Before y o u p r i n t a d o c u m e n t , it is good
practice to preview it o n your screen so
t h a t y o u can see any final changes that are
necessary.
– Using t h e Backstage Print page, you can
c h o o s e which p r i n t e r to use, which pages to
p r i n t , a n d h o w m a n y copies of the d o c u
m e n t t o p r i n t .
• You can save d o c u m e n t s in different formats
so t h a t people w h o d o n o t have Word can
read t h e m .
1 . Press (CM) + [Home] to move to t h e begin
n i n g of t h e d o c u m e n t .
2. Click t h e File tab. O n the left side of t h e
Backstage, click Print, a n d t h e n c o m p a r e
y o u r screen with F i g u r e 1.
P r e v i e w o f
f i r s t p a g e
o f d o c u m e n t
P r i n t t a b
Recall that print settings display on the left
side of the Print page, and a preview of
the current page of the printed document
displays on the right. The Zoom percent
displays at the bottom of the preview;
yours may vary depending on your screen
resolution.
3 . Below t h e d o c u m e n t preview, click the
Z o o m In I®] b u t t o n as necessary to
c h a n g e t h e z o o m level of t h e preview to
100%.
4. Click the Z o o m percent to display the
Z o o m dialog box. U n d e r Z o o m to, select
t h e W h o l e Page o p t i o n b u t t o n , and t h e n
click OK.
5. O n t h e right side of the Print page, at the
b o t t o m of t h e vertical scroll bar, click the
arrow H to display Page 2, as shown in
F i g u r e 2. Notice that the footer text is n o
longer gray in the preview.
6. At t h e t o p of t h e vertical scroll bar,
click 0 to display Page 1.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l •
N u m b e r o f p a g e s
i n d o c u m e n t
F i g u r e 1
S e c o n d p a g e
o f d o c u m e n t
F o o t e r s d i s p l a y
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ASPEN FALLS PUBLIC LIBRARY
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l P i g e P e Sheet
N U M B E R OF
C O P I E S TO PRINT
PRINT BUTTON
PRINTER BUTTON
LIST OF AVAILABLE
PRINTERS
F I G U R E 3
W O R D S A V E A S F I L E F O R M A T S
F O R M A T D E S C R I P T I O N S
W o r d D o c u m e n t S a v e s t h e d o c u m e n t u s i n g t h e W o r d 2 0 1 0 file f o r m a t .
W o r d T e m p l a t e S a v e s t h e d o c u m e n t so that it c a n be u s e d over a n d over,
w i t h o u t altering the o r i g i n a l d o c u m e n t .
W o r d 9 7 – 2 0 0 3
D o c u m e n t
S a v e s t h e file in earlier W o r d f o r m a t s so that i n d i v i d u a l s
using earlier v e r s i o n s of t h e p r o g r a m c a n o p e n t h e
d o c u m e n t .
P D F Saves the d o c u m e n t in t h e popular Portable D o c u m e n t
Format ( P D F ) display format, w h i c h c a n be o p e n e d on
most c o m p u t e r s .
X P S D o c u m e n t S a v e s t h e d o c u m e n t in t h e Microsoft X P S d i s p l a y f o r m a t .
O t h e r F o r m a t s L e t s y o u save a d o c u m e n t as plain t e x t w i t h n o
f o r m a t t i n g , in a universal file f o r m a t s u c h as R i c h T e x t
F o r m a t , or as a w e b p a g e .
F I G U R E 4
7. U n d e r Printer, click the Printer b u t t o n ,
and then compare your screen with
F I G U R E 3 .
A list of printers that are available to your
computer displays, as do other document
destinations.
8 . F r o m t h e Printer list, select t h e p r i n t e r
y o u w o u l d like to use.
You can use the Print page to select a
printer, select the number of copies to print,
and specify which document pages to print.
9. Be sure that the Copies is set to 1. If y o u
are p r i n t i n g your w o r k for this project, at
t h e t o p of the Print page, click the Print
b u t t o n — o t h e r w i s e , d o n o t click the Print
b u t t o n .
1 0 . O n t h e left side of t h e Backstage, click
Save As. In the Save As dialog box, click
the Save as type box, a n d t h e n take a
m o m e n t to examine the m o s t c o m m o n
file formats for Word d o c u m e n t s , which
are s u m m a r i z e d in the table in F I G U R E 4 .
1 1 . F r o m the list, click Word 97-2003
D o c u m e n t . Navigate to t h e Word
Chapter 1 folder, r e n a m e the file
Lastname_Firstname_\v01_Library_2003
a n d then click Save.
Saving a document in an older format
enables people with older software to open
the document.
1 2 . Display the footer area, right-click t h e file
n a m e , a n d t h e n click Update Field. Close
the footer area.
1 3 . Click the File tab, a n d then u n d e r Help,
click Exit.
1 4 . Submit your p r i n t o u t or files as directed
by y o u r instructor.
D E N E ! Y O U H A V E C O M P L E T E D SKILL 1 0 OF 1 0 A N D
Y O U R D O C U M E N T I S C O M P L E T E !
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 5 3
http://IA-JO-.aH
T H E F O L L O W I N G M O R E S K I L L S A R E L O C A T E D A T W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S
M O R E S K I L L S ^ S P L I T A N D A R R A N G E W I N D O W S
Y O U C A N SPLIT THE W O R D S C R E E N , W H I C H LETS Y O U LOOK AT
DIFFERENT P A R T S O F THE S A M E D O C U M E N T AT THE S A M E T I M E . I N A
M U L T I P L E – P A G E D O C U M E N T , THIS I S C O N V E N I E N T FOR V I E W I N G B O T H THE
FIRST P A G E A N D THE LAST P A G E AT THE S A M E T I M E . Y O U C A N ALSO V I E W
T W O DIFFERENT D O C U M E N T S S I D E B Y S I D E A N D M A K E C O M P A R I S O N S
B E T W E E N T H E T W O .
I N M O R E SKILLS 1 1 , Y O U WILL O P E N A M U L T I P L E – P A G E D O C U M E N T ,
A N D SPLIT THE S C R E E N . T H E N , Y O U WILL O P E N A S E C O N D D O C U M E N T A N D
V I E W B O T H D O C U M E N T S AT THE S A M E T I M E .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W V . P E A R S O N H I G H E R E D . C O M / S K I H S , LOCATE THE N A M E O F YOUR
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s ^ I n s e r t S y m b o l s
T H E R E ARE M A N Y S Y M B O L S THAT ARE U S E D OCCASIONALLY, B U T N O T
O F T E N E N O U G H TO P U T O N A S T A N D A R D C O M P U T E R K E Y B O A R D . S O M E
E X A M P L E S O F C O M M O N L Y I N S E R T E D S Y M B O L S I N C L U D E C O P Y R I G H T A N D
T R A D E M A R K S Y M B O L S , M A T H E M A T I C A L O P E R A T O R S , A N D S P E C I A L D A S H E S
THAT ARE LONGER T H A N H Y P H E N S . T H E S E S Y M B O L S C A N B E F O U N D A N D
I N S E R T E D F R O M THE S Y M B O L S G R O U P O N THE I N S E R T T A B .
I N M O R E SKILLS 1 2 , Y O U WILL O P E N A D O C U M E N T A N D INSERT
SEVERAL S Y M B O L S F R O M THE S P E C I A L C H A R A C T E R S LIST I N T H E S Y M B O L
D I A L O G B O X .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F YOUR
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s U s e C o l l e c t a n d P a s t e t o C r e a t e D o c u m e n t s
T O CREATE A D O C U M E N T B Y U S I N G TEXT A N D O B J E C T S F R O M A
VARIETY O F DIFFERENT S O U R C E S , FIRST COLLECT ALL O F THE D O C U M E N T S
A N D I M A G E S I N T O THE O F F I C E C L I P B O A R D , A N D T H E N P A S T E T H E M INTO
A N E W D O C U M E N T .
I N M O R E SKILLS 1 3 , Y O U WILL O P E N A D O C U M E N T , COLLECT TWO TEXT
FILES A N D T W O I M A G E S O N THE O F F I C E C L I P B O A R D , A N D T H E N CONSTRUCT
A D O C U M E N T F R O M THE COLLECTED I T E M S .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s I n s e r t S c r e e n S h o t s i n t o D o c u m e n t s
W H E N Y O U ARE W O R K I N G O N A D O C U M E N T , Y O U M A Y W A N T TO
I N C L U D E A S C R E E N S H O T F R O M Y O U R C O M P U T E R — S U C H A S A S C R E E N F R O M
A N O T H E R P R O G R A M OR A W E B S I T E — A S A G R A P H I C I N THE D O C U M E N T .
I N M O R E SKILLS 1 4 , Y O U WILL U S E A B R O W S E R TO GO TO A G O V E R N
M E N T W E B S I T E , A N D T H E N CREATE A C O P Y O F THE S C R E E N A N D STORE IT I N
THE C L I P B O A R D . Y O U WILL T H E N P A S T E THE S C R E E N I N T O A D O C U M E N T .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F YOUR
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
5 4 C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
http://www.pearsonhighered.com/skills
http://wwv.pearsonhighered.com/skiHs
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
Key Terms
Clip art 44
Field 51
Font 42
Font style 42
Footer 50
Formatting mark 34
Header 50
Keyboard shortcut 36
Manual page break 40
Nonprinting character 34
Object 40
Point 42
Text wrapping 45
Thesaurus 48
Word wrap 35
Assessment
Online Help Skills
1. S t a r t © Word. In the u p p e r right corner of the Word window, click the Help
b u t t o n [©]. In the H e l p window, click the M a x i m i z e E3 b u t t o n .
2. Click in the search box, type page n u m b e r s a n d t h e n click the S e a r c h button {fi\.
In the search results, click A d d o r r e m o v e h e a d e r s , f o o t e r s , a n d p a g e n u m b e r s .
3. Read the article’s i n t r o d u c t i o n , a n d t h e n below W h a t d o y o u w a n t t o do?, click
A d d a p a g e n u m b e r w i t h o u t a n y o t h e r i n f o r m a t i o n . C o m p a r e your screen w i t h
Figure 1.
A d d a p a g e n u m b e r w i t h o u t a n y o t h e r i n f o r m a t i o n
ADD A ?AG£ NUMBER f ROM THE GALLERY
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2 ill 11
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=. 0 a
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ADO A CUSTOM PAG6 iVUVBER
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Figure 1
4. Read the section to see if you can answer t h e following: W h a t is a quick way to
o p e n a header or footer? H o w can you show page n u m b e r s in the Page X of Y
format—for example, Page 3 of 12?
Microsoft Word Chapter 1 | Create Documents with Word 2 0 1 0 55
Matching
M a t c h each t e r m in the second c o l u m n with its correct definition in the
first c o l u m n by writing the letter of t h e t e r m o n the blank line in front of
t h e correct definition.
1. A character t h a t indicates a p a r a g r a p h , tab, o r space o n your
screen, b u t that does n o t p r i n t when you p r i n t a Word d o c u m e n t .
2 . T h e color of t h e wavy line that indicates a potential spelling error.
3 . T h e color of t h e wavy line that indicates a potential g r a m m a r
error.
4 . Forces a page to e n d , a n d places s u b s e q u e n t text at t h e t o p of t h e
n e x t page.
5. Graphics a n d images included w i t h Microsoft Office or o b t a i n e d
from o t h e r sources.
6. A technology that shows t h e result of applying a f o r m a t t i n g
change as you p o i n t to it.
7. A u n i t of m e a s u r e m e n t for font sizes.
8. Automatically moves text from the right edge of a p a r a g r a p h to
t h e beginning of t h e next line as necessary to fit within the
m a r g i n s .
9 . A reserved area for text, graphics, a n d fields t h a t displays at t h e t o p
of each page in a d o c u m e n t .
1 0 . A category of d a t a — s u c h as a file n a m e , the page n u m b e r , o r t h e
c u r r e n t d a t e — t h a t can be inserted i n t o a d o c u m e n t .
5 6 C R E A T E D O C U M E N T S W I T H W O R D 2010 | M I C R O S O F T W O R D C H A P T E R 1
A Clip art
B Field
C F o r m a t t i n g m a r k
D Green
E H e a d e r
F Live Preview
G M a n u a l page break
H Point
I Red
J W o r d w r a p
Multiple Choice
Choose the correct answer.
1. Formatting marks such as paragraph symbols and
dots for spaces are also called:
A. Nonprinting characters
B. Symbols
C. Objects
2 . When you are typing text and a word will not fit
within the established right margin, this Word
feature moves the entire word to the next line in
the paragraph.
A. AutoComplete
B. Word wrap
C. Alignment
3 . To delete the character to the left of the insertion
point, press:
A. H
B. iDeletel
C. 0
4 . To delete the character to the right of the insertion
point, press:
A. |ksQ)
B. [Delete]
C. 0
5. Pressing a combination of keys—such as
[Ctrl] + (Home! to move to the top of the document—
is referred to as a:
A. ScreenTip
B. Live Preview
C. Keyboard shortcut
Topics for Discussion
1. What kind of information do you commonly see in the
headers and footers of textbooks and magazines? Why
do you think publishers include this type of informa
tion? In a report, what other type of information might
you put in a header or footer?
6 . A potential contextual spelling error is indicated by
a wavy underline of this color:
A. Red
B. Green
C. Blue
7. To select a sentence, hold d o w n this key, and then
click anywhere in the sentence.
A. [Aft]
B. [CtrD
C. (Sh§
8. A thesaurus provides:
A. Correct word usage
B. Words with similar meanings
C. Reading level of the document
9 . To change Proofing tool settings, first display the:
A. References tab
B. H o m e tab
C. Backstage
1 0 . A reserved area for text and graphics that displays
at the bottom of each page in a document is a:
A. Footer
B. Header
C. Margin
2. When you check the spelling in a document, one of the
options is to add unrecognized words to the dictionary.
If you were working for a large company, what types of
words do you think you would add to your dictionary?
Microsoft Word Chapter 1 | Create Documents with Word 2010
Skill Check (rnyjfeb)
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• N e w blank Word d o c u m e n t
• w 0 1 _ D o n a t i o n _ O p p o r t u n i t i e s
a w 0 1 _ D o n a t i o n _ P h o t o
Y o u w i l l s a v e y o u r f i l e a s :
•-• Lastname_Firstname_wO l _ D o n a t i o n
1. Start Word. O n t h e H o m e tab, click the Show/Hide b u t t o n until it displays in gold.
In all uppercase letters, type ASPEN FALLS PUBLIC LIBRARY a n d press [Enter].
Type 255 Elm Street a n d press [Enter]. Type Aspen Falls, CA 93463 a n d press [Enter]
two times. Complete t h e beginning of the letter as follows with the information
s h o w n in Figure 1.
2. Press [Enter] a n d t y p e T h a n k you so m u c h for your interest in m a k i n g a d o n a t i o n to
the Aspen Falls Public Library. You asked a b o u t p o t e n t i a l projects for which we
need additional resources, so I have attached a list of possible projects. Press
[Enter! a n d type In answer to y o u r question, o u r library does n o t have 501c3 status.
However, o u r Friends of t h e Library g r o u p is a 501c3 organization, a n d all
d o n a t i o n s to the library t h r o u g h t h e Friends g r o u p are fully tax deductible.
Press [Enter] two times.
3 . Type Sincerely, a n d press [Enter) two t i m e s . Type Douglas H o p k i n s , Director a n d
t h e n m o v e to the t o p of t h e d o c u m e n t . Select the first two lines of t h e letterhead.
O n t h e H o m e tab, in the Styles group, click t h e N o Spacing b u t t o n . Repeat this
p r o c e d u r e w i t h t h e first two lines of t h e inside address.
4. I n t h e p a r a g r a p h that begins Thank you, use [Bksp] to delete so much. In t h e same
p a r a g r a p h , double-click potential, press [Delete], a n d t h e n c o m p a r e your screen
w i t h Figure 2.
5. Press [Ctrl] + [End], a n d t h e n press [Ctrl] + [Enter] t o insert a m a n u a l page break.
6. Click t h e Insert tab, a n d t h e n in t h e Text group, click the Object button arrow.
Click Text from File, a n d t h e n locate a n d insert t h e file w 0 1 _ D o n a t i o n _
Opportunities. Press [Bksp] to remove the blank p a r a g r a p h .
• Continue to the next page to complete this Skill Check
58 Create Documents with Word 2010 | Microsoft Word Chapter 1
May 17,2012
Mr. T h o m a s Aldridge
2279 Shoreline Dr.
Aspen Heights, CA 93449
Dear Mr. Aldridge:
Subject: D o n a t i o n to the Library-
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Assess Your Skills 2
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
w01_Tour
-‘• w01_Tour_Topics
Y o u w i l l s a v e y o u r f i l e s a s :
• Lastname Firstname wOl Tour
1. Start W o r d a n d display t h e formatting
m a r k s . O p e n t h e file w01_Tour, save it in
y o u r Word Chapter 1 folder as L a s t n a m e .
Firstname_w01_Tour a n d then add the file
n a m e to t h e footer. Select t h e first line of text
a n d change t h e Font to Calibri a n d the Font
Size to 36, a n d t h e n Center a n d Bold the
title. Add Bold emphasis to the four words
o n the left side of t h e m e m o — T O : , FROM:,
DATE:, a n d RE:.
2. Move to the e n d of the d o c u m e n t , t y p e
Jamie:, and t h e n press [Enter]. Type I have been
t h i n k i n g a b o u t the suggestion m a d e at the
Board of Trustees meeting the o t h e r night
that we hire an outside c o m p a n y to design a
virtual t o u r of the library. T h e virtual t o u r
might consist of several different modules
featuring different topics. I have listed s o m e
of the m o r e interesting things on the next
page. Press [Enter], type Let m e k n o w what you
think, a n d then press [Enter] two times. Type
D o u g a n d t h e n add a m a n u a l page break.
3. In the text you just typed, use (Bksp) o r [Delete)
t o remove the p h r a s e more interesting.
Double-click t h e next w o r d — t h i n g s — a n d
t y p e topics to replace it. Locate a n d d o u b l e
click the first instance of the word different—
to t h e left of modules—and then press [Delete].
4 . Position t h e insertion p o i n t at the top of
Page 2. Insert t h e file w01_Tour_Topics.
5. O n Page 2, select t h e first line of text, apply
Bold emphasis, a n d Center t h e text. Select
t h e five topic titles o n the left side of Page 2
a n d apply Bold emphasis. Select all of t h e
text in t h e d o c u m e n t except the title on the
first page, a n d change the Font Size to 12.
6. Move to the top of Page 2. Display the
Spelling and Grammar dialog box. Delete
t h e repeated w o r d the, change interier to
interior, change databasis to databases, a n d
t h e n change has to have. Correct any m i s
takes you m a d e o n the first page.
7. Position the insertion p o i n t at the b o t t o m of
the d o c u m e n t . Insert a n d position the clip
art image s h o w n in Figure 1. Use library as
t h e search term, and search only for
Illustrations. (Note: If this image is n o t
available, insert the picture in the s t u d e n t file
w01_Library_Logo.) Close the Clip Art task
p a n e .
8. Save the changes a n d c o m p a r e y o u r d o c u
m e n t with Figure 1. Preview your d o c u m e n t ,
m a k e any necessary changes, a n d then p r i n t
or s u b m i t the file as directed by y o u r
instructor.
D e n e ! You have completed Assess Your Skills 2
Figure 1
Microsoft Word Chapter 1 | Create Documents with Word 2010 61
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file:///mmMlmmmmm
Assess Your Skills Visually
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Word d o c u m e n t
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w01_Closures
Start Word. Create the d o c u m e n t s h o w n in
Figure 1. Save the file as L a s t n a m e _ F i r s t n a m e _
w01_Closures in y o u r Word Chapter 1 folder. To
c o m p l e t e this d o c u m e n t , use Arial Black sized at
24 p o i n t s for the tide a n d C a m b r i a sized at 12
p o i n t s for the rest of the d o c u m e n t . After the last
p a r a g r a p h , insert the clip art image s h o w n in
Figure 1 by searching for holidays. If you d o n o t
see the same image, use any o t h e r a p p r o p r i a t e
clip art. Insert the file n a m e in the footer, a n d
t h e n p r i n t or s u b m i t the file as directed by your
instructor.
D o n e ! You hove completed Assess Your Skills Visually
M E M O R A N D U M
TO:
FROM:
DATE:
RE:
All Library Staff
Douglas Hopkins, Director
December 15,2011
Library Closings for the 2012 Calendar Year
I have listed the days we are going to close the library in 2012.1 have listed the holidays,
the in-service days, and the days we will close early.
Holidays
We will be closed on New Year’s Day, Easter, Memorial Day, the Fourth of July, Labor Day,
Thanksgiving, and Christmas.
In-Service Days
We will be closed on April 15th for a session on library security, and on November 7th for a
session that will focus on streamlining the material handling process.
Close Early
We will close early on New Year’s Eve, the day before Easter, the day before Thanksgiving,
and Christmas Eve.
HAPPY HOLIDAYS!
Lastname Firstname wOl Closures Figure 1
62 Create Documents with Word 2010 | Microsoft Word Chapter 1
Skills in Context
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• N e w blank Word document
• w01_Trustees_Report
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w01_Trustees
Using the information provided, c o m p o s e a letter from Douglas
Hopkins, the Director of the Aspen Falls Public Library, to Fran
Darcy, the Chair of the Library Board of Trustees. Use t h e c u r r e n t
date a n d the address used in Skill 1. T h e letter is regarding the
attached report on library operations for t h e previous year, a n d it
should include the p u r p o s e of the letter a n d provide a very brief
s u m m a r y of the attached d o c u m e n t . Save t h e d o c u m e n t as
Lastname_Firstname_w01_Trustees O n a new page, insert the
r e p o r t w 0 1 _ Trustees_Report a n d at an a p p r o p r i a t e location in
the d o c u m e n t , i n s e r t a representative clip art image. F o r m a t t h e
d o c u m e n t appropriately. Check the entire d o c u m e n t for g r a m m a r
a n d spelling, a n d t h e n insert the file n a m e in t h e footer. Submit as
directed.
D o n e ! You have completed Skills in Context
Skills and You
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• L a s t n a m e _ F i r s t n a m e _ w O 1 C a r e e r s
Using the skills you have practiced in this chapter, c o m p o s e either
a letter or a m e m o to the director of y o u r college’s Career Center
inquiring about the skills needed to find a j o b . Ask if t h e r e are
u p c o m i n g seminars o r workshops that you m i g h t a t t e n d . If you
have a picture of yourself, insert it in the m e m o as a way of i n t r o
ducing yourself. You should include several instances of text
formatting s o m e w h e r e in the d o c u m e n t . Save t h e d o c u m e n t as
Lastname_Firstname_w01_Careers Check the entire d o c u m e n t
for g r a m m a r a n d spelling, a n d insert t h e file n a m e in t h e footer.
Print or s u b m i t the file as directed by y o u r instructor.
D o n e ! You have completed Skills and You
Microsoft Word Chapter 1 | Create Documents with Word 2010 63
F o r m a t a n d
O r g a n i z e T e x t
• Format a d o c u m e n t to enhance page layout a n d i m p r o v e the readability of the text in t h e d o c u m e n t .
• Add bulleted a n d n u m b e r e d lists to g r o u p related information; add headers a n d footers to display
i m p o r t a n t information on each page.
Your starting screen will look like this:
PUTT
tome tniert Page Layout Reference) Mailing!
C.HBnlBorlYl – 1 J – A” A.” A » – ^ •=••=• ̂ Jr* & 1\ IF
B / U • * • X. X’ , . – * – A – E I A • : = • 3 . – J –
FONT *»J PARAGRAPH <"»
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IK
i f t rind •
r". Replace
Style! • * -
•~; • Editing
Page 1 oi J ; Woida. » 1 I < P
ROOF-TOP- GARDENS,- WHICH- HAVE- BEEN- IN- EXISTENCE- FOR- THOUSANDS- OF- YEARS,- ARE-GROWING-
MORE-POPULAR A S P E O P L E REALIZE-THE-SIGNIFICANT-BENEFITS-THEY-OFFER.-PEOPLE-LIVING-in URBAN
AREAS, • APARTMENTS, • OR- RESIDENCES-WITH- SMALL- GARDENING- SPACES, - ARE- NO- LONGER- LIMITED- TO-
THE-CONFINES-OF-THEIR-ENVIRONMENT.-SPACES-THAT-WERE-SPARSE-WITH-GREENERY-ARE-NOW-ABLE-
TOBE-CONVERTED-INTO-ROOF-TOP-GARDENS-THAT-OFFER-MORE-THANJUST-A-BEAUTIFUL-AND-RELAXING-
ENVIRONMENT.H
ENERGY-SAVINGSH
BECAUSE- THEY- U S E - MUCH- LESS- SPACE- THAN- TYPICAL- GARDENS,- ROOF- GARDENS- NOT- ONLY-OFFER-
PRIVACY- BUT-ALSO "ABSORB-A-LOT-OF-ENERGY-BY BEING-ON-TOP-OF-A-STRUCTURE.-THEY- PROVIDE-
NATURAL- NOISE- AND- THERMAL- HEAT- INSULATION,- THEREBY- CUTTING- DOWN- ON- UTILITY- BILLS."-
(DICKINSON-2008)-ADDITIONALLY,-ROOF-GARDENS-ALSOPROVIDE-HABTTATS-FOR-WILDLIFE.THUS,-WHAT-
WAS-ONCE-DEEMED-GOODFOR-THEEYE-ISALSONOWGOOD-FOR-THE-ENVIRONMENT.1L
FEASIBILITY- OF CONVERTING-FLAT-ROOFED-BUILDINGS-TO-GARDENSH
THERE-ARE- MANY-OPTIONS-FOR- THE- PLACEMENT-OF -A-ROOF-TOP-GARDEN- INCLUDING- WOOD-FRAME-
STRUCTURES.-HOWEVER.-THE-PRIMEGUIDING-PRINCIPALISTHATROOF-GARDENS-SHOULD-BEBUILTON-
STRUCTURES- THAT- ARE- STRONG- ENOUGH- TO- SUPPORT- THEM.- "ROOF-GARDENS- ARE- MORE- IDEALLY-
SUITED- TO- STEEL-FRAME- AND- REINFORCED-CONCRETE- STRUCTURES,- ON- WHICH- STRONG- SUPPORT-
PLATFORMS-CAN-BE-PRO V I D E D - A S - R E A S O N A B L E - C O S T . " - ( O S M U N D S O N - 1 9 9 9 , 1 4 ) H
WEAKER- STRUCTURES- OR- STRUCTURES- THAT- REQUIRE- ADDITIONAL- SUPPORT- BE- A D D E D , - CAN- BE-
. • i J , , . , . A C9 3 3 M
Z Z 3
S K I L L S rrryiffeb
SKILLS 1 - 1 0 T R A I N I N G J
A T T H E E N D O F T H I S C H A P T E R , Y O U W I L L B E
A B L E T O :
S K I L L 1 S E T D O C U M E N T M A R G I N S
S K I L L 2 A L I G N T E X T A N D S E T I N D E N T S
S K I L L 3 M O D I F Y L I N E A N D P A R A G R A P H S P A C I N G
S K I L L 4 F O R M A T T E X T U S I N G F O R M A T P A I N T E R
S K I L L 5 F I N D A N D R E P L A C E T E X T
S K I L L 6 C R E A T E B U L L E T E D A N D N U M B E R E D L I S T S
S K I L L 7 I N S E R T A N D F O R M A T H E A D E R S A N D F O O T E R S
S K I L L 8 I N S E R T A N D M O D I F Y F O O T N O T E S
S K I L L 9 A D D C I T A T I O N S
S K I L L 1 0 C R E A T E B I B L I O G R A P H I E S
M O R E S K I L L S
M O R E S K I L L S 1 1 R E C O R D A U T O C O R R E C T E N T R I E S
M O R E S K I L L S 1 2 U S E A U T O F O R M A T T O C R E A T E
N U M B E R E D L I S T S
M O R E S K I L L S 1 3 F O R M A T A N D C U S T O M I Z E L I S T S
M O R E S K I L L S 1 4 M A N A G E D O C U M E N T P R O P E R T I E S
6 4 F O R M A T A N D O R G A N I Z E T E X T | M I C R O S O F T W O R D C H A P T E R 2
W o r d
Outcome
Using the skills listed to the left will enable y o u to create
a d o c u m e n t like this:
ith n*v» bc*n m •*<*!ra:r fix rĉ sandi of yean, air
th* 11 r-..f.:*nl b-*:u tnev «. Pre** lh«nj[inUt
id Fhrtmil heat insulation f„ .. -1 ni do** o
-illy, nti (ilCCl i'.OCMlr IJ1 U*J 'c *'d.'!
ilRonrtn
# gird*n* rot ortv oflw
are. p'DJJ' nattaal
biK 'lacbmonMOII
Mill wit ontr Sftmtfl pM
-Clt pl»<»"-»o1 c* < ncf gaidtn uiehalnf acod-frarr.
Jinan* pnnttpal II roof gar*r>i ihaiiO t* OuMt O
t» iliuctu’n. on wftii’i ilicnf sjpfO” platform un I
* (0,mundiOfl 199?. 14)
SmtnuuHtQiii
gaidenihat mghtb
i atetig m>f i ico* garden ti n conttiw G
net ontv
*tO*r[A/lro.
You will save this document as:
Lastname_Firstname_w02_Gardens
M i c r o s o f t W o r d C h a p t e r 2 | F o r m a t a n d O r g a n i z e T e x t 6 5
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• D o c u m e n t m a r g i n s are t h e spaces t h a t display o n t h e o u t e r edges of a p r i n t e d
p a g e . All f o u r p a g e m a r g i n s c a n b e a d j u s t e d i n d e p e n d e n t i y .
• To m a k e p a r a g r a p h s s t a n d o u t , a d d s p a c i n g a b o v e a n d below, c h a n g e t h e first
line i n d e n t s , a n d f o r m a t s u b h e a d i n g s . T h i s h e l p s t h e r e a d e r u n d e r s t a n d t h e
s t r u c t u r e of t h e d o c u m e n t , w h i c h increases t h e d o c u m e n t ‘ s readability.
• Lists m a k e i n f o r m a t i o n easier t o u n d e r s t a n d . Use n u m b e r e d lists w h e n
i n f o r m a t i o n is displayed in a s e q u e n c e , a n d use b u l l e t e d lists w h e n
i n f o r m a t i o n c a n a p p e a r in a n y o r d e r .
• I n f o r m a l b u s i n e s s r e p o r t s are often f o r m a t t e d u s i n g g u i d e l i n e s in The Gregg
Reference Manual b y W i l l i a m A. S a b i n . T h e s e g u i d e l i n e s cover t h e way t h e text
is f o r m a t t e d , t h e way n o t e s display, a n d t h e t y p e s of c i t a t i o n s u s e d .
F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
T i m e t o c o m p l e t e all
10 skills – 60 t o 90 m i n u t e s
Student data files needed
for this chapter:
N e w blank Word document
w02 Gardens
Find your student data files here:
Insert Page Layout Referentes Mailings R e « e « V i e w
Callb.l (Body) – 1 1 • A* A * A*’ % • = ‘ • = • ‘ • ? • t £ 51 IT
Paste j B / II – riM X , x ‘
Page: 1 of 1 i Words: 0
Paragraph
A a B b C c D c
J tlotmal
A a B b C c D c AaBbG AaBbCc
r r i o S p a c i . . . Heading 1 Heading 2 _ Change
Styles •
§3 O p e n
02_word • chapter_02 » ** Sea/dl chapttr_02
Organize » N e w folder
01_student.datajiles
01_common_features
02_word
chapter.01
chapter.02
chapter.03
c h a p t e r J M
03.excel
chapter_01
chapter_02
chapter_03
chapter.04
Documents library
chapter.02
N a m e
51] w 0 2 . G a r d e n s
SJ] « 0 2 _ L a n d s c a p e
51] vs02_Lighting
5JJ rt02_Parks
a l l w02 Retrofit
File na – [ A l l Files
T o o l s » Open W
^ Find –
. Replace
; Select •
Editing
• Lj] 3 3 ‘ 100=i –
Microsoft Word Chapter 2 | Format and Organize Text
• Margins are the spaces between t h e text
a n d the top, b o t t o m , left, a n d right edges
of the paper.
• Each of t h e m a r g i n s can be adjusted
i n d e p e n d e n t l y of the other m a r g i n s .
1. Start @ Word. Click the File tab, click
Open, navigate to y o u r s t u d e n t files, a n d
then o p e n w02_Gardens. If necessary,
display the formatting m a r k s .
2 . Click the File tab, a n d then click
Save As. Navigate t o t h e location where
you are saving y o u r files, create a folder
n a m e d Word C h a p t e r 2 a n d t h e n Save the
d o c u m e n t as L a s t n a m e _ F i r s t n a m e _ w 0 2 _
G a r d e n s
3 . Press [ENTER] five times. In the Font group,
click t h e Font arrow ( c — n —» -|, a n d t h e n
click Cambria. Type Roof Gardens:
Advantages and Potential Problems a n d
t h e n press (ENTER], Type By (Type your name),
a n d then press (ENTER).
4. Type t h e c u r r e n t date, a n d t h e n press (ENTER).
According to The Gregg Reference Manual,
the first page of an informal business report
uses a 2 inch margin above the title, the
author’s name, and the date of the report.
5. Select the three p a r a g r a p h s you just typed.
O n t h e Mini toolbar, click the Bold b u t t o n
[•L a n d then c o m p a r e your screen w i t h
Figure 1.
6. Click the Page Layout tab. In t h e Page
Setup group, click t h e Margins b u t t o n .
T h e Margins gallery displays several s t a n
d a r d m a r g i n settings a n d the last c u s t o m
setting (if any), as s h o w n in Figure 2. —
• Continue to the next page to complete the skill
6 8 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
C A M B R I A FONT
A N D BOLD APPLIED
F I G U R E 1
M M
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-—I’.i H,I:, •
B / D • i
I P * JI 11 AjBbcco, lUBbCcDi A A B B C A a B b C c . !
JS- St” E2″ I * ” c m a l : S o * d – latent
•J*N ‘. STJLFI
RRPUCE
1
C
1
1
ROOF-GANLENSMDVANTAGES-AND-POTENTIAL-PROBLEMSL
– B Y Y O U R N A M E L
M A R E B – 1 4 , – 2 0 1 2 1
1
ROOF- TOP-GARDENS,- WHICH- HAVE- BEEN- IN- EXISTENCE- FOR- THOUSANDS- OF – YEARS,- ARE-GROWING-
MO RE-POPULAR-ASPEOPIEREALIZE-THE- SIGNIFICANT-BE NEFITS-THEY-OFFER.-PEOPLE-LIVING-IN-UR BAN-
AREAS,-APARTMENTS,-OR-RESIDES ES-WRTH-SRRWLL-GARDE NI RIG-^
THE-CONFINESOF-THEIR-ENVIRONMENT.-SPACES-THAT-WERE-SPARSE-WITHGREENERY-ARE-NOW-ABLE-
TO-BE-CONVERT ED-INTO-ROOF-TOP-GARDE NS-THAT-OFFER-MORE-THAN-JUST-A-BEAUTIFUL-AND- RELAXING-
ENVIRONMENT.1
ENERGY-SAVINGSL
BECAUSE- THEY USE- MUCH- LESS- SPACE- THAN- TYPICAL- GARDENS,- ROOF-GARDENS- NOT-ONLY- OFFER-
PRIVACY- BUT-ALSO-“ABSORB-A-LOT-OF- ENERGY-BY-BEING-ON- TOP-OF-A-STRUCTURE.THEY- PROVIDE-
NATURAL- NOISE- AND- THERMAL- HEAT- INSULATION,- THEREBY- CUTTING- DOWN- ON- UTILITY- BILLS-“-
( D I C K I N S O N – 2 0 0 8 ) ADDITIONALLY.-ROOF-GARDENS ALSOPRO VI DE-HABITATS FORWILDLIFE. THUS,-SVHAT •
.WAW)NCE;DF*EMEJD- PNNH-FNRJHE_-E*EAS-AUFTJ!IFIW:PRINRIFNR-LHP-PRN/IRNNNV»NLJL_ . . .
LJ o ; r IF,. –
MARGINS GALLERY
C U S T O M MARGINS
C O M M A N D
F I G U R E 2
1: Set Document Margins
At t h e b o t t o m of the Margins gallery,
click Custom Margins.
The Page Setup dialog box provides you
with document formatting options, some of
which are not available on the Ribbon.
In t h e Page Setup dialog box, be sure t h e
Margins tab is selected. Press [Tab] two
times. U n d e r Margins, in the Left box,
with 1.25″ selected, click t h e down spin
arrow three times to change t h e left
m a r g i n to 1”. Alternately, with the c u r r e n t
m a r g i n selected, type the new m a r g i n in
t h e m a r g i n box.
Press [tab], a n d t h e n repeat this p r o c e d u r e
to change the Right m a r g i n to J “.
C o m p a r e your screen w i t h Figure 3 .
1 0 . U n d e r Orientation, be sure the Portrait
b u t t o n is selected. At t h e b o t t o m of the
Page Setup dialog box, verify that t h e
Apply to box displays Whole document,
a n d then click OK.
With PORTRAIT ORIENTATION, the printed
page is taller than it is wide; with
LANDSCAPE ORIENTATION, the printed page
width is greater than the page height.
Most reports use portrait orientation.
1 1 . Click anywhere in t h e d o c u m e n t to
deselect t h e text. C o m p a r e your screen
with Figure 4 , a n d notice the results of
the changes you m a d e to the margins.
1 2 . Save SI the d o c u m e n t .
• Y O U H A V E C O M P L E T E D SKILL 1 OF 1 0
F I G U R E 4
MICROSOFT W O R D C H A P T E R 2 | F O R M A T A N D O R G A N I Z E TEXT 69
ents
• Indents are the position of p a r a g r a p h lines
in relation to the page m a r g i n s .
• Horizontal alignment is the o r i e n t a t i o n of
the left o r right edges of t h e p a r a g r a p h —
for example, flush with the left or right
m a r g i n s .
1. Position the insertion p o i n t anywhere in
the first p a r a g r a p h you t y p e d — t h e title
that begins Roof Gardens.
To align a single paragraph, you need only
position the insertion point anywhere in the
paragraph.
2. O n the H o m e tab, in the Paragraph
group, click the Align Right b u t t o n [_]
to align t h e title with the right m a r g i n .
3 . In t h e Paragraph g r o u p , click the Center
b u t t o n \m\ to center t h e title between t h e
left a n d right m a r g i n s .
4. Select the second a n d t h i r d bold title lines.
F r o m t h e M i n i toolbar, click the Center
b u t t o n \ m \ , and then c o m p a r e y o u r screen
w i t h F i g u r e 1.
5. Below the date title, in the left m a r g i n ,
p o i n t El t o the p a r a g r a p h that begins
Roof top gardens a n d drag d o w n to select
that p a r a g r a p h a n d the following two
p a r a g r a p h s that begin Energy Savings a n d
Because they use. Notice t h a t these p a r a
g r a p h s are justified—the p a r a g r a p h text
is aligned flush with b o t h t h e left m a r g i n
a n d t h e right m a r g i n .
6. In t h e Paragraph g r o u p , click the Align
Left b u t t o n ® . C o m p a r e y o u r screen
w i t h F i g u r e 2, a n d then click anywhere to •
deselect the text.
These paragraphs are no longer justified.
• Continue to the next page to complete the skill
70 Format and Organize Text | Microsoft Word Chapter 2
Title centered
between the left
and right margins
F i g u r e 1
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r RoofGardensrAdvantagesandPotentlalProblemsl
ByYourNamel
l_ March-14,-2012J
1
Roof – top- gardens,- which- have- been- in- existence- for- thousands- of – years,- are- growing- more •
popular- as- people- realize- the- significant- benefits- they- offer.- People- living- in- urban- areas,-
apart men ts,-or-residences-with-small-gardeningspaces,-are-no-longer-limited-to-the-confines-of-
theirenvironment.-Spaces-that-were-sparse-with-greenery-are-now-able-to-be-converted-into-
roof-top-gardens-that-offer-morethanjust-a-beautiful-and-relaxing-environment.1l
Energy Savingsll
Because-theyusemuch-less-spacethantypicalgardens,-roof-gardenj-not-only-offerprivacybut-
also- “absorb- a- lot- of- energy- by being- on- top- of-a- structure.- They provide- natural- noise- and •
thermal-heat- insulation,-there by cutting-down-on-utility- bills.”-(Dickinson- 2008)-Additionally, •
roof garde ns-alsoprovidehabitatsfor-wildlife.Thus,-what-was-once-deemedgood-fortheeye-is-
alsonow-good-forthe-environment.11
f » * « i h i l i r v n f r n n \ * r r i n p f l f l r – R n n f e r i – i » i i i l r i i n p « – f o f i « r r i « i . s S
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popular asoeople realize- the- significant-be nefitsthey-offer.-Peo pie-Irving-in-urban-areas,-
apartments.-orresidences-with-small gardening-spaces,-are-no-longer-fimited-to-the confines-of-
_ _ _ _ trx!ir-errvironrnent.Spaces-that-were-sparse-withgreeneryare-nowable-to-be-converted-intO’
roof top-gardens-that-offer-more-than-just-a-beautifdaî -reiaxing-ernrironment.il
Energy-Savings! _________
Because-theyuse-much-less-space-thantypical-gardens.-roof-gardens-not-only-offer-privacy-biit-
also-‘absorb-a-lot-of-energyby-being-on-topof-a-stmcture.-They-provicle-natunil-rioise-and-
ther malheatinsulation,-there by cutting -down-o nut ilitybills.”-(Dtckir«son-0081-Additionally,-
roof-gardemalso-provide-habitats-fot-wildlife.-Thus.-what-wasonce-deemed-good-for-the-eyeis-
also-nowgood-for-the-environmertt.11
Ft>n«ifulirv-nf^njiv^dJn9.-Flat:Rnnft>d’RiiiMinp<-rn^-«rrlem1l._.
http://roof-top-gardens-that-offer-morethanjust-a-beautiful-and-relaxing-environment.1l
http://alsonow-good-forthe-environment.11
http://-ernrironment.il
http://also-nowgood-for-the-environmertt.11
I: Align Text and Set Indents
= - E - ' ~ - MM
* AaBbCcOe AaBbCcDt AflBbC AaHbCc
» B l H » . d m g 2 ... Clung 1 a ^ - 1
JrOerti Specrc Lrc arc £igr
(ami
lrdmuton
S p M *
Brfare: " • - • - > t : «
nearia of ** SM mfc
g r o w i n g – m o r e –
u r b a n – a r e a s , –
I- t o – t h e – c o n f ines-of •
e – c o n v e r t e d – i n t o –
P>jr 1 of J i A w d r S M
R o o f – t o p – g a r d e n s ,
p o p u l a r – a s-peo pie
a p a r t m e n t s . – o r – r e s i d j ^
t h e i r – e n v i r o n m e n L
r o o f – t o p – g a r d e n s t h ^ –
E n e r g y – S a v i n g s !
B e c a u s e – t h e y • use- mf[
a Iso ” a b s o rb-a-lot-o’
t h e r m a l – h e a t – i n s u l B t k > n , – t J > e r e b y < u t t i n g - d o w n - o n - ^
r o o f - g a r d e r r e - a l s o - p r o v k J e - h a f c t a t s - f o r - w i k l l n V - T h u s / ^
a l s o - n o w - g o o d - ( o r - t h e - e n v i r o n m e n t - l
r ^ ^ ^ b i C n ^ o l - f n m i ^ r l i n p i l U t - R r ^ f i ^ R j i i M i n p s J n - A ^ r r l p r K f l
MM
Fma -
h/offer-privacy-but-
u r a l - n o r s e - a n d -
Paragraph
dialog box
First line indent
set to 0.5 inches
F i g u r e 3
I HAM buen FiocUjvut RHfffotei Martingi
"Tj c o o n B o o x - u A" A * A i - T = - ! = - MM } J « AaBbCdX AaBbCxDr AaBbC A a B b C r . ^ A .
y " • - • - - -
I
E ! C
F t o o f - t i . i n l p n s i ' A d v . i i i l i i p . p . s - . i n d - P o l e n U a l - P r o t i l r i i i i *
By-YonrNameT
March-14,-20121
R o o f - l o p - g a r d e n s , - w h i c h - h a v e - b e e n - i n - e x i s t e n c e - f o r < h o u s a n d s - o f - y e a r s , - a r e - g r o w i n g -
m o r e - p o p u l a r - a s - p e o p i e - r e a l i z e - t h e - s i g n i f i c a n t b e n e f i t s - t h e y - o f f e r . - P e o p i e - I r v i n g - i n - u r b a n - a r e a s , -
a p a r t n « n t s , - o r - r e s i d e n c e s - w H h - s r T i a l l - g a r d e n i n g s p a c e s , a r e i x > – l o
I h e i r – e n v i r o n r i w n t . – S o a c e s t h a t – w e r e – s p a r s e – w h h – g r e e n e i Y – a r e – n o w – a D l e – t o – b e – c o n v e r t e d ^
r o o f t o p – g a r d e n s t h a t o f f e r – m o r e t h a n – j u s t – a b e a u t i f u l – a n d – r e l a x i n g – e n v i r o n m e n t . i l
E n e r g y – S a v i n g s ^
B ^ a u s e – t b e y – u s e m i x r h – l e s s – s p a c e t h a n – t y p k a l g a r d e n s . – r o o f – g a r d ^
p r i v a c y – b m – a l s o – ” a b s o r t > – a – l o t – o f « n e f g y – b y – b e i n g – o n – t o
r w i s e – a n d – t b e r n u l – h e a t – i n s u l a t i o n , – t h e r e b y – c u t t i n g – o V j w n – o n ^ ^ ^
A d d i t i o n a l l y , – r o o f – g a r d e n s – a l s o – p r o v i d e – h a b i t a t s – f o r – w i l d l i f e . – T h u s , – w h a t – w a s – o n c e – d e e m e d – g o o d –
f o r t h e – e y e – r s – a l s o – n o w – g o o d f o r – t h e – e n v i r o n m e n t . !
, ^ a s i h i ! i i v . – n f – r n n v ^ r t i n i » – F U t – R o n f p r t – R i i i v f i n p s – r n – G A r / i p n s a J
, • 0 <2 J S J M ' - . -
First lines indented
0.5 inches
7. Below the text that you just aligned, click
to the left of the p a r a g r a p h that begins
Feasibility. Scroll t o t h e e n d of the d o c u
m e n t , hold d o w n [Shift], a n d click to the
right of the last line in t h e d o c u m e n t . O n
t h e H o m e tab, in the Paragraph group,
click the Align Left b u t t o n H •
8. Press [Ctrl] + [Home] to m o v e to the t o p of
t h e d o c u m e n t . Below the centered titles,
click to position the insertion p o i n t any
w h e r e in the p a r a g r a p h that begins Roof
top gardens.
9. O n the H o m e tab, in the Paragraph
group, click the Paragraph Dialog B o x
Launcher QU.
The Paragraph dialog box displays, which
includes commands that are not available on
the Ribbon.
10. U n d e r Indentation, click the Special b o x
arrow, and t h e n click First line. C o m p a r e
y o u r screen w i t h F i g u r e 3.
11.
The first line indent is the location of the
beginning of the first line of a paragraph
in relationship with the left edge of the
remainder of the paragraph. In this case,
the By box displays 0.5", which will indent
the first line of the current paragraph
one-half inch.
Click OK to i n d e n t t h e first line of the
p a r a g r a p h .
12. Click anywhere in t h e p a r a g r a p h that
begins Because they use, a n d repeat t h e
p r o c e d u r e just practiced to i n d e n t the
first line of the p a r a g r a p h by 0.5 inches.
C o m p a r e your screen w i t h F i g u r e 4.
13. Save H the d o c u m e n t .
• You have completed Skill 2 of 10
F i g u r e 4
Microsoft Word Chapter 2 | Format and Organize Text 71
http://ul-and-relaxing-environment.il
L I F Y L I N E A N D P A R A G R A P H S P A C I N G
• Line spacing is the v e r t i c a l d i s t a n c e b e t w e e n
l i n e s o f t e x t i n a p a r a g r a p h , a n d c a n b e
a d j u s t e d f o r e a c h p a r a g r a p h .
• Paragraph spacing is the v e r t i c a l d i s t a n c e
a b o v e a n d b e l o w e a c h p a r a g r a p h , a n d c a n
b e a d j u s t e d f o r e a c h p a r a g r a p h .
1. B e l o w t h e c e n t e r e d titles, c l i c k a n y w h e r e
i n t h e p a r a g r a p h that b e g i n s Roof top
gardens.
2. O n t h e H o m e tab, i n t h e Paragraph
group, c l i c k t h e Line and Paragraph
Spacing b u t t o n @ .
T h e current setting is 1.0—sitigle-spacing—
w h i c h means that n o extra space is added
between lines o f text. L i n e spacing o f 2.0—
double-spacing—means that the equivalent
o f a blank line o f text displays between each
line o f text.
3 . I n t h e Line Spacing list, p o i n t to 2.0, a n d
w i t h L i v e P r e v i e w , n o t i c e that t h e t e x t
takes u p t w i c e as m u c h space.
4 . I n t h e Line Spacing list, c l i c k 1.15 t o
c h a n g e t h e l i n e s p a c i n g , as s h o w n i n
F I G U R E 1.
5.
T e x t w i t h a line spacing o f 1.15 has
been f o u n d to be easier to read t h a n
single-spaced text.
C l i c k t h e Page Layout tab. I n t h e
Paragraph group, u n d e r Spacing, click
t h e After up spin arrow t w o t i m e s t o
c h a n g e t h e s p a c i n g after t h e p a r a g r a p h
t o 12 pt.
I n t h e p a r a g r a p h t h a t b e g i n s Because they
use, r e p e a t t h e s a m e p r o c e d u r e to set t h e
l i n e s p a c i n g to 1.15 a n d the s p a c i n g after
t o 12 pt. N o t i c e the c h a n g e i n t h e s p a c i n g
b e t w e e n t h e p a r a g r a p h s , as s h o w n i n
F I G U R E 2 .
C O N T I N U E TO T H E N E X T P A G E TO C O M P L E T E T H E SKILL ^
7 2 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
LINE A N D PARAGRAPH
S P A C I N G BUTTON
LINE S P A C I N G
C H A N G E D TO 1 . 1 5
F I G U R E 1
AaBbCcDt A i B b C c o . A A B B C A a B b C c .
I 'Haimtf : N O Sato.. n u a i n a l H » H J * O 2 _ ounot
I I . . . " « , » « -
» i W ' . 1 f i n i
FTNND-
T) S T U N •
ROOF-GARDEN&'ADVANTAGES'AND-POTENTIAL'PROBLENISI
BYYOUR-NAMEL
MAREFA-14,-20121
T
R O O F - T O P - G A R D E R A . - W H T E H - H A V E - B E E J V I R V E X R S T E N C E - F O R T H O U S A R X I S O F Y E A R S , ^ ^
M O R E - P O P U I A R - A S - P E O P L E - R E A L I Z E - T H E - S I G R A F I A N T - B E N E F I T S - T H E V ^ ^
A P A R T M E N T S . - O R - R E S I D E N C E S - W I T H - S M A L L - G A R D E R U N G - S P A C E S , A R E - N O L O N G E R - L I M I T E D - T O - T H E - C O N F I N E S - O F
T H E I R E R M R O N R R « N L - S P A C E S - T R » T " W E R E - S P A R S E - W I T R I - G R E E R A
R O O F ^ O P - G A R D E R O - T H A T - O F F E R - R R M R E - T R A R H J U S T - A - B E A I R T I F U T A N
. E N E R G Y - S A V I N G S !
B E C A U S E - T H E Y - U S E - M U C H - L E S S - S P A C E - T H A N - T Y P I C A L G A R D E N S , - R O O F U A R D E N S - N O T - O N L Y - O F F E R -
P R H / A C Y B U T A L S O " A B S O R B A K ) T - O F < M W R G Y B Y - B E I N G O T L - T O P - O F - Q S T R I K T U ^ E . ' T H E Y P R O V I D E - N A T U R A L '
N C I S E D R X J - T H E I M A L H E A T I N S U L J T I O N , T H E R E B Y - C U T T I N G D O W N - O N - UTILITY-BILLS. " ( D I C K I N S O N - 2 0 0 8 ) -
A D D I T I O N A L L Y , - R O O F G A R D E N S - A L S O - P R O V I D E - H A R J I T A T S - F O R - W I L D L I F E . - T H U S . - W H A T - W A S - O N C E - D E E M E D - G O O D '
F O R - T H E - E Y E - I S - A L S O - N O W - G O O D - F O T - T H E - E N V I R O N M E N T . !
<2 A I I . 1
1 2 POINT S P A C I N G
AFTER THE PARAGRAPH
F I G U R E 2
IMERT FIGT LTJOUT
• U - A ' A
B I B - ATO X . »
FORT
A.- * J : = • L E - ' V - * * 21 F ' I
A - | • • • 3 - A - £ - J
»JR»GRAPF, - .
A J B B C C T X AaBbCcDc A A B B C A a B b C c
'HOCRNAL : N O S P O U - HCOOVTEL H . . 3 * % 3 :
ROOFGARDEN.S.-ADVANTAGES-ANDPOTENTIALPROBLENISI
BYYOUR-NAMEJ
MARCFA-14,-20121
1
R O O F - T O P - G A R D E N S . - W H I E H - H A V E - B E E N - I N - E X I S T E N C E - F O R - T H O U S A N D S - O F Y E A R S , - A R E - G R O W I N G
R R W R E - P O P U L A R A S F J E O P I E - R E A L I Z E - T H E S I G N I F I C A M B E N E F I T S - T H E Y O F F E R . - P E O P I E R
A P A R T M E N T S , - O R - R E S I D E R K E S - W R T L V S R R * I L L - G A R D E R I I N G - S P A C E S T - A R E - R W
T H E I R - E N V I R O N M E N T . - S P A C E S - T H A T - W E R E - S P A R S E - W I T B G
R O O F - T O P ^ A R D E M - T I I A T - O H E R I T » R E - T H A N - I U S T - A - B E A U T I F U L A N D - R E L A X I N G - E N V I R O N M E N T . ^
E N E R G Y - S A V I N G S !
B E C A U S E - T H E Y - U S E - M U C H - L E S S - S P A C E - T H A N T Y P I C A L G A R D E R K . - R O O F ^ A R D E N S - N O T - O N R Y - O F F E R -
P N V A R ^ B U T A L S O " A B S O R B - A - L O T - O F « N E F G Y B Y - B E I N G O N T O P - O F - A ^ T N X T U R E . T H E Y - P R O V I D E - N A T U R A L -
N O I S E - A N D - T H E R M A L - H E A T - I N S U L A T > O N , – T H E R E B Y – C U T T I N G – D O W N – O N – U T J R T Y – B I L K . ” – < D I C L C I R T S O N - 2 0 0 8 ) -
MM A C K S T I O N A H U . R N O F « A R A . N * . « L F N - N T N » « £ L » . K A H I T « K . I O R » U I M H F I « . I H I K • W H A T . W » I . N I » - , » - C U « . M « K H . B R A N « 4 .
SKILL 3: Modify Line a n d Paragraph Spacing
1
H(i(i|l.,,irdPDS:- ^
Ad vantages-and-Pot ential-Problems^ J
ByYourNamel
Mareh-14,-20121
I
Roof-top-gardens.whichhavebeenin-existence-for-thousands-of-years.-arê
more-popular-as-people-realize-the-significant-be nefitstheyoWer.-People-livinginurban-areas,-
apartments,-or-residences-with-small-gardening-spaces,-are-nolonger-limited-to-the-confines-of-
theirenwronment.-Spacesthat-vveresparsewithgreeneryarenoivableto-be-convertedinto-
roof-top-gardensthatoffer-morethanjust-abeautiful-and-relaxingenvironmenL'J
Energy-Savings!
Because-they-use-much-less-space-than-typical-gardens,-roofgardens-not-only-offer-
privacy- butalso"absorba-lotof«nergybybeing-on-top-of«-structure.-They
joise-and-lJiermaJ-Jiejt-insulation^
Manual line break
symbol
Both lines remain
part of the same
paragraph
F i g u r e 3
intoaroofwr>garden.Hovvever,these-cancost-significantVnTOre-tobuild-depending-on-the-
initial-weight-bearing-ca pa bility-of-that-structure.il
L
Structural-Requirements! — ^
Dewtopruj-a-roof-topgarcten-does-not-n̂ ^
t hat-might-be-seen-on-top-of -a -downtown apartment-building.-Instead.-creativityisimperative-
as-other-structure-types-are-cons idered.-Sorne-ofthese-altematives-include:!
GaraRes-and-shedsl . _ ___
• / . a , x . it ^ | a q i t i • ur
Nonprinting text
indicates manual
page break location
Subheading
– moved to
new page
7. At t h e t o p of the d o c u m e n t , in the first
title, position the insertion p o i n t to the
right of Roof Gardens:.
8. Press [Delete] to remove the space, hold
d o w n [Shift], a n d t h e n press [Enter]. C o m p a r e
your screen with Figure 3.
A manual line break—a line break that
moves the remainder of the paragraph to
a new line while keeping both lines in the
same paragraph—is inserted. The manual
line break symbol displays when a manual
line break is inserted.
9. In the left m a r g i n area, p o i n t to the left
of the first title to display t h e H pointer,
a n d then drag d o w n to select all of the
centered title lines.
10. O n the Page Layout t a b , in t h e P a r a g r a p h
g r o u p , u n d e r Spacing, click t h e After up
s p i n a r r o w two times to a d d 12 p o i n t s
spacing after each p a r a g r a p h .
No extra spacing was added after the
manual line break because both lines are
part of the same paragraph.
11 . Near t h e b o t t o m of Page 1, click to
position the insertion p o i n t to t h e left
of the subheading that begins Structural
Requirements. Hold d o w n [Ctrl], press
[Enter], a n d then c o m p a r e y o u r screen with
Figure 4.
A manual page break—a break that moves
the text following it to a new page—is
inserted. Here, as line spacing and paragraph
spacing is changed on Page 1, the text that
follows this manual page break will always
start on a new page.
12. Save H the d o c u m e n t .
• You hove completed Skill 3 of 10
Microsoft Word Chapter 2 | Format and Organize Text 73
F i g u r e 4
http://-that-structure.il
1 Format Painter
• Use FORMAT PAINTER to copy text formatting
quickly from o n e place to another.
• To use F o r m a t Painter o n multiple items,
double-click t h e F o r m a t Painter b u t t o n .
1 . Near t h e t o p of the d o c u m e n t , click
anywhere in the p a r a g r a p h that begins
Roof top gardens.
2. O n the H o m e tab, in the Clipboard group,
click the Format Painter b u t t o n \7}.
3 . Scroll d o w n a n d p o i n t anywhere in the
p a r a g r a p h that begins There are many.
Notice that the \&\ p o i n t e r displays.
C o m p a r e y o u r screen with F I G U R E 1.
4 .
5 .
Click anywhere in the p a r a g r a p h . Notice
that t h e formatting from t h e original
p a r a g r a p h is applied to the new
p a r a g r a p h , a n d that t h e [S] p o i n t e r n o
longer displays.
Press [Call + [ H O M E ) , click anywhere in
t h e title By Your Name, a n d t h e n in the
Clipboard g r o u p , click the Format
Painter b u t t o n 0 . In the m i d d l e of Page
1, m o v e the |5] p o i n t e r to the left of the
Energy Savings s u b h e a d i n g until the S O
p o i n t e r displays, a n d t h e n click. C o m p a r e
y o u r screen w i t h F I G U R E 2 .
The font, bold style, centering, and para
graph spacing from the original paragraph
are all applied to the new paragraph.
6. W i t h the Energy Savings s u b h e a d i n g
selected, o n the H o m e tab, in the
Paragraph group, click t h e Align Left
b u t t o n S.
7. O n the H o m e tab, in the Font group,
click the Font Dialog Box Launcher
• Continue to the next page to complete the skill ^
7 4 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
F I G U R E 1
I
R o o f t o p – g a r d e n s , – w h i c h – h a v e b e e n – i n – e x i s t e n c e – f o r – t h o u s a n d s – o f – y e a r s , – a r e – g r o w i n g –
m o r e – p o p u l a r – a s – p e o p l e – r e a l i z e – l l > e – s i g n i f i c a n t – b e n e f i t s – l h e y – o f f e r . P e o p ! e – l i v i n g – i i v u r l ) . i i i – a i e – a s , –
a p a r l m e n t s , – o r – r e s i d e n c e s – w i t h – 5 m a l l – g a r d e n i n g – s p a c e s , – a r e – n o – l o n g e r – l i m i t e d – t o – t h e – c o n f m e s – o f –
t h e i r – e n v i r o n m e n t . S p a c e s – t h a t – w e r e – s p a r s e – w i t h – g r e e n e r y – a r e – n o w – a b l e t o – b e – c o n v e r t e d i n t o
‘ 0 0 f t o p – g a r d e n s t h a t – o f f e . ‘ – m o r e t h d n j u s t a – b e a u t i f u l a n d – r e l a x i n g – e n v i r o n m e n t . l
E n e r g y – S a v i n g s !
8 e c a u s e t h e y u s e – m u c h – l e s s – s p a c e – t h a n – t y p i c a l – g a r d e n s , r o o f – g a r d e n s – n o t – o n l y – o f f e r –
p n v a c y – b u t – a l s o – ‘ a b s o r t h a H o t – o f e r w r g y – b y – b e i n g – o n – t o p – o f – a – s t ^
iioise a r ^ – t h e r m a l h e a t insula t i o n , ( h e c e b y – c u t t i n g d o w n o n – u t i i i t y b i l l s . ” – ( 0 i c k i n s o n – 2 0 O 8 ) –
A d d i t i o n a l l y , – r o o f -garde n s – a l s o – p r o v i d e – h a b i t a t s – f o r – w i l d l i f e . – T h u s , – w h a t – w a s – o n c e – d e e m c d – g o o d –
f o r – t h e – e y e – i s – a l s o – n o w – g o o d – f o r – t h e – e n v i r o n m e n t . i l
F e a s i b i l i t y – o f – C o n v e r t i n g F l a t – R o o t e d B u i l d i n g s – t o – G a r d e n s !
T h e r e – a r e – m a n y – o p t i o n s – f o r – t h e – p l a c e m e n t – o f – a – r o o f t o p – g a r d e n i n c l u t t n g – w o o d – f r a m e –
s t r u c t u r e s . • H o w e v e i , – t h e – p r i m e – g u i d i n g – p r i n c i p a l – i s – t h a t – r o o f g a r d e n s – s h o u l d be -built-on-
s t r u c t u r e s – t h a t – a r e – s t r o n g -e n o u g h – t o – s u p p o r t – t h e m . – ” R o o f – g a r d e n s – a r e – m o re-ideally-suited- t o –
s t e e l – f r a m e – a r K l – r e i n f o r t e d – c o r K r e t e – s t r i x : t u r e s , – o n – w h i c h – s t r o n g – s u p p o r t – p l a t f o r r n s – c a n – b e –
p r o v i d e d – a s – r e a s o n a b l e – c o s t ‘ H O s m u n d s o n – 1 9 9 9 , – 1 4 ) !
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t
R o o f t o p – g a r d e n s , – w h i c h – h a v e – b e e n – i n e x i s t e n c e – f o r – t h o u s a n d s – o f – y e a r s , – a r e – g r o w i n g –
m o r e p o p u l a r a s p e o p l e – r e a l i z e t h e s i g n i f i c a n t – b e n e f i t s – t h e y – o t t e r . -People living-in-uraan a r e a s .
a p a r t m e n t e , – o r – r e s i c t e r c e s – w i t h – s r n a l l – g a r d e r i i n g – s p 3 c e s , – a r e – r ^
t h e i r – e n v i r o n m e n t . – S p a c e s – t h a t – w e r e – s p a r s e w i t h – g r e e n e r y a r e – n o w a b l e – t o – b e – c o n v e r t e d – i n t o –
r o o f t o p – g a r d e n s – t h a r o H e r – n – i o r e – t h a n – j i ^ a – h e a u t r f J – a n ^
– E n e r g y – S a v i n g s ^
6 * c a u s e – t h e y – u s e – m u c h – l e s s – s p a c e – t h a n – t y p k a l – g a r t e
r j r r v a c y – b u t – a l s o – ” a b s o r t h a – l o t < i f « r « n j y - b y - b e i n g - o n - t o p - o f « - s t n j c t ^
r w i s e - a n d - t h e r r r a l - h e a t - i r B u t a t i o n . - t r w r e b y - c u n i n g - d o w n - o n - u t i l r t y - b i
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SKILL 4: Format Text Using Format Painter
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beds.-comainefs.-and-other-heavy-features-can-be-safely-̂
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design- accordingry-to-avoid-structUTal- issues.!
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slightly-angled-or-has proper-drainage to allow-for-water-runoff.!
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best-option-is-to-research-and-urKlerstand-v/hich-flowers-and-plants-thrrve-in-a-grven-area-and-
do-not-require-a-lot-of-water.!
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i m p e r a t i v e a s – o t h e r – s t r u c t u r e – t y p e s – a r e – c o n s i d e r e d . So m e – o f < h e s e - a r t e m a t r v e s - i n c l u d e : 1
C» — ( j a r ages-a rvd- sheds 1
I • -* B a l c o n i e s - a n d - t e r r a c e s !
v « - * P a b o s - o r - d e c k s !
RLO/I I M I T - . »
I r w - i i v j i i v c o n s i d e r a t . o i v w h e n - c ) e s i g n i n g a - f i ) o ( g a r d e n - i s t o c o n s i d e r v . - h e t h e r t h e -
s t r u c t u r e - c a n w i t h s t a n d - n o t - o n l y the w e i g h t - o f t l w - g a rde n but-also the w a t e r n e e d e d - t o
m a i n t a i n - t h e g a r d e n . - T h e l o a d - h e a r i n g - p o t e n t i a l - o f a r o o f - o r - b a l c o n y - w i l l - d e t e r m < n e w h e r e
b e d s , c o n t a i i x - r s . - a n d - o t h e r - l x . - a v y f e a t u r e s - c a n - b e s a f e l y p l a c e d . ' - l n - d e s i g r x n g t h e - g a r d e n -it-will
b e - n e c e s s a r y t h e n t o - u n d e r s t a n d - tlx? w e a k n e s s e s a n d s t r e n g t h s of a - p j r i i c u l . i i structure- a n d
d e s i g n - a c c o r d i n g l y t o -avo i d - s t r u c t u r a l - i s s u e s !
POSSIBLE PROBLEMS^
8 e f o i e - g e t t i n g - s t a r t e d , it i s i m p o r t a n t - t o - u n d e r s t a n d - t h e - p o t e n t i a l - p t o b l e m s t h a t - c a n - t
78 Format and Organize Text | Microsoft Word Chapter 2
• ! a S » " n n
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leaders a n d Footers
Headers a n d footers can include n o t only
text, b u t also graphics a n d fields—for
example, file n a m e s a n d the c u r r e n t date.
You can t u r n off the headers a n d footers
o n the first page of a d o c u m e n t .
1. Press |Ctrl 1 + (Home) to move to the t o p of
t h e d o c u m e n t . Click the Insert tab, a n d
t h e n in the Header & Footer group, click
t h e Header b u t t o n . Below the Header
gallery, click Edit Header. Notice that t h e
Design contextual tab is a d d e d to the
R i b b o n .
2. O n the D e s i g n tab, in the Header &
Footer g r o u p , click the Page N u m b e r
b u t t o n , a n d t h e n p o i n t to Top of Page to
display the Page N u m b e r gallery, as s h o w n
in Figure 1.
3. In t h e Page N u m b e r gallery, use t h e verti
cal scroll b a r to scroll t h r o u g h the page
n u m b e r o p t i o n s . W h e n you are t h r o u g h ,
scroll to the t o p of t h e list. U n d e r Simple,
click Plain N u m b e r 3 to insert the page
n u m b e r at t h e right m a r g i n .
4 . O n t h e D e s i g n tab, in the O p t i o n s group,
select the Different First Page check box.
The page number disappears from the
header for Page 1 , but will display on all
other pages of the document.
Double-click anywhere in t h e d o c u m e n t
to deactivate t h e header, a n d then scroll to
the t o p of Page 2. Notice that the page
n u m b e r displays o n Page 2, as s h o w n in
Figure 2 .
5.
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No header
information
on first page
No footer
- information
on first page
6. Press [CtrT] + [Home), a n d notice that n o page
n u m b e r displays o n Page 1.
In most business and research reports,
the page number is not included on the
first page.
7. Press [Ctrl] + [End] to move to the b o t t o m
of Page 2. Below the text, near the b o t t o m
edge of the page, right-click, a n d then
from t h e m e n u , click Edit Footer to m a k e
the footer active.
8. In t h e Insert group, click the Quick Parts
b u t t o n , a n d t h e n click Field. Under Field
n a m e s , scroll d o w n , click FileName, a n d
t h e n click OK.
9. Press |Tab|, type DRAFT a n d t h e n press
(Tab].
10. O n t h e D e s i g n tab, in the Insert group,
click the Date & Time b u t t o n . C o m p a r e
y o u r screen w i t h F i g u r e 3 .
11 . In t h e Date and Time dialog box, u n d e r
Available formats, click the 1/15/2012
4:15 PM f o r m a t — y o u r date a n d time will
vary. Select the Update automatically
check box, a n d then click OK.
The date and time are added to the footer,
and will be updated every time you open
this file. In a business setting, the footer
information should be removed when the
report is finished.
Double-click anywhere in the d o c u m e n t 12.
to deactivate the footer. Press I Ctrl 1 + [Home).
Click t h e File tab, click P r i n t , a n d notice
that t h e footer text does not display on
Page 1, as s h o w n in F i g u r e 4 .
13. Click the H o m e tab, a n d then Save [9]
the d o c u m e n t .
• You have completed Skill 7 of 10
Microsoft Word Chapter 2 | Format and Organize Text 81
F i g u r e 4
http://3ftai.tLai.il
otes
• A FOOTNOTE is a reference placed at the
b o t t o m of the page. An ENDNOTE is a
reference placed at t h e e n d of a section
or a d o c u m e n t .
• You can use either n u m b e r s or symbols
to label footnotes a n d endnotes.
1. Scroll to the bulleted list near the t o p
of Page 2. At the end of the first bulleted
item—Garages and sheds—click to
p o s i t i o n the insertion point.
2. Click the References t a b , and t h e n in
t h e F o o t n o t e s g r o u p , click the I n s e r t
F o o t n o t e b u t t o n .
A F O O T N O T E D I S P L A Y S AT T H E B O T T O M O F T H E
P A G E W I T H A N U M B E R 1 B E F O R E T H E I N S E R T I O N
P O I N T . A L I N E I S ALSO I N S E R T E D A B O V E T H E
F O O T N O T E A R E A TO S E P A R A T E IT F R O M T H E
D O C U M E N T TEXT.
3 . Type O n structurally weaker buildings,
p o t t e d plants work best. C o m p a r e y o u r
screen with F I G U R E 1.
5 .
FOOTNOTE LINE
FOOTNOTE INSERTED
F I G U R E 1
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POSSIBLE-PROBLEMS^
B e f o r e - g e t t i n g - s t a r t e d / i t - i s - i m p o r t a n t t o - u n d e r s t a n d - t h e - p o t e n t i a l p r o b l e m s - t h a t - c a n -
i m p a c t a r o o f - g a r d e n . - W h i l e - t h e r e - a r e n u r r i e r o u s i s s u e s t o - c o n s i d e r . - a ^ e w - o f ^ e - m o r e -
i m p o r t a n t - o n e s - i n c l u d e : ?
l . - » R a i n w a t e r b u i l d - u p - c a n - s a c r i f i c e t h e - s t r u c t u r a l - s o u n d n e s s - o f t h e r o o f . - M a k e s u r e - t h e -
s t r u c t u r e - i s s l i g h l l y - a n g l e d - o r - h a s p r o p e r - d r a i n a g e - t o - a l l o w - f o r - w a t e r r u n o f f . l l
2 - • r h e s t r u c t u r e m a v - r ^ - u n a b l e - t o - s u s t a i n t h e - w e i g h t . C o n s i d e r - c o m a i n e r g a r c t e r u -
w h i c h - c o n s i s t - o f - l o w e r - w e i g h t b u t o f f e r - t h e - s a m e - b e n e f i t s - o f - i n - g r o u n d - p l a n t s . ?
3 . - » S e l e c t i n g - p l a n t s - t h a t - r e q u i r e - t o o - m u c h - w a t e r - c a n - a d d - c o n s i d e r a W e - w e i g h t - t o - t he-
g a r d e n . - T h e - b e s t - o p t i o n - i s - t o - r e s e a r c h a n d - u n d e r s t a n d ' w h i c h - f l o w e r s - a n d - p l a n t s -
t h r i v e - i n - a - g i v e n - a r e a - a n d - d o - n o t - r e q u i r e - a l o t o f w a t e r . ?
R e g a t d l e s s - c f - t h e - t y p e o f - r o o f - g a r d e n , t h e - f i t v a l t o u c h IS to e n s u r e - t h a t i t i s p e r s o n a i i z e d
a n d - c o n t a i n s - s p e c i a l - t o u c h e s . - A d d - p e r s o n a l t o u c h e s - b y u s i n g - u n i q u e - o b j e c t s - t h a t s h o w o f f - t h e -
g a r d e n e r " s - p e r s o n a l i t y . - A c c o r d i n g - t o - o n e - g r o u p o f d e s i g n e r s , " K e e p - a n - e y e - o u t . - O u r - f a v o r i t e -
s o u r c e s - e r e - s a l v a g e - y a r d s a n d a n t i q u e - m a r k e t s , • b u t - g a r a g e - s a l e s . - e s t a t e - s a l e s . - a n d - t r a s h a r e -
g r e a t - p l a c e s t o l o o k . * ?
1
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F O O T N O T E S ARE U S E D TO P R O V I D E S U P P L E M E N T A L
I N F O R M A T I O N THAT D O E S N O T FIT WELL I N T H E
D O C U M E N T .
4. Scroll u p to the p a r a g r a p h below the
bulleted list that begins The main
consideration. Position the insertion
p o i n t at the end of the p a r a g r a p h .
In the F o o t n o t e s g r o u p , click the I n s e r t
F o o t n o t e b u t t o n . Type Heavier materials
should be located near load-bearing walls.
C o m p a r e your screen with F I G U R E 2.
T H E S E C O N D F O O T N O T E D I S P L A Y S B E L O W T H E
FIRST, A N D T H E F O O T N O T E S A R E N U M B E R E D
S E Q U E N T I A L L Y .
C O N T I N U E TO THE N E X T P A G E TO C O M P L E T E THE SKILL
FOOTNOTES
N U M B E R E D
SEQUENTIALLY
F I G U R E 2
1 * •
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i m p o r t a n t - o n e s - i n c l u d e : ?
l . - R a i n w a t e r b u i l d - u p c a n - s B c r i f i c e - t h e - s t r u c t u r a l s o u n d n e s s - o f l h e r o o f . - M a k e s u r e t h e -
s t r u c t u r e - i s - s l i g h t l y - a n g l e d - o r h a s - p r o p e r - d r a i n a g e - t o a l l o w f o r w a t e r r u n o f f . 1 1
2 . - » T h e - 5 t r u c t u r e - m a y - b e - u n a b l e - t o - s u s t a i n t h e - s v e i g h t . C o n s i d e r - c o n t a i n e r - g a r d e n s -
w h i c h - c o n s i s t - o f l o w e r - w e i g h t - b u t o f f e r - t h e s a m e b e n e f i t s o f - i n - g r o u n d - p l a n t s . ?
3 . - » S e l e c t i n g - p l a n t s - « h a t - r e q u i r e - t o o - m u c h - w a t e r - c a n - a d d - c o n v d e r a b l e - v . e i g h t - t o - t h e -
g a r d e n . - T h e b e s t - o p t i o n - i s - t o r e s e a r c h - a n d - u n d e r s t a n d - w h i c h f l o w e r s - a n d p l a n t s -
t h r i v e - i n - a g i v e n a r e a - a n d - d o n o t r e q u i r e a l o t - o f - w a t e r . ?
R e g a r d l e s s - o f - t h e t v p e - O F T O O F « a r d e n , t h e f i n a l t o u c l v i s t o - e n s u r e t h a t - i t - i s - p e r s o n a l i i e d -
a n d - c o n t a i n s - s p e c i a l - t o u c h e s . - A d d - p e r s o n a l - t o u c h e s - r ^ - u s i r i g - u n i q u e o b j e c t s t h a t - s h o w - o f f - t h e -
g a r d e n e r ' s p e r s o n a l i t y . A c c o r d i n g t o - o n e g r o u p o f - d e s i g r r e r s , " K e e p a n e y e o u t . O u r f a v o r i t e -
s o u r c e s - a r e - s a l v a g e - v a r d s a n d a n t i q u e ' m a r k e t s . b u t - g a r a g e - s a l e s , - e s t a t e - s a l e s , - a n d - t r a s h - a r e -
g r e a t p l a c e s t o l o o k . " ?
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SKILL 8: Insert a n d Modify Footnotes
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s t n K t j r e - i s - s l i g h t l v a n g l e d O f h a s p r o p e r - d r a i n a g e t o - a l l o w f o r w a t e r r u T O f f . !
2 . - > T h e – « t u c t u r e r t w y b e u t > a b l « t o – s u s t a i n – t r » e – w e i g h t . < o m
w h i c h - c o n s i s t - o f - l o w e r - w e i g h t - r ^ - o f f e r - t r i e - M r i w - b e
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g a r d e n . T l i e b e s t o p t i o n i s t o r e s e a r c h - a n d u r i d e r s t a r i d - w h i c h f l o w e r s a n d p l a n t s -
t h r i v e - i n a - g i v e n - a r e a a n d - d o r i o l - r e q u i r e - a l o t o f - w a t e r . !
R e g a r d l e s s - o f - t h e - t y p e - o f - r o o f - g a r d e n , t h e - R n a l - t o u c h - i s - t o < n s u r e t h a t ' r t - i s - p e r s o n a l i z e d -
a n d - c o n t a i n s s p e c i a l - t o i x h e s . A o y p e r M n a l - t o u c h e s b y - u s ^
g a r d e n e r V p e r s o n a l i t y . - A c c o r d i n g - t o o n e - g r o u p - o f - d e s i g n s
s o u r c e s - a r e - s a l v a g e y a r d s - a n d - a n t i q u e - m a r k e t s . - b u t - g a r a g e - s a t e s , e s t a t e - s a l e s , -a n d - t r a s h - a r e -
g r e a t p l a c e s t o l o o k . " !
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FOOTNOTES ARE
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p r o v i d e d – a s – r e a s o n a b l e < o s t . " - ( O s m u n d s o n - 1 9 9 9 , - 1 4 ) !
W e a k e r - s t r u c t u r e s - o r - s t r u c t u r e s - t h a t - r e q u i r e - a d d i t i o n a l - s u p p o r t - b e - a d d e d . - c a n - b e -
t r a t K f o r n w d - i n t o - a - r o o f g a r d e n . H o w e v e r , t h e s e - c a n - c o s t - s i g ™
o n - t h e - i n i t i a l - w e i g h t - b e a r i n g - c a p a b i l i t y o f t h a t s l r u c t u r e . 3 !
R-LNTEMAL-REINFORCEMENT-IS-SUFRICIENTIN-MOST-CASES,!
STRUCTU^L REQUIREMENTS,
D e v e l o p i n g - a - f o o f - g a r d e n - d o e s - n o i - n e e d - t o - b e - l i m i t e d - t o - t h e - c o n c e p t - o f - a - t r a d i t i o n a l -
g a r d e n - t h a t - m i g h t - b e s e e n - o n - t o p - o f a d o w n t o w n aoartrt>ent_- b u i l d i n g . • | n s t e a d , c r e a t i v i t y – i s – _ _ _
P j g r l o t } i w o i d * 1/101 : & I H i j : j J J 1 » S • – •
FOOTNOTE FONT
SIZE INCREASED
F I G U R E 4
6. Scroll to the last p a r a g r a p h o n Page 1—
the o n e that begins Weaker structures or
structures. Position t h e insertion p o i n t at
the e n d of that p a r a g r a p h .
7. O n t h e References tab, in the F o o t n o t e s
group, click the Footnotes Dialog Box
Launcher QH.
In the Footnote and Endnote dialog box,
you can change footnotes to endnotes or
label the notes with characters other than
numbers.
8. In t h e Footnote and Endnote dialog box,
click Insert. Notice that t h e new footnote
is n u m b e r 1, a n d t h e n type Internal
reinforcement is sufficient in m o s t cases.
9. Scroll to the b o t t o m of Page 2, a n d t h e n
c o m p a r e your screen with F I G U R E 3.
By default, the footnote font size is smaller
than the font size in the rest of the docu
ment. Here, the footnote numbers have
automatically updated to 2 and 3.
10. At t h e b o t t o m of Page 2, select b o t h
footnotes. O n the Mini toolbar, click the
Font Size arrow I” -|, a n d t h e n click 12.
Most style manuals call for the footer text
to be the same size as the document text.
11. Scroll to the b o t t o m of Page 1, select t h e
footnote, a n d change the Font Size to 12.
C o m p a r e y o u r screen with F I G U R E 4.
12. Save \M the d o c u m e n t .
• You hove completed Skill 8 of 10
MICROSOFT W O R D C H A P T E R 2 | FORMAT A N D O R G A N I Z E TEXT 8 3
• SKILL 9 : A d d C
»• W h e n you use q u o t a t i o n s or detailed
information from a reference source, you
need to specify t h e source in the d o c u m e n t .
• A c i t a t i o n is a n o t e in the d o c u m e n t
that refers t h e reader to a source in t h e
bibliography.
1 . Display the lower half of Page 1.
Notice t h a t two citations are displayed
in parentheses.
M A N Y B U S I N E S S R E P O R T S U S E A N A B B R E V I A T E D
C I T A T I O N , W H I C H C O N T A I N S T H E A U T H O R ‘ S L A S T
N A M E , T H E Y E A R O F P U B L I C A T I O N , A N D T H E
P A G E N U M B E R .
2. O n the References tab, in the Citations
& Bibliography group, click the Manage
Sources b u t t o n . C o m p a r e y o u r screen
with F I G U R E 1.
3.
4 .
5.
T H E S O U R C E S U S E D I N T H E C U R R E N T D O C U M E N T
D I S P L A Y W I T H A C H E C K M A R K O N T H E R I G H T .
Close the Source Manager dialog box.
Near t h e t o p of Page 2, in t h e p a r a g r a p h
that begins The main, click to the right
of the second quotation m a r k . O n the
References tab, in the Citations &
Bibliography group, be sure the Style is
set to Chicago. Click the Insert Citation
b u t t o n , a n d t h e n click Add N e w Source.
In the Create Source dialog box, if neces
sary click the Type of Source arrow, a n d
t h e n click Book. In the Author box, t y p e
Stevens, David In t h e Title box, type Roof
G a r d e n s , Balconies & Terraces
For the Year, type 1997 a n d for the City
t y p e Milan For the Publisher, type Rizzoli
International a n d then compare your
screen with F I G U R E 2.
C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E S K I L L ^
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Citation: (NASAEarth o b s e r v a t o r y 20O9)
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NASA Earth Observatory. The WaterCycle. March 3 . 2009. h n p : / / e a n h o b s e r v a ! o r y . n a » x j c w / F e 3 t u r e s / W a t w / i v a t e r _ 2 . p r p | a c i e s s e c l
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p r o v i d e d a s – r e a s o n a b l e – c o s t . ” ( 0 s m u n d s o n – 1 9 9 9 , – 1 4 ) !
W e a k e r s t m c t u r e s o r s t r u c t u r e s t h a t – r e q u i r e a d d i t i o n a l – s u p p o r t – b e a d d e d . – c a n b e –
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T ILL 9: A d d Citations
6. In the C r e a t e S o u r c e dialog box, click OK
to insert an abbreviated citation. Click the
citation o n e time. O n the right side of t h e
field, click the a r r o w , a n d then from the
m e n u , click Edit C i t a t i o n .
7. In t h e Edit C i t a t i o n dialog box, u n d e r
Add, in the Pages box, type 14 to add the
page n u m b e r to t h e citation. C o m p a r e
your screen with Figure 3 .
8. In the Edit C i t a t i o n dialog box, click OK.
Press (Ctrl] + [End] to move to the e n d of the
d o c u m e n t . O n the References t a b , in t h e
C i t a t i o n s 8c B i b l i o g r a p h y g r o u p , click
the I n s e r t C i t a t i o n b u t t o n , a n d then click
A d d New Source.
9. In the C r e a t e S o u r c e dialog box, click
the Type of S o u r c e a r r o w , a n d then click
A r t i c l e in a P e r i o d i c a l . In the A u t h o r box,
type Z i m m e t h , Khristi S. For the Title,
type Serenity in t h e City
1 0 . For the P e r i o d i c a l Title, t y p e Garden
Ideas & O u t d o o r Living For the Year,
t y p e 2008 For t h e M o n t h type Fall For
the Pages, type 78-85 a n d then c o m p a r e
y o u r screen with Figure 4 .
1 1 . In the C r e a t e S o u r c e dialog box, click
OK. Click the citation, click the a r r o w ,
a n d then click Edit C i t a t i o n .
1 2 . In the Edit C i t a t i o n dialog box, in the
Pages box, type 83 a n d click OK.
1 3 . In the C i t a t i o n s & B i b l i o g r a p h y g r o u p ,
click the M a n a g e S o u r c e s b u t t o n . Notice
that y o u r new sources are added to the
Source Manager.
1 4 . Close the dialog box a n d Save B
the d o c u m e n t .
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Figure 1
A s s e s s Y o u r Skills 3 a n d 4 c a n be f o u n d at
w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s .
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w02_Retrofit
Y o u w i l l s a v e t h e d o c u m e n t a s :
« Lastname Firstname w 0 2 Retrofit
1. Start Word. Locate a n d open w02_Retrofit,
a n d then Save it in your Word Chapter 2
folder as Lastname_Firstname_w02_Retrofit
Set the document’s Left and Right margins
to 7″.
2. Type y o u r n a m e in the second title line to
the right of By.
3. Select all of t h e text in the d o c u m e n t .
C h a n g e the spacing after all p a r a g r a p h s to
12 pt and change the Line Spacing t o 1.15.
C h a n g e the p a r a g r a p h a l i g n m e n t from Justify
to Align Left. Center the three tides a n d add
B o l d emphasis.
4. For the three subheadings that begin
Evaluating the Energy a n d Simple Ways a n d
Energy Savings Does Not, apply Bold
emphasis a n d the Small Caps style.
5. O n Page 1, select the three p a r a g r a p h s t h a t
begin Check for drafts, change t h e m t o a
n u m b e r e d list, a n d then increase the i n d e n t
o n e time. F u r t h e r d o w n the page, select the
four p a r a g r a p h s that begin Replace light
bulbs, change t h e m to a bulleted list, a n d
t h e n increase the indent one time.
6. At t h e top of Page 2, click to the right of t h e
q u o t a t i o n m a r k at the end of the p a r a g r a p h
that ends credits. Using the Chicago style,
insert a new Article in a Periodical citation.
In the Author box, type C o n n o r , Rachel;
Stone, Laurie T h e Title is Resource & F.nergy
Efficient Building T h e Periodical Title is
H o m e Power T h e Year is 2008 T h e M o n t h is
January T h e Pages are 14 (one-page article).
Edit the citation field to include the source’s
page n u m b e r .
7. Near the b o t t o m of the r e p o r t , click at the
e n d of the p a r a g r a p h that begins Saving
energy. Insert a new Book citation. In t h e
Author box, type Clark, William H. T h e
Title is Retrofitting for Energy Conservation
T h e Year is 1997 T h e City is New York
T h e Publisher is McGraw-Hill Edit t h e
citation to a d d 15 as t h e page n u m b e r of
the q u o t a t i o n .
8. At the e n d of the d o c u m e n t , use a m a n u a l
page break to create a new page. At a b o u t
2 inches from the t o p edge of the last page,
insert the built-in Bibliography. Center t h e
title a n d a d d a blank line between the title
a n d the sources. Select t h e title Bibliography,
change the Font Size to 11 a n d t h e Font
Color to Black.
9. O n Page 1, insert the Plain N u m b e r 3 page
n u m b e r header. In t h e footer, insert the file
n a m e , a n d then select the Different First
Page o p t i o n .
10. Save the d o c u m e n t , a n d t h e n p r i n t or s u b
mit the file as directed by your instructor.
C o m p a r e y o u r completed d o c u m e n t with
Figure 1.
D o n e ! You have completed Assess Your Skills 2
Microsoft Word Chapter 2 | Format and Organize Text 95
http://www.pearsonhighered.com/skills
Assess Your Skills Visually
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
w 0 2 Parks
Y o u w i l l s a v e y o u r d o c u m e n t a s :
K Lastname_Firstname_vv02_Parks
O p e n the file w02_Parks, and then save it
in y o u r Word Chapter 2 folder as
L a s t n a m e _ Firstname_w02_Parks Create the
d o c u m e n t s h o w n in Figure 1.
To c o m p l e t e this d o c u m e n t , set t h e left a n d right
m a r g i n s to 1.3 inches. T h e first title s h o u l d start
at a p p r o x i m a t e l y 2 inches o n the vertical ruler.
All of the text is 12-point Calibri. T h e list
s h o u l d align with the first line of the i n d e n t e d
p a r a g r a p h s . Because this is a very s h o r t
d o c u m e n t with only o n e reference—at the e n d
of t h e second-to-last p a r a g r a p h — i t is placed
in a footnote as s h o w n in Figure 1. Line spacing
s h o u l d be 1.15, with six p o i n t s of spacing after
p a r a g r a p h s . Below the file n a m e in the footer,
a d d the c u r r e n t date field. Print or s u b m i t the
file as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills Visually
Park Designs
By Your Name
March 15, 2012
Parks offer numerous benefits, from providing habitats for local animals and
plants to serving as a psychological benefit to its occupants. The benefits of open
spaces and fresh air have been well documented. Visiting a park can be relaxing and
refreshing, and can even help relieve stress. Parks should be designed to
accommodate local needs and conditions. Thus, when designing a park, it is important
to consider:
• Who will be using the park?
• What kinds of wildlife will live in the park?
• What kinds of plant life are indigenous to the area?
ECOLOGICAL I M P A C T S
When considering the ecological aspect of a park, it is critical to understand
who will be the natural habitants of the park and what structures or plants would
foster their well-being? Gaining a thorough understanding and conduction real world
observations are recommended in order to understand the local wildlife and how their
presence influences the design of the park.
PARK SIZE
The available space can have a huge impact on the design of a park. Small parks
“can provide a place away from but close to home, a place that is not too isolated, and
a place that avoids some of the problems that can occur in larger parks, crimes, for
example.”1
One additional step in designing a park is to get the opinions and suggestions of
the people living in the community. In doing so, it will help to ensure that the final park
is something that they have helped to design and will encourage use.
1 Ann Forsyth and Laura Mussacchio, Designing Small Parks: A Manual for Addressing
Social and Ecological Concerns, Wiley & Sons, New Jersey, 2005, p. 14.
Lastname_Firstname_w02_Parks
September 12, 2012
Figure 1
96 Format and Organize Text | Microsoft Word Chapter 2
Assessment
Skills in Context
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w02_National_Parks
T h e City of Aspen Falls Planning D e p a r t m e n t is w o r k i n g w i t h the
Travel and Tourism Bureau to explore ways to use t h e city as t h e
base of operation for tourists w h o want to visit i m p o r t a n t sites
within a day’s drive. Using the skills you practiced in this chapter,
create a report o n the nearby major n a t u r e attractions. These
could include Yosemite National Park (250 miles), Death Valley
National Park (200 miles), Sequoia National Forest (180 miles),
and the C h a n n e l Islands National Park (40 miles). Research t h r e e
of these (or other) national sites, and write the highlights of what
a visitor m i g h t find at each. Your r e p o r t should include at least
Skills and You
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
N e w blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w02_My_Home
Using the skills you have practiced in this chapter, c o m p o s e a
d o c u m e n t about your h o m e t o w n (or county, region, state, or
province). The d o c u m e n t should include a t o p margin of two
inches; other margins of one inch each, a n d a title a n d subtitle
appropriately formatted. You s h o u l d include three p a r a g r a p h s of
text, with appropriate line spacing and spacing after the para
graphs, with the text left aligned a n d the first lines indented. You
should also include a list of things to see or d o in the area, a n d at
least three informational footnotes. If you need to use q u o t a t i o n s ,
include references and a bibliography.
Microsoft Word Chapter 2 | Format and Organize Text 97
two footnotes a n d two citations, o n e list for each site, a n d
a bibliography. T h e lists s h o u l d c o n t a i n between three a n d six
items each. F o r m a t the r e p o r t in t h e style practiced in the chapter.
Save the d o c u m e n t as L a s t n a m e _ F i r s t n a m e _ w02_National_Parks
Insert the file n a m e a n d c u r r e n t date in the footer, and check the
entire d o c u m e n t for g r a m m a r a n d spelling. Print or s u b m i t the
file as directed by your instructor.
D o n e ! You hove completed Skills in Context
Add the file n a m e a n d date to the footer. Save the d o c u m e n t as
L a s t n a m e _ F i r s t n a m e _ w 0 2 _ M y _ H o m e Check the entire d o c u m e n t
for g r a m m a r a n d spelling. Print o r s u b m i t the file as directed by
your instructor.
D o n e ! You hove completed Skills and You
W o r k w i t h G r a p h i c s ,
T a b s , a n d T a b l e s
• You can add graphics to a d o c u m e n t to e n h a n c e the effectiveness of y o u r message o r to m a k e y o u r
d o c u m e n t m o r e attractive.
• You can use tables to present data in a format of rows a n d c o l u m n s , which can m a k e c o m p l e x
information easy to u n d e r s t a n d at a glance.
Your starting screen will look similar to this:
n A” A* A . – ; = – . = • • • – • SIEGE S I 1 ! AABBCCCX A.BBCCOI A A B B C A A B B C C .
S • ; s – > • G . ; I N r r a M t N e S p a d – ntaWns.1 H e e a m g : – ^ Sexci •
A S P E N FALLS BOTANICAL GARDENS
THE NEW A S P E N FALLS BOTANICAL GARDENS IS LOCATED ON THE WESTERN EDGE OF THE MCMAHON MARSH
NATURE PRESERVE. THERE ARE 2 2 ACRES OF OUTDOOR GARDENS, AND THE LING CONSERVATORY IS FILLED WITH
TROPICAL PLANTS AND FLOWERS. THE YEAR-ROUND HOURS OF OPERATION ARE:
THE BOTANICAL GARDENS OFFERS SEVERAL SPECIAL EVENTS DURING THE YEAR. AMONG THE MOST POPULAR
SPECIAL EVENTS THIS YEAR INCLUDE THE FOLLOWING:
MEMBERSHIP RATES ARE AS FOLLOWS
PAGE LET’ n w . T: QJ .
S K I L L S
SKILLS 1 – 1 0 T R A I N I N G
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
S K I L L 1 I N S E R T P I C T U R E S F R O M F I L E S
R E S I Z E A N D M O V E P I C T U R E S S K I L L 2
S K I L L 3 F O R M A T P I C T U R E S U S I N G S T Y L E S A N D
A R T I S T I C E F F E C T S
S K I L L 4 S E T T A B S T O P S
S K I L L 5 E N T E R T E X T W I T H T A B S T O P S
S K I L L 6 A P P L Y T A B L E S T Y L E S
S K I L L 7 C R E A T E T A B L E S
S K I L L 8 A D D R O W S A N D C O L U M N S T O T A B L E S
S K I L L 9 F O R M A T T E X T I N T A B L E C E L L S
S K I L L 1 0 F O R M A T T A B L E S
M O R E S K I L L S
M O R E S K I L L S 1 1 I N S E R T T E X T B O X E S
M O R E S K I L L S 1 2 F O R M A T W I T H W O R D A R T
M O R E S K I L L S 1 3 C R E A T E T A B L E S F R O M E X I S T I N G L I S T S
M O R E S K I L L S 1 4 I N S E R T D R O P C A P S
9 8 W O R K W I T H G R A P H I C S . T A B S , A N D T A B L E S | M I C R O S O F T W O R D C H A P T E R 3
Outcome
Using the skills listed to the left will enable you to create
a d o c u m e n t like this:
A s p e n F a l l s B o t a n i c a l G a r d e n s
T h e new Aspen Falls Botanical Gardens is located on the western
edge of the McMahon Marsh Nature Preserve T h e r e are 22 acres of
outdoor gardens, and the Ling Conservatory is filled w i t h tropical
plants and flowers. T h e year-round hours of operation arts
Day. H o u r s
Monday-Wednesday 10 to 5
Thursday-Friday 10 to 6
Saturday 8 to 5
Sunday N o o n to 5
T h e Botanical Gardens offers several special events during the year. A m o n g the most popular
special events this year include the following:
E v e n t l E E C T I favi”11* R T T W B P B B H I B P B I L B
Butterflies May and Conservatory display of butterflies from around
June town end around the world
Rainforest January to Wondersof the rain forests a re displayed
April
Photograph July and Nature photography contest for kids, teens, and
Nature August adults—photos must be from Aspen falls area
Holiday December Decorations and model trains
Decorations
lastname_Fiistname_w03_Botanical
You will save your file as:
Lastname_Firstname w03 Botanical
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 9 9
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s
o f A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
V /
• D i g i t a l i m a g e s — s u c h as t h o s e y o u h a v e s c a n n e d o r t a k e n w i t h a d i g i t a l
c a m e r a — c a n b e a d d e d t o a d o c u m e n t a n d f o r m a t t e d u s i n g d i s t i n c t i v e b o r d e r s
a n d o t h e r i n t e r e s t i n g a n d a t t r a c t i v e e f f e c t s .
• Y o u c a n o r g a n i z e lists i n r o w s a n d c o l u m n s b y u s i n g t a b s .
• T h e t a b l e f e a t u r e i n W o r d lets y o u o r g a n i z e lists a n d d a t a i n c o l u m n s a n d r o w s
w i t h o u t n e e d i n g t o c r e a t e t a b s e t t i n g s .
• Y o u c a n u s e t a b l e s t o s u m m a r i z e a n d e m p h a s i z e i n f o r m a t i o n i n a n o r g a n i z e d
a r r a n g e m e n t o f r o w s a n d c o l u m n s t h a t a r e e a s y t o r e a d .
• Y o u c a n f o r m a t t a b l e s m a n u a l l y o r a p p l y a n u m b e r o f d i f f e r e n t f o r m a t s
q u i c k l y u s i n g b u i l t – i n s t y l e s .
1 0 0 WORK WITH G R A P H I C S , T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
T I M E T O C O M P L E T E ALL
1 0 SKILLS – 5 5 M I N U T E S
Find your student data files here:
CSLLBN (BODY) • 11
B / N • «
Student data files needed
for this chapter:
w03_Botanical_Gardens
w03_Botanical_Forest
w03_Botanical_Butterfly
• w03_Botanical_Events
R U IT
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O P T X U I D
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Figure 3
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SKILL 2: Resize a n d Move Pictures
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m u s t - b e f r o m A s p e n - F a l l s a r e a P
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o f t h e W c M a h o n M a r i h – N a t u r e – P r a s e r v e . – T h e r t a r e – 2 2 – a c r a s o f o u n l o .
g a r d a r u . ^ n d ^ e – L l r i g C o t u e r v a t o r y t e – f d l e d – w r t h r x o p i c a l – p U n t s a n d –
flowers. -The v e a r – r o u n d hours-ofoperanon-are T
T h e B o u n i c a l C a r d e n s o f f e r s s e v e r a l – s p e r u l – e v e n t s – d u r i n g – t h e – y e a r
I
Eventa Month(s)n Descrlptlono
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6.5 inches on the
horizontal ruler
6.5 inches on the
vertical ruler
F i g u r e 3
6.5 inches on the
horizontal ruler
0.75 inches on
the vertical ruler
Anchor symbol
Text wraps
around picture
F i g u r e 4
7. Be sure t h e p i c t u r e is still selected. O n
the Format tab, in the Arrange group,
click the Wrap Text b u t t o n , a n d then
click Square.
This setting changes the picture to a floating
object, which you can move independendy
of the surrounding text.
8. Point to the p i c t u r e to display the [J]
pointer. Drag the p i c t u r e to the right so
that the right b o r d e r is aligned approxi
mately at 6.5 inches on the horizontal
ruler and t h e t o p b o r d e r is aligned at
approximately 6.5 inches o n the vertical
ruler. C o m p a r e y o u r screen with F i g u r e 3 .
9. Press [Ctrl] + [Home], a n d then click the
picture of the gardens. O n the Format
tab, in t h e Size group, click the Shape
Width d o w n spin arrow M••” ‘• I as
necessary to change t h e width of the
picture to 1.8″.
1 0 . O n the Format tab, in the Arrange
group, click the Wrap Text b u t t o n , a n d
then click Square.
1 1 . Point to the picture to display t h e 30
pointer. Drag the p i c t u r e to the right, a n d
align the right b o r d e r at approximately
6.5 inches o n the horizontal ruler. Align
the top b o r d e r at approximately 0.75
inches on the vertical ruler. C o m p a r e
your screen with F i g u r e 4 , a n d adjust
your picture as necessary.
An anchor symbol to the left of the paragraph
mark indicates which paragraph the picture is
associated with, and the paragraph text wraps
around the space filled by the picture.
1 2 . Save [§] the d o c u m e n t .
• You have completed Skill 2 of 10
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S , T A B S , A N D TABLES 1 0 5
• SKILL 3: Format Pictures Using Styles a n d Artistic Effects
• You can a d d special effects to the texture
of a p i c t u r e to m a k e it look m o r e like a
d r a w i n g o r a p a i n t i n g .
• You can also apply built-in picture styles,
such as b o r d e r s a n d frames, and then
f o r m a t those b o r d e r s .
1. Press [Ctrl] + [End] to m o v e to the b o t t o m of
the d o c u m e n t , a n d t h e n click the p i c t u r e
of t h e butterfly.
2. In the Size group, select the value in the
Shape Width box law* . ;,’L type 2.75 a n d
t h e n press (Enter] to change the width of the
picture to 2.75 inches. Drag the picture to
t h e left to align the right edge at 6.5 inches
on the horizontal ruler a n d the top edge at
5.25 inches o n the vertical ruler.
When you need a size that cannot be
entered using spin arrows, type the number
in the spin box.
3 . O n the Format tab, in the Picture Styles
group, click the Picture Effects b u t t o n .
Point to Soft Edges, and then click 5
Point. Notice that the edges of the picture
fade in, as shown in Figure I.
4.
5.
A soft edge with a higher number of points
will result in a more dramatic fade between
the picture and its border.
In the Picture Styles group, click t h e
Picture Effects b u t t o n , p o i n t to
Reflection, and then u n d e r Reflection
Variations, in the second row, click the
first effect—Tight Reflection, 4 pt offset.
Click anywhere in the text to deselect the
picture, a n d then c o m p a r e y o u r screen
w i t h Figure 2.
• .i •
Picture resized
Soft Edges effect
applied to picture
4^ j Co’ttitioni • ^
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SKILL 3: Format Pictures Using Styles and Artistic Effects
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klds.-ttafls.-and-adults—photos-
RIGHT TAB STOP ON
HORIZONTAL RULER
T A B SELECTOR
DISPLAYS RIGHT
T A B ICON
LINE S H O W S
LOCATION OF TAB
S T O P IN D O C U M E N T
F I G U R E 3
<
SELECTED TAB STOP
DOT LEADER
OPTION BUTTON
F I G U R E 4
6. Click t h e Tab Selector b u t t o n Q two
times to display the Right Tab icon Q.
7. O n t h e ruler, p o i n t to the m a r k that
indicates 3.5 inches. Click a n d hold d o w n
the m o u s e b u t t o n . Notice that a d o t t e d
line indicates the tab location in the
d o c u m e n t , as s h o w n in F I G U R E 3. In this
m a n n e r , you can d e t e r m i n e w h e t h e r the
tab stop is exactly where you want it.
8. Release t h e m o u s e b u t t o n to insert the
right tab stop.
9. O n the H o m e tab, click the Paragraph
Dialog Box Launcher [3]. At the b o t t o m
of the displayed Paragraph dialog box,
click the Tabs b u t t o n .
10. In the Tabs dialog box, u n d e r Tab stop
position, select t h e tab stop at 3.5". U n d e r
Leader, select t h e 2 o p t i o n b u t t o n to a d d a
dot leader to the selected tab stop. Near
the b o t t o m of t h e dialog box, click the Set
b u t t o n , a n d t h e n c o m p a r e your screen
with F I G U R E 4 .
A leader is a series of characters that form
a solid, dashed, or dotted line that fills
the space preceding a tab stop; a leader
character is the symbol used to fill the
space. A dot leader is a series of evenly
spaced dots that precede a tab stop.
11. In the Tabs dialog box, click OK, a n d then
Save Q the d o c u m e n t .
• You have completed Skill 4 of 10
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 1 0 9
ILL 5: Enter Text with Tab Stops
• T h e Tab key is used to move to the next tab
s t o p in a line of text.
• W h e n you w a n t to relocate a tab stop, you
can d r a g the tab stop marker to a n e w
location o n the horizontal ruler.
1 . Be sure y o u r insertion p o i n t is still in t h e
blank p a r a g r a p h and the tab stops you
entered display o n the horizontal ruler.
2 . Press (Tab] to move the insertion p o i n t to
the first tab stop you placed on the ruler.
Type I )ay a n d press [tab] to move to the
right tab with the dot leader that you
created.
3 . Type Hours a n d press (Enter). C o m p a r e y o u r
screen w i t h Figure 1.
W h e n y o u r insertion point is positioned at a
right tab stop and y o u begin to type, the
text moves to the left. W h e n y o u press [Enter],
the n e w paragraph displays the same tab
stop markers on the ruler as the previous
paragraph.
4. Press (Tab), type Monday-Wednesday a n d
t h e n press [Tab]. Type 10 to 5 a n d then
press (Enter).
Press (Tab], type Thursday-Friday a n d then
press [jib). Type 10 to 6 and then press (Enter).
Press [Tab), type Saturday a n d t h e n
press (Tab). Type 8 to 5 a n d t h e n press (Enter).
7. Press |Tab|, type Sunday a n d t h e n
press (Tab). Type N o o n to 5 a n d c o m p a r e
y o u r screen w i t h Figure 2.
5.
6.
New paragraph
has the same
tab stop marks
Text to the left
of the right tab
Nonprinting
tab character
Dot leader
F i g u r e 1
8. Select the first line of t h e tabbed list, a n d
then from the Mini toolbar, click the Bold
b u t t o n |T|.
• Continue to the next page to complete the skill f
110 Work with Graphics, Tabs, and Tables | Microsoft Word Chapter 3
Tabbed list
completed
F i g u r e 2
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11 czzn-zz
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lea " 8 . .
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T h e n e i v A j p e n Falls BotjnlcalOarderis-li-loctted-on-the-vvestern
« d j » - c f < . ' i e M c M a h o n . M a r s h -Nature-Presetve T h e r e - a r e 2 2 t e r e s o f
o u t d o o r g a r d e n s . - a n d < h e - U n g < : o r . i e r v t : o r y i i - f i : l e d « 1 : h < r o pica:
plants a n d - f l o u e r r T h e y e a r - r o u n d - h o u r s o f - o p e r a t l o n - a r e *
- D a y . H o u r s ? •
T h e B o i a n l c a l C t r d e n i - o f f e r s - s e v e r a l - s p e c l t l - e v e n t s - d u n n g - t h e y e a r •
A m o n g - c h e - m o i r - p o p u l a r - s p e c l e l - e v e n u - t h l i y e j r - I n d u d e - r h e -folic wing 1
nfim A H « I B
Evanm MoWNlW Description!!
Burterflieso Mey-and-Junac Conservatory dlspleyof butt erflies-from-around-town
and arc-und-th* v/crldc
Aalnforecra jf.uaryto Apr Ho Wrand*ri-r>f-tr»-relft4oresttere
. M I . . . •–
Photograph Netureo July end-Augulto Nature-phologfaphycoriust for-
‘•’<• p B / U • at-
. —ewe •• I
AeSoCcCk AtBOCtfX AaBbC A a B b C c . »
' S ' "'«•«* IIMlaML " « a e » > | l H»»4-n»J .
–< Jei*rt -
A s p e n - F a l l s - B o t a n i c a l - G a r d e n s TI
T h e - n e u A s p e n F t l i j - B o t t m c a l O a r d e r t s - i s l o e a t e d e n c h e - v v e stern-
e d g e o f M c M t h o n - M t r i h - N t r u i I - P r e s e r v e . - T h e r e - a r e - > 2 – t e r e s o f
o u t d o o r – g a r d e n s -tr.d-the-LmgConiervaiory41-filledwith t r o p i c a l –
p l a n i s – i n d – f i o w e r s . T h e y e s r – r o u n d – h o u r s – o f o p e r a n o n – a r e T
•a D a y – – H o u r s T
* M o n d a y – W e d n e s d a y .
T h u r s d a y – F r i d a y –
S a t u r d a y
S u n d a y
. 1 0 < o - 5 T
1 0 - W - 6 T
- 8 < o - 5 T
. N ' o o n i o S T
T h e « o t a n i f * l < ^ e n s - o f f e r t ^ * r a l - « p a ^ l - « r v e n t i , i u r W ^
i p e c i a l e i e n r j t.'ilsyear-lnc-.uderhe-folioMng *
M o n c N i ) i
»»)» 1 * 1 V.C.O. l w
_'escrp̂ c-a:
..I .. . ' - -
SKILL 5 : Enter Text with Tab Stops
• Day._
. rfrcjalattQiaurui
: M M OPI
WPIMTTBH
INDIE* RANT '^TR.tu
A s p e n - F a l l s - B o t a n i c a l - G a r d e n s U
T h e n e w - A s p e n - F a l U B o r a n leal Oardens-ls-located < j n c h e w e s t e r n
« d g t o f - m e + 1 c M a h o n * t a r j h - N a t u r » - P r e i p r v » . T h « r » « r « - 2 2 « c r « s « f -
outdoor-gardens,-and-m6-Llng-Cons»n-a«ory-U-fllled-«1THWOPLCJL-
pi j n t s - a n d - t l o w e r s . - T r i e y e a r - r o u n d h o u r s o l - o p t i r a d o n *ire:f
M o n d a y - W e d n e s d a y . .
T h u r s d a y - F r i d a y
S a t u r d a y
S u n d a y — — = •
. . . H o u r s l
. 1 0 4 O - 5 1
. l O - t o - 6 1
_ . . 8 < o - S J
T h e - B o t a n l c a l - G a r d e n s o f f e r s - s e v a r a l s p e r l a l - e v o n t s - d u r t n g ^ e - y e a r . - A r n o n g - t h e - n i o s t v o p u l a r -
spfrcul«vents-this-year-include-the^ollou-uig:1
Eventn M o n i h l i ) = Descripticnn I
Buttertliesa May-artd-Juned Conservatory-display-of- [
butterfl i es-f r o m -a round-town-
and around-the v/orlda
S.J i FCWNW LANUMYTRRFTORTTL
W c n d e r s c t the rain tor estsare V
S P A C E B E T W E E N
LIST ITEMS R E M O V E D
A 1 L | i O l . . n U l i c n . •
SSJ |B- 1 [ J S C - I
Biuki - j j WiteiiMffc • indtn!
9 une t i u t u a i • 3 3 P*B« C.olof * l i f t r
Column.- bJ"H,pneni!ion • JpjflrflordfM f t 0"
Pag* S « y p *• **9* C.>aorcunq ^
lEcfCK Opt
I *FTER
A s p e n – F 1
JALGRMRU
T h e – n e w – A s p e n – F a l l s – B o a • urft
e d g e o f – d i e – M c M a h o n – M a i \
outdo or-gardens.-and-rhe
p l a n t s a n d – f l o w e r s . T l i i – y i * l ‘ B n e
TabatapitobeourM:
G a r d e n s T I
CAROR
0»
-• DAY-
* MONDAY-WEDNEJDAY_|
-• THURSDAY-FRIDAY,
-• SATURDAY.
+ SUNDAY
The-Botutilca I-Gardens cffers-soveral-speciaI
SKILL 6: Apply Table Styles
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Tom Ro»» Q Ult
'7 BinJtd Row: L B»ndtd COIUIWM
: 3
• COT.
* P T -
. DTIW EF»!I
11 < = = ^ § = = ^ =
- M o n d a y - W e d n e s d a y .
- • T h u r s d a y - F r i d a y .
•* S a t u r d a y
-t S u n d a y
p l a n t s - a n d f l o w e r s . - T h e y e a r - r o u n d - h o u r s o F o p e r a t i o n - a r e : !
- » D a y •
- N o o n t o - 5 1
T h e - B o u n i c a l O a r d e n s c f f e r s - s e v e r a t - s p c c l a l e v e n t s - d u r i n g - t h e - y e a r . - A m o n g - t h e
special-events-tliis -year 4nclude-thet*ollo w i n g : *
OST-POPULAR-
Butterfllesn
Ralnforestn
Photograph-Natur en
Hdiday-Decoratlonso
• L
Mayand-Junen
Januaryto-Aptiln
Julyand-Augusta
December a
Conservatory-dsplay'of'
butter f I les-Fr om-a round-tovm-
and-around-the-WORLDD
Wonders-of-the-rain-For estsare-
d i s p l a y d a
Nature-photography-contest-For-
luds.-teom.-and-adults—photos-
musl-bc-From-Aspen-Falls-arean
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114 Work with Graphics. Tabs, and Tables | Microsoft Word Chapter 3
SKILL 7: Create Tables
• T
It.t C c u w i
> < n . * n , - • —J
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; Oriw ( m n
M £ *»n ' O W • M M
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Photograph-
N a t u r t B
H o l i d a y
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Aprils
Julyand- N a t u f t - p h o t o g r a p ^ c o o t a n f o r l d c h . - t e e n j . ' a n d -
AugustB adults—photos- must-be-fronvAsptn-Falls-irean
Decembers Decorallons-and-model-tralnsS
M e m b e r s h i p - ™ t « a - a r » - « a - < p l l o w a ^
M e m b e r s h l p i c •
C r o u p s A g a i n
0 °
• 0
1 0
j H e r I cl I i u j A 4 I S I M S -.-
Text entered in
table cells
F i g u r e 3
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W t ^ t r s o r m e r a i n - f w e s t s - e r e d i i c J a y e t n Januaryto-
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Julyand- N a t u / f p h o t o g r a p h y c o n t t « - f o r ' l d d i . - t t t n J , - a n d -
Augusts arJUts—photos- must-be-from-Ajptn-Fatls-irtaB
Decembers Decoratlons-and-modcl-tralnsfl
M e m b e SHIP-R.ITC-S-.IL •• AS I I . I I I I W S •
M e m b e r a h l p s c •
G r o u p s Agess
T o o n U n d * r - 5 o
C h l l d r e n o U n d e r 12s
A d u l t s o 18-IO-60O
» « a t I ot i were, in | J U L L 3 • 1 9 1 % -
1
F i g u r e 4
6.
Be sure the insertion p o i n t is located in
the u p p e r left cell of the new table. Type
M e m b e r s h i p s and then press (Tab]. Notice
that the c o l u m n widths adjust as you t y p e .
You can use [Tab ] or the arrow keys to move
among cells in a table. When you press [Enter],
a second line in the same cell is created. If
this happens, you can press [Bksp| or @] to
remove the inserted paragraph.
Press (Tab) again to move to the first cell in
the second row.
7. Type G r o u p a n d t h e n press [Tab]. Type
Ages a n d t h e n press [tab]. C o m p a r e y o u r
screen with F i g u r e 3.
8. With the insertion p o i n t in the first cell of
the t h i r d row, type Tots a n d t h e n press
llarj]. Type Under 5 a n d t h e n press [tab].
D o n o t be concerned if t h e widths of t h e
c o l u m n s c o n t i n u e to change while you
are t y p i n g .
9. In the first cell of the fourth row, type
Children and then press (Tab). Type
Under 12 a n d then press (Tab],
10. In the first cell of the last row, type Adults
a n d then press [Tab], Type 18 to 60 a n d
t h e n c o m p a r e your screen with F i g u r e 4.
11. Save [§j the d o c u m e n t .
• You have completed Skill 7 of 10
M I C R O S O F T W O R D C H A P T E R 3 | W O R K W I T H G R A P H I C S . T A B S , A N D T A B L E S 1 1 5
http://-r.itc-s-.il
:olumns to Tables
• You can a d d rows to the beginning, middle,
o r e n d of a table, a n d you can delete o n e o r
m o r e rows if necessary.
• You can a d d c o l u m n s to the left or right of
the c o l u m n that contains the insertion
p o i n t .
1 . In the t h i r d row of the table, click
a n y w h e r e in t h e Tots cell.
To delete a row, you need only position the
insertion point anywhere in the row.
2 . Click the Layout tab, and then in the
Rows & C o l u m n s group, click the Delete
b u t t o n . From t h e displayed list, click
Delete Rows. If you accidentally click
Delete C o l u m n s , in the Quick Access
Toolbar, click the U n d o b u t t o n 0 a n d
t r y again.
3 . Be sure the insertion p o i n t is in the
Children cell. In the Rows & C o l u m n s
g r o u p , click the Insert Below b u t t o n .
Notice that a blank row is added below
t h e row that contains the insertion point.
4 . Type Students a n d then notice that
a l t h o u g h the entire row was selected when
you s t a r t e d typing, the text was entered
i n t o t h e row's first cell. Press [Tab], a n d
t h e n t y p e Under 18 Press [TabI, and t h e n
c o m p a r e your screen with Figure 1.—
5. In the last row of the table, in the second
c o l u m n , click to the right of 18 to 60.
6. Press [Tab] to insert a new row at the
b o t t o m of the table.
7. Type Seniors a n d then press [tab]. Type
Over 60 a n d then c o m p a r e your screen
w i t h Figure 2.
C O N T I N U E TO THE N E X T P A G E TO C O M P L E T E T H E SKILL
Tots ROW DELETED
Students ROW
INSERTED
F I G U R E 1 *»""
4 StKct-
3 PlOIHilltl
Design Ureal
ma V e i t e r t M M _ Q o j i - M A A A A =
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TUTY-AND FUTURE-PTXXOF r APHYCOMÊ TORLODS. TEENS, AND-
AUGUSTN ADULTS—PHOTOS- MUST BE-from-ASPEN-FALLI-AREAN
D e c e m b e i c Decorations and-modeltrainsa
M e m b e r s h l p - r a t e s - a r e - a s - f o l l o w s : '
M e m b e r s h l p s c 0
G r o u p : : Ages a
C h i l d r e n : : U n d e r 1-" =
Students o U n d e r - l f l =
A d u l a : 1 8 * 0 - 6 0 =
N E W ROW INSERTED
BY PRESSING THE
T A B KEY
F I G U R E 2 M L
JFNTAR. a t t V m C e *
A < a a l a M e
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D « . * • Z A 33 3 A=
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JURY-AND RIATURE-PROTOGRAPHYCOMERTFORKLDS.TEENS.-I
AUGUSTN ADULTS—PHOTOS MUSTBE-FROMASPEN-FALLLARE
Decembers! Decorations and-model-trains:
M e n i b e r s h i p - r a t e s - j r e - a s f o l l o i v i T
M e m b e r s hlpso B
G r o u p s A g e s =
C h i l d r e n : : U n d e r - 1 J :
S t u d e n t s : U n d e r - 1 8 :
A d u l t s o. I 8 < B < i 0 a
S e n l o r s o O v » r < 5 0 =
3 U 3 3 A UAS 1 1 6 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
http://riature-protographycomertforklds.teens.-i
SKILL 8: A d d Rows a n d Columns to Tables
r Imert Page layout RtTticnrei HaKnoi Rertfw Vvew Detroit Uvoul
i n n * B . I O V I ^ i K i B c C t i i i T J O J J - : £ 3 1 3 3 A — J A | &**f* noon lam
-jj k i w i left A J S P M C N L I 101 : ffl S i " I 3 — ' * * * 3 ^ Cen>ert to Ten
, . . . . . . . . T « Crt Son ,
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h o l i d a y
Decoratlonin
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Januaryto-
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J I I Y – I N D –
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D e c e m b e r s
lOv.n-an.aarouna trie
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3 7 • •
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^TUREPHOTC^RAPLTY’CORITESL’FORBDS.-MERTS.’ARID-
•DULTS—PHOTOS- MUST-BE-FROM-ASPEN-FALLI-AREAA
Decorattons-andmodel-tralnsn
M e m b e r s h i p i .-itt’s-are-.is f o l l o w s : *
M e m b e r s h i p s ^ • 3
G r o u p c A g e s = D
C h l l d r e n a U r . d e r – i : = 0
S a i d e n t s s U n d e r l 8 = 0
A d u i t s = I 8 < o - 6 0 = "
S e n i o r s : 0 v e r - 6 0 =
P»at I el I « B « K ; J : 5 S i J 11 I M S -
INSERT RIGHT
BUTTON
N E W COLUMN
A D D E D
F I G U R E 3
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j j j M e n Cneawn
S F T O S E R T I E I
raew
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— J — 4 J M N N - I . F I J G F S O A T C E * C J J 1.14"
U X X J - M I M R - R N I M T A T L T A T T I RTAIUIEH-
: 1 ! 2 ) 2 I 3 — ' ^ * a l Convert to Ten
t « CM
• • S I Dffeeion U I F G I N
M Convert to t e n
Forcwll
Ralnforestn lamia ryto-
AprllB
PHOTOGRAPH- JIIY-IND-
NATUREE AUGUSTN
H o l l d i r Decembers!
Oecorationsn
T O W N - a ano-arouna-me-worioo
Wcndert-of-the-rain-fcrests-are-displayedn
KATURE-PHC«OF RAPRVCCRTEST-FOR-LDDS.-TEENS.-AND-
ADUTTS—PHOTOS MUST-BE-FROM-ASPEN-FAL IS-EREAB
M e m b e r a h l p r a t e f - a r e - a r f o l l o w i : *
M e m b e r s h i p s ^ •
C r o u p B A g e s : C o s t :
C h i l d r e n ^ U n d e r l 2 = F r e e :
S t u d e n t s : U n d e r - 1 8 = - S - A O O O "
A d u l t s : l S - c o - 6 0 : 25.00=
S e n i o r s : O v e r - 6 0 =
pa«e 1 or l W o r n 1*4
DOLLAR SIGN A D D E D
TO TOP N U M B E R
N U M B E R S NOT
ALIGNED ON THE
RIGHT
F I G U R E 4
8 . Be sure the insertion p o i n t is positioned
in a cell in the second c o l u m n of the table.
9. O n the Layout t a b , in the Rows &
C o l u m n s g r o u p , click the I n s e r t R i g h t
b u t t o n to insert a new c o l u m n to the right
of the c o l u m n that c o n t a i n e d the insertion
p o i n t , as s h o w n in Figure 3 .
When you insert a new column, the existing
columns are resized to reflect the width of
the text in the cells.
10. Click in the second row of t h e new
c o l u m n , a n d t h e n t y p e Cost
11. Press (T) to move to the next cell in the
c o l u m n , a n d t h e n t y p e Free
12. Press ( J ) , type 8.00 a n d t h e n press (Tj.
13. Type 25.00 press (7), a n d t h e n type 12.50
Notice that the c o l u m n widths adjust as
you add text to the new c o l u m n .
14. In the fourth row, click to position the
insertion p o i n t to the left of 8.00. If t h e
entire cell is selected, p o i n t closer to the
8.00 a n d click again. Type S a n d then press
[Spacebar] two times. Notice that the
n u m b e r s d o n o t align o n the right, as
s h o w n in Figure 4 .
A dollar sign is typically added only to the
first row in a column of numbers and to the
Totals row, if there is one.
15. Save (d] the d o c u m e n t .
• You have completed Skill 8 of 10
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 1 1 7
http://4Jmnn-i.fi
• SKILL 9: Format Text in Table Cells
• You can format text in tables in the same
m a n n e r you format text in a d o c u m e n t .
• Text a n d n u m b e r s can also b e aligned in
c o l u m n s .
1 .
2.
3.
4.
Position the pointer in the left m a r g i n to
t h e left of the first row of t h e new table to
display the [jgQ pointer, a n d t h e n click o n e
t i m e to select the row.
Click the Design tab. In the Table Styles
group, click the Shading button arrow
a n d t h e n in the first row, click t h e
seventh color—Olive Green, Accent 3.
Click t h e H o m e tab, a n d t h e n click the
Font D i a l o g Box Launcher Q7].
In t h e Font dialog box, u n d e r Font style,
click Bold. U n d e r Size, scroll d o w n , a n d
t h e n click 14. Click the Font color arrow,
a n d t h e n u n d e r Theme Colors, click the
first color in t h e first r o w — W h i t e ,
Background 1. C o m p a r e your screen with
F I G U R E 1.
5. Click OK to close the Font dialog box.
Position your pointer in t h e left m a r g i n
area next to the second row of the table to
display the El pointer, a n d then click o n e
t i m e to select t h e row.
6. O n the H o m e tab, in the Font group, click
the Bold b u t t o n [FJ, In the Paragraph
group, click the Center b u t t o n ® .
7. In the Font group, click the Font Color
b u t t o n arrow [A*L a n d then in the first
row, click the seventh color—Olive Green,
Accent 3. Click anywhere in the d o c u m e n t
to deselect t h e row, a n d then c o m p a r e
y o u r screen with F I G U R E 2.
BOLD FONT STYLE
FONT COLOR
C H A N G E D TO W H I T E
FONT SIZE C H A N G E D
TO 1 4 POINTS
F I G U R E 1
S E C O N D ROW
FORMATTED
Continue to the next page to complete the skill
1 1 8 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
F I G U R E 2
N i t u f t - p h o t o f r i p ^ c o o M i r f M ' k l d i . - t t t r i $ . - i n d -
• d u l u — p h o t o i - m ust-brf r c m A s p e n F e l l i t r « » a
O i c o r s t l c n s - t n d ' m o d i l i r t i n t P
1
M e m b e r s h i p r . U f i M I I . i i i o l l o w s i *
C h l l d r t n a U n d « r l 2 = F r e e s
Snidents= U n d e r - 1 8 = $••8.00°
A d u l t j n 1 8 * 0 - 6 0 = 25.00=
S e n t o r s o 0 v e r - 6 0 c 12.50=
p j g t i l c l l I W o i d r l W I J -.1 • 2 • I" IC;'. -
SKILL 9: Format Text in Table Cells
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s p e c u I n v e n t s - A i s y c a r - m d u d e t h e - l o i l o v N i r i g : *
B u t t a r f l i . s E
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P h o t o g r a p h
N a t u r e *
H o l i d a y –
D e c o r a t i o n i a
Januarv-to-
Apriln
Juiyand-
Augusta
Decern bera
V.’cxx *o r s – of • the • r a i n-f oe e si s-a r e d i s pi a yeda
Njlwephotc^r.iphy-conlc-stfor-kids^I
J du< is— photos- must befrc«^Aspei->Fjlls-afeaa
Dec orations-a nd mode 1 -tra i nsa
M e m b e r s h i p T a t e s – a r e – a s – f o l l o w s : *
r a t i o n i w w t t w ^ i
M e m b e r s h i p s ! )
C h i l d r e n n U n d e r – 1 2 = Frees
S t u d e n U o l ) n d e r – 1 8 » $••8.00 n
A d u l t s o 18-to-601! 25.00o
S e n i o r s a O v e r « 0 o 1 2 5 0 =
flJi :• i i icss –
. y
c i i p i w a .
-.crre Inurt Fjje li,-out SetererKet ‘ ‘ y
CarMmi – 1 1 • A” A ‘ A . ” ~ • | = ” ‘
B / g • * • x x • V – A – B t f j 9
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I • Is- ,iSw SI’ I ” l o r o ‘ i I H o S p x
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Select •
T h e – B o t a n l c a l – G a r d e n s o t T e r s * e v e r a l * p « i a ] « v e n o – d u r l n g – i h e y e a r . A m o n g – i h e m
special -evants-thJsyear-inchidetiie-foDowiiig:!
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B u t U f f U o B M a y a n d –
JuneB
Januaryto-
Aprlln
Julyand-
Augustn
Decembero
B j i n f o r e i t n
P h o t o g r a p h –
N a t u r c a
H o l i d a y
D e c o r a t i o n s ! !
Cooserva lor y d ! splayot-batter flies from-ar ound-
town-arK^around-tjSe-vvrxIdci
Wrxxters-of-therraltrforestiare-dspiayedn
Natur e- rxwtography-contest-f or-ldds, – t e e n v a n d –
aduta—photos- must-be-from-Aspen-Falls-areao
Decrxatfons-and-model-trainsci
M e m b e r s d i l p – r a t e c – a r e – a s – f c l o w s :
u i o t i p i –
C h i l d r e n n U n d « r – 1 2 n Freer.
S t u d e n t s ^ U n d e r – 1 8 0 S – B . 0 0 :
A d u l t s ‘ ) 18-to-60 B 2 5 . 0 0 ‘
S e n i o r s : : 0 v e r – 6 0 = 1 2 5 0 =
F i r s t c o l u m n
t e x t b o l d
F i g u r e 3
C o l u m n t e x t
c e n t e r e d
N u m b e r s
a l i g n e d r i g h t
8 . In the third row of the table, click
anywhere in t h e cell with the text
Children. D r a g d o w n to select the first
cell in rows 3 t h r o u g h 6.
9. In t h e Font group, click the Bold
b u t t o n H. Alternately, o n t h e M i n i
toolbar, click the Bold b u t t o n .
1 0 . Scroll u p to view t h e first table, a n d t h e n
in the second row, click in t h e first cell—
Butterflies.
1 1 . D r a g d o w n to select the first cell in rows
2 t h r o u g h 5. In the Font group, click t h e
B o l d b u t t o n H. Click anywhere to
deselect the text, a n d then notice the
c o l u m n widens to a c c o m m o d a t e the w i d e r
bold text, as s h o w n in F i g u r e 3 .
1 2 . In t h e lower table, click in the second cell
in the t h i r d row—Under 12. Drag d o w n t o
select t h e r e m a i n i n g three cells in the
c o l u m n . In t h e Paragraph group, click t h e
Center b u t t o n [5J.
1 3 . In the lower table, click in the third cell in
the t h i r d row—Free. Drag d o w n to select
the r e m a i n i n g cells in the c o l u m n . On the
H o m e tab, in the Paragraph group, click
t h e Align Right b u t t o n ®
Aligning numbers to the right in a column
of numbers makes them easier to read.
1 4 . Click anywhere in t h e d o c u m e n t to cancel
t h e selection, a n d then c o m p a r e your
screen with F i g u r e 4.
1 5 . Save |H t h e d o c u m e n t .
• You have completed Skill 9 of 10
Pat* l e t 1 , Warts I B • > 3 O 1 4 a • 1 0 » – F i g u r e 4
M i c r o s o f t W o r d C h a p t e r 3 | W o r k w i t h G r a p h i c s , T a b s , a n d T a b l e s 1 1 9
• SKILL 10: Format Tables
• You can change the w i d t h of table c o l u m n s
by using t h e AutoFit C o n t e n t s c o m m a n d o r
by c h a n g i n g the c o l u m n widths manually.
• To a c c o m m o d a t e a title that spans multiple
c o l u m n s , you can merge cells t o create o n e
wide cell.
1. In the lower table, click to position the
i n s e r t i o n point anywhere in the first
c o l u m n .
2. Click t h e Layout t a b . In the Cell Size
g r o u p , click the Table C o l u m n W i d t h
d o w n s p i n a r r o w N l j r : 1 as needed to
n a r r o w the first c o l u m n to 1.5″.
Repeat the technique just practiced to
c h a n g e the second c o l u m n width to 1.1″
a n d t h e third c o l u m n width to 0.8″.
C o m p a r e your screen with Figure 1.
3.
4.
5.
6.
W h e n y o u manually resize table c o l u m n s , it
is g o o d practice to resize the columns f r o m
left to right.
In the first row of the lower table, click in
the first cell a n d drag to the right to select
all of the cells in t h e row.
O n t h e Layout t a b , in the M e r g e g r o u p ,
click t h e M e r g e Cells b u t t o n . Click the
H o m e t a b , and t h e n in the P a r a g r a p h
g r o u p , click the C e n t e r b u t t o n [»]. Click
to deselect the text, a n d then notice that
the text spans all of the c o l u m n s , as shown
in Figure 2 .
Click anywhere in the lower table. O n the
L a y o u t t a b , in the Table g r o u p , click the
Select b u t t o n , a n d then click Select Table.
Continue to the next page to complete the s –
Columns resized
manually
Figure 1
Title centered
in merged cells
Figure 2
120 Work with Graphics. Tabs, and Tables | Microsoft Word Chapter 3
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F I G U R E 4
7. With the lower table still selected, o n t h e
Page Layout tab, in the Paragraph group,
click the Spacing .After d o w n spin arrow
one time to reduce t h e spacing after to
6 p t .
8. O n the H o m e tab, in the Paragraph
group, click the Borders button arrow,
a n d then examine the Borders gallery.
Notice that the borders that are active
display in orange, as s h o w n in F I G U R E 3.
9. In the Borders gallery, click Left Border,
a n d notice that the left b o r d e r is removed
from the selected cells.
1 0 . Repeat the same technique to remove the
Right Border and t h e Inside Vertical
Border. Click anywhere in t h e d o c u m e n t
to deselect the text.
Y O U R P R O G R A M M A Y B E S E T T O D I S P L A Y L I G H T ,
N O N P R I N T I N G G R I D L I N E S W H E R E B O R D E R S H A V E
B E E N R E M O V E D .
1 1 . In the u p p e r table, select the first row.
O n the H o m e tab, in the Font group,
click the Font Size arrow I” -|» a n d then
click 14.
C O N S I S T E N T F O R M A T T I N G H E L P S D O C U M E N T S L O O K
P R O F E S S I O N A L . H E R E , T H E F O N T S I Z E F O R T H E T W O
T A B L E T I T L E S N O W M A T C H E S .
1 2 . Click anywhere in the d o c u m e n t to
deselect the row, a n d t h e n c o m p a r e y o u r
screen with F I G U R E 4.
1 3 . Add the file n a m e to the footer. Save [S]
the d o c u m e n t . Print or s u b m i t the file as
directed by your instructor. Exit Word.
D O N E ! Y O U H A V E C O M P L E T E D S K I L L 1 0 O F 1 0 A N D
Y O U R D O C U M E N T I S C O M P L E T E !
M I C R O S O F T W O R D C H A P T E R 3 | W O R K W I T H G R A P H I C S . T A B S , A N D T A B L E S 1 2 1
T H E F O L L O W I N G M O R E S K I L L S A R E L O C A T E D A T W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S
M o r e S k i l l s ^ I n s e r t T e x t B o x e s
T E X T B O X E S ARE FLOATING OBJECTS THAT C A N B E P L A C E D A N Y W H E R E I N A
D O C U M E N T . T H E Y ARE USEFUL W H E N Y O U W A N T TO P R E S E N T TEXT I N A DIFFER
E N T O R I E N T A T I O N FROM OTHER TEXT. TEXT B O X E S F U N C T I O N AS A D O C U M E N T
W I T H I N A D O C U M E N T , A N D THEY C A N B E R E S I Z E D OR M O V E D . T E X T I N A TEXT
B O X W R A P S I N THE S A M E M A N N E R IT W R A P S I N A N Y D O C U M E N T .
I N M O R E SKILLS 1 1 , Y O U WILL O P E N A D O C U M E N T A N D CREATE
A TEXT B O X . Y O U WILL ALSO RESIZE A N D F O R M A T THE TEXT B O X .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW T H E I N S T R U C T I O N S O N T H E W E B S I T E .
M O R E S K I L L S Q F O R M A T W I T H W O R D A R T
W H E N Y O U CREATE A FLYER O R A NEWSLETTER, Y O U M I G H T W A N T TO I N M O R E SKILLS 1 2 , Y O U WILL O P E N A D O C U M E N T A N D CREATE
U S E A D I S T I N C T I V E A N D D E C O R A T I V E T I D E . W O R D P R O V I D E S A FEATURE A TITLE THAT U S E S W O R D A R T .
CALLED W O R D A R T THAT Y O U C A N U S E TO C H A N G E TEXT I N T O A T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
D E C O R A T I V E TITLE. W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M O R E S K I L L S ^ C R E A T E T A B L E S F R O M E X I S T I N G L I S T S
Y O U C A N CREATE A N E W TABLE B Y U S I N G T H E T A B L E B U T T O N O N T H E
I N S E R T T A B . Y O U C A N ALSO U S E THE T A B L E B U T T O N TO CONVERT A T A B B E D
LIST I N T O A TABLE.
I N M O R E SKILLS 1 3 , Y O U WILL O P E N A D O C U M E N T A N D CONVERT
A T A B B E D LIST I N T O A TABLE. Y O U WILL ALSO F O R M A T T H E TABLE.
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M O R E S K I L L S I N S E R T D R O P C A P S
W O R D P R O V I D E S A N U M B E R O F M E T H O D S TO F O R M A T TEXT
DISTINCTIVELY. T O G I V E TEXT THE P R O F E S S I O N A L L O O K Y O U O F T E N S E E I N
B O O K S A N D M A G A Z I N E S , Y O U C A N U S E A LARGE FIRST LETTER TO B E G I N THE
FIRST P A R A G R A P H O F THE D O C U M E N T .
I N M O R E SKILLS 1 4 , Y O U WILL O P E N A D O C U M E N T A N D CREATE
A D R O P C A P FOR THE FIRST CHARACTER O F T H E FIRST P A R A G R A P H .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
1 2 2 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
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Key Terms
Anchor 105
Dot leader 109
Floating object 105
Leader 109
Leader character 109
Nudge 107
Sizing handle 104
Tab stop 108
Table 112
Online Help Skills
1. Start 11 Word. In the u p p e r right corner of the Word window, click the Help
b u t t o n [©]. In the Help window, click the Maximize B l b u t t o n .
2. Click in t h e search box, t y p e page n u m b e r s a n d then click the Search b u t t o n @.
In t h e search results, click Add or remove headers, footers, and page n u m b e r s .
3 . Read t h e article’s i n t r o d u c t i o n , a n d then below What do y o u want to do?, click
Add a page n u m b e r w i t h o u t any other information. C o m p a r e your screen with
F i g u r e 1.
4. Read the section to see if you can answer the following: W h a t is a quick way to
o p e n a header or footer? H o w can you show page n u m b e r s in the Page X ofY
format—for example, Page 3 of121
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 123
Matching
M a t c h each t e r m in the second c o l u m n with its correct definition in t h e
first c o l u m n by writing the letter of t h e term o n the blank line in front of
t h e correct definition.
1. T h e feature used to change a p i c t u r e to a floating object so that it
can be moved i n d e p e n d e n t l y of a p a r a g r a p h .
2 . T h e type of sizing handle used to resize a p i c t u r e proportionally.
3 . T h e formatting feature that makes a picture’s edges appear to fade
i n t o t h e picture.
4 . A specific location in the d o c u m e n t , m a r k e d on the W o r d ruler, to
which you can move using Tab key.
5. A series of characters that form a solid, dashed, or d o t t e d line that
fills t h e space preceding a tab stop.
6. I n f o r m a t i o n presented in rows a n d c o l u m n s t o s u m m a r i z e a n d
present data effectively a n d efficiently.
7. A set of predefined table formats.
8. W h e n you create a table using t h e Insert tab, t h e table c o l u m n s
will all be of this w i d t h .
9 . W i t h the insertion p o i n t in the last cell in the table, t h e key used
to create a n e w row at the b o t t o m of the table.
10. T h e c o m m a n d used to m a k e the size of t h e table c o l u m n s reflect
the data in t h e c o l u m n s .
124 Work with Graphics, Tabs, and Tables | Microsoft Word Chapter 3
A AutoFit C o n t e n t s
B C o r n e r
c Equal
D Leader
E Soft Edges
F Tab
G Tab Stop
H Table
1 Table Styles
J Wrap Text
Multiple Choice
C h o o s e t h e correct answer.
1 . W h e n you select a picture, use these to change t h e
picture height or width.
A. Arrow keys
B. Sizing handles
C. [PgUp| o r [PgDn]
2 . The symbol that indicates which p a r a g r a p h a
picture is associated with.
A. Anchor
B. Paragraph mark
C. Em dash
3 . To move a selected picture small distances using an
arrow key.
A. Drag
B. B u m p
C. Nudge
4 . A series of evenly spaced dots that precede a tab.
A. Ellipsis
B. Tab stop position
C. D o t leader
5. When you make a change to a tab stop in the Tabs
dialog box, click this button to apply the changes.
A. Set
B. Clear
C. Apply
Topics for Discussion
1. Tables have largely taken the place of tabs in m o s t
documents. Can you think of any situations where
you might want to use tabs instead of tables? W h a t
would you have to do to a table to make it look like
a tabbed list?
Assessment
6 . T h e intersection of a r o w a n d c o l u m n in a table.
A . B a n d e d row
B. Cell
C . Banded c o l u m n
7. T h e c o m m a n d used to change a p i c t u r e to m a k e it
look m o r e like a d r a w i n g o r a p a i n t i n g .
A . Artistic Effects
B. Picture Styles
C . Picture Effects
8 . Use this key to move from o n e p a r t of a table to
another.
a . @E
B. QS6]
C . [CtrO
9 . H o w m a n y c o l u m n s are in a 3×7 table?
A. 3
B. 7
C. 21
1 0 . N u m b e r s in a table are typically aligned this way.
A. Left
B. Center
C. Right
2. Pictures add interest to your d o c u m e n t s when used in
m o d e r a t i o n . W h a t guidelines would you r e c o m m e n d
for using pictures—or any other type of graphics—in a
document?
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 125
Skill Check ( ^ i ? ^ )
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
w03_Fitness
w03_Fitness_Activities
w03_Fitness_Climber
Y o u w i l l s a v e y o u r d o c u m e n t a s :
LastnameJFirstname_w03_Fitness
1. Start Word. Click the File tab, a n d then click O p en . Navigate to y o u r s t u d e n t
files, a n d o p e n w03_Fitness. Click the File tab, click Save As, navigate to your
Word Chapter 3 folder, Save t h e d o c u m e n t as Lastname_Firstname_w03_Fitness
a n d t h e n add t h e file n a m e to the footer.
2. In t h e p a r a g r a p h that begins The following, click to position t h e insertion p o i n t at
t h e b e g i n n i n g of t h e p a r a g r a p h . O n t h e Insert tab, in the Text group, click the
Object b u t t o n arrow, a n d then click Text from File. Locate a n d insert
w03_Fitness_Activities.
3 . Click in t h e first row of the inserted table. O n the Layout tab, in the Rows &
C o l u m n s group, click the Insert Above b u t t o n . Right-click the n e w row. O n the
M i n i toolbar, click t h e Center b u t t o n . In the first cell, t y p e Fitness Area a n d
press (jib). In t h e second cell, t y p e Reservations a n d press |Tab|. In the third cell,
t y p e Description a n d then c o m p a r e your screen with F i g u r e 1.
4 . Click the Design tab. In the Table Styles group, click the More b u t t o n , a n d t h e n
u n d e r Built-in, in t h e first row, click the last style—Light Shading – Accent 6.
5. O n t h e Layout tab, in the Cell Size group, click the AutoFit b u t t o n , a n d t h e n click
AutoFit Contents.
6. In t h e Table group, click the Properties b u t t o n . In the Table Properties dialog
box, set t h e Preferred Width to 6″, a n d t h e n u n d e r Alignment, Center the table.
Click OK, a n d then c o m p a r e your screen with F i g u r e 2. Save the d o c u m e n t .
7. At the e n d of the p a r a g r a p h t h a t begins The following, position the insertion
p o i n t after t h e colon, a n d then press frrter) to create a blank line.
8 . Click t h e Insert tab. In t h e Tables group, click the Table b u t t o n , a n d then insert
a 2×6 table.
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1 2 6 Work with G r a p h i c s , Tabs, a n d Tables I Microsoft W o r d C h a p t e r 3
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Assessment
9. Enter the following i n f o r m a t i o n in the table:
Facility
C l i m b i n g Area
Soccer Fields
Baseball D i a m o n d s
Basketball C o u r t s
Tennis C o u r t s
Reserve for
2 h o u r s
2 h o u r s
2 h o u r s
1 h o u r
1 h o u r
10. On the D e s i g n tab, apply the same table style you applied to the u p p e r t a b l e —
Light Shading – Accent 6. O n the Layout tab, in the Cell Size group, click t h e
AutoFit b u t t o n , and t h e n click AutoFit Contents.
11. Select the five cells that contain n u m b e r s . O n the H o m e tab, in the Paragraph
group, click the Align Right b u t t o n .
12. Press [Ctrl] + [End] to position the insertion p o i n t at the end of the d o c u m e n t . O n
the left side of t h e h o r i z o n t a l ruler, click the Tab Selector b u t t o n to display t h e
Right Tab icon. Insert a right tab at 2.5 inches on the h o r i z o n t a l ruler.
13. Double-click the tab m a r k . In the Tabs dialog box, u n d e r Leader, select 2, click
Set, a n d then click OK. Type the following tabbed list, pressing [jib] before t y p i n g
the text in the second c o l u m n :
Monday-Friday 10 a.m. to 9 p . m .
Saturday 8 a.m. to 9 p . m .
Sunday 10 a.m. to 6 p . m .
14. Select t h e first two items in the tabbed list. O n the Page Layout tab, in t h e
Paragraph group, set t h e Spacing After to 0 pt. Press (Ctrfj + [EndI, and then
c o m p a r e y o u r screen with Figure 3 .
15. O n t h e Insert tab, in the Illustrations group, click the Picture b u t t o n , a n d
then locate a n d Insert the w03_Fitness_Climber picture. O n the Format tab,
in the Size group, select the n u m b e r in t h e Shape Width box, t y p e 2.5 a n d t h e n
press (Enter). In the Arrange group, apply Square w r a p p i n g .
16. O n the View tab, in the Z o o m group, click the Two Pages b u t t o n . D r a g the
picture to page 1 so that the u p p e r edge aligns at about 5.25 inches o n the
vertical ruler and the right edge aligns at about 6.5 inches on the horizontal
ruler. Adjust the picture position as necessary.
17. On the Format tab, in the Picture Styles group, click t h e Picture Effects b u t t o n ,
p o i n t to Soft Edges, and t h e n click 10 point. O n the View tab, in the Z o o m
group, click the 100% b u t t o n .
18. Click anywhere to deselect the picture, and then c o m p a r e your d o c u m e n t with
— Figure 4. Save the d o c u m e n t , a n d s u b m i t it as directed. Exit Word.
D o n e ! You hove completed the Skill Check
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 127
http://Mo.xLr.-MHi
Assess Your Skills 1
T O C O M P L E T E T H I S D O C U M E N T , Y O U W I L L N E E D T H E F O L L O W I N G F I L E S :
• w 0 3 _ R u n w03_Run_Start w03_Run_Finish
Y O U W I L L S A V E Y O U R D O C U M E N T A S :
Lastname Firstname w 0 3 Run
1. Start W o r d . Locate a n d o p e n w03_Run, a n d
t h e n save it in y o u r Word Chapter 3 folder
as L a s t n a m e _ F i r s t n a m e _ w 0 3 _ R u n
2 . A d d a new third c o l u m n to the table. In the
first cell of the new c o l u m n , t y p e Start Time
a n d t h e n c o m p l e t e the c o l u m n with the
following:
10:00 a.m. 11:30 a.m. 1:00 p . m .
10:30 a.m. 12:00 p . m .
11:00 a.m. 12:30 p . m .
3 . Click in t h e first row of the table, a n d add a
n e w row above the first row. In the first cell
of t h e n e w row, t y p e Waves for 10K Run
4. Select the table, and then apply the Light
Shading – Accent 6 table style. Apply AutoFit
C o n t e n t s formatting. Align Right all of the
cells in t h e third c o l u m n . Apply Bold
f o r m a t t i n g to the titles in row 2.
5. Merge the cells in the first row of the table,
a n d then Center the text. Select the table,
a n d increase the Font Size to 14 p o i n t s .
Center the table.
6. Move to the end of the d o c u m e n t , a n d press
[Enter]. Type: There are several requirements
for registration in Waves A t h r o u g h E,
and these can be found on the attached
registration form. Each participant will
receive a T-shirt package after the race.
Press [Enter].
7. Insert a left tab stop at 2 inches and a right tab
stop at 4.5 inches o n the horizontal ruler. Add
a dot leader to the right tab stop. Enter the
following text to create a tabbed list. Be sure to
press {lab] before the first item in each row.
Category Cost
Men $40
W o m e n 40
Children (12 & u n d e r ) 20
Seniors (62 & older) 25
8 . In the first row of the list, Bold the tides. For
t h e first four rows in the list, change the
Spacing After to 0 pt.
9. Insert the w03_Run_Start picture, apply
Square text w r a p p i n g , change the Width
to 2.8″, and then position the left edge of
the p i c t u r e at the left m a r g i n a n d the t o p
of t h e picture at 7 inches o n the vertical
ruler. Repeat this p r o c e d u r e with the
w03_Run_Finish picture, except position
the picture at the right margin.
10. Add the file n a m e to the footer. Save the
d o c u m e n t , and then print or submit the file
as directed by your instructor. C o m p a r e your
completed d o c u m e n t with Figure 1.
D O N E ! Y O U H A V E C O M P L E T E D A S S E S S Y O U R SKILLS 1
Aspen Falls 10K Run
I N F O R M A T I O N
The Aspen FallsParltaend Aeoeatlcvi OrjJ.’tmartrsonceae.ainspcnicmni tfiaSpnnj 10s: Run This
vtar,lnitl*dorclotfnAdownlhvrniinilrtellinlown.thcinUi«runwlllUheplM*lnth«Aic«n(.lii
Malro Park. Tha raoi will Hart on the boardwalk that separates the lake fromlhe iwamp.and will and
at the ioulhcndofthamld̂ akatnll.&acaaiieofthaantldpatadlncnas«lnrunn«ra,wahaveaapandrd
tha number of waves 10 lawn. Whrnyou mfjstar.be sure torafiitaf for the correct wave I
W a v e , LOR 10X RUN
WAVE LOKTLME START LIMA
A tub 40:00 10 B0 a m .
• SUB 45:00 10:30 a m .
C lubSO.OO U . – 0 0 i . m
0 TUB 55-00 11:10 a m
1 l u b 60.00 1.100 p.m.
f 60:00 KfcOO 12:30ram.
G 9 0 : 0 0 * 1.00 p m .
Thens are several requirements for refisrratonln WavesAOinxsjh E. andthesa an be found on the
attached-efirtration form Uchpa-trapjril w.iiieteiwiaT-sn.rtpackafeafteithe race
CHLDIENLUSSINDER). JO
SersoolKl OLDER! A
t ^ m m ISA
«_FlrWrian>e_v«»G3_Run
Figure 1
1 2 8 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
http://mfjstar.be
A s p e n F a l l s
C l e a n u p Day
Hi- annual inringCleanup Uiy.’- herearaln, and will tak..” pt*ttrthi\ yf.n on Mjy ISth. 0 nee again, the
Parksand Rea«atlon Department WiB beroordlnatingthfi effort, and we hope 10 havea turnout even
larjer than last year. We have Identified .1* areas that need various type, of wort don* Pleaiecall aod
sipiup for on* or monj of the %*isioni Groups are welcome, .re «.wiyil Here i n [i.tcflhiiyear’.
target areav
Fairs Sher Thenvcr rleanupwill b* a httle rnciPcoft»p:;caled this
*i than in pan y f i i Because of low water lovtU, some
clJm*d.inen/h«l«enuric=^iTdlve*1h»*pct^rp
below). Werr«edcuiteafew.trx>n
our eOMeMPaVM by people vUtkvjlhe rty.Thbaaapod
protect for orwll (roups.
ML Joy Cemetery Th.» old pioneer cemetery needs loti of mowinx timrrara^
and bnnh removal. Bni^ your own eouipment
l*»tnin>f _FirsInarTvj_w03_Cleanup
Figure
Assess Your Skills 2
Assessment
A s s e s s Y o u r Skills 3 a n d 4 c a n be f o u n d at
www.pearsonhighered.com/skiils.
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• w03_Cleanup w03_Cleanup_River
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w03_Cleanup
1. S t a r t Word. Locate a n d o p e n w 0 3 _ C l e a n u p ,
a n d t h e n save it in y o u r W o r d C h a p t e r 3
folder as L a s t n a m e _ F i r s t n a m e _ w 0 3 _ C l e a n u p
C e n t e r b o t h d o c u m e n t titles, change the
Font to Arial Black, a n d then change the
Font C o l o r to t h e last color u n d e r T h e m e
C o l o r s — O r a n g e , Accent 6, D a r k e r 50%.
C h a n g e the Font Size of the first title to 36
p o i n t s a n d the F o n t Size of the second title
to 2 4 p o i n t s . C h a n g e t h e S p a c i n g After the
first title to 0 pt.
2. Select the table, a n d t h e n apply t h e last
table style in t h e fourth r o w — M e d i u m
S h a d i n g 1 – Accent 6. Insert a n e w r o w at the
b o t t o m of the table, a n d in the new row, t y p e
Mt. Joy Cemetery Press [Tab], a n d t h e n type
This old pioneer cemetery needs lots of
m o w i n g , t r i m m i n g , a n d b r u s h removal.
Bring your own e q u i p m e n t .
3 . Set t h e W i d t h of t h e first c o l u m n to 1.5″.
Use t h e Table P r o p e r t i e s dialog b o x to set
the P r e f e r r e d W i d t h of t h e table to 5.5
i n c h e s a n d to C e n t e r the table.
4. In t h e first row of the table, change the
Font Size to 14 p o i n t s , a n d t h e n Center t h e
table titles.
5. At t h e e n d of the d o c u m e n t , insert t h e
p i c t u r e w03_Cleanup_River. C h a n g e t h e
height of the picture to 2.5″. Apply Square
text w r a p p i n g , a n d then drag t h e p i c t u r e so
that it is centered u n d e r the table and t h e t o p
edge is a b o u t 0.25 inches below the table. If
you accidentally drag t h e picture into t h e
table, click the U n d o b u t t o n a n d try again. If
t h e picture moves to the second page, switch
to Two Pages view.
6. W i t h t h e p i c t u r e still selected, apply a Soft
Edges picture effect of 10 Points, a n d t h e n
apply the second artistic effect in the fourth
row—Texturizer Artistic Effect.
7. Add the file n a m e to t h e footer. Save t h e
d o c u m e n t , a n d then p r i n t o r s u b m i t the file
as directed by your instructor. C o m p a r e y o u r
completed d o c u m e n t w i t h Figure 1.
D o n e ! You have completed Assess Your Skills 2
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 129
http://www.pearsonhighered.com/skiils
Assessment
mmm
Assess Your Skills Visually
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l
n e e d t h e f o l l o w i n g f i l e s :
N e w blank Word d o c u m e n t
w03_Trails
w03_Trails_Family
w03_Trails_Marsh
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w03_Trails
O p e n a n e w Word d o c u m e n t , and then save
it in y o u r Word Chapter 3 folder as
Lastname_Firstname_w03_Trails Create t h e
d o c u m e n t s h o w n in Figure 1.
To c o m p l e t e this d o c u m e n t , a d d the titles a n d
o p e n i n g p a r a g r a p h . T h e titles are in Arial
R o u n d e d MT Bold 24 p o i n t a n d 16 point, a n d
t h e space between the titles is 0 p t . Insert the
table from t h e w03_Trails file, and format it as
s h o w n , with the Header Row formatting
r e m o v e d , t h e width of the first c o l u m n set at
1.6″, a n d t h e table width 6″. T h e font colors are
Automatic, a n d the titles are t h e last color in
the last c o l u m n u n d e r T h e m e Colors—Orange,
Accent 6, Darker 50%. Add the w03_Trails_
Family a n d w03_Trails_Marsh pictures, a n d
t h e n size a n d position the pictures as s h o w n in
Figure 1. T h e Marsh picture has the Paint Brush
Artistic Effect applied. Add the file n a m e to t h e
footer, Save the d o c u m e n t , a n d then p r i n t or
s u b m i t the file as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills Visually
1 3 0 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
C i t y o f A s p e n F a l l s
S e l f – G u i d e d T o u r s
THE A S P E N FALLS PARKS AND RECREATION DEPARTMENT HAS CREATED SEVERAL SERF -GUIDED TOURS THAT COVER THE
HISTORY OF THE CITY AND THE LOCAL ENVIRONMENT. BROCHURES FOR EACH OF THE TOURS ARE AVAILABLE AT CITY HALL,
ALL OF THE PARK OFFICES, ALL LOCAL SCHOOLS, AND THE AREA LIBRARIES.
HISTORIC H O U S E S TAKE A WALKINGTOURTHROUGH THE HISTORIC DISTRICT OF A S P E N FALLS. U S E
THE SELF-GUIDEDTOURGUIDE TO LEARN ABOUTTHE HISTORY AND
ARCHITECTURE OF S O M E OF OUR MORE INTERESTING BUILDINGS
FLOWER GARDENS T A K E A TOUR THROUGH THE HOUSES IN THE OLDER PART OF TOWN, AND S E E
S O M E SPECTACULARFLOWERGARDENS. BECAUSETHESE GARDENS ARE ON
PRIVATE PROPERTY, THE TOURS ARE O P E N ONLY ON SUNDAY AFTERNOONS
FROM 1 TO 4 P . M .
BIRD WATCHING BOTH THE NATURE TRAILS IN THE METRO PARK AND THE SHORELINE TRAILS
ALONGTHE OCEAN OFFERYOU PLENTY OF OPPORTUNITY FOR BIRDING. THE
BEST TIME OF THE DAY IS THE VERY EARLY MORNING.
MARSH LIFE A MEANDERINGBOARDWALKTRAILTHROUGHTHEMARSHAREAINTHE METRO
PARK GIVESYOU THE OPPORTUNITY TO SEETHE W I D E VARIETIESOF PLANT,
ANIMAL, AND INSECT LIFE IN THE MARSH.
WATERFALLS AND R A P I D S THERE ARE ACTUALLY TWOTRAILS, ALONGTHE FALLS RIVERANDASPENCREEK,
THAT CAN B E WALKED INDIVIDUALLY ORTOGETHER, PASSINGA N U M B E R O F
SMALL WATERFALLSAND RAPIDS—GREATFORPICTURESL
GEOLOGICAL FORMATIONS TAKE A LOOK AT THE PHYSICAL EVIDENCE OF THE STRIKE-SLIP ZONE BETWEEN
THE NORTH AMERICAN PLATE AND THE PACIFIC PLATE. INTERPRETIVE SIGNS
ARE PLACED AT INTERESTINGLOCATIONSALONGTHISSHORELINETRAIL.
LASTNAME_FIRSTNAME_W03_TRAILS
Skills in Context
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
N e w blank Word document
w03_Events
• w03_Events_Bird
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w03_Events
Each m o n t h , the City of Aspen Falls Parks a n d Recreation
D e p a r t m e n t hosts events t h r o u g h o u t t h e city. Using the
information in the file w03_Events, create a flyer that describes
a n d lists the events that will be held d u r i n g the m o n t h of May.
Begin with a title and a subtitle, followed by a s h o r t descriptive
paragraph about the events. T h e n create the table of events that
are going to take place during the specified m o n t h . You will need
to determine the appropriate n u m b e r of c o l u m n s . In the table,
include column headings; at t h e t o p of the table, include a table
title that spans all of the columns. Use an a p p r o p r i a t e table style
to m a k e t h e table attractive. Locate and insert a p i c t u r e o r a clip
art image that is related to o n e of the events in s o m e way; you can
use the included w03_Events_Bird p i c t u r e if you w a n t . F o r m a t
the picture using a p p r o p r i a t e p i c t u r e styles.
Save t h e d o c u m e n t as Lastname_Firstname_w03_Events Insert
the file n a m e in the footer, a n d be sure to check the entire
d o c u m e n t for g r a m m a r a n d spelling. Print or s u b m i t the file as
directed by your instructor.
D o n e ! You have completed Skills in Context
Skills and You
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w03_Resume
Using the skills you have practiced in this chapter, create a r e s u m e
using a table for the structure. To find information o n what to
include in a resume, find a book in your library or search for
resume on the web. To complete y o u r resume, you will need to
hide most, if not all, of the table borders. ( H i n t : In this chapter,
you merged cells across a row. In the resume, you will probably
want to merge cells in a column several times.)
Save the d o c u m e n t as Lastname_Firstname_w03_Resume
Check the entire d o c u m e n t for g r a m m a r a n d spelling. Add t h e
file n a m e to the footer. Print or s u b m i t electronically as directed
by your instructor.
D o n e ! You have completed Skills and You
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES
C H A P T E R 4
Apply Special Text, Paragraph,
and Document Formats
• Text used in a flyer is c o m m o n l y displayed in two o r three c o l u m n s .
• Clip art is included w i t h Microsoft Office a n d is treated in m u c h the same way as pictures are.
• You can use the mail merge feature in W o r d to create mailing labels to distribute flyers or b r o c h u r e s .
Your starting screen will look like this:
S A M l t i n g ! Rr.i
• CMFLFTHM – U • A” A ‘ A . – T i=-|=-,v=- { J SI I A j B b C d x : A i B b C c c x A A B B O A a B b C c . fa
M l . B / B – * • X X’ • ‘ S ‘ – A . – C S 9 • I S – > • _ • ‘Mormn – I K I c . c H«aOin«l tUaeMgl , ^ S t l t a .
J
i
I d ^ i n j
CZZH
ASPEN FALLS WINTER NEWS
ASPEN FALLS SPONSORS WINTER JAU & BLUES FESTIVAL
ASPEN FALLS IS PROUD TO ANNOUNCE THAT THE CITY V/ILL BE THIS YEAR’S SPONSOR OF THE WINTER JATT ft
BLUES FESTIVAL. FOUNDED IN 1 9 8 0 , THE FESTIVAL TAKES PLACE AT THE ASPEN FALLS LAKEFRONT PARK JUST
SOUTHWEST OF THE CITY. TOGO ALONG WITH THE MUSIC, THE FESTIVAL ALSO FEATURES AN ARRAY OF FOOD AND
BEVERAGES FROM RESTAURANTS IN THE AREA MICRO BEERS AND WINE FROM THE ASPEN FALLS WINERY
REGION WILL ALSO BE AVAILABLE. A VARIETY OF RETAIL STORES WILL ALSO BE SELLING CDS. BOOKS, SHIRTS, HATS,
AND OTHER PARAPHERNALIA.
FOR FURTHER INFORMATION, CONTACT MARY LOU PIETELA AT ( 8 0 S ) 5 5 5 – 5 4 5 4 .
JAN & BLUES FESTIVAL WINS GREENER FESTIVAL AWARD
ASPEN FALLS WINTER JAIT ft BLUES FESTIVAL HAS BEEN AWARDED THE ENVIRONMENTALLY RESPONSIBLE
FESTIVAL AWARD TEN FESTIVALS WERE PRESENTED THE AWARDS THIS YEAR FOR THEIR EFFORTS IN PROMOTING
AND SPONSORING ENVIRONMENTALLY RESPONSIBLE FESTIVALS.
THE I RD IS BASED I
RECYCLING AND WATER
CORING IN SEVERAL AREAS SUCH AS EVENT M
LAAEMONT. POINTS ARE AWARDED FOR FESTIV
NAGEMENT, WASTE MANAGEMENT
LIS THAT CAN SHOW AN ACTIVE PLAN
EDUCE ON-SITE WASTE, RECYCLE AND COMPOST WHEREVER POSSIBLE, REUSE WATER AND USE
PtQt: 1 Cf 1 | Woidl 3 3 ,
S K I L L S
SKILLS 1 – 1 0 T R A I N I N G
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
Skill 1 Create Multiple-Column Text
S k i l l 2 Insert a Column Break
S k i l l 3 Apply and Format Text Effects
S k i l l 4 Use and Create Quick Styles
S k i l l 5 Add Borders and Shading to Paragraphs
and Pages
S k i l l 6 Insert and Format Clip Art Graphics
S k i l l 7 Insert SmartArt Graphics
S k i l l 8 Format SmartArt Graphics
S k i l l 9 Create Labels Using Mail Merge
S k i l l 10 Preview and Print Mail Merge Documents
M O R E S K I L L S
More S k i l l s 11 Create Resumes from Templates
More S k i l l s 12 Create Outlines
More S k i l l s 13 Prepare Documents for
Distribution
More S k i l l s 14 Preview and Save Documents as
Web Pages
1 3 2 Apply Special Text, Paragraph, and Document Formats | M I C R O S O F T W O R D C H A P T E R 4
W o r d
Outcome
Using the skills listed to the left will enable you to create
d o c u m e n t s like this:
ASPEN Yxus SPONSORS WINTER
JAZZ fit BLUES FESTIVAL
Aspen Foils * proud to cnnounce that ifvt
city will b* this year’s sponsor of the
Wmr«r J 0 2 2 & B!u«i
Festival Founded n I98C.
the festival takes piece a:
the Aspen ccl!s Lchefrom
Peri* just southwest if trie
city. To go Ceng with The
music, the festival also
features cn array of food
cr.d beverages fron
restcxants n the area
M»cro beers end wine from the Aspen Fails
wmery region wJI a’so be available *
variety of retail stores will a:so be seltag
CDs. books, fhrts, hats, end ct-er
pa-cphernala
For farther I “for not tor., confoct Very
Loo ftetelo at (80S) 333-3454
JAZZ & BLUES FESTIVAL WINS
GREENER FESTIVAL AWARD
Ajpen Falls Winter J a z z & Blues FtftMl
has been awarded the Enwonnentcly
Responsible Festival Award. Ten festva’s
were presented the awards this year O
their efforts m pronofr-g end sparser ng
envronrenta’ly respcnieie festvals
based on scoring In several
IS event management, waste
recycling and water
Points are awarded for
fesrwal! that can show cn
active plan to reduce cn-site
waste, recycle end compost
wherever possible, reuse
water and use sustcrcble
power
Some of the J a z z A Blues
F e s t w l efforts re luce the
promotiMi of Refuse, Reuse,
Reduce, Recycle, only allow
recycfcble materials within the festival
site, observing the ‘leave no trace’ program
end USR.g pcrkng mcome to help protect
the nearby wetlands
Knstln Arnold
740 Turkey Pen Lane
Aspen Falls. CA 93463
toward
Acres Road
-Us, CA 93463
‘IcArthur
lipen Road
Us. CA 93464
lOUM Road
Us. CA 93463
Jtevensnn
rytand Avenue
Us. CA 93463
Aspen FaUs.CA 93464
Mark Cole
803 |erc Lane
4320
Aspen FaUs. CA 93464
Abraham Garza
1626 Desert Brown Court
•320
Aspen FaSs.CA 93464
Marsha Kcelui
2934 Damson Street
Aspen Falls, CA 93463
Willie Mench
4442 tojnUD Road
» C
Aspen FaUs.CA 93463
MatRaretPeavcy
4571 Lucy Lane
Aspen Falls. CA 93463
Cassic Simpson
1333 Conference Center Way
Aspen Falls. CA 93464
Aspen FaUs.CA 93464
*_w01_fMUwl_Mcrtcd
DOSSIL* Brnadnay
4808 Oakriclgc Farm Lan
Aspen Falls, CA 93464
Bryan Crum
107B Raccoon Run
Aspen Falls, CA 93463
Michael Hammonds
1936 Loso Lane
• 15S0
Aspen Falls. CA 93464
I m u Knowfcs
173 New Street
Aspen Falls. CA 93464
Tracy Michael
4311 Core Street
Aspen Falls. CA 93464
I Ida Pinto
198 Spring Street
Aspen Falls, CA 93464
Leslie Spurgeon
1187 Ripple Street
Aspen Falls, CA 93463
James Tmnkn son
1772 Patterson Road
Aspen Falls. CA 93464
You will save your files as:
Lastname_Firstname_w04_Festival
Lastname_Firstname_w04_Festival_Addresses
Lastname_Firstname_w04_Festival_Labels
Lastname_Firstname_w04_Festival_Merged
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 133
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• You can c o n v e r t text f r o m o n e c o l u m n t o t w o o r t h r e e c o l u m n s , w h i c h in
a n e w s l e t t e r o r flyer is often easier t o r e a d .
• Clip a r t a n d S m a r t A r t g r a p h i c s display i n f o r m a t i o n visually a n d c a n a d d
a p r o f e s s i o n a l l o o k t o a d o c u m e n t .
• To d r a w a t t e n t i o n t o a small a m o u n t of text, you c a n a d d a b o r d e r a n d
s h a d i n g to t h e p a r a g r a p h .
• You c a n t a k e a n existing list of n a m e s a n d a d d r e s s e s from a n y Office
a p p l i c a t i o n a n d use t h e mail m e r g e feature in W o r d t o create m a i l i n g labels.
134 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
Time to complete all 10 skills – 60 minutes
Find your student data files here:
I3T-
1″
Student data files needed
for this chapter:
New blank Word document
• w04_Festival
w 0 4 Festival Addresses
A” A” A»- $ •=•!=- ‘vi- 00 tJ f
B i u – »w x, x’ • – , A – \WM m • j=- m •
CHptttard til Fort f*J Paragraph l • 11
p\rte y AaBbCcDt j AaBbCcDt AaBbC’ AaBbCc * f
r normal « H o Spad… Heading 1 Heading 2 – Change
Styles
& Find •
ix Replace
*4 Select •
Editing
c ij
Page: 1 of 1 W o r d ] : 0
P Open
tQl ^ ! « 02_word • chapter_04
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Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats
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• SKILL 1: Create Multiple-Column Text
• In a b r o c h u r e o r flyer, using multiple
c o l u m n s m a k e text easier to read.
• Two o r three c o l u m n s are typically used o n
a s t a n d a r d 8 1/2″ x 11″ page.
1. Start « t Word. O p e n w04_Festival,
create a folder n a m e d Word C h a p t e r 4
a n d t h e n Save the d o c u m e n t as
Lastname_Firstname_w04_Festival
Add t h e file n a m e t o t h e footer. If
necessary, display formatting marks.
2. Locate t h e p a r a g r a p h that begins Aspen
Falls Sponsors, a n d t h e n position the [?fl
p o i n t e r to the left of the first w o r d in the
p a r a g r a p h . Drag d o w n to the e n d of the
d o c u m e n t — i n c l u d i n g t h e p a r a g r a p h
m a r k in the last p a r a g r a p h .
3. Click the Page Layout tab. In the Page Setup
group, click the Columns button, and then
click Two. If necessary, scroll up, and notice
that the text is formatted in two uneven
columns, as shown in Figure 1.
4.
5.
A section break displays above the two-
column text. A section is a portion of a
document that can be formatted differently
from the rest of the document. A section
break marks the end of one section and the
beginning of another section.
W i t h t h e text still selected, o n the Page
Layout tab, in the Paragraph group, click
the After d o w n spin arrow one time to
change the space after t h e p a r a g r a p h s to
6 p t .
Click the H o m e tab. In the Font group,
click the Font arrow -|, a n d t h e n
scroll d o w n a n d select Comic Sans MS.
Click t h e Font Size arrow a n d then
click 11. C o m p a r e y o u r screen with
Figure 2.
Continue to the next page to complete the skill •
Columns button
Section Break
indicator
Text formatted
in two columns
Figure 1
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136 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 1 : Create Multiple-Column Text
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For further- information, contact- Atary
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columns
6. W i t h t h e t w o – c o l u m n text still selected, o n
the H o m e t a b , in the P a r a g r a p h g r o u p ,
click the Justify b u t t o n ffl.
Both the left and right margins of the two
columns are aligned. Justified text is often
used in documents with multiple columns,
although some wide gaps can occur in the
text.
7. Click anywhere in the t w o – c o l u m n text to
deselect the text, a n d then click the Page
Layout t a b .
8 . In the Page S e t u p g r o u p , click the
C o l u m n s b u t t o n , a n d t h e n below t h e
C o l u m n s gallery, click M o r e C o l u m n s to
display the C o l u m n s dialog box. C o m p a r e
your screen with F i g u r e 3.
The number of columns and the distance
between the columns display. By default, the
columns are of equal width with 0.5 inches
of space between them.
9. In the C o l u m n s dialog box, select the
Line b e t w e e n check box, a n d then click
OK to insert a line between the two
c o l u m n s .
1 0 . Click the File t a b , and then click P r i n t
to preview the d o c u m e n t . C o m p a r e your
screen w i t h F i g u r e 4.
1 1 . Click t h e H o m e t a b to r e t u r n to the
d o c u m e n t .
1 2 . Save [6] the d o c u m e n t .
• You have completed Skill 1 of 10
1 d l F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 137
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• A column break forces the text following
t h e break to the t o p of t h e next c o l u m n b u t
d o e s n o t automatically create a new page.
• You can increase or decrease the space
b e t w e e n the c o l u m n s to adjust the
d o c u m e n t layout.
1. O n t h e Page Layout tab, in t h e Page
Setup group, click the Margins b u t t o n ,
a n d t h e n below the Margins gallery, click
C u s t o m Margins to display the Page
S e t u p dialog box.
2. In t h e Page Setup dialog box, u n d e r
Margins, use the d o w n spin arrows to
c h a n g e t h e Top a n d B o t t o m m a r g i n s to
0.8″.
3 . U n d e r Preview, click the Apply t o arrow,
a n d t h e n click W h o l e document. At the
b o t t o m of the dialog box, click OK to
close t h e dialog box.
If the document has multiple sections, by
default actions from the Page Setup dialog
box apply only to the current section.
4 . Near the b o t t o m of the d o c u m e n t , in the
left c o l u m n , click to position the insertion
p o i n t to the left of the p a r a g r a p h that
begins The award is based.
5. O n t h e Page Layout tab, in the Page
Setup group, click the Breaks b u t t o n , a n d
t h e n c o m p a r e your screen with F I G U R E 1. —
6. Take a m o m e n t to examine c o m m o n types
of breaks displayed in the Breaks gallery
a n d described in the table in F I G U R E 2.
Notice that t h e breaks are divided into
two categories—Page Breaks a n d Section
Breaks.
B R E A K S B U T T O N
B R E A K S G A L L E R Y
F I G U R E 1
F I G U R E 2
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C o l u m n break M o v e s t h e t e x t f o l l o w i n g t h e break to t h e t o p of t h e
next c o l u m n , w h i c h will create a new page o n l y if t h e
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N e x t Page
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Moves t h e t e x t f o l l o w i n g t h e break to a n e w page
a n d c r e a t e s a n e w s e c t i o n .
C o n t i n u o u s
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C r e a t e s a n e w s e c t i o n f o l l o w i n g the break but does not
m o v e t h e text to t h e n e x t page.
Continue to the next page to complete the skil
138 A P P L Y S P E C I A L T E X T . P A R A G R A P H , A N D D O C U M E N T F O R M A T S | Microsoft Word Chapter 4
SKILL 2: Insert a C o l u m n Break
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Winter-Jazz A- Blues- Festival.- Founded in*
1980.- the festival takes place at- Hit
Aspen- Falls Lakefronr Park- just-
southwest- of the- city. To- go- along- with-
the- music,- the- festival1 also- features- an*
array of- food- and- beverages- from*
restaurants- in- the area.- Micro- beers and
wine- from- the- Aspen- Falls- winery- regon
will- also- be available- A- variety of- retail-
stores- will- also be selling- CDs,- books,*
shirts.-hats, and*otherparaphernalia.cj
For further information,- contact Mary
Loufiete!atit(805)-555-5454.
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Aspen- Falls- Sponsors- Winter-Jazz &• Blues
Festive II
Aspen- Falls- is- proud to- announce that the
city will- be this- years sponsor of- the
Winter Jazz- or Blues- Festival.- Founded- lit
1980,-the festival- takes place-at the Aspen-
Falls- Lakef ront Park- just- southwest- of- the
city.- To- go- along with- the music,- the
f estivalalso- f eatures an-array of • food and*
beverages from- restaurants in the area.-
Micro- beersand- wine from- the- Aspen- Falls
winery region- will- also- be available- A-
variety of • retail stores- will- also- be selling-
CDs.- books, shirts,- hats,- and- other
paraphernalro.1
For further information,- contact- Mary Lou*
Pietela at<805)-555-5454.oj
Jazz cV Blues Festival- Wins Greener
Festival-Award1?
Aspeiv Falls Winter- Jazz 6V Blues Festival
has- been awarded* the Environmentally
The- award- is- based on- scoring- in- several*
areas such* as event* management,* waste
management* recycling- and- water
management.* Pouts* are awarded* for
festivals* that* can* show an* active* plan* to*
reduce on-site waste,* recycle and* compost
wherever* possible,* reuse water and use
sustainable-power.9
Someof • the Jazz 4- Blues- Festival- efforts
include the promotion* of Refuse.* Reuse,
Reduce, Recycle, only* allow* recyclable
materials within the festival- site.-
observing* the 'leave no- tracer* program*and*
using* parking income to* help protect* the
nearby-wet lands. 1
7. Click C o l u m n to insert a c o l u m n break at
t h e insertion p o i n t location. Notice t h e
C o l u m n Break m a r k e r at the b o t t o m of
t h e first c o l u m n , as s h o w n in Figure 3 .
8 . If necessary, scroll u p until you can see t h e
t o p of the t w o - c o l u m n text, a n d notice
t h a t the p a r a g r a p h to the right of the
insertion p o i n t moved to the t o p of
C o l u m n 2 a n d t h e following p a r a g r a p h s
m o v e d d o w n .
Creating an uneven column break will
enable you to insert a graphic or another
object. You can also break a column in the
middle of a paragraph.
9. Be sure the insertion p o i n t is located in
either of the two c o l u m n s . O n the Page
Layout tab, in the Page Setup group, click
the C o l u m n s b u t t o n , a n d t h e n below t h e
C o l u m n s gallery, click More Columns.
10. U n d e r Width and spacing, click the first
Spacing d o w n spin arrow two times to
change the spacing between t h e c o l u m n s
t o 0.3".
Both columns will remain of equal width
because the Equal column width check box is
selected. When you decrease the spacing
between columns, the width of each column
is increased, in this case from 3.0" to 3.1".
1 1 . Be sure the Apply to box displays This
section, a n d then at the b o t t o m of the
C o l u m n s dialog box, click OK. C o m p a r e
y o u r screen with Figure 4 .
12. Save [5] the d o c u m e n t .
• You have completed Skill 2 of 10
P i g . 1 cl 1 WeuH-ZM j
Spacing reduced
between columns
Figure 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 139
• SKILL 3 : Apply a n d Format Text Effects
• Text effects are decorative formats, such as
o u t l i n e s , shadows, text glow, and colors, that
m a k e text stand o u t in a d o c u m e n t .
• You s h o u l d use text effects sparingly in
a d o c u m e n t , typically just for titles or
subtitles.
1 . Move to t h e t o p of t h e d o c u m e n t . Move
t h e p o i n t e r to the left of the Aspen Falls
Winter News title to display the @] pointer,
a n d then click o n e time to select the title
a n d the p a r a g r a p h m a r k .
2. O n the H o m e tab, in the Font group,
click t h e Text Effects b u t t o n I >K -1.
C o m p a r e y o u r screen with Figure 1 .
A Text Effects gallery displays as well
as several other text formatting options.
3 . In t h e Text Effects gallery, in the first row,
click t h e fourth t h u m b n a i l — F i l l – White,
Outline – Accent 1.
4 . W i t h t h e title text still selected, o n the
H o m e tab, in the Font group, click t h e
Font arrow lc’»””°^ -1, a n d then click Arial
R o u n d e d MT Bold.
The font changes, but the text effect is still
applied.
5. In the Font group, click in the Font Size
box 1″ -] to select the existing value.
Type 38 a n d t h e n press [Enter].
By typing the font size, you are not
restricted to the displayed sizes when you
click the Font Size arrow.
6. O n the H o m e tab, in the Paragraph
group, click the Center b u t t o n [»], and
t h e n c o m p a r e your screen with Figure 2. —
Continue to the next page to complete the skill •
Text Effects
button
Text Effects
gallery
Text formatting
options
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n
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Font size typed
into Font Size box
Text Effects applied
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Winter Jazz- 4- Blues- Festival- Founded in-
1980; thefestivaftokes-placeat-the Aspen
Foils- Lokef ronf- Park- just- southwest-of • the
city.- To- go- along with the- music.- the
f est ival-also- features- onorroy-of- food- and-
beverages- from- restaurants in- the area.-
Micro- beers-and- wine f rom- the- Aspen- Falls-
winery- region- will also- be available.- A-
variety of • retail- stores- will- also- be selling
CDs.- books,- shirts; hats; and- other
paraphernalia.J
For further information,- contact- Mary Lou-
Pietekvat<805)-555-W54.
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Aspen- Falls Sponsors- Winter Jazz- 4- Blues-
FestrvalOJ
Aspen- Falls is- proud- to- announce that- the
city will- be this- year's sponsor of- the
Winter Jaz2- 4- Blues- Festival.- Founded- in-
1980,-thefestival-takes-ptaceatthe Aspen-
Falls-Lokef ront" Park just-southwest-of-the
city.- To- go- along with- the- music; the
f estival-olso- features- anarray of - f ood-and-
beverages- from- restaurants in the area.-
Micro- beers-and- wine from- the- Aspen- Falls
winery regon- will- also- be available.- A-
variety of - retail- stores- will also- be selling-
CDs.- books, shirts; hats; and- other
paraphemalia.4
The- award- is- based- on- scoring in- several
areas- such- as- event- management; waste
management- recycling- and- water
management.- Points- are awarded- for
festivals that- can- show an- active- plan- to-
reduce on-site waste; recycle and-compost-
wherever- possible; reuse water and- use
sustainable-power.oj
Some-of- the Jazz 4- Blues- Festival- efforts
include the promotion- of- Refuse, Reuse,
Reduce; Recycle.- onty- allow recyclable
materials within- the festival- site;
observing the 'leave no- trace-program-and-
using parking- income to- help protect- the
nearbywet lands.4
.. - . 100* , - •
140 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 3: Apply a n d Format Text Effects
[ B A *> • u :
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Aspen- Foils- S p o n s o r s – W i n l t r – J a z z 4- Blues-
F e s l i v o l l
Aspen- Falls- is- proud- to- announce that- t h e
city- will- b e this- y e a r ‘ s s p o n s o r of t h e
W i n t e r J a z z – 4- Blues- F e s t i v a l F o u n d e d i n
I 9 6 0 ; t h e festival- takes- place-ot- t h e Aspen-
Falls- Lokef ront- Park- just- soul hwest- of – t h e
city,- T o – go- atang with- the- music,- t h e
f e s t i v a l a l s o – f e a t u r e s – a n – o r r a y of f o o d a n d
beverages- f r o m r e s t a u r a n t s i n t h e crea.-
Micro- beers-and- w i n e from- the Aspen- Falls-
winery- r e g i o n wilt also- b e available.- A –
v a r i e t y – o f – r e t a i l stores- w i l l also- b e selling-
C D s . – books, s h i r t s , hots, and- o t h e r
paraphernalio.4
i Pljt: l 01J I’.Oldl 231 | ^o
T h e – award- is- based- on- s c o r i n g in- several-
areas- such- as- event- management,- w a s t e
management- recycling- and- w a t e r
management.- P o m s – a r e a w a r d e d – f o r
festivals- that- c a n s h o w a n active- plan- to-
r e d u c e o n – s i t e waste.- r e c y c l e and-compost-
w h e r e v e r possible,- r e u s e w a t e r and- u s e
sustainable-power .4
S o m e – o f – t h e J a z z – 4- Blues- F e s t i v a l e f f o r t s
i n c l u d e t h e promotion- of- Refuse.- R e u s e ;
Reduce,- Recycle,- only- a l l o w r e c y c l a b l e
m a t e r i a l s w i t h i n t h e f e s t i v a l site,
o b s e r v i n g t h e ‘leave no- trace”- program- a n d
u s i n g p a r k i n g i n c o m e to- h e l p p r o t e c t – t h e
n e a r b y – w e t la nds.4
Outline color
changed
F i g u r e 3
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Aspen- Falls- Sponsors- W i n t e r – J a z z – 4- Blues-
F e s t i v a H
Aspen- Falls- is- proud- to- announce that- t h e
city- will- b e this- y e a r ‘ s sponsor of- t h e
W i n t e r J a z z – 4- Blues- Festival.- F o u n d e d i n
1980,- t h e festival- takes- place-at- t h e Aspen-
Falls- La kef ront- P a r k just-southwest- o f t h e
city.- T o – go- along w i t h the- music,- T h e
f estival-also- features- a n a r r o y of • food-end-
beverages- from- r e s t a u r a n t s i n t h e orea.
Micro- beers-and- w i n e from- the Aspen- Foils-
w i n e r y region will- also- b e available.- A –
v a r i e t y of- r e t a i l stores- will- also- b e selling-
CDs,- books,- shirts.- hats,- and- o t h e r
oaraohernalia.’l
T h e – award- is- based- on- s c o r i n g in- several-
a r e a s such- a s event- management,- w a s t e
management- recycling- and- w a t e r
management.- P o n t s – a r e a w a r d e d – f o r
festivals- that- c a n s h o w a n active- plan- to-
r e d u c e o n – s i t e waste,- r e c y c l e and-compost-
w h e r e v e r possible, r e u s e w a t e r and- u s e
s u s t a i n a b l e – p o w e r l
Some-of- t h e J a z z 4- Blues- F e s t i v a l e f f o r t s
i n c l u d e the- promotion- of- Refuse,- R e u s e ;
Reduce,- Recycle,- o n l y a l l o w r e c y c l a b l e
m a t e r i a l s w i t h i n T h e f e s t i v a l site.-
o b s e r v i n g t h e leave no trace’- program- a n d
using; parking; i n c o m e to- h e l p p r o t e c t t h e
nearbv-wetlands.4
Shadow and Glow
applied to title
7. W i t h the title still selected, in the Font
group, click the Text Effects b u t t o n I H.
8 . Below the Text Effects gallery, p o i n t to
each of the text effect o p t i o n s , a n d then
examine s o m e of t h e effects that are
available. Notice that you can change
o u t l i n e colors a n d also add outlines,
shadows, reflections, a n d glows.
9. Point to Outline, a n d then u n d e r T h e m e
Colors, in the last row, click t h e last
color—Orange, Accent 6, Darker 50%.
10. Click anywhere in the d o c u m e n t to
deselect the text, a n d then c o m p a r e y o u r
screen w i t h F i g u r e 3.
11. Move t h e p o i n t e r to t h e left of the title to
display t h e (21 pointer, a n d then click o n e
time to select t h e title.
12. In the Font group, click the Text Effects
b u t t o n h . – 1 . Point to Shadow, a n d t h e n
u n d e r Outer, click t h e first s h a d o w —
Offset Diagonal B o t t o m Right.
13. In the Font group, click the Text Effects
b u t t o n | – 1 . Point t o Glow, a n d t h e n
u n d e r Glow Variations, p o i n t to several of
the b u t t o n s t o preview the glow effects.
W h e n you are finished, click the last bevel
in t h e second row—Orange, 8 pt glow,
Accent color 6.
14. Click anywhere in the d o c u m e n t to
deselect the text, and then c o m p a r e
y o u r screen with F i g u r e 4 .
15. Save [u] the d o c u m e n t .
• You have completed Skill 3 of 10
F i g u r e 4
Microsoft Word Chapter 4 Apply Special Text, Paragraph, and Document Formats 141
http://Co.LS.niMS
3 Quick Styles
• A style is a predefined set of formats that
can b e applied to text, a p a r a g r a p h , a table
cell, o r a list.
• A Quick Style is a style that can be accessed
from a R i b b o n gallery of t h u m b n a i l s .
• W h e n you create y o u r o w n Q u i c k Style
based o n existing text formatting, t h e new
Q u i c k Style is a d d e d to the Ribbon.
1 . At t h e t o p of the left c o l u m n , move the
p o i n t e r to the left of the subtitle that
b e g i n s Aspen Falls Sponsors to display the
BQ pointer, and t h e n drag d o w n to select
b o t h lines of text.
2 . O n the H o m e t a b , in the Styles g r o u p ,
p o i n t to H e a d i n g 1. C o m p a r e y o u r screen
w i t h F i g u r e 1.
Live Preview displays the title using the
H e a d i n g 1 Q u i c k Style. T h e Q u i c k Style is
n o t applied until you click the Q u i c k Style
b u t t o n .
3 . In t h e Styles g r o u p , click the M o r e b u t t o n
[3 to display the Q u i c k Styles gallery.
4. Point to several of the Quick Styles. Notice
the different formats that are available, and
also notice that the subtitle font changes
with the different styles but the text in the
rest of the d o c u m e n t remains the same.
5. F r o m the Q u i c k Styles gallery, click the
H e a d i n g 2 style.
6. W i t h t h e text still selected, in the F o n t
g r o u p , click the F o n t Size a r r o w [•• -|,
a n d t h e n click 16. In the P a r a g r a p h
g r o u p , click the C e n t e r b u t t o n \*\. Click
anywhere to deselect t h e title, a n d t h e n
c o m p a r e your screen with F i g u r e 2 .
T h e black square to the left o f the subtitle
indicates that it will always stay w i t h the
next paragraph.
• Continue to the next page to complete the skill
Heading 1 style
Heading 1
preview
F i g u r e 1
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• Aspen-F allsSponsors-Winter-‘azz-
&BluesFestival””
Aspen- Falls- is proud- to- announce that- the
city- .Mil be- th.s- year’s sponsor of- the
Winter Jazz- cV Blues- Festival- Founded- in-
1980. the festival- takes place-at- the Aspen-
Falls- Lakef rent- Park- just- southwest- of • the
city.- To- go- atong- with- the- music.- the
f est ival-also- features- an-array-of-food-ond-
beverages from restaurants in- the area.
Micro- beers- and- wine from- the- Aspen- Falls
winery- region- will- also- be available. A
variety of – retail- stores- will- also- be selling-
CDs- books,- shirts- hats.- and- other
The- award- is- based- on scoring- in- several-
areas such- as event management, waste
management- recycling and water
manogement. Pouts- are awarded- for
festivals- that- can show an- octtve- plan to-
reduce on-site waste.- recycle and-compost
wherever possible,- reuse water and- use
sujtoinablepower.rj
Some-of • the Jazz cV Blues- Festival efforts
include the promotion of- Refuse.- Reuse,-
Reduce,- Recycle,- only- allow recyclable
materials withm the festival site,
observing- the ‘leave no- iroce– program- and-
using- parking- income to- help protect the
nearby wet lands.
Sl)tei • 4
P i u g m i i 4 j W ” • lanmo 32C!E
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• I X S P E N F A L L S – S T O N S O R S – W I N T E R –
|AZZ-C4BLUESFESTIVALH
Aspen- Falls- is- proud- to- announce Thar the
city will- be this year’s sponsor of the
Winter Jazz- 4- Blues- Festival.- Founded in*
1980,-thefestival takes placeatthe Aspen-
Falls- Lakefronr Park- Just- southwest- of – the
city.- To- go- along with- the- music, the
f est ivalalso- features onarray of food and-
beverages from restaurants in- the area.-
Micro-beersand* wine from- the-Aspen- Falls
winery- region- will- also- be available A
variety-of – retaif stores- will- also- be selling-
CDs,- books, shirts,- hats.- and other
paraphernalia.4
For further information,- contact Mary Lou-
Pietela-oT<805)-555-M54.4
Jazz 4- Blues Festival- Wins Greener
The award- is- based on- scoring- in- several-areas such- as event- mcnogernent; waste
rricuiagement- recycling and M a t e r
management.- Pouts* are awarded- for
festivols* that coir show an* active* plan* to
reduce on-site waste; recycle and* compost-
wherever possible, reuse water and use
sustainable-power 4
Someof • the Jazz 4- Blues* Festivaf efforts
include the promotion* of* Refuse,* Reuse.*
Reduce,* Recycle,* on!/- allow recyclable
materials within* the festival- site,
observing the leave no* trace** program* and*
using* parking* income to help protect the
nearby •wetlands.'!
Pigl l (11 MtaMc 1-2M , o>
j j i – R: ICO-. –
Small caps and
color applied
to subtitle
1980,-thef estiva l-takesplaceat* the Aspen
Falls Lakef ronr Park just* southwest of the
city.* To* go* along with the* music, the
f est ivalalso- features an-arroyof-food-and-
beverages from- restaurants in- the area.*
Micro- beers-and* wine from* the* Aspen* Falls
winery region* will* also- be available* A-
variety of* retail stores* will* also- be selling-
CDs.- books,- shirts, hots, and* other
paraphernalia.’!
For further information,* contact Mary Lou
Pieieto*ot<805)*555-5454. a n d t h e n u n d e r T h e m e C o l o r s ,
in the last row, click the last color—
O r a n g e , Accent 6, D a r k e r 5 0 % . Click
a n y w h e r e in t h e d o c u m e n t to deselect the
text, a n d t h e n c o m p a r e y o u r screen with
Figure 2 .
The font color matches the document title
and subtitles.
Select all of the b o r d e r e d text, including
the p a r a g r a p h mark. O n the H o m e t a b , in
t h e P a r a g r a p h g r o u p , click the S h a d i n g
b u t t o n a r r o w \¥^\. Un d er T h e m e C o l o r s ,
click t h e last color in the third r o w —
O r a n g e , Accent 6, L i g h t e r 6 0 % .
C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL >
i m . . r m » i m . . « 0 « . R L
B O R D E R S B U T T O N
A R R O W w
B O R D E R A D D E D
T O P A R A G R A P H
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Page layout Rttticncfi 1 li::.nci Rr.wv.
it – A” A ‘ A a –
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,1
F i g u r e 1
WINTER JAZZ- 4V BLUES- FESTIVAL- FOUNDED- IN-
1 9 8 0 / THE F EST IVAR TAKES- PLOCEAT- THE-ASPEN
FALLS- LAKEF ROOT- PARK- JUST- SOUTHWEST- OF • THE
CITY.- TO- GO- ABNG- WITH- THE- MUSIC ,* THE
FESTIVAL-ALSO- FEATURES- ON-ARPOY-OF- FOOD- AND-
BEVERAGES FROM RESTAURANTS IN- THE- AREA
MICRO- BEERS-AND- WINE FROM- THE- ASPEN- FALLS
WINERY- REGION- WILL- ALSO- B E AVAILABLE.- A
VARIETY OF – RETAIL- STORES- WILL- ALSO- B E SELLING-
CDS.- BOOKS.- SHIRTS.- HATS, AND- OTHER
PCRAPHERNALIA 1
FOR FURTHER INFORMATION; CONTACT MARY LOU
PI«TELA-AT
• | A Z Z & B L U E S F E S T I V A L \ V ‘ I N S –
G R E E N E R F E S T I V A L – A W A R D U
ASPEN- FALLS WINTER JAZZ- A- BLUES- FESTIVAL-
HAS- BEEN- AWARDED- THE ENVIRONMENTALLY
RESPONSIBLE- FESTIVAL- AWARD.- TEN- FESTIVALS
WERE- PRESENTED- THE AWARDS THIS-YEAR FOR
THEIR EFFORTS TV PROMOTING- AND- SPONSORING-
ENVIRONMEN TALLY RESPONSIBLEFESTIVOLS.
Page border
applied
Shading added
Border formatted
7. W i t h t h e text still selected, in t h e
Paragraph group, click t h e Borders
b u t t o n arrow [ I F L a n d below the Borders
gallery, click Borders and Shading.
8. In t h e Borders and Shading dialog box,
b e sure the Borders tab is active. U n d e r
Style, scroll d o w n a n d select t h e first line
style with a thick u p p e r line a n d a thin
b o t t o m line.
9. Click the Color arrow, a n d t h e n u n d e r
Theme Colors, click the last color in t h e
last row—Orange, Accent 6, Darker 50%.
Notice that a preview of the box displays
in the Preview area, as s h o w n in F i g u r e 3.
10. At the b o t t o m of t h e Borders and
Shading dialog box, click OK. Click
anywhere in t h e d o c u m e n t to deselect
the text.
1 1 . In t h e Paragraph group, click t h e Borders
b u t t o n arrow [EJ]> a n d t h e n click Borders
and Shading.
12. In the Borders and Shading dialog box,
click the Page Border tab. U n d e r Setting,
click Box. Click the Color arrow, a n d t h e n
u n d e r T h e m e Colors, click the last color
in the last r o w — O r a n g e , Accent 6, Darker
50%. Click the W i d t h arrow, a n d then
click lV2pt.
13. Click OK to close the dialog box, a n d t h e n
c o m p a r e your screen with F i g u r e 4.
14. Save H the d o c u m e n t .
• You have completed Skill 5 of 10
F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 145
• SKILL 6: Insert a n d Format Clip Art Graphics
• Clip art is a set of images, drawings,
p h o t o g r a p h s , videos, a n d s o u n d included
with Microsoft Office or accessed from
Microsoft Office O n l i n e .
• You insert clip art from the Clip Art
task p a n e .
1 . Near the t o p of the first c o l u m n , in t h e
p a r a g r a p h that begins Aspen Falls is proud,
click t o position the insertion p o i n t at the
b e g i n n i n g of the p a r a g r a p h .
2. Click t h e Insert tab. In the Illustrations
group, click the Clip Art b u t t o n .
The Clip Art task pane displays on the side
of the screen.
3. In the Clip Art task p a n e , in t h e Search
for box, type jazz Click the Results s h o u l d
be arrow, select the Illustrations check
box, a n d then clear all of the o t h e r check
boxes.
4 . Click anywhere in the Clip Art task p a n e ,
a n d t h e n be sure the Include Office.com
content check box is selected. Near t h e
t o p of t h e Clip Art task p a n e , click Go.
C o m p a r e your screen w i t h Figure 1.
The position of your clip art images may
vary.
5. Locate the Jazz & Blues image identified
in Figure 1. Point t o t h e image, a n d then
click t h e image arrow. If you d o n o t have
access to Microsoft Office Online, choose
a n o t h e r image a n d adjust it as necessary.
6. F r o m t h e m e n u , click Insert, and then
c o m p a r e your screen w i t h Figure 2.
Close [x] the Clip Art task p a n e .
The image is placed at the insertion point
as an inline image—as if it were a character
from the keyboard.
• Continue to the next page to complete the skill ̂
Clip Art task pane
Search for box
Search Microsoft
Office Online
Desired image
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FESTIVAL-ALSO- FEATURES ON ARRAY OF FOOD AND
BEVERAGES FROM- RESTAURANTS- M- THE AREA.-
MICRO- BEERS-AND WANE FROM- THE-ASPEN- FALLS
WINERY- REGAIN WILL- ALSO- BE AVAILABLE- A
VARIETY- OF - RETAIL- STORES- WILT ALSO- BE SELLING-
CDS.- BOOKS, SHIRTS, HOTS, AND OTHER
PARAPHERNALIA.1
AREAS- SUCH- AS- EVENT MANAGEMENT, WO
MANAGEMENT RECYCLING AND
MANAGEMENT. POUTS- ARE AWARDED
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146 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
http://Office.com
http://WUS.fl
http://Satan.an
http://shirts.hats.-andtitherparaphemalaa.ai
SKILL 6 : Insert a n d Format Clip Art Graphics
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|AZZ<5BLUESFESTIVALtI
Aspen Falls
is- proud- to-
Founded- in- I960,- the- festival takes- ploce
at- the Aspen- Falls Lakefronr Pork just
southwestofthe-city.-To go-along-with-the
music,- the f estivah also- features an array
of - f cad-and- beverages from- restaurants in
the area - Micro beers- and wine from- the
Aspen Falls winery region- will- also- be
available-A varietyof-retait stores-wilfalso-
be selling- CDs,- books, shirts, hats, and
other paraphernolia.'l
For -father mf ocmenon. context-Mary
Louf_»*lt«lfl or (805) 99S-&454 1
enuronmentalfy-responsible-festivals.I
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• AspenFallsSponsors Winter-
Iazz&Blues-FestivalII
Aspen- Falls is proud- to- announce that the
city will be this year’s sponsor of the
Winter Jazz- A Blues
Festival- Founded in- I960,
the- festnah takes- pbce at-
the- Aspen Falls- Lakefronr
Park- jusr southwest- of- the
city. To- go- along; with- the
music; the festival- also
features on array of food
and- beverages from-
restaurants- in the area.-
The- award- is based- on- scoring- in several-
areas such as event management; waste
rtvinogement recycling- and- water
management Pot-its- are awarded for
festivals that- can- show an-
active ptan- to reduce on-site
waste.- recycle- and composr
wherever possible, reuse
water and use sustainable
power.4
Some of the Jazz- 4- Blues
Festival efforts- incbde the
promotion- of Refuse. Reuse.
Reduce, Recycle; only allow
recvctable mo’erols within the festival
7. W i t h the clip art image still selected—
sizing handles display a r o u n d the
border—click the Format tab if necessary.
8. In the Arrange group, click the Wrap Text
b u t t o n , and then click Square.
9. O n the Format tab, in the Size group,
click the Height button up spin
Text wraps arrow Iliu- : | as necessary to change the
around the image height of the image to 2.3″. C o m p a r e your
screen with F i g u r e 3.
T h e d o c u m e n t text wraps a r o u n d the image,
and the text from c o l u m n 2 is forced to the
next page.
10. Point to t h e image to display the [§]
pointer.
1 1 . D r a g the image to center it horizontally
on the page, with the t o p at approximately
2.5 inches on t h e vertical r u l e r — y o u r
text m a y w r a p differently. Notice that
the line between the c o l u m n s looks o u t
of place with the image a n d the b o r d e r e d
p a r a g r a p h .
12. Click in o n e of the c o l u m n s to deselect t h e
image. Click the Page Layout tab. In the
Page Setup group, click the C o l u m n s
b u t t o n , a n d then click More C o l u m n s . In
the C o l u m n s dialog box, clear the Line
between check box, and then click OK to
close the dialog box.
13. Scroll to the top of the d o c u m e n t ,
c o m p a r e y o u r screen with F i g u r e 4 , a n d
then use the position shown in the figure
to adjust t h e location of your clip art
image.
F i g u r e 3
Image moved
Line between
columns removed
J J i 3 a iocs –
T o nudge the i m a g e — m o v e it in small
increments—select the image, and then
press the a r r o w keys o n the keyboard.
14. Save H the d o c u m e n t .
• You have completed Skill 6 of 10
F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 147
• SKILL 7: Insert Smart Art Graphics
• A SmartArt graphic is a visual
r e p r e s e n t a t i o n of i n f o r m a t i o n .
• You can choose from m a n y different
S m a r t A r t layouts to c o m m u n i c a t e
y o u r message or ideas.
1 . Press [Ctrl] + [End 1 to move t h e insertion
p o i n t to the end of the d o c u m e n t , a n d
t h e n press [Enter] to create a blank line.
2. Click t h e Insert tab. In the Illustrations
group, click the SmartArt b u t t o n .
3 . In t h e C h o o s e a SmartArt Graphic dialog
b o x , scroll d o w n a n d look at the various
types of layouts that are available.
4. O n t h e left side of the dialog box, click
Process. Click the third layout in the sixth
row—Vertical Process (the exact location
of this SmartArt may vary). Notice t h a t a
preview a n d a description of t h e layout
display in the preview area o n the right
side of the dialog box, as shown in Figure 1. –
5. At the b o t t o m of t h e C h o o s e a SmartArt
Graphic dialog box, click OK, a n d then
c o m p a r e your screen with Figure 2.
The Vertical Process SmartArt graphic dis
plays at the insertion point, with the graphic
width equal to the width of the column. Two
SmartArt Tools contextual tabs are added to
the Ribbon—a Design tab and a Format tab.
The SmartArt outline displays sizing handles,
which consist of a series of dots, and a Text
Pane button, which displays on the left of
the SmartArt border.
• Continue to the next page to complete the skill •
w A i • r-
SmartArt button
Preview area
Process type
Vertical Process layout
F i g u r e 1
Text Pane button
Placeholder text
SmartArt graphic
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i l l features arr array of- food-and- beverages- from-restaurants- in- the area-Micro- beers-and- wine from- the-Aspen- Falls winery region- will- also be available.- A-variety-of- retail- stores- will also- be selling-CDs.- books.- shirts,- hats,- and- other paraph ernalia.4
™ * i
For-further-Information. contocT Mary
Lou fi«feloat(803) 355-34541
Festival- efforts- include- the promotion- of Refuse, Reuse; Reduce; Recycle; only allow recyclable- materials- within- the festival-site.- observing the leave no- trace’- program-and- using- parktig income to- help protect the-nearbywetkmds.SI
I a z z & B l u e s F e s t i v a i . W i n s –
G r e e n e r F e s t i v a l A v v a r u H Aspen- Falls Winter Jazz- A- Blues- Festival has- been- awarded the Environmentally Responsible- Festival- Aivtird.- Ten- festivals were- presented- the awards this-year for their- efforts- ar promoting and- sponsoring environmentally -responsible-f estivals.1
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148 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 7: Insert SmartArt Graphics
* A ” A Q
ft!
f e a t u r e * an- a r r a y of- f o o d
a n d b e v e r a g e * from-
restaurants- in- t h e area •
Micro- b e e r s – a n d » n n e from- t h e – A s p e n Falls
w i n e r y r e g o n – will also- b e available.- A
v a r i e t y – o f – r e t a i l stores- w i l l also- b e selling
C D s . – books.- s h i r t s , hats,- and- o t h e r
p a r a p h e r r IN* N*” ‘«•»< •«« _
HH Festival e f f o r t , include t h e
1 I p r o m o t w n of- Refuse.- Reuse,
MWMW R e d u c e . R e c y c l e , o n l y a l l o w
r e c y c l a b l e m o t e r o l s w i t h i n t h e f e s t i v a l
site, observing; t h e ' l e o v e no- trace"- p r o g r a m
a n d u s i n g p a r k i n g i n c o m e to- h e l p p r o t e c t
t h e n e a r b y w e t l a n d s M
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Lou-F
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TEXT RLL BUTTON
S H A P E S H A D I N G
A N D TEXT COLOR
C H A N G E D
F i g u r e 2
J i l l
FEATURES AN- ARRAY OF- FOOD-
END- BEVERAGES FROM
RESTAURANTS IN- THE AREA.-
MICRO- BEERS-AND- WINE FROM- THE- ASPEN- FALLS
WINERY- REGION WILL- ALSO- BE AVAILABLE.- A-
VARIETY OF – RETAIL- STORES- WILL- ALSO- BE SELLING
CDS,- BOOKS,- SHIRTS,- HATS, AND- OTHER
PARAPHERNALIA.?
FESTIVAL- EFFORTS INCLUDE- THE
PROMOTIOIR OF- REFUSE, REUSE,
REDUCE.- RECYCLE,- ONLY ALLOW
RECYCLABLE MATERIOLS WITHIN- THE FESTIVAL-
SITE,- OBSERVING THE ‘LEAVE NO- TRACE’- PROGRAM-
AIID- USING- PARKING INCOME TO- HELP- PROTECT-
THENEARBYWCTLANDS.S/
FOR FURTHER INFORMOFION, CONTACT MARY
LOU PL«T»!AAT(805) 5 3 5 – 5 4 5 4 . ?
| A Z 7 . C I – B L U E S F K S T I V A L W L N S –
G R E E N E R – F E S T I V A L – A W A R D fl
ASPEN- FALLS WRITER- JAZZ &• BLUES FESTIVAL-
HAS- BEEN AWARDED- THE ENVIRONMENTALLY
RESPONSIBLE- FESTIVAL- AWARD. TEN- FESTIVALS
WERE- PRESENTED- THE AWARDS- THIS-YEAR- FOR
THEIR EFFORTS- IN-PROMOTING-AND- SPONSORING
ENVIRONMENTALLY-RESPONSIBLE-FESTIVALS.?
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150 A P P L Y S P E C I A L TEXT. P A R A G R A P H , A N D D O C U M E N T F O R M A T S | Microsoft Word Chapter 4
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variety of- retail- stores- will- also be selling
CDs,- books,- shirts, hats,- and- other
paraphernalia 9
^
Festival- efforts- include- the
promotion- of- Refuse; Reuse;
Reduce; Recycle; only allow
recyctable materials within the festival-
site.' observing- the 'leave no- trace1-program-
and- using parking- income to help- protect
1 henearby wet lands.
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Start Mail
M e r g e b u t t o n
Label O p t i o n s
d i a l o g b o x ( y o u r
o p t i o n s m a y vary)
F i g u r e 2
Microsoft Word Chapter 4
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SKILL 9: Create Labels Using Mail Merge
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1 . N « « t f l e » r d " A d d r B s B t o c k » «
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r i l O a T l M P * – . – ;
View Gridlines
button
Label structure
displayed in
document
F i g u r e 3
6. U n d e r Label information, click the Label
vendors arrow, a n d then click Avery US
Letter. U n d e r Product number, scroll
d o w n about halfway t h r o u g h the list, a n d
then click 5160 Easy Peel Address Labels.
T h e A v e r y 5 1 6 0 a d d r e s s l a b e l is a c o m m o n l y
u s e d l a b e l . T h e p r e c u t sheets c o n t a i n t h r e e
c o l u m n s o f 10 l a b e l s e a c h .
7. At the b o t t o m of the Label O p t i o n s dialog
box, click OK. If t h e grid lines d o n o t
display, on the Layout tab, in the Table
group, click the View Gridlines b u t t o n .
Notice that a table s t r u c t u r e displays in
your d o c u m e n t , as s h o w n in F i g u r e 3 .
8 . O n the Mailings tab, in t h e Start Mail
Merge group, click the Select Recipients
b u t t o n , a n d then click Use Existing List.
9. In the Select Data Source dialog box, nav
igate to your Word Chapter 4 folder, click
the Lastname_Firstname_w04_Festival_
Addresses file, a n d t h e n click Open.
1 0 . In the Start Mail Merge group, click the
Edit Recipient List b u t t o n . In the row of
c o l u m n headings, click t h e Last_Name
h e a d i n g o n e t i m e t o sort the list on last
names, a n d t h e n click OK.
1 1 . In the Write & Insert Fields group, click
the Address Block b u t t o n . In the Insert
Address Block dialog box, click OK to
accept the default settings.
1 2 . In the Write & Insert Fields group, click
t h e Update Labels b u t t o n to update all of
the labels, a n d then c o m p a r e your screen
with F i g u r e 4.
1 3 . Save Q the d o c u m e n t .
• You hove completed Skill 9 of 10
F i g u r e 4
Microsoft Word Chapter 4 | A p p l y Special Text, P a r a g r a p h , a n d D o c u m e n t Formats 153
Update Labels
button
Address Block
button
Address Block
fields inserted
in document
http://Mng.ni
http://fln.Hi
• It is good practice to preview y o u r labels
before p r i n t i n g t h e m so you can see w h e t h e r
f o r m a t t i n g changes are necessary.
• You can check the final results of your mail
merge by p r i n t i n g first to plain paper
instead of the m o r e expensive p r e p r i n t e d
label sheets.
1. O n t h e M a i l i n g s t a b , in the P r e v i e w
R e s u l t s g r o u p , click the P r e v i e w R e s u l t s
b u t t o n . Verify that the Address Block fields
display actual data. Notice that there is a
large space between the lines of each label
a n d that the b o t t o m s of t h e labels that
have two address lines—those with
a p a r t m e n t n u m b e r s — a r e cut off, as
s h o w n in F i g u r e 1.
2.
3 .
4 .
In t h e first label, move the insertion p o i n t
to t h e left of the first line of text, a n d drag
d o w n to select all three p a r a g r a p h s of the
address label.
Click the Page Layout t a b . In the
P a r a g r a p h g r o u p , click the S p a c i n g
Before d o w n s p i n a r r o w to change t h e
spacing before each p a r a g r a p h to 0 p t .
Notice that the spacing changes only for
the first label; the rest of the labels r e m a i n
u n c h a n g e d .
O n the H o m e t a b , in the F o n t g r o u p ,
click t h e F o n t a r r o w [ g g g j -|» and then
click C a m b r i a . Click the F o n t Size
a r r o w 1″ -j, a n d t h e n click 12. C o m p a r e
y o u r screen w i t h F i g u r e 2.
P R E V I E W RESULTS
BUTTON
B O T T O M O F
LABEL IS CUT OFF
F i g u r e 1
FONT AND FONT
S I Z E C H A N G E D FOR
FIRST LABEL ONLY
S P A C I N G BEFORE
C H A N G E D FOR
FIRST LABEL ONLY
” ; ~ f t w i t P9o« Ujeut
5. Scroll to the b o t t o m of the d o c u m e n t a n d
click anywhere in the b o t t o m row. O n the
Layout t a b , in the Rows & C o l u m n s
g r o u p , click the Delete b u t t o n , a n d then
click Delete Rows. Move to the top of the
d o c u m e n t .
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL •
F i g u r e 2
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Robert Bingham?
536-Salnt-ClalrStreet!
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Mark-Cole?
803-Jettcane?
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Asnenfalk C A 4 U l j r .
AbrahamCjarza?
1626 Desert-BroomCoiirt?
M 2 0 1
A ^ n e n f a l U . f A – l – U r i m .
MarshaKeelin?
2934 DavissonStreet?
Aspen-falls.CA-93463?
Wdle-Mench?
4442- Ingr-amRoad?
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t D e s s v e – B r o a d n a y l
4 8 0 3 0 a k n d g e – F a r m – L a n c T
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2 5 1 4 – P u b l i c – W o r k s – D r t v e l
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f A b r a h a m – G a r z a l
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A s p « n F a l l s . – C A 4 3 4 6 4 1
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A s p e n – F a l l s . C A – 9 3 4 6 3 1
c I r m a 4 C n o w i e s ?
1 7 3 – N e w – S t x e e r «
A s p e n – F a l l s , – C A – 9 3 4 6 4 1
D u n c a n – M c A r t h u r l
1 8 9 4 – B u l l p e n – R o a d l
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R o s e – N e w k i r k l
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t M a r g a r e t – P e a v e y l
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t T r a c y – M i c h a e l l
4 3 1 1 C o r e – S t r e e t l
A s p e n f a l k . – C A – 9 3 4 6 4 1
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entntaljni from-all tr.fr Celiornle snd-the-
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Aipen- MiV »”U’ be- sponsortn*- this- year’s*
fclwillWi mmm mlm,h mm km Md in-the-
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The-Aspen- Falls- Clank-Car- Show hat-been’
in- e-ustence- for Ive- y e * . ‘ •”<»• attracts-
enthus-am-from .11 <-verCa»forrJeend the-
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Figure 4
9. Click anywhere in t h e d o c u m e n t . O n t h e I n s e r t t a b , in t h e I l l u s t r a t i o n s g r o u p ,
click t h e C l i p A r t b u t t o n .
10. In the C l i p A r t task p a n e , in the S e a r c h for box, t y p e sports car a n d t h e n click
— G o . Click the i m a g e s h o w n in Figure 3 ( o r a similar image if this o n e is n o t
available). Close the C l i p A r t pane. O n t h e F o r m a t t a b , in t h e A r r a n g e g r o u p ,
click t h e W r a p Text b u t t o n , a n d then click T i g h t . O n t h e F o r m a t t a b , in the Size
g r o u p , change t h e W i d t h to 2.5". Move t h e image t o the position s h o w n in
Figure 3 .
11. Select the last p a r a g r a p h in the d o c u m e n t . In t h e P a r a g r a p h g r o u p , click the
B o r d e r s b u t t o n a r r o w , a n d t h e n click O u t s i d e B o r d e r s . In t h e P a r a g r a p h g r o u p ,
click the S h a d i n g b u t t o n a r r o w . U n d e r T h e m e C o l o r s , click t h e s e c o n d color in
t h e sixth c o l u m n — R e d , Accent 2, L i g h t e r 8 0 % .
12. Click anywhere in the d o c u m e n t . O n t h e I n s e r t t a b , in t h e I l l u s t r a t i o n s g r o u p ,
click the S m a r t A r t b u t t o n . Click P r o c e s s , click t h e F u n n e l layout—the f o u r t h
layout in the t e n t h r o w — a n d t h e n click OK. Click t h e b o r d e r of t h e S m a r t A r t
image. O n t h e F o r m a t t a b , click the A r r a n g e b u t t o n . Click the P o s i t i o n b u t t o n ,
a n d t h e n u n d e r W i t h Text W r a p p i n g , in t h e t h i r d row, click the second b u t t o n .
Click t h e Size b u t t o n , a n d increase t h e H e i g h t to 2.2".
13. O n the D e s i g n t a b , in t h e S m a r t A r t Styles g r o u p , click t h e M o r e b u t t o n , a n d
t h e n click t h e first style u n d e r 3-D—Polished. In t h e C r e a t e G r a p h i c g r o u p , click
t h e Text P a n e b u t t o n . For t h e four bullets, t y p e Chevy a n d Chrysler a n d Ford
a n d Classic Cars a n d t h e n C l o s e t h e Text p a n e . Deselect t h e SmartArt graphic,
a n d t h e n c o m p a r e y o u r d o c u m e n t w i t h Figure 3 . Save a n d Exit W o r d .
14. S t a r t Word. O n the M a i l i n g s t a b , in t h e S t a r t M a i l M e r g e g r o u p , click t h e S t a r t
Mail M e r g e b u t t o n , a n d t h e n click Labels. U n d e r Label i n f o r m a t i o n , select
Avery U S Letter. U n d e r P r o d u c t n u m b e r , click 5160, a n d t h e n click OK. In t h e
S t a r t M a i l M e r g e g r o u p , click Select R e c i p i e n t s , click Use E x i s t i n g List, a n d t h e n
locate a n d o p e n w 0 4 _ C a r s _ J u d g e s .
15. In t h e W r i t e & I n s e r t Fields g r o u p , click t h e A d d r e s s Block b u t t o n , a n d t h e n
click OK. In the W r i t e & I n s e r t Fields g r o u p , click the U p d a t e Labels b u t t o n .
16. In the P r e v i e w R e s u l t s g r o u p , click t h e P r e v i e w R e s u l t s b u t t o n . In t h e F i n i s h
g r o u p , click t h e F i n i s h 8c M e r g e b u t t o n , click E d i t I n d i v i d u a l D o c u m e n t s , a n d
then click OK. Delete the last row in t h e table. Save the d o c u m e n t in your W o r d
C h a p t e r 4 folder as Lastname_Firstname_w04_Cars_Labels a n d a d d t h e file
— n a m e to t h e footer. C o m p a r e your d o c u m e n t w i t h Figure 4 .
17. Save a n d then s u b m i t y o u r d o c u m e n t s as directed. Exit W o r d b u t d o n o t save
changes to any o t h e r d o c u m e n t s .
D o n e ! You have completed the Skill Check
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 161
Assessment
Assess Your Skills 1
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w 0 4 _ C r u i s e s
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstuame_w04_Cruises
1. Start Word. Locate a n d o p e n w04_Cruises,
save it in your Word Chapter 4 folder as
L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C r u i s e s a n d then
a d d the file n a m e to the footer. Select t h e title
Aspen Lake Cruises—including the p a r a g r a p h
m a r k — a n d then o n the H o m e tab, apply t h e
Intense Quote Quick Style.
2 . W i t h t h e title still selected, change t h e title
font size t o 36 p o i n t s . Apply t h e Gradient
Fill - Blue, Accent 1 text effect—the f o u r t h
effect in t h e t h i r d row. T h e n apply a n Offset
D i a g o n a l B o t t o m Left text effect s h a d o w —
u n d e r Outer, the t h i r d effect in t h e first row.
3 . Starting w i t h t h e Aspen Lake Nature Cruise
subtitle, select all of the text t o the e n d of
t h e d o c u m e n t , a n d t h e n change it to a t w o -
c o l u m n format. Justify the t w o - c o l u m n text.
Display t h e C o l u m n s dialog box, a n d t h e n
change t h e Spacing between the c o l u m n s to
0.3". At the left side of t h e Valentine's Day
Cruise! subtitle, insert a c o l u m n break.
4 . Select t h e Aspen Lake Nature Cruise subtide,
a n d t h e n apply Bold, Italic, a n d Center
a l i g n m e n t . C h a n g e t h e font size to 16 p o i n t s ,
t h e font color to Blue, Accent 1, a n d t h e n
apply t h e Small Caps effect.
5. Create a new Quick Style n a m e d Cruise
Subtitle based o n t h e s u b t i d e you just
formatted. Apply the Cruise Subtitle Quick
Style t o t h e Valentine's Day Cruise! subtitle.
6. Position t h e insertion p o i n t at t h e b e g i n n i n g
of t h e last p a r a g r a p h , which begins Book
online or call. Use the Clip A r t task p a n e to
search the Clip A r t m e d i a t y p e for cruise
ship a n d t h e n insert the image s h o w n in
F i g u r e 1.
7. C h a n g e t h e w i d t h of t h e clip art image to
2.5". C h a n g e t h e Wrap Text t o Top and
B o t t o m , a n d t h e n center t h e image h o r i z o n
tally in the c o l u m n , as s h o w n in F i g u r e 1.
8. At the b o t t o m of the first c o l u m n , select the
last paragraph, mcluding the p a r a g r a p h mark.
Add an Outside Border to t h e paragraph.
Display t h e Borders and S h a d i n g dialog box.
C h a n g e the b o r d e r w i d t h to IV2 pt, t h e
b o r d e r color to Dark Blue, Text 2, a n d the
shading fill to Blue, Accent 1, L i g h t e r 8 0 % —
t h e fifth color in t h e second row.
9. A d d a B o x style page b o r d e r that is V2 pt
wide, with a Color of Dark Blue, Text 2.
10. C o m p a r e y o u r d o c u m e n t w i t h F i g u r e 1.
Save your d o c u m e n t , a n d t h e n s u b m i t it
as directed.
D e n e ! You have completed Assess Your Skills 1
162 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
Aspen Lake Cruises
ASFCU LAXF NATUDC CBUISE
Lee. then an hour a m y froM Acpon
Fall, ii an m n i n g o f fun and relaxation
aboard the Aepen Lake Nature Cnoee.
Open all yoar. tho tour t o i . i you en a
journey around Aspen Lo>.« where you
oan view natura at iff boat.
Brine your ccaoera and enjoy the
wonderful aajarHc oak I n fhot hare
made Aspen U k o famous- A geological
wonder, those t r e e s hart boon in
adffance for about a hundred yoar.
and cascade o f f tho rock cliff, fhot
run along the laka.
October otto o f f e r , tho changing
colon o f tho M O . o n cs rou diecovsr
peaceful aufet coves and foot eountUcf
species of bird*, door, entelebe. and
other anieeuo aaiong the vast
vegetation.
For further detail, or to owke
reoei witkai. book online or ceil Aepsn
Lake at (BOS) BW-7714.
VAISNTNJFS DAY CBUISEI
Moke your reservations noi* for tho
•pociol Valentine’. Day Dir…- & Dance
on February J4th f r o . 7:30 to 10:30
pjo. for only $149 per couple. The c o . t
includes a bottle of chofopagno. o photo
of you boarding tho boat, a .fecial
doner for two. d e i v r t . end a rod RAT
Hllili ill iiit,
took online or call Aopon Lake for a w n
mfonnatlon or to eioke reiervetioni. A
•oral dance band will be on hand to
pnwida the wuek for on-deck adnckig.
Dorrt wad m thlf popular event akooet
etwayi books up oarlyl
F i g u r e 1
A s p e n Falls C l a s s i c
C a r C o m p e t i t i o n
A.f»«f*
A I M * I *»1v C A StSU
Cuih SlnuNon ftoUrt Uisjfwm Willi* M»otli
LmCiMrfw*aC*M«W*v S3* l*WCUJ#««tt ‘•••;•!- mi
• •;
45J1 lucv I w i 3 1 * Putt* Worti Dff* t*«Mixn *C*d
A.nnftlb.CAnSH tlUJ Aipmn tmM,CASSM
f*m*rdhowmnl Wt’i*rdVnvmU U.1.-.-.
Figu
To complete this document, you will need the following files:
• w 0 4 _ C o m p e t i t i o n • w04_Competition_Addresses
You will save your documents as:
• L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C o m p e t i t i o n
• L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C o m p e t i t i o n _ L a b e l s
1. S t a r t Word. Locate a n d o p e n
w 0 4 _ C o m p e t i t i o n , save it in your W o r d
C h a p t e r 4 folder as L a s t n a m e _ F i r s t n a m e _
w 0 4 _ C o m p e t i t i o n a n d then a d d t h e file n a m e
to t h e footer.
2. Select the d o c u m e n t title. C h a n g e the title
text to Arial Black, 42 p o i n t s , and C e n t e r
the text. C h a n g e the title L i n e S p a c i n g to 1.0,
a n d t h e S p a c i n g After to 0 p t . With the title
still selected, apply the G r a d i e n t Fill – O r a n g e ,
Accent 6, I n n e r S h a d o w text effect—the
second effect in t h e f o u r t h row. Apply an
O r a n g e , 5 p t glow, Accent c o l o r 6 G l o w text
effect—the last Glow effect in t h e first row.
3 . Press (Ctrl] + [End] t o move to t h e e n d of t h e
d o c u m e n t . Insert a Cycle S m a r t A r t graphic
using t h e R a d i a l Cycle l a y o u t — t h e first style
in t h e t h i r d row. In the center circle, t y p e
Best in Show
4 . Display t h e Text P a n e , a n d t h e n fill in t h e
e m p t y bullet p o i n t s w i t h t h e following text:
Vintage
Classic
H o t Rod
C u s t o m
5. Close the Text p a n e . C h a n g e the S m a r t A r t
H e i g h t t o 3 ” a n d the W i d t h to 6.5″. O n t h e
D e s i g n t a b , apply the C a r t o o n S m a r t A r t
S t y l e — t h e t h i r d style u n d e r 3-D.
6. W i t h the SmartArt graphic still selected,
C h a n g e C o l o r s t o C o l o r f u l – Accent
C o l o r s — t h e first style u n d e r Colorful.
7. Insert a S h a d o w page b o r d e r w i t h t h e
O r a n g e , Accent 6, D a r k e r 5 0 % color a n d a
w i d t h of 3 p t . Save y o u r d o c u m e n t , a n d t h e n
Exit Word.
8. Create a new blank d o c u m e n t . Start t h e mail
merge process to create Labels using Avery
US Letter, P r o d u c t n u m b e r 5160. Use the
w 0 4 _ C o m p e t i t i o n _ A d d r e s s e s d o c u m e n t as
t h e data source. Add an A d d r e s s Block, a n d
accept all address block defaults, a n d t h e n
U p d a t e Labels. In the first label, remove t h e
spacing before the address block. U p d a t e
Labels a n d t h e n preview the results. Merge
all t h e labels into a single d o c u m e n t . Delete
t h e two b o t t o m rows of t h e table.
9. Save the mail merge d o c u m e n t in your
W o r d C h a p t e r 4 folder as Lastname_
Firstname_w04_Competition_Labels
a n d t h e n a d d the file n a m e to t h e footer.
C o m p a r e y o u r completed d o c u m e n t s w i t h
Figure 1. Exit W o r d — d o n o t save t h e
original mail merge d o c u m e n t . P r i n t o r
s u b m i t your d o c u m e n t s as directed.
D o n e ! You have completed Assess Your Skills 2
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 163
Assess Your Skills Visually
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w 0 4 _ H e r i t a g e _ D a y s
Y o u w i l l s a v e y o u r d o c u m e n t a s :
L a s t n a m e _ F i r s t n a m e _ w 0 4 _ H e r i t a g e _ D a y s
S t a r t W o r d , a n d o p e n w 0 4 _ H e r i t a g e _ D a y s .
Create a flyer as s h o w n in F i g u r e 1. Save the file
as Lastname_Firstname_w04_Heritage_Days in
y o u r W o r d C h a p t e r 4 folder.
To c o m p l e t e this d o c u m e n t , apply t h e Title
Q u i c k Style, with a font size of 26 p t . Break t h e
c o l u m n as indicated. In the b o r d e r e d text, apply
t h e D a r k Blue, Text 2 text a n d b o r d e r colors,
a n d Blue, Accent 1, L i g h t e r 8 0 % shading. Use
t h e s a m e b o r d e r color for the page border. Set all
b o r d e r w i d t h s to 3 p t . Insert the Clip A r t image
s h o w n in F i g u r e 1 using old west as the search
t e r m , a n d change its H e i g h t to 2″.
For t h e subtitles, use an 18 p o i n t font size,
S m a l l c a p s , a n d C e n t e r the titles. Use t h e same
color you used for the borders. For the SmartArt
graphic, in t h e R e l a t i o n s h i p category, apply the
C o n v e r g i n g Radial layout. Adjust the graphic
to 6.5″ wide a n d 3 ” high, a n d t h e n apply t h e
W h i t e O u t l i n e SmartArt style. Insert t h e file
n a m e in t h e footer, and then p r i n t or s u b m i t it
electronically as directed.
D o n e ! You have completed Assess Your Skills Visually
H e r i t a g e D a y P a r a d e
T H I S Y E A R ‘ S P A R A D E
The Heritage Day Parade is being sponsored this
year by the City of Aspen Falls among numerous
of other sponsors. The Heritage Day Parade is a
celebration of the
founding pioneers,
who first established
homesteadsinthe
Aspen Falls area in
1850.
The parade features
characters from the
old westwhosettled
in the area after the
beginningof the California Gold Rush.
The parade will be held on Saturday, July 21st
on Main Street at noon. For further
Information, call (805) 555-1850.
H I S T O R Y O F T H E P A R A D E
The history of Aspen Falls Heritage Parade
began when a town of tents for hopeful
prospectors was erected and then later became
a boomtownas roads,churches, schools, and
other buildings were established in response to
the increasing excitement aboutthe possibility
of discovering gold.
Eventually, laws governing the town were
established to helpclean up the town and allow
families to establish homes in the area. Today,
the parade takes you back to the days of
prospecting and the Wild, Wild West where
unruly cowboys and gunslingers populated the
town. Enjoy reenactmentsof gun showsin the
streets of Aspen Falls, learn how to prospectfor
gold and view some of the original quilts made
by the pioneers of the time.
Lastname_Firstname_w04_Heritage_Days
F i g u r e 1
164 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
Assessment
Skills in Context
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w04_Attractions
Create a flyer about the attractions a r o u n d Aspen Falls. Use
the web to research n o r t h e r n California for ideas—you could
research attractions such as sailing, n a t u r e trails, bird watching,
waterfalls, wineries, a n d so on. T h e flyer s h o u l d have a formatted
title a n d a subtitle, and then t w o – c o l u m n text describing the area’s
attractions. Your completed d o c u m e n t should include a page
border, a paragraph or paragraphs with a p a r a g r a p h b o r d e r a n d
shading, a clip art image, and a SmartArt graphic of your choice.
You can include a picture if you w o u l d like to d o so.
Save the d o c u m e n t as Lastname_Firstname_w04_Attractions
Insert the file n a m e in t h e footer, a n d be sure to check the entire
d o c u m e n t for g r a m m a r a n d spelling. Print o r s u b m i t the file
electronically as directed.
D o n e ! You have completed Skills in Context
Skills and You
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w04_Family
Using the skills you have practiced in this chapter, create a flyer
to send to family m e m b e r s about family events c o m i n g u p d u r i n g
the next year. The flyer should have a formatted title a n d a
subtitle, and then two-column text describing the various events.
Your completed d o c u m e n t should include a page border, a
paragraph with a paragraph b o r d e r and shading, a clip art image,
and a SmartArt graphic of your choice.
Save the d o c u m e n t as Lastname_Firstname_w04_Family Check
the entire d o c u m e n t for g r a m m a r a n d spelling. Print o r s u b m i t
the file electronically as directed.
D o n e ! You have completed Skills and You
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 165
C H A P T E R
C r e a t e W o r k b o o k s w i t h
E x c e l 2 0 1 0
• Microsoft Office Excel 2010 is used w o r l d w i d e t o create w o r k b o o k s a n d to analyze data t h a t is
organized i n t o c o l u m n s a n d rows.
• After data is entered i n t o Excel, you can p e r f o r m calculations o n the n u m e r i c a l data a n d analyze
the data to m a k e informed decisions.
Your starting screen will look similar to this:
Inilrl P>o>ll
S • 9b’A-
2
i
5
6
7
•
J
10
11
12
13
U
15
16
17
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19
20
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24
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mm * -M- hi j * J 3* emu. – 3 • rointllHig • J ; l i b i t – Sl,i.> • Blr***’ – < ! • Filtc. - i . H c f
S h M t l S.1WU 5r.e«3 ' J ELtL
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S K I L L S V Skills 1-10 Training J
At the end of this chapter, you will be
able to:
Skill 1 C r e a t e a n d Save N e w W o r k b o o k s
Skill 2 E n t e r W o r k s h e e t Data a n d M e r g e a n d
C e n t e r T i t l e s
Skill 3 C o n s t r u c t A d d i t i o n a n d S u b t r a c t i o n
F o r m u l a s
Skill 4 C o n s t r u c t Multiplication a n d Division
F o r m u l a s
Skill 5 A d j u s t C o l u m n W i d t h s a n d A p p l y Cell
Styles
Skill 6 Use t h e S U M Function
Skill 7 C o p y F o r m u l a s a n d Functions Using t h e
Fill H a n d l e
Skill 8 Format, Edit, and Check t h e Spelling of Data
Skill 9 C r e a t e F o o t e r s and C h a n g e Page Settings
Skill 10 Display a n d Print Formulas a n d Scale
W o r k s h e e t s for Printing
MORE SKILLS
More Skills 11 C r e a t e N e w W o r k b o o k s f r o m
T e m p l a t e s
More Skills 12 Use Range N a m e s in Formulas
More Skills 13 C h a n g e T h e m e s
More Skills 14 M a n a g e D o c u m e n t Properties
166 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
Outcome
Using t h e skills listed to t h e left will enable y o u to create
a worksheet like this:
• • • ‘
Location Children
Bike Rentals at Aspen Lake Recreation Area
Adult Total Difference Rental Fee Total Fees
North 139 51 190 88 $ 6 $ 1.140
South 108 60 168 48 7 1,176
Central 153 93 246 60 7 1,722
East 175 82 257 93 10 2,570
West 246 170 416 76! 7 2,912
Total 821 456 1277 $ 9,520
Bikes Rented
26.894
Percent of Adult
North
Bikes Rented
26.894
Percent of Adult
North
Bikes Rented
26.894
South 35.7%
Central 37.8%
East 31.9%
West 40.9%
Parks and Recreation
You will save your
workbook as:
Lastname Firstname eOl Bikes
Lastname Firstname eOl Blkes.xlsx 4 / 2 9 / 2 0 1 0
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 167
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• Excel is u s e d t o p e r f o r m c a l c u l a t i o n s o n n u m b e r s . W h e n y o u m a k e c h a n g e s t o
o n e o r m o r e n u m b e r v a l u e s , y o u c a n i m m e d i a t e l y see t h e effect of t h o s e
c h a n g e s in totals a n d c h a r t s t h a t rely o n t h o s e values.
• A n Excel w o r k b o o k can c o n t a i n a large a m o u n t of d a t a — u p t o 16,384
c o l u m n s a n d 1,048,576 r o w s .
• T h e b a s i c skills y o u n e e d to w o r k efficiently w i t h Excel i n c l u d e e n t e r i n g a n d
f o r m a t t i n g d a t a , a n d n a v i g a t i n g w i t h i n Excel.
• W h e n p l a n n i n g y o u r w o r k s h e e t , t h i n k a b o u t w h a t i n f o r m a t i o n will f o r m t h e
rows a n d w h a t i n f o r m a t i o n will f o r m t h e c o l u m n s . Generally, r o w s are u s e d to
list t h e i t e m s a n d c o l u m n s t o g r o u p o r d e s c r i b e t h e i t e m s in t h e list.
168 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
Time to complete all
10 skills – 50 to 90 minutes
Student data file needed
for this chapter:
• N e w blank Excel workbook
Find your student data files here:
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 169
• SKILL 1 : Create a n d S< #
• Starting Excel displays a new blank workbook—a file that you can use to
organize various kinds of related
i n f o r m a t i o n . A w o r k b o o k contains worksheets, also called spreadsheets—the
p r i m a r y d o c u m e n t that you use in Excel to
store a n d work with data.
• T h e worksheet forms a grid of vertical
c o l u m n s and horizontal rows. The small box
where one column a n d o n e row meet is a cell.
1.
2.
3.
4.
Start O Microsoft Excel 2010. In t h e
lower right, if necessary, click the N o r m a l
b u t t o n H ] . To t h e right of the b u t t o n ,
n o t i c e the z o o m — m a g n i f i c a t i o n level.
Your zoom level should be 100%, but most
figures in this chapter are zoomed to 130%.
Verify t h e cell in t h e u p p e r left corner is
t h e active cell—the cell outlined in black
in w h i c h data is entered w h e n you begin
t y p i n g . Notice t h a t c o l u m n s have alpha
betical headings across the t o p , a n d rows
have n u m e r i c a l headings d o w n the left
side, as s h o w n in F i g u r e 1.
When a cell is active, the headings for the
column and row in which the cell is located
are highlighted. The column letter and row
number that identify a cell is the cell address, also called the cell reference.
In cell A l , type Aspen Falls Parks a n d
Recreation a n d t h e n press (Enterl to store the
entry.
In cell A2, type Bike Rentals at Aspen Lake
Area a n d t h e n press [Enter]. C o m p a r e y o u r
screen with F i g u r e 2.
Continue to the next page to complete the skill ^
Column headings —
Cell reference in
Name Box
Column A and
row 1 headings - T f
highlighted
wM-
Active cell
Row headings -
Zoom level (yours
may be 100%)
Normal view
button
F i g u r e 1
CUKMI - u * A" A"
B / B - of* A '
Font mm mm ±jf General
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A J B j C
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Area
H L ^
S h o r t . S n « p Q shtea > j 3« i >n !
170 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
http://ronr.lt
SKILL 1: Create a n d Save New Workbooks
FifltUfOUl Fcimulu Data RE.mv Ocv* Addlni
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DIFFERENCE RENTAL FEE TOTAL FEES
Jill
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UNDERLYING VALUE
DISPLAYS IN THE
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D I S P L A Y E D VALUE
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NORTH
SOUTTH
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WEST
8 TOTAL
9
1 0
1 1
1 2
1 3 .
1 4 •
1 5
1 6
1 7
1 8
1 9
2 0
2 1
1 3 9
1 0 8
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2 4 6
5 1
6 0
3 2
1 7 0
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SKILL 2 : Enter Worksheet Data a n d Merge a n d Center Titles
J . – A –
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Conditional Formal Cfl- . . .
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B
1 ASPEN FALLS PARKS AND RECREATION
WW RENTALS J I ATUERI LJK? AREA
LOCATION CHILDREN ADULT TOTAL
NORTH 1 3 9 5 1
SOUTTH 1 0 8 6 0
EASST 7 5 3 2
WEST 2 4 6 1 7 0
TOTAL
DIFFERENCE RENTAL FEE TOTAL FEES
L A
Sheetl S.1eet2 Shae’J M
• LIB 3 UA UO» • – •
– a l ‘ FUN – SaSftt’
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I ASPEN RAILS PARKS AND RECREATION
ASPEN FALLS PARKS AND RECREATION
2
3
4
5
6
7
8
9
1 0
1 1
1 2
1 3
1 4
1 5
1 6
1 7
1 8
1 9
2 0
2 1
me RENTAL; AT ASPEN U N E AREA
P
LOCATION CHILDREN ADULT
NORTH 1 3 9 5 1
SOUTTH 1 0 8 6 0
EASST 7 5 3 2
WEST 2 4 6 1 7 0
TOTAL
TELA DIFFERENCE RENTAL FEE TOTAL FEES
S h M t l s r . « « 2 S r a t O
: .J J . J
CELL REFERENCE FOR
FIRST SELECTED CELL
DISPLAYS IN
N A M E B O X
R A N G E A 1 : G 1
SELECTED A N D
BORDERED IN BLACK
F i g u r e 3
M E R G E & C E N T E R
BUTTON
CELLS M E R G E D A N D
TEXT C E N T E R E D
8 . Point to t h e m i d d l e of cell A l to display
t h e [G] pointer. H o l d d o w n the left m o u s e
b u t t o n , a n d t h e n drag to the right to select
cells A l t h r o u g h G l . C o m p a r e your screen
— w i t h Figure 3.
The selected range is referred to as A1:G1
(Al through G l ) A range is two or more
cells on a worksheet that are adjacent (next
to each other). A colon (:) between two cell
references indicates a range of cells that
includes the two cell references and all the
cells between them.
When you select a range, a thick black line
surrounds the range, and all but the first cell
in the range are shaded. The first cell
reference will be displayed in the Name
Box—an area by the formula bar that
displays the active cell reference.
9. O n t h e H o m e tab, in t h e Alignment
group, click t h e Merge & Center
b u t t o n [Ml.
The selected range, A1:G1, merges into one
larger cell, and the data is centered in the
new cell. The cells in Bl through Gl can no
longer be individually selected because they
are merged into cell Al.
1 0 . Using the t e c h n i q u e just practiced, select
t h e range A2:G2, a n d then click t h e Merge
& Center b u t t o n [ B L .
1 1 . H o l d d o w n (Ctry, a n d press [Homel to m a k e
cell A l t h e active cell. O n the Quick Access
Toolbar, click the Save b u t t o n H I a n d
t h e n c o m p a r e y o u r screen with Figure 4.
• Y O U H A V E C O M P L E T E D SKILL 2 O F 1 0
F i g u r e 4
Microsoft Excel Chapter 1 | C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 173
• A cell’s u n d e r l y i n g value can be a text value,
a n u m b e r value, or a formula. A formula
is a n e q u a t i o n t h a t performs m a t h e m a t i c a l
calculations o n n u m b e r values in t h e
worksheet.
• F o r m u l a s begin with an equal sign a n d
often i n c l u d e an arithmetic operator—
a s y m b o l t h a t specifies a m a t h e m a t i c a l
o p e r a t i o n such as a d d i t i o n o r s u b t r a c t i o n .
1. Study t h e symbols t h a t Excel uses t o
p e r f o r m m a t h e m a t i c a l o p e r a t i o n s , as
s u m m a r i z e d in the table in Figure 1.
2 . I n cell D 4 , type = B 4 + C 4 a n d t h e n press
[Enter].
The total number of bikes rented for the
North location equals the sum of the values
in cells B4 and C4, which is 190, the sum of
139 and 51.
When you type a formula, you might see a
brief display of function names that match
the first letter you type. This Excel feature,
called Formula AutoComplete, assists in
inserting formulas.
3 . In cell D 5 , type the formula to a d d cells
B5 a n d C 5 , = B 5 + C 5 a n d then press [Enter).
4 . I n cell D 6 , type = a n d then click cell B6.
Notice that B6 is inserted i n t o t h e
formula, a n d cell B6 is s u r r o u n d e d b y a
m o v i n g b o r d e r indicating that it is p a r t of
an active formula as s h o w n in Figure 2 . —
5. Type + Click cell C6, a n d then press [Enter]
t o display t h e result 107.
You can either type formulas or construct
them by pointing and clicking in this
manner.
• Continue to the next page to complete the skill )
174 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
S y m b o l s U s e d i n E x c e l f o r A r i t h m e t i c O p e r a t o r s
•
F i g u r e 1
Operator Symbol Operation
+ ( p l u s s i g n ) A d d i t i o n
– ( m i n u s s i g n ) S u b t r a c t i o n (also n e g a t i o n )
* ( a s t e r i s k ) M u l t i p l i c a t i o n
/ ( f o r w a r d s l a s h ) D i v i s i o n
% ( p e r c e n t s i g n ) P e r c e n t
A ( c a r e t ) E x p o n e n t i a t i o n
Displayed values
in D4 and D5
Moving border
around B6
Beginning of
formula in D6
F i g u r e 2
” ~ B ! C D
It 1 2 I
3 LOCATION
4 NORTH
ASPEN FALLS PARKS AND RECREATION
BIKE RENTALS AT ASPEN LAKE AREA
CHILDREN ADULT TOTAL DIFFERENCE RENTAL FEE TOTAL FEES
1 3 9 5 1 F L 9 0
Ll68
Sheet 1 ShMt2 SHWO Q
SKILL 3 : Construct Addition a n d Subtraction Formulas i
C ?; : * ;? ^
r
SDK!
X • £ = 8 4 – 0 !
B F C D j E |
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Area
Location Children Adult Total Difference Rental Fee Total Fees
North 139| 5l] 19o|=B4-C4
Soutth 108 60 168
Easst 75 32 107
West 246 170 416
Total
Cancel button
Enter button
Formula bar
Subtraction
formula in E4
S l w t t l Shaea Shaat3
F i g u r e 3
3 Location Children Adult Total
4 North 139 51 190
5 Soutth 108 60 168
6 Easst 75 32 107
7
8
West
Total
246 170 416
c d e 1 f 1 s :
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Area
Difference Rental Fee Total Fees
88 6 ”
48 7
10
7
I J K L £
Data entered
S h e e t ! 5he»a SheeU , – Q •
,u.j-n oar.
IE
6. In cell D 7 , use p o i n t a n d click to c o n s t r u c t
a f o r m u l a t h a t a d d s cells B7 a n d C 7 .
7. In cell E4, t y p e =B4-C4 O n t h e formula
bar, notice that t h e Cancel a n d Enter
b u t t o n s display to the left of t h e f o r m u l a
as s h o w n in F i g u r e 3.
If you make an error entering a formula,
you can click the Cancel button and then
start over. Alternately, you can press the
[Esc] key.
8. O n t h e formula bar, click t h e Enter
b u t t o n 0 to confirm the e n t r y while
keeping cell E4 t h e active cell. Notice t h a t
t h e u n d e r l y i n g value for cell E4 displays as
a formula in t h e formula bar a n d t h e
display value, 8 8 , displays in t h e cell as a
result of t h e formula.
9. In cell E5, use p o i n t a n d click to enter t h e
formula =B5-C5 t o display t h e difference
for t h e S o u t h location. (You will c o m p l e t e
the c o l u m n E formulas in Skill 7.)
10. Type the following data using t h e (T) to
move t o t h e next row, a n d t h e n c o m p a r e
y o u r screen w i t h F i g u r e 4.
Cell
F 4
F5
F 6
F 7
Value
6
7
10
7
11. Save £3 the w o r k b o o k .
• Y o u h a v e c o m p l e t e d Skill 3 of 10
F i g u r e 4
Microsoft Excel Chapter 1 | C r e a t e Workbooks with Excel 2010 175
• SKILL 4 : Construct Multiplical
• T h e four m o s t c o m m o n o p e r a t o r s
for a d d i t i o n ( + ) , s u b t r a c t i o n (-),
m u l t i p l i c a t i o n (*), a n d division (/) can
b e f o u n d o n t h e n u m b e r keypad at t h e
right side of a s t a n d a r d keyboard.
1. In cell G 4 , t y p e = D 4 * F 4 — t h e formula
t h a t m u l t i p l i e s t h e total N o r t h bikes
r e n t e d by its rental fee. O n t h e F O R M U L A
B A R , click t h e Enter b u t t o n 0 , a n d t h e n
c o m p a r e y o u r screen w i t h F I G U R E 1.
The underlying formula—the formula as
displayed in the formula bar—multiplies the
value in cell D4 (190)—by the value in cell
F4 (6) and displays the result in cell G4
(1140).
2 . I n t h e range G5:G7, enter t h e following
formulas:
3.
Cell
G5
G6
G7
Formula
=D5*F5
=D6*F6
=D7*F7
I n cell A l l , t y p e Percent of Adull Bikes
Rented a n d t h e n press [Enter].
4 . Select cells A 1 1 : B 1 1 . O n t h e H o m e tab, i n
t h e A l i g n m e n t group, click t h e Merge &
Center b u t t o n arrow [M], a n d t h e n o n t h e
displayed list, click Merge Across.
C o m p a r e y o u r screen w i t h F I G U R E 2.
Merge Across will merge the selected cells
without centering.
• Continue to the next page to complete the skill
•
UNDERLYING VALUE IN
THE FORMULA BAR
D I S P L A Y E D
VALUE IN G 4
F I G U R E 1
Can Rr
m”
J .
y
me Inurt p , L«rsi*
B / a • Eh
1
2 ‘
J C P…. 1 E
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Area
L r
3 Location Children Adult Total Difference Rental Fee Total Fees
4 North 139 51 190 88 6 1140
5 Soutth 108 60 168 48 7 1176
6 Easst 75 32 107 10 1070
7 West 246 170 416 7 2912
8 Total
9
10
11 Percent of Adult Bike:
‘nT North | 0.268421
13 Soutth
14 Easst
15 West
16
17
18
19
20
21
Underlying value
in the formula bar
Displayed
value in B12
h « >'”m” Sheetl ShVcti? S j i i S i L ^
Rita/ . a Ei ED “OS
ML
+• F i g u r e 3
‘.’]:A *>-f –
BIS – A ! =C7/D7
A B C D E F G H ; 1 K l ‘rj
Cillotl – 11 – A” A ‘
B I II • j£; – <5»- A' j » CondilicnM fcrmat Cfll ,„ SciltiFm ' FgrmaHing • 1! M M - St>!« – tw”**”” FiBw Sill
:r;.K (Hk Halr.j
139 51 190 88 6 1140
108 60 168 48 7 1176
75 32 107 10 1070
246 170 416 7 2912
Bike Rentals at Aspen Lake Area
Location Children Adult Total Difference Rental Fee Total Fees
North
Soutth
Easst
West
Total
Percent of Adult Bike:
North 0.26842
Soutth 0.35714
Easst 0.29907
West I 0.408651
Displayed values
in B12:B15
> h: Sheetl S l i » « Q SneeB f j za.ii
! .-I !-J
F i g u r e 4
5. Select t h e range A4:A7, a n d t h e n o n t h e
H o m e tab, in t h e Clipboard group, click
the Copy b u t t o n | § . M a k e cell A12 t h e
active cell, a n d t h e n in t h e Clipboard
group, click t h e Paste b u t t o n .
The four location labels are copied to the
range A12:A15.
6. Press [Esc] to remove t h e m o v i n g b o r d e r
a r o u n d t h e copied cells.
7. In cell B12, c o n s t r u c t t h e f o r m u l a to
divide t h e n u m b e r of Adult bikes r e n t e d
from t h e N o r t h location b y t h e Total bikes
rented in t h e N o r t h location, = C 4 / D 4 a n d
t h e n o n t h e formula bar, click t h e Enter
b u t t o n 0 – C o m p a r e y o u r screen with
— Figure 3 .
The underlying formula in B12 (-C4/D4)
divides the value in cell C4 (51) by the value
in cell D4 (190) and displays the result in
cell B12 (0.268421).
Percentages are calculated by taking the
amount divided by the total and will be
displayed in decimal format.
C o n s t r u c t t h e formulas to calculate t h e
Percent of Adult Bikes r e n t e d for each
location using t h e (T) to move to t h e n e x t
row, a n d t h e n c o m p a r e y o u r screen w i t h
Figure 4 .
8.
Cell
B13
B14
B15
Formula
= C 5 / D 5
= C 6 / D 6
= C 7 / D 7
9. Save [a] t h e w o r k b o o k .
• You have completed Skill 4 of 10
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 177
http://za.ii
• T h e letter that displays at the t o p of
a c o l u m n is t h e column heading. T h e
n u m b e r t h a t displays at t h e left of a r o w is t h e row heading.
• Recall that f o r m a t t i n g is the process of
specifying t h e a p p e a r a n c e of cells o r t h e
overall layout of a worksheet.
1 . At t h e t o p of c o l u m n A, p o i n t t o the right
b o r d e r of the c o l u m n A h e a d i n g to display
t h e \±\ pointer.
2. D r a g to the right u n t i l t h e ScreenTip
indicates Width: 13.00 (96pixels) as s h o w n
in Figure 1.
The default column width will display 8.43
characters when formatted in the standard
font. Here, the width has been increased to
display more characters.
3 . Release t h e m o u s e b u t t o n . In the c o l u m n
B h e a d i n g , p o i n t anywhere to display
t h e f±] pointer, a n d t h e n drag right to
select c o l u m n s B t h r o u g h G.
4 . W i t h c o l u m n s B:G selected, p o i n t to t h e
r i g h t b o u n d a r y of any selected c o l u m n
h e a d i n g to display t h e [+1 pointer, a n d
t h e n d r a g to t h e right until t h e w i d t h in
t h e ScreenTip indicates Width: 12.00
(89 pixels) as s h o w n in Figure 2.
5. Release t h e m o u s e b u t t o n . Point to t h e
row 1 h e a d i n g , a n d t h e n w i t h t h e 0
pointer, click to select t h e entire row. Point
t o the b o t t o m b o u n d a r y of t h e r o w
h e a d i n g to display t h e \±\ pointer, a n d
t h e n d r a g d o w n until t h e h e i g h t in t h e
ScreenTip indicates Height 22.50
(30 pixels). Release t h e m o u s e b u t t o n .
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL
•
178 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
PPI
C O L U M N H E A D I N G S — K B
S C R E E N T I P
1+1 POINTER
R O W H E A D I N G S –
•
F i g u r e 1
LOCATION
NORTH
SOUTTH
EASST
WEST
TOTAL
CHILDREN ADULT TOTAL DIFFERENCE RENTAL FEE TOTAL FEES
1 3 9 5 1 1 9 0 8 8 6 1 1 4 0
1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
7 5 3 2 1 0 7 1 0 1 0 7 0
2 4 6 1 7 0 4 1 6 7 2 9 1 2
9
1 0
1 1 PERCENT OF ADUL BIKES REM
1 2 NORTH
1 3 SOUTTH
1 4 EASST
1 5 WEST
L 7
1 8
1 9
2 0
X L
• M . . . J L – . 1 . . – – J ? I . 1 . . .
ASPEN FALLS PARKS AND RECREATION
BIKE RENTALS AT ASPEN LAKE AREA
0 . 2 6 8 4 2
0 . 3 5 7 1 4
0 . 2 9 9 0 7
0 . 4 0 8 6 5
Sheet 1 S h w a S”ect3 .. .E. • – *v
S C R E E N T I P
E L P O I N T E R
C O L U M N S
: G SELECTED
F i g u r e 2
1 2_\
3^ LOCATION
4 NORTH
5 SOUTTH
6 EASST
7 WEST
8 TOTAL
9
1 0
1 1 PERCENT OF ADUL
1 2 NORTH
1 3 SOUTTH
1 4 EASST
ASPEN FA IS PARKS AND RECREATION
CHILDREN ADULT
1 3 9
1 0 8
7 5
2 4 6
BIKE REN
5 1
6 0
3 2
1 7 0
BIKES RENTED
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
ALS AT ASPEN U KE AREA
TOTAL
1 9 0
1 6 8
1 0 7
4 1 6
DIFFERENCE RENTAL FEE TOTAL FEES
8 8 6 1 1 4 0
4 8 7 1 1 7 6
1 0 1 0 7 0
7 2 9 1 2
Sheet 1 Shoca Sheets -“J :7I«
» v m » « – 3 1 M 3 S « S 5 Count 3 ; June S»W33AJ i 3D 3 3 130* – .
SKILL 5 : Adjust Column Widths a n d Apply Cell Styles
A *> •
• • in- A,-‘;
‘.lew iOd-lm
General
$ – % I
.’lumber
J ; -5 – l n i s n •
3 * O d c t i • i j )
t T | Foralll • ^
, o
z 7 6 »
A Bike Rentals at Aspen Lake Area
I –
i
2
3
4
5
6
7
8
9
1 0
1 1 P E R C E N T O F A D U L T B I K E S R E N T E D
B I K E R E N T A L S A T A S P E N L A K E A R E A
L O C A T I O N
N O R T H
S O U T T H
E A S S T
W E S T
T O T A L
T O T A L D I F F E R E N C E R E N T A L F E E
1 3 9 5 1 1 9 0
1 0 8 6 0 1 6 8
7 5 3 2 1 0 7
2 4 6 1 7 0 4 1 6
T O T A L F E E S
1 1 4 0
1 1 7 6
1 0 7 0
2 9 1 2
1 2 N O R T H
1 3 S O U T T H
1 4 E A S S T
1 5 W E S T
1 6
1 7
1 8
1 9
2 0
W T K I I ; shMti
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
ShMt2 5heet3
Rudy ; • i S 3 f £ L 130*.
! » E J
A s p e n Falls P a r k s a n d R e c r e a t i o n
B I K E R E N T A L S A T A S P E N L A K E A R E A
‘Localion Total Difference RentolT-ee Total Fees
4 North 1 3 9 5 1 1 9 0 8 8 6 1 1 4 0
5 Soutth 1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
6 Easst 7 5 3 2 1 0 7 1 0 1 0 7 0
7 West 2 4 6 1 7 0 4 1 6 7 2 9 1 2
8 Total
9
1 0
1 1 P E R C E N T O F A D U L T B I K E S R E N T E D
1 2 N O R T H
1 3 S O U T T H
1 4 i E A S S T
1 5 W E S T
1 6
1 7
1 8
1 9
2 0
A « » H S l H * t l
o«*dr |
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
S h w i 2 ShteO . “i H i t J t f L
Counts JAIL 3 S B I M S ‘–j
R o w 1 height
adjusted t o 22.50
(30 pixels)
Accent6 cell style
and font size 16
applied to A1
F i g u r e 3
Italic applied to
cells A 3 : G 3 a n d
cells A 4 : A 8
40% – Accente cell
style applied to A 2
6. Click cell A l , which is a merged a n d
centered cell. In t h e Styles group, click
the Cell Styles b u t t o n . In t h e Cell Styles
gallery, u n d e r Titles and Headings, use
Live Preview to view cell A l as you p o i n t
to Heading 1 a n d t h e n Heading 2.
A cell style is a prebuilt set of formatting
characteristics, such as font, font size, font
color, cell borders, and cell shading.
7. U n d e r T h e m e d Cell Styles, click t h e
Accent6 style. In t h e Font group, click t h e
Font Size arrow |» a n d t h e n click 16.
Click cell A2, a n d t h e n c o m p a r e your
screen w i t h F i g u r e 3.
8. In cell A2, using t h e t e c h n i q u e y o u just
practiced, from t h e Cell Styles gallery,
apply t h e 4 0 % – Accent6 cell style. In t h e
Font group, click the Increase Font Size
b u t t o n \&\ o n e t i m e t o change t h e font size
to 12.
9. Select t h e range A3:G3. W i t h the | |
p o i n t e r positioned anywhere over t h e
selected range, right-click to display a
s h o r t c u t m e n u a n d t h e M i n i toolbar. O n
t h e M i n i toolbar, click the Italic b u t t o n \T\
to apply italic to the text within each of
t h e selected cells.
10. Select t h e range A4:A8. Display t h e M i n i
toolbar, a n d t h e n apply Italic t o t h e
selected range. C o m p a r e y o u r screen w i t h
F i g u r e 4.
11. Save H the workbook.
• Y o u h a v e c o m p l e t e d Skill 5 o f 1 0
F i g u r e 4
Microsoft Excel Chapter 1 | C r e a t e Workbooks W I T H Excel 2 0 1 0 179
• SKILL 6 : Use the SUM Function
• You can create y o u r o w n formulas, o r you
can use a function—a prewritten Excel
f o r m u l a that takes a value o r values,
p e r f o r m s an operation, a n d r e t u r n s a value
or values.
• T h e S u m b u t t o n is used to insert c o m m o n
functions into a worksheet.
• W h e n cell references are used in a f o r m u l a
o r function, editing the values in those cells
results in t h e formula o r function
automatically recalculating a new result.
1 . Click cell B8. In t h e Editing group, click
the S u m b u t t o n [§]. Notice t h a t t h e range
B4:B7 is s u r r o u n d e d by a m o v i n g border,
a n d =SUM(B4:B7) displays in cell B8 a n d
in t h e formula bar as s h o w n in Figure 1. –
SUM is an Excel function that adds all the
numbers in a range of cells. The range in
parentheses, (B4:B7), indicates the range of
cells on which the SUM function will be
performed.
When the Sum button is used, Excel first
looks above the selected cell for a suitable
range of cells to sum. When no suitable data
is detected, Excel then looks to the left and
proposes a range of cells to sum.
2. Press (ENTER) to display t h e function result—
568.
3 . Select t h e range C 8 : D 8 . O n t h e H o m e tab,
i n t h e Editing group, click t h e Sum
b u t t o n M , a n d t h e n c o m p a r e y o u r screen
w i t h Figure 2.
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL
180 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
S U M BUTTON
R A N G E OF CELLS
TO B E S U M M E D
SURROUNDED BY
M O V I N G BORDER
S U M FUNCTION
WITH RANGE IN
P A R E N T H E S E S
S C R E E N T I P
P R O V I D E S ADDITIONAL
INFORMATION A B O U T
THE FUNCTION
F i g u r e 1
n
~ J J
OIPFTUTD . !
»»B« li,out Fori
• « – A* \ m m m
-S -;E gc
lisnfMnt
Cauntrts R.-NIT Ct<. .... ; .
R«**U<>G U M S:,.« BWSW* 4-
Stilts cat
X • A : =SUM(B4:B7]
B
A S P E N FALLS P A R K S A N D R E C R E A T I O N
Location North Soutth Easst West Total
BIKE RENTALS AT A S P E N LAKE AREA Adult Total Difference Rental Fee Total Fees
T I L ) ] 5 1 1 9 0 8 8 6 1 1 4 0
1 0 8 | 6 0 1 6 8 4 8 7 1 1 7 6
7 5 ! 3 2 1 0 7 1 0 1 0 7 0
2 4 6 1 1 7 0 4 1 6 7 2 9 1 2
= S U M (
| Sul.l’numberl. . l r . u n i b » 2 l [
PERCENT OF ADULT BIKES RENTED
NORTH
SOUTTH
EASST
WEST
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
Slieetl Shee-J ShttQ
RESULT O F S U M
FUNCTION D I S P L A Y S
IN CELLS
F i g u r e 2
N • EG-
Fool
rmuljl D l U RCHAV View AdC^ni
m m m ^ J F A – J – % ± * ^ I – 0 „ o ,
f. \ =SL’M(C4:C7)
I Location Oi [North Soutth lEasst
•VEST 8 1 Total
9 !
1 0 I
1 1 J PERCENT OF ADULT BIKES RENTED
1 2 J NORTH 0 . 2 6 8 4 2 1 0 5
1 3 I SOUTTH 0 . 3 5 7 1 4 2 8 6
1 4 ! EASST 0 . 2 9 9 0 6 5 4 2
1 5 ;WEST 0 . 4 0 8 6 5 3 8 5
1 6
R E C R E A T I O N
BIKE RENTALS AT A S P E N LAKE AREA Adult Total Difference Rental Fee Total Fees
1 3 9 5 1 1 9 0 8 8 6 1 1 4 0
1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
7 5 3 2 1 0 7 1 0 1 0 7 0
2 4 6 170 4 1 6 7 2 9 1 2
5 6 8 | 313 SSLL
Sheet I S-ei:2 5-st-.: – v w j j s S – N C o u n t ; SUB* 11*4 130S – ”
SKILL 6: Use the SUM Function
-I –
y B / a • ES*
Fent
Pi?e Ijytot Fomutt: Data Rer.«w V-wr Ado-Ins
• u * a* A* • • . « « • • S? stm* • -4
*J Conditional Format , «
Fonnstlinj • « T«t>!« – S j l l l – i J Formal”
Sl.lti , ClOl
I 2
1
2
3 LOCATION CHILDREN ADULT
4 Afort/i
5 Soutt/i
6 ] EASST
7_i West
8_!roto/
9
10
11 Percent of Adult Bikes Rented
12 North 0.26842105
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Area
TOTAL DIFFERENCE RENTAL FEE TOTAL FEES 139 51 190 88 6 1140
108 60 168 48 7 1176
75 32 107 10 1070
246 170 416 7 2912
568 313 881 1 6298|-
13 Soutth
14 Easst
15 !West
16 ;
17
18
19
20]
I’T’TH S h e e t l
0.3S714286
0.29906542
0.40865385
Underlying SUM
function
Displayed value
is 6298
Sheet? Snee:3 – J
RtMr •.a • a nor. i-) F i g u r e 3
H T
– J •
Fs;» lay 31.1
••it – A”
B I 11 – _ •
Aspen Falls Parks and Recreation
LOCATION
NORTH
SOUTTH
EASST
WEST
TOTAL
Bike Rentals at Aspen Lake Area
ADULT TOTAL DIFFERENCE
REN TALFEE TOTAL FEES 139
108
1751
246
668 170 363
L
190
168
257
416
1031
10
11 Percent of Adult Bikes Rented
12 North 0.26842105
13 Soutth 0.35714286
14 Easst 0.31906615
15 West 0.40865385
16
17
18
19
20
B u a / 1
£n?st2 S~eeC3 * J
6 1140
7 1176
10 2570
7 2912
7798
J
B6 and C6 numeric
values changed
Total values
recalculated
Percent
recalculated
F i g u r e 4
5.
6.
4 . Click cell C8, a n d t h e n in t h e formula bar,
verify that the S U M function adds t h e
values in t h e range C4:C7.
Click cell D 8 , a n d verify t h a t the S U M
function a d d s t h e values in the range
D 4 . D 7 .
Using t h e t e c h n i q u e j u s t practiced, in cell
G8, insert t h e SUM function t o a d d t h e
values in t h e r a n g e G4:G7. Select cell G8,
a n d t h e n c o m p a r e y o u r screen with
— Figure 3 .
7. In cell B6, t y p e 175 Watch t h e total in cell
B8 u p d a t e as you press [Tab].
In cell B8, the displayed value changed to
668, but the underlying formula remained
the same.
8. In cell C6, type 82 a n d t h e n press [Enter) t o
u p d a t e t h e values in cells t h a t c o n t a i n
formulas referring to cell C 6 as s h o w n in
— Figure 4 .
9. Save [60 t h e w o r k b o o k .
• You have completed Skill 6 of 10
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 181
SKILL 7 : C o p y Forn
Text, n u m b e r s , formulas, a n d functions can
b e c o p i e d d o w n rows a n d also across
c o l u m n s to insert formulas a n d functions
quickly.
W h e n a f o r m u l a is copied to a n o t h e r cell,
Excel adjusts t h e cell references relative to
the new location of t h e formula.
2.
3.
1. Click c e U E 5 .
To use the fill handle, first select the cell that
contains the content you want to copy—
here the formula -B5-C5.
W i t h cell E5 selected, p o i n t t o the fill
handle—the small black square in t h e
lower right corner of t h e selection—
u n t i l t h e L±] p o i n t e r displays as s h o w n in
F i g u r e 1.
D r a g the |+J p o i n t e r d o w n to cell E7, a n d
t h e n release t h e m o u s e b u t t o n .
4 . Click cell E6, a n d verify t h e f o r m u l a
c o p i e d from E5 is =B6-C6. Click cell E 7 ,
a n d verify t h e copied formula is -B7-C7
as s h o w n in F i g u r e 2 .
In each row, Excel copied the formula but
adjusted the cell references relative to the
row number—B5 changed to B6 and then to
B7. This adjustment is called a relative cell
reference because it refers to cells based on
their position in relation to (relative to) the
cell that contains the formula.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e skill ^
S pointer
displays over
the fill handle
of cell E5
F i g u r e 1
B5 changed to 8 7
and
C5 changed to C7
Inlflt • Z ‘
J * DtMl • $ •
• r – w- 21 ‘ “** 0 F a r m i n g – s . liBle • S:,«i • . ^ F ° ^ * • , ‘
Location
North
Soutth
Eosst
West
Total
Children
Bike Rentals at Aspen Lake Area
Adult Total Difference
139 51 190
108 60 168|
175 82 257
246 170 416
668 363 1031
Rental Fee Total Fees
6 1140
7 1176
10 2570
7 2912
7798
10
11 Percent of Adult Bikes Rented
12 North
13 Soutth
14 Easst
15 West
16
17
18
19
20
i T T r w ; sheen
0.26842105
0.35714286
0.31906615
0.40865385
Shaet2 5hs*t3
RtMr
3 E U
j S i . 2 3 130% •’-
I f l J
F i g u r e 2
i a
A s p e n Falls P a r k s a n d R e c r e a t i o n
Bike Rentals at Aspen Lake Area
Location Children Adult Total Difference Rental Fee Total Fees
North 139 51 190 88 6 1140
Soutth 108 60 168 48 7 1176
Easst 175 82 257 93 10 2570
West 246 170 416| 76| 7 2912
Total 668 363 1031 7798
Percent of Adult Bikes Rented
North 0.26842105
Soutth 0.35714286
Easst 0.31906615
West 0.40865385
Sheetl S.k««-.2 SPH-3
182 C r e a t e Workbooks with Excel 2010 | Microsoft Excel Chapter 1
SKILL 7: C o p y Formul sing the Fill Handle
D • EE-
f o r t
• A A
J . – A
Gineral
U : =SUM(B4:B
Location North Soutth
Easst West Total
Children
1
2
3
4
5
6
7
8
9
1 0 ;
11
12 Percent of Adult Bikes Rented
13 North 0.26842105
14 Soutth 0.35714286
15 Easst 0.31906615
16 West 0.40865385
17
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Area
Adult Total Difference Rental Fee Total Fees 139 51 190 88 6 1140 108 60 168 48 7 1176
175 82 257 93 10 2570
246 170 416 76 7 2912
668| 363 1031 7798
Function range
adjusted to
include new row
New blank row 6
Slwctl >-.««2 Si*<-3 jJLI as urn — Figure 3
h
me_Rrj|
mutt Pice liyau!
- » - A'
H • B • *
View A d d l n i
•ij »Hqrremt fl
Gerstal
5 ' % *
NMftDV
" V
Cenoillcrul f o r a i l
r e m i t t i n g - u T i s l e - Styl
5l)lei
CiB
a ©
S* Delttt
. Sena ....
^ J F o r m l f f i s „ . s , k d .
Cell! Eallir.a
A j =B5*C5
Children Adult
139
108
153
175
246
821
3 Location
4 _ North
5 Soutt/i 6 Central 7 Easst
8 West
9 Toto/
10
11
12 Percent of Adult Bikes Rented
13 North 0.26842105
14 Soutth 0.35714286
15 Easst 0.31906615
16 West 0.40865385
17
18
19
20
< < > B Sheetl “Sht«a” 5Kt€t3 _± 1
Aspen Falls Parks and Recreati
Bike Rentals at Aspen Lake Area
Total Difference 51′
60
93J
82
170
456
Rental Fee Total Fees TT4CT1 168
246
48
60
257
416
1277
1176
1968
2570 K
2912
9766
Hil Reeff/ Count-i SuwSMl Li3 3(33 IWi’r
Values in D5:G5
copied to D6:G6
Auto Fill Options
button
Number value
changes to 8
5.
6.
8.
9.
F i g u r e 4
Click cell A6. In t h e Cells group, click t h e
Insert b u t t o n arrow, a n d t h e n click Insert
Sheet Rows. Click cell B9, a n d t h e n
c o m p a r e y o u r screen w i t h Figure 3 .
The function in cell B9 automatically
updates to include the new row.
When you insert a new row or column, the
cell references and the ranges in formulas or
in functions adjust to include the new row
or column.
In cell A 6 , t y p e Central a n d t h e n press
[Tab], Notice t h a t t h e formatting (italic)
from cell A7 was applied t o t h e inserted
row.
7. In cell B6, t y p e 153 a n d t h e n press pTabl to
enter t h e value a n d u p d a t e t h e c o l u m n
total in cell B9 to 821.
In cell C 6 , t y p e 93 a n d press [Tab).
Select cells D5:G5. Point t o the fill h a n d l e
so that the [+) p o i n t e r displays, a n d t h e n
drag the 0 p o i n t e r d o w n o n e row. Release
t h e m o u s e b u t t o n , and notice t h e Auto Fill
O p t i o n s b u t t o n | | ] displays as s h o w n in
Figure 4.
When you copy number values using the fill
handle, the numbers automatically incre
ment for each row or column. Here, the
number value in cell F5 increased by one
when it was copied to cell F6.
10. Click t h e Auto Fill O p t i o n s b u t t o n H,
a n d t h e n click Copy Cells.
With the Copy Cells option, number values
are literally copied and do not increment.
Here, the number value in cell F6 changes
to 7.
11. Save H t h e w o r k b o o k .
• You hove completed Skill 7 of 10
Microsoft Excel Chapter T | Create Workbooks with Excel 2010 183
• Always check spelling after you have
finished f o r m a t t i n g a n d editing y o u r
w o r k s h e e t data.
1 . Click cell A15, a n d repeat the t e c h n i q u e
used previously to insert a n e w row.
2. I n cell A15, t y p e Central a n d t h e n press
[Enter]. Click cell B14, a n d t h e n use t h e fill
h a n d l e t o copy t h e formula d o w n to cell
B15. C o m p a r e y o u r screen w i t h F i g u r e 1. –
3 . Click cell A2. Click in t h e formula bar,
a n d t h e n use the a r r o w keys to m o v e to
t h e left of t h e w o r d Area. Type Recreation
A d d a space as needed, a n d t h e n press
(Enter).
4 . Click cell F4, a n d t h e n with t h e [O] pointer,
d r a g r i g h t from cells F4 to G4. H o l d d o w n
fCtifl, a n d t h e n click cell G9.
You can select nonadjacent ranges by
holding down [ Ctrl 1.
5. In t h e Styles group, click t h e Cell Styles
b u t t o n , a n d t h e n u n d e r N u m b e r Format,
click Currency [0].
6. Select t h e range B13:B17. In t h e N u m b e r
g r o u p , click t h e Percent Style b u t t o n [%],
a n d t h e n click the Increase Decimal
b u t t o n [Ml o n e t i m e .
The Increase Decimal and Decrease Decimal
buttons do not actually add or remove deci
mals, but they change how the underlying
decimal values display in the cells.
7. Select t h e range B9:D9. H o l d d o w n IctiT),
a n d t h e n click cell G9. In t h e Styles
g r o u p , click t h e Cell Styles b u t t o n . U n d e r
Titles a n d Headings, click t h e Total style.
Click ceD A10, a n d t h e n c o m p a r e y o u r
screen w i t h F i g u r e 2.
• Continue to the next page to complete the skill
184 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
V
Central entered
in new row
Formula copied
to B15
F i g u r e 1
* CMdrl
~J •
J * 1 u
• 11 • A ” A
jS-.i * – A
m m m 9/- G i m n i
* » • . r . r •£ t • 1 – u m
• »a -*J Conirt’Cna! Formal
Fcrmaiimg- ai Table
m
J » Dflflt •
•sum- p f w w ”
X
a-
«2-
Sen u firiiif.
tiln- S t u d ‘
C rot f i n etui tditlnj
K M * < S / D 5 -
A B C D E F G H 1 » •
1 Aspen Falls Parks and Recreation
2 Bike Rentals at Aspen Lake Area
3 Locution Children Adult Total Difference Rental Fee Total Fees
4 North 139 51 190 88 6 1140
•
5 Soutth 108 60 168 48 7 1176
6 Central 153 93 246 60 7 1722
7 Eosst 175 82 257 93 10 2570
8 West 246 170 416 76 7 2912
9 Total 821 456 1277 9520
10
11
12 Percent of Adult Bikes Rented
13 North 0.26842105
14 Soutth 0.35714286
Central 0.37804878
16 Easst 0.31906615 K
17 West 0.40865385
18
19
20
S h M t l S h « « U S M « t 3
0.347SJXI9 C « M * 5uwO.JJ5IM«K >EAi3£l 1 5 0 ” . ‘ –
H I
Subtitle edited
Currency [0]
style applied
Total style
applied
Percent style
applied
F i g u r e 2
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Aspen Falls Parks and Recreation
3 Location
4 North
5 Soofth
6 Central
Bike Rentals at Aspen Lake Recreation Area
Children Adult Total Difference Rental Fee
139 51 190 88 S –
108 60 168 48
153 93 246 60
7 Eosst
8 West
9 Tom/
10 |
11
175
246
82
170
257
416
821 456 1277
12 Percent of Adult Bikes Rented
13 North
14 Soutth
15 Control
16 Easst
17 West
18
19
20
H « ‘» H StiCtHI
26.8%
35.7%
37.8%
31.9%
40.9%
smta a g o °j
93
76
j •30 .
box
Word not in
Office dictionary
Suggested
spelling
F i g u r e 3
Message box
Styles b u t t o n , a n d t h e n u n d e r N u m b e r
Format, click C o m m a [0]. Select cell A12.
Click t h e Cell Styles b u t t o n , and t h e n
click 4 0 % – Accent6.
9. Press fCtrT) + [Home) t o m a k e cell A l active.
O n the Review tab, in t h e Proofing
group, click t h e Spelling b u t t o n .
The Spelling checker starts with the active
cell and moves to the right and down, so
making cell Al the active cell before
beginning is useful.
10. In t h e Spelling dialog box, u n d e r N o t in
Dictionary, notice the w o r d Soutth, as
s h o w n in Figure 3 .
F i g u r e 4
This word is not in the Office dictionary;
however, words not in the dictionary are not
necessarily misspelled. Many proper nouns
or less commonly used words are not in the
Office dictionary.
1 1 . U n d e r Suggestions, verify that t h e correct
spelling, South, is selected, a n d t h e n click
the Change b u t t o n t o correct t h e spelling
a n d to m o v e to the next w o r d n o t in t h e
Office dictionary.
12. U n d e r Suggestions, verify that t h e correct
spelling. East, is selected, a n d t h e n click
t h e Change All b u t t o n t o correct its
spelling in t h e entire worksheet.
13 . C o n t i n u e to use the Spelling checker to
correct any r e m a i n i n g e r r o r s . W h e n t h e
message T h e spelling check is complete
for the entire sheet displays, as s h o w n in
Figure 4, click OK.
When words you use often are not in the
Office dictionary, you can click Add to
Dictionary to add them.
14. Save __] the w o r k b o o k .
• You have completed Skill 8 of 10
cptSIIng Reiearth 1 Spring: En9ii-.I1 (U.S-J
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2
3 Location
4 North
5 \Soutth
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6 Central
7 Easst
8 West
9 Total
10
11
12 Percent of Adult Bikes Rented
13 North 26.8%
14 Soutth 35.7%
15 Central 37.8%
16 Easst 31.9%
17 West 40.9%
18
19
20
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Rental Fee Total Fees
1<:
6 S
7
7
10
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1,140
1,176
1,722
2,570
2,912
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A Esst
Location
North
South
Central
B
Children
Aspen Falls Parks and Recreation
Bike Rentals at Aspen Lake Recreation Area
Adult
139
108
153
Total Difference Rental Fee
51 190 88 S
60 168 48
93 246 ( 60
Total Fees
6 S 1,140
7 1,176
1,722
7 East 175 Mcreicrft Esxl mad 10 2,570
CO West 246 1 The «pe»ng check a complete for the en
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$ 9 , 5 2 0
11
12 Percent of Adult Bikes Rented
13 North 26.8%
14 South 35.7%
15 Central 37.8%
16 East 31.9%
17 West 40.9%
18
19
20
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Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 185
http://En9ii-.I1
file:///Soutth
• In Excel, Page Layout view is used to change
the page orientation, work with page headers
a n d footers, o r set m a r g i n s for p r i n t i n g .
1. Click t h e I n s e r t t a b , a n d t h e n in t h e Text
g r o u p , click t h e H e a d e r & F o o t e r b u t t o n
t o switch to Page L a y o u t v i e w a n d to
o p e n the H e a d e r area.
2. O n t h e D e s i g n t a b , in t h e N a v i g a t i o n
g r o u p , click t h e G o t o F o o t e r b u t t o n t o
m o v e t o t h e Footer area. Click just above
t h e w o r d Footer t o place t h e insertion
p o i n t in t h e left section of t h e Footer area.
C o m p a r e y o u r screen w i t h F i g u r e 1.
3 . In t h e H e a d e r & F o o t e r E l e m e n t s g r o u p ,
click t h e File N a m e b u t t o n to insert t h e
&[File] placeholder into t h e left section of
t h e F o o t e r area.
Predefined headers and footers insert
placeholders with instructions for printing.
Here, the &[File] placeholder instructs Excel
to insert the file name when the worksheet is
printed.
4 . Click in t h e m i d d l e section of t h e Footer
area, a n d t h e n click t h e C u r r e n t D a t e
b u t t o n . Click t h e r i g h t section of t h e
Footer area, a n d t y p e Parks a n d
Recreation Click in a cell just above t h e
footer to exit t h e Footer area.
5. Click t h e Page L a y o u t t a b . In the S h e e t
O p t i o n s g r o u p , u n d e r G r i d l i n e s , select
t h e P r i n t check box. In t h e Page S e t u p
g r o u p , click t h e M a r g i n s b u t t o n , a n d t h e n
below t h e M a r g i n s gallery, click C u s t o m
M a r g i n s . In t h e Page S e t u p dialog box,
u n d e r C e n t e r o n p a g e , select t h e
H o r i z o n t a l l y check box, a n d t h e n c o m
p a r e y o u r screen w i t h F i g u r e 2 .
Continue to the next page to complete the skill
Header & Footer
Tools Design
contextual tab
File Name button
Footer area
Edges of paper
display in Page
Layout view
F i g u r e 1
Margins burton
Page Setup
dialog box
Horizontally check
box selected
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F i g u r e 2
86 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
SKILL 9: Create Footers a n d C h a n g e Page Settings
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B I K E RENTALS AT A S P E N LAKE RECREATION A R E A Location North South Central East West Total
Children Adult Total Difference Rental Fee Total Fees 1 3 9 5 1 1 9 0 8 8 S 6 S 1 , 1 4 0 1 0 8 6 0 1 6 8 4 8 7 1 , 1 7 6
1 5 3 9 3 2 4 6 6 0 7 1 , 7 2 2
1 7 5 8 2 2 5 7 9 3 1 0 2 , 5 7 0
? 4 6 1 7 0 1 1 6 7 6 7 2 , 9 1 2
821 4 5 6 1277 s 9,520
PERCENT OF ADULT BIKES RENTED
NORTH 2 6 . 8 %
SOUTH
CENTRAL
EAST
W E S T
3 5 . 7 %
3 7 . 8 9 6
3 1 . 9 9 6
BTERCNTAB _ _
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Preview of printed
worksheet
Gridlines will print
File name, date,
and text display
in footer area
F i g u r e 3
Page
– break—dotted
line
– Sheetl renamed
Sheet2 and
Sheet3 deleted
Normal button
on status bar
6. In t h e Page Setup dialog box, click Print
Preview, a n d t h e n c o m p a r e y o u r screen
with F i g u r e 3 .
In the Backstage, the Print page displays a
preview of the worksheet and is used to
modify print settings.
7. Click t h e H o m e tab. O n the lower right
side of t h e status bar, click the Normal
b u t t o n [§§ t o r e t u r n to N o r m a l view, a n d
t h e n press [Ctrl] + [Home].
Normal view maximizes the number of cells
visible on the screen. The page break—the
dotted line between columns G and H—
indicates where one page ends and a new
page begins.
8. At the b o t t o m of y o u r worksheet, click t h e
Sheet2 sheet tab to display Sheet2. H o l d
d o w n |Ctrl), a n d t h e n click the Sheet3 sheet
tab. O n t h e H o m e tab, in the Cells group,
click the Delete button arrow, and t h e n
click Delete Sheet.
Deleting unused worksheets saves storage
space and removes any doubt that additional
information is in the workbook. When you
delete a worksheet with data, Excel displays
a warning so you can cancel the deletion.
9. At the b o t t o m of your worksheet, right-
click the S h e e t l sheet tab, a n d t h e n from
the s h o r t c u t m e n u , click Rename. Type
Bike Rentals a n d then press [Enter). C o m p a r e
y o u r screen w i t h F i g u r e 4 .
10. Save B t h e w o r k b o o k . Click t h e File tab,
a n d then click Print. If you are directed by
your i n s t r u c t o r to p r i n t , click t h e Print
b u t t o n .
• You have completed Skill 9 of 10
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 1*7
F i g u r e 4
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U n d e r l y i n g formulas a n d functions can be
displayed a n d p r i n t e d .
W h e n formulas are displayed in cells, t h e
o r i e n t a t i o n a n d worksheet scale m i g h t need
to be changed so that the worksheet p r i n t s
o n a single page.
1.
2.
3.
4.
Click t h e Formulas tab, a n d t h e n in t h e
Formula Auditing group, click the
Show Formulas b u t t o n to display t h e
u n d e r l y i n g formulas in the cells as s h o w n
in F i g u r e 1.
Columns often become wider when
formulas are displayed. Here, the printed
worksheet extends to a second page.
Display the Page Layout tab. Click t h e
Page Setup Dialog Box Launcher 0. In
the Page Setup dialog box, click the Print
Preview b u t t o n .
Below the preview of the printed page, I of 3
indicates that the worksheet will print on
three pages.
In t h e Backstage, o n the b o t t o m of t h e
P r i n t page, click the Next Page b u t t o n H
two times to view the second a n d the third
pages. C o m p a r e your screen w i t h Figure 2. –
O n t h e Print page, u n d e r Settings, click
the Portrait Orientation b u t t o n , a n d then
click Landscape Orientation so that the
o r i e n t a t i o n will be wider t h a n it is tall.
Continue to the next page to complete the skill ^
Show Formulas
button
Formulas display
in cells
Page break
Figure 1
188 C R E A T E W O R K B O O K S WITH EXCEL 2010 | Microsoft Excel Chapter 1
Page 3 of 3
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Children
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SKILL 10: Display a n d Print Formulas a n d Scale Worksheets for Printing
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3 Location Children Adi//t rota/ 0«
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5 South 108 60 =B5+C5 =B
6 Central 153 93 =B6+C6 -B
7 East 175 82 =B7+C7 -Bj
8 West 246 170 -B|
9 Total =SUM(B4:B8) =SUM(C4:C8) =SUM(D4:D8)
10
11
12 Percent of Adult Bikes Rented
13 North =C4/D4
14 South =C5/D5
15 Central =C6/D6
16 East =C7/D7
17 West =C8/D8
18
19
20
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Width button
arrow
Height button
arrow
5.
Figure 3
Preview of printed
worksheet
Formulas display
on single page
Landscape
orientation
applied
Figure 4
6.
7 .
8.
Click t h e Page Layout tab. I n the Scale t o
Fit group, click t h e Width b u t t o n arrow,
a n d t h e n click 1 page. Click t h e H e i g h t
b u t t o n arrow, a n d t h e n click 1 page. T h e
scaling is o n e page wide by o n e page tall
as s h o w n in Figure 3.
Scaling adjusts the size of the printed
worksheet to fit on the number of pages
that you specify.
Click t h e File tab, a n d t h e n click Print.
C o m p a r e y o u r screen w i t h Figure 4.
lofl displays at the bottom middle of the
Print page to notify you that the worksheet
will now print on one page.
If you are directed by y o u r instructor t o
s u b m i t a p r i n t o u t of your formulas, click
the Print b u t t o n .
Click t h e Formulas tab. In t h e Formula
Auditing g r o u p , click t h e S h o w Formulas
b u t t o n .
The values are displayed.
9. Save H t h e w o r k b o o k , a n d t h e n Close
Excel.
10. S u b m i t y o u r p r i n t o u t s o r file as directed
b y y o u r instructor.
Done! You have completed Skill 10 of 10 and
your document is complete!
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 189
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ C r e a t e N e w W o r k b o o k s f r o m T e m p l a t e s
Templates are used to build workbooks without having to
start from scratch. You can save one of y o u r o w n workbooks as a
template to use again, or you can download one of many
predefined templates from Microsoft Office Online.
In More Skills 11, you will modify a T i m e C a r d template
downloaded from Microsoft Office Online and then use the
template to create a new weekly time card.
T o begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ U s e R a n g e N a m e s i n F o r m u l a s
Instead of using cell references in formulas and functions,
you can assign names that refer to the same cell or range. Range
names can be easier to remember than cell references, and they
can add meaning to formulas, making them easier for you and
others to understand.
In More Skills 12, y o u will open a workbook and practice
various ways to name cell ranges. You will then use the names in
formulas.
T o begin, open y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
textbook, and then follow the instructions o n the website.
M o r e S k i l l s ^ C h a n g e
Office themes are used to apply a coordinated set of colors,
fonts, and graphic effects with a single click. You can use the
Office themes, which were developed by graphics professionals, to
provide a consistent and polished look and feel for all of your
worksheets.
In More Skills 13, you will open a workbook, examine vari
ous Office themes, and then change the theme of the worksheet.
To begin, open y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ M a n a g e D o c u m e n t P r o p e r t i e s
Document properties are the detailed information about
your workbook that can help you identify or organize your files,
including the name of the author, the tide, and keywords. Some
workbook properties are added to the workbook when you create
it. You can add others as necessary.
I
In M o r e Skills 14, you will open a workbook, open the
D o c u m e n t Information Panel, and add document properties.
T o begin, open y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
textbook, and then follow the instructions on the website.
• 90 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
K e y T e r m s
Active cell 170
Arithmetic operator 174
Cell address 170
Cell reference 170
Cell style 179
Column heading 178
Displayed value 172
Fill handle 182
Formula 174
Formula AutoComplete 174
Formula bar 172
Function 180
Label 171
Name Box 173
Normal view 187
Number value 171
Page Layout view 186
Range 173
Relative cell reference 182
Row heading 178
Spreadsheet 170
SUM 180
Text value 171
Truncated 172
Underlying formula 176
Underlying value 172
Value 171
Workbook 170
Worksheet 170
O n l i n e H e l p S k i l l s
1. Start @ Excel. In the u p p e r right corner of the Excel window, click the Help
b u t t o n In the Help window, click the Maximize ______ b u t t o n .
2. Click in t h e search box, t y p e insert c o l u m n s a n d t h e n click the Search b u t t o n \fi}.
In the search results, click Insert or delete cells, rows, and c o l u m n s .
3 . Read t h e article's i n t r o d u c t i o n , a n d then below in this article, click Insert
c o l u m n s o n a worksheet. C o m p a r e y o u r screen w i t h Figure 1.
Insert columns on a worksheet
Delete celts, rows, or columns
Figure 1
4. Read the section to see if you can answer the following: Explain h o w to insert
m u l t i p l e c o l u m n s a n d why you might use this feature.
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 191
M a t c h i n g
M a t c h each term in the second c o l u m n with its correct definition in the
first c o l u m n by writing the letter of t h e t e r m o n the blank line in front of
t h e correct definition.
1 . An Excel file that contains o n e or m o r e worksheets.
2 . T h e p r i m a r y d o c u m e n t that you use in Excel to store a n d work
w i t h data, a n d which is formatted as a p a t t e r n of uniformly spaced
h o r i z o n t a l a n d vertical lines.
3 . A n o t h e r n a m e for a worksheet.
4 . T h e cell, s u r r o u n d e d by a black border, ready to receive data o r be
affected by the next Excel c o m m a n d .
5. T h e identification of a specific cell by its intersecting c o l u m n letter
a n d row n u m b e r .
6. D a t a in a cell—text or n u m b e r s .
7. D a t a in a cell m a d e u p of text only.
8. D a t a in a cell m a d e u p of n u m b e r s only.
9. A n o t h e r n a m e for a text value.
10. An Excel w i n d o w area that displays t h e address of a selected cell.
192 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
A Active cell
B Cell reference
C Label
D N a m e Box
E N u m b e r value
F Spreadsheet
G Text value
H Value
I W o r k b o o k
J Worksheet
M u l t i p l e C h o i c e
C h o o s e t h e c o r r e c t answer.
1. T h e data displayed in a cell.
A. Viewed value
B. Inspected value
C. Displayed value
2. An equation that performs m a t h e m a t i c a l
calculations o n n u m b e r values.
A. M e t h o d
B. Formula
C . System
3 . A view that maximizes the n u m b e r of cells visible
on the screen.
A. Page Layout view
B. Standard view
C. N o r m a l view
4 . T h e column letter and row n u m b e r that identify
a cell.
A. Cell w i n d o w
B. Cell address
C. Cell file n a m e
5. An Excel window area that displays the value
contained in the active cell.
A. Formula b a r
B. W o r k b o o k
C. N a m e Box
T o p i c s f o r D i s c u s s i o n
1. What is the advantage of using cell references instead of
actual n u m b e r values in formulas a n d functions?
2. W h a t are some things you can d o to make your
worksheet easier for others to read a n d understand?
Assessment
6. Symbols that specify m a t h e m a t i c a l operations
such as a d d i t i o n or s u b t r a c t i o n .
A. Hyperlinks
B. B o o k m a r k s
C. Arithmetic operators
7. T h e n u m b e r that displays at t h e left of a row.
A. Row h e a d i n g
B. Row n a m e
C. Row b o r d e r
8. A prewritten Excel formula.
A. A formula
B. A function
C . An e x p o n e n t
9. T h e small black square in t h e lower right corner
of the active cell.
A. Border
B. Fill h a n d l e
C. Edge
10. Page headers a n d footers can b e changed in
this view.
A. Print preview
B. Page Layout view
C. N o r m a l view
According to the Introduction to this chapter, how d o
you decide which information to p u t in columns and
which to p u t in rows?
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 193
Assessment
Skill C h e c k ( ^ )
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel d o c u m e n t
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e01_Sales
1 . Start Excel. In cell A l , type Aspen Falls Parks and Recreation a n d t h e n in cell A2,
type Concession Sales at D u r a n g o C o u n t y Park In cell A3, type Location and then
pressing [Tab] after each tide, type Food, Drinks, Total Sales, a n d Difference.
2. In rows 4 t h r o u g h 8, enter the following data starting in cell A4:
Carol's Ice Cream 5794 3448 Joe's C a n d y 5821 4721
Jerry's Fudge 3950 2520 Alice's Fresh Fruit 9515 8661
Ray's Tacos 7488 7015
3 . In cell D 4 , type = B 4 + C 4 and then in cell E4, t y p e =B4-C4 Select t h e range
D4:E4. Point t o t h e fill h a n d l e , a n d t h e n drag d o w n t h r o u g h r o w 8. C o m p a r e
y o u r screen w i t h F i g u r e 1.
4 . Save t h e w o r k b o o k in your Excel Chapter 1 folder with the n a m e
L a s t n a m e _ Firstname_e01_Sales
5. O n t h e Insert tab, in the Text group, click t h e Header 8c Footer b u t t o n . In the
N a v i g a t i o n group, click the Go to Footer b u t t o n , a n d t h e n click in t h e left footer.
In t h e Header 8c Footer Elements group, click the File N a m e b u t t o n . Click in a
cell just above the footer. O n the lower right side of the status bar, click the
N o r m a l b u t t o n . Press (CtrQ + IHomel.
6. In cell A9, type Totals a n d then select the range B9:D9. O n t h e H o m e tab, in the
Editing group, click the Sum b u t t o n .
7. Select cell A7. In t h e Cells group, click the Insert button arrow, a n d t h e n click
Insert Sheet Rows. In the new row 7, type the data David's Biscotti, 7183, a n d 5492
8. Select t h e range D6:E6, a n d then use the fill h a n d l e to copy the formulas d o w n
o n e row.
9. In cell A13, type Drinks as a Percent of Total Sales
10. Select t h e range A4:A9, a n d then o n t h e H o m e tab, in the Clipboard group, click
the Copy b u t t o n . Click cell A14, a n d t h e n in the Clipboard group, click the Paste
b u t t o n . Press [Esc], a n d then c o m p a r e y o u r screen w i t h F i g u r e 2.
• Continue to the next page to complete this Skill Check •
194 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
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4 Carol’s Ice 5794 3448 9242 2346
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3 Location Food Drinks Total Sates Difference
4 Carol’s Ice 5794 3448 9242 2346
5 Jetty’s Fuc 3950 2520 6470 1430
6 Ray’s Taco 7488 7015 14503 473
7 David’s Sit ‘183 5492 12675 1691
8 Joe’s Cand 5821 4721 10542 1100
9 Alice’s F i r 9515 8661 18176 854
10 Totals 39751 31857 71608
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Location food Drinks TotaJ Sales Difference
4 Carol’sIce 5794 3448 9242 2346
) « f n / ‘ i Fuc 3950 2520 6470 1430
E Ray’s Taco 7488 7015 14503 473
! David’s Bit 7183 5492 12675 1691
1 loe’sCand 5821 4721 10542 1100
9 Alices Fre 9515 8661 18176 8S4
10 Totals 39751 31857 71608
l Percent of Total Sales
14 Carol’s lei 0 37308
16 J Ray’s T a a 0.48369
I 7 J David’s & 0.43329
18 loesCan. 0.44783
F i g u r e 3
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1 • • • • • • 3 iocorxy food Drinks Total Soles Differ ence
•'. Carol's Ice Cream $ 5,794 S 3,448 S 9,242 S 2.3*6
S Jerry's Fudge 3,950 2.520 6,470 1.430
6 Roy's ToCOi 7,488 7,015 14,503 473
7 David's Bisconi 7,183 5.492 12,675 1.691
8 Joe's Candy S.821 4.721 10,542 1.100
9 Alice's fresh fniH 9,515 8,661 18.176 854
10 Totals T 39,751 3 1 J 5 7 S 71.601
13 D - m i i a s j P n c M of Total Sates
Carol's Ice Cream
Jerry's Fudge
Ray's Tacos
David's Brscotti
toe's Candy
Mce's Fresh Fruit
3 7 . 3 *
38 9 S
48.4%
433%
4AM
47.75.
F i g u r e 4
1 1 . In cell B14, type = C 4 / D 4 a n d then o n t h e formula bar, click the Enter b u t t o n . I n
cell B14, use the fill h a n d l e to copy t h e formula d o w n t h r o u g h row 19. C o m p a r e
— y o u r screen with F i g u r e 3 .
12. Select t h e range A1.E1, a n d t h e n o n t h e H o m e tab, in t h e Alignment group, click
the Merge & Center b u t t o n . In the Styles group, click t h e Cell Styles b u t t o n , a n d
then click Accent4. In the Font group, click the Font Size arrow, a n d then click 16.
Select the range A2:E2, a n d then in the Alignment group, click the Merge &
Center b u t t o n . Click the Cell Styles b u t t o n , a n d then click 60% - Accent4.
13. Select c o l u m n s A:E, p o i n t to the right b o u n d a r y of any selected c o l u m n heading,
d r a g t o a c o l u m n w i d t h of 16.00 (117pixels), a n d then release t h e m o u s e b u t t o n .
14. Select the range A3:E3. H o l d d o w n [Ctrl,, a n d then select the range A4:A10. In t h e
Font group, click the Italic b u t t o n .
15. Select range B4:E4. H o l d d o w n fCtrfl, a n d t h e n select t h e range B10:D10. In t h e
Styles group, click t h e Cell Styles b u t t o n , a n d t h e n click Currency [0]. Select t h e
range B10:D10. Click t h e Cell Styles b u t t o n , a n d t h e n click the Total style. Select
t h e range B5:E9, click t h e Cell Styles b u t t o n , a n d then click C o m m a [0].
16. Select t h e range A13.B13. In the Alignment group, click the Merge & Center
button arrow, a n d t h e n click Merge Across. Click the Cell Styles b u t t o n , a n d
then click 4 0 % - Accent4.
17. Select t h e range B14.B19. In t h e N u m b e r group, click the Percent Style b u t t o n ,
a n d t h e n click t h e Increase Decimal b u t t o n o n e time.
18. Press [Ctrl] + [Home). O n t h e Review tab, in t h e Proofing group, click the Spelling
b u t t o n , a n d then correct any spelling errors.
19. Click t h e Sheet2 sheet tab. Hold d o w n (CtrF), a n d then click t h e Sheet3 sheet tab.
O n the H o m e tab, in t h e Cells group, click t h e Delete b u t t o n arrow, and then
click Delete Sheet.
20. Right-click the S h e e t l sheet tab, a n d from the s h o r t c u t m e n u , click Rename.
Type Concessions a n d t h e n press [Enter). Save, a n d then c o m p a r e y o u r screen with
— F i g u r e 4 . If asked by your instructor, p r i n t t h e worksheet. If asked by your
instructor, display a n d format the worksheet formulas as described in Skill 10,
a n d t h e n p r i n t the worksheet.
21. Exit Excel. Submit the p r i n t o u t s o r file as directed by y o u r instructor.
D o n e ! You have completed the Skill Check
Microsoft Excel Chapter 1 | C r e a t e W o r k b o o k s w i t h E x c e l 2010 >°5
Assess Your Skills 1
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e01_Fees
Y o u w i l l s a v e y o u r w o r k b o o k a s :
Lastname Firstname eOl Fees
1. Start Excel. F r o m your s t u d e n t data files,
o p e n e01_Fees. Save the w o r k b o o k in y o u r
Excel Chapter 1 folder as Lastname_
Firstname_e01_Fees Add the file n a m e to the
worksheet’s left footer, a d d the c u r r e n t date
to t h e center footer, a n d then type Tax Rates
in t h e right footer. Return to N o r m a l view.
2. For the range A1:E1, merge a n d center a n d
apply the Accent5 cell style. Increase the font
size to 18 p o i n t s . For t h e range A2:E2, merge
a n d center a n d apply the 4 0 % – Accent5 cell
style. W i d e n c o l u m n A to 20.00 (145 pixels).
For all c o l u m n a n d row titles, apply Italic.
3. For the range E5:E13, insert the SUM
function to a d d the three fees for each row.
In the range B14:E14, insert the SUM
function to provide totals for each c o l u m n .
4 . Select t h e nonadjacent ranges B5:E5 a n d
B14.E14. Apply t h e Currency [0] cell style.
5. Select t h e range B6:E13, a n d then apply the
C o m m a [0] cell style. Select t h e range
B14:E14, a n d t h e n apply the Total cell style.
6. Insert a new row above row 7. In cell A7,
t y p e Silkworth Hiking Area a n d as t h e fees
for the new location, type 14257 a n d 9625
a n d 10925 Use the fill h a n d l e to copy t h e
f o r m u l a in cell E6 to cell E7.
7. Copy t h e location n a m e s from the range
A5:A14 to the range A20.A29.
8. In cell B19, t y p e New Tax Rate In cells B20
a n d B21, t y p e .03 In cells B22 a n d B23, t y p e
.05 a n d in cell B24, t y p e .06 Use t h e fill
h a n d l e to copy the value in cell B24 d o w n
t h r o u g h cell B29. Select t h e range B20.B29,
a n d t h e n apply the Percent Style n u m b e r
format.
9. In cell C19, type New Tax Collections In cell
C20, enter a formula that calculates the new
tax charged by the city by multiplying cell E5
by cell B20. In cell C20, use the fill handle to
copy the formula d o w n t h r o u g h cell C29.
10. Rename the Sheetl sheet tab as City Fees and
then delete Sheet2 a n d Sheet3.
11. Use Page Setup to center the worksheet
Horizontally. Set the Gridlines to print.
12. Check a n d correct any spelling errors,
ignoring the proper names.
13. Print o r submit the w o r k b o o k electronically
as directed by your instructor. If you are
instructed to d o so, display the worksheet
formulas, scale the worksheet to print o n o n e
page, a n d then print.
14. C o m p a r e your completed worksheet with
F i g u r e 1. Save the workbook, a n d then Exit
Excel.
D o n e ! You have completed Assess Your Skills 1
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F i g u r e 1
196 C r e a t e Workbooks with Excel 2010 | Microsoft Excel Chapter 1
ASPEN LAKE RECREATION ARC,I
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F i g u r e
A S S E S S Y O U R S K I L L S 3 A N D 4 C A N B E F O U N D A T
W W W . P E A R S O N H I G I I E R E D . C O M / S K I L L S . Assess Your Skills 2 ™
T O C O M P L E T E T H I S P R O J E C T , Y O U W I L L N E E D T H E F O L L O W I N G F I L E :
• e0T_Visitors
Y O U W I L L S A V E Y O U R W O R K B O O K A S :
• Lastname_Firstname_e01_Visitors
1. Start Excel. From the student data files, o p e n
e01_Visitors. Save the w o r k b o o k in your
Excel Chapter 1 folder as L a s t n a m e _
Firstname_e01_Visitors A d d the file n a m e to
the worksheet's left footer, a n d then a d d the
C u r r e n t Date to the right footer. Return to
Normal view.
2. In cell D 5 , construct a f o r m u l a to a d d cells
B5 a n d C5. In cell E5, c o n s t r u c t a formula to
s u b t r a c t cell C5 from B5. Use the fill h a n d l e
to copy t h e formulas in D5:E5 d o w n t h r o u g h
row 11.
3 . In cell A12, type Total a n d then in row 12,
insert the SUM function to total columns B:D.
4. Insert a new row above r o w 7, a n d t h e n in
t h e new cell, A7, t y p e 10 t o 18 In cell B7,
t y p e 27791 a n d in cell C7 t y p e 25114
5. Use the fill h a n d l e to copy t h e formulas in
t h e range D6:E6 d o w n o n e row.
6. Merge a n d center the range A1:E1, a n d t h e n
apply the Accent3 cell style. Increase t h e font
size to 18. Merge a n d center the range A2.E2,
a n d t h e n apply the 40%-Accent3 cell style.
Increase the font size to 14.
7. Widen column A to 10.00 (75 pixels), a n d
then widen c o l u m n s B:E to 14.00 (103 pixels).
8. For the column a n d row titles, apply Italic.
In the range B5.E13, apply the C o m m a [0]
cell style, and then in range B13:D13, apply
t h e Total cell style.
9. In cell A16, type Aspen Forest Visitors as a
Percent of Total Visitors For the range
A16:D16, apply the Merge Across a l i g n m e n t
a n d the 40%-Accent3 cell style.
10. Copy the age groups from t h e range A5:A12,
a n d Paste t h e m to the range A17-.A24.
11. In cell B17, c o n s t r u c t a formula to divide
Aspen Forest visitors—cell C5 by Total
Visitors—cell D5. In cell B17, apply the
Percent n u m b e r style a n d display one
decimal. Use t h e fill handle to copy t h e
formula d o w n t h r o u g h r o w 24.
12. Rename t h e sheet tab Park Visitors a n d t h e n
delete the worksheets Sheet2 a n d Sheet3.
13. Check a n d correct any spelling errors.
14. Use Page Setup to center t h e page
Horizontally. Set t h e Gridlines to print, a n d
then Save t h e w o r k b o o k .
15. Print o r s u b m i t the w o r k b o o k electronically
as directed by your instructor. If you are
instructed t o d o so, display the worksheet
formulas, scale the worksheet to p r i n t on o n e
page, a n d t h e n print.
16. C o m p a r e y o u r completed worksheet with
Figure 1. Save a n d t h e n Exit Excel.
D O N E ! Y O U H O V E C O M P L E T E D A S S E S S Y O U R S K I L L S 2
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 l * 7
http://www.pearsonhigiiered.com/skills
Assess Your Skills Visually
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel workbook
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e01_Boats
O p e n a n e w blank w o r k b o o k , a n d t h e n Save the
w o r k b o o k as Lastname_Firstname_e01_Boats
Create t h e worksheet shown in Figure 1. T h e
w i d t h of c o l u m n A is 14.00 (103 pixels) a n d t h e
w i d t h of c o l u m n s B:F is 11.00 (82 pixels).
C o n s t r u c t formulas that display the results
s h o w n in c o l u m n s D a n d F, row 11, a n d t h e
range B15:B21. T h e title uses the Accent6 cell
style, a n d the font size is 14. T h e subtitle uses
the 40%-Accent6 cell style, a n d the font size is
12. T h e title a n d subtitle s h o u l d b e merged a n d
centered. Using Figure 1 as your guide, apply the
Currency[0] cell style, the C o m m a [0] cell style,
t h e Total cell style, t h e Percent n u m b e r style,
a n d the Italic format. O n the range A14:C14,
use Merge Across a n d apply t h e 40%-Accent6
cell style. R e n a m e the Sheet 1 sheet tab as Boat
Rentals a n d delete any u n u s e d worksheets.
Check a n d correct any spelling errors. Add the
file n a m e to the left footer. Save t h e w o r k b o o k ,
a n d t h e n p r i n t or submit the file as directed by
your instructor.
D o n e ! You have completed Assess Your Skills Visually
Aspen Falls Parks and Recreation
H o u r l y B o a t R e n t a l s a t A s p e n L a k e R e c r e a t i o n A r e a
Location Canoes Kayaks Total Hours Hourly Fee Total Fees
North l 7 ? 1 7 5 3 5 3 S 5 0 S 1 7 , 6 5 0
South 2 5 1 1 5 8 4 0 9 6 0 2 4 , 5 4 0
Central 1 1 2 148 2 6 0 7 5 1 9 , 5 0 0
Main Entrance 4 0 1 3 7 0 7 7 1 8 0 6 1 , 6 8 0
Kid's Corner 4 9 1 2 9 6 7 8 7 4 0 3 1 , 4 8 0
East 2 9 2 1 8 9 481 5 0 2 4 , 0 5 0
West 1 4 3 193 3 3 6 5 0 1 6 , 8 0 0
T o t a l 1 , 8 6 8 1 , 5 2 9 3 , 3 9 7 S 1 9 5 , 7 0 0
C a n o e H o u r s as a P e r c e n t o f T o t a l H o u r s
North 5 0 . 4 %
S o u t n 6 1 . 4 %
Central 4 3 . 1 %
Main Entrance 5 2 . 0 %
Kid's Corner 6 2 . 4 %
f o s t 6 0 . 7 %
West 4 2 . 6 %
L a s t n a m e F i r s t n a m e e O l Boats.xlsx
F i g u r e 1
198 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
Skills in Context
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e01_Employees
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastnaine_Firstnarne_e01_Employees
O p e n t h e w o r k b o o k e01_Employees, a n d then save t h e w o r k b o o k
as Lastname_Firstname_e01_Employees T h e city of Aspen Falls
wants to total a n d compare the n u m b e r of employees at its
recreation areas. Using the skills you practiced in this chapter,
insert formulas that calculate the total workers for each park, t h e
total workers in each job category, a n d t h e Aspen Lakes employees
as a percentage of t h e total employees. F o r m a t the worksheet as
a p p r o p r i a t e , a n d adjust c o l u m n w i d t h s as necessary to display all
data. Insert the file n a m e in the footer, and check for spelling
e r r o r s . Save the w o r k b o o k , a n d t h e n p r i n t o r s u b m i t t h e file as
directed by y o u r instructor.
D o n e ! You have completed Skills in Context
Skills a n d You
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel workbook
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e01_My_College
Select six p o p u l a r courses at your college, for example, Algebra,
Introduction to Computers, Biology, American History, a n d so o n .
Consult your college's course schedule, a n d n o t e t h e n u m b e r of
sections for each course that are offered in t h e Fall t e r m a n d in
the Spring term. Using the skills you have practiced in this
chapter, create a worksheet to calculate t h e total n u m b e r of
sections for each course. SUM the total n u m b e r of courses for t h e
Fall term a n d for the Spring t e r m . Below this data, calculate the
Fall sections of each course as a percentage of t h e total courses
offered by y o u r school. A d d a p p r o p r i a t e titles a n d formatting.
Save t h e w o r k b o o k as Lastname_Firstname_e01_My_College a n d
t h e n add the file n a m e to t h e left footer. Delete u n u s e d
worksheets, check the worksheet for spelling, and t h e n save the
w o r k b o o k . Print o r s u b m i t the file as directed by your instructor.
D o n e ! You have completed Skills and You
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 199
C r e a t e C h a r t s
• After data is entered i n t o Excel, you can create a visual representation of t h e data in the form of
charts. Excel provides v a r i o u s types of charts t h a t can m a k e y o u r data easier to u n d e r s t a n d — f o r
example, pie charts show t h e size of items p r o p o r t i o n a l to the s u m of t h e items.
• C h a r t s can b e e n h a n c e d w i t h effects such as 3-D a n d soft shadows t o create compelling graphical
s u m m a r i e s .
Your starting screen will look similar to this: S K I L L S s o
SKILLS 1 - 1 0 TRAINING
H Home INSERT PIOEL • Fonmrtas Oiti Re.iew View Addons
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AL – ‘ Projected 1st Quarter REVENUE –
A B C D E F 6 H 1 J K
1 P r o j e c t e d 1st Q u a r t e r R e v e n u e
2 REVENUE JANUARY QUARTER T i PERCENT OF QUARTER REVENUE
3 INCOME TAX 2 1 8 0 0 0 2 1 0 0 0 0
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 # # # #
5 SALES TAX 2 8 3 0 0 0 2 8 5 0 0 0 # # # #
6 UTILITY TAX 5 6 0 0 0 5 7 0 0 0
7
8
TRANSFERS & 1 1 7 0 0 0 0
PROPERTY TAX 4 5 3 0 0 0
1 7 2 0 0 0
4 5 5 0 0 0 uutm
9 NON-TAX REV 4 0 5 0 0 0 4 1 0 0 0 0 # # # «
10 OTHER LOCAL – 2 6 8 0 0 0 2 7 0 0 0 0 ttuttu
1 1 TOTAL REVENUE
1 2
1 3
1 4
1 5
1 6
1 7
1 8
1 9
2 0
21 –
2 2
! L I > M REVENUE
r J – £ j . . (“1
/ 1 — I i s t̂ D 01] i – C S
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
S k i l l 1 O p e n Existing W o r k b o o k s a n d A l i g n T e x t
S k i l l 2 C o n s t r u c t a n d C o p y Formulas Containing
A b s o l u t e Cell References
S k i l l 3 F o r m a t N u m b e r s
S k i l l 4 C r e a t e C o l u m n Charts
Skill 5 F o r m a t C o l u m n Charts
S k i l l 6 C r e a t e Pie Charts a n d C h a r t Sheets
S k i l l 7 A p p l y 3-D Effects a n d Rotate Pie
C h a r t Slices
S k i l l 8 E x p l o d e a n d Color Pie Slices, a n d Insert
T e x t Boxes
S k i l l 9 U p d a t e Charts a n d Insert W o r d A r t
S k i l l 10 P r e p a r e C h a r t Sheets for Printing
M O R E S K I L L S
M o r e Skills 11 Insert and Edit C o m m e n t s
M o r e S k i l l s 12 C h a n g e Chart T y p e s
M o r e Skills 13 C o p y Excel Data t o W o r d D o c u m e n t s
M o r e Skills 14 Fill Series Data into W o r k s h e e t Cells
200 C R E A T E C H A R T S | Microsoft Excel Chapter 2
Outcome
Using the skills listed to the left will enable you t o
create a worksheet a n d charts like these:
You will save your workbook as:
Lastname_Firstname_e02_Revenue
Microsoft Excel Chapter 2 | Create Charts 201
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• Excel h e l p s y o u find e r r o r s by d i s p l a y i n g e r r o r v a l u e s , s u c h as # # # # w h e n a
c o l u m n is n o t w i d e e n o u g h t o display t h e c o n t e n t , o r # D I V / 0 ! w h e n a
f o r m u l a ‘ s d i v i s o r is 0 o r refers t o a n e m p t y cell.
• Excel p r o v i d e s v a r i o u s n u m b e r f o r m a t s so t h a t y o u can f o r m a t t h e w o r k s h e e t
w i t h p r o p e r a c c o u n t i n g f o r m a t .
• P i e c h a r t s i l l u s t r a t e h o w each p a r t relates t o t h e w h o l e . Pie c h a r t s display t h e
relative sizes of i t e m s in a single d a t a series.
• C o l u m n c h a r t s s h o w d a t a c h a n g e s over a p e r i o d of t i m e o r i l l u s t r a t e
c o m p a r i s o n s a m o n g i t e m s .
• A s p r e a d s h e e t c a n b e q u i c k l y f o r m a t t e d b y c h a n g i n g its overall t h e m e o r b y
c h a n g i n g its t h e m e c o l o r s , f o n t s , o r effects.
202 Create Charts | Microsoft Excel Chapter 2
T i m e to c o m p l e t e all
10 skills – 5 0 to 9 0 m i n u t e s
:
Student data file needed
for this chapter:
• e02 Revenue
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2 R E V E N U E J A N U A R Y Q U A R T E R T C P E R C E N T O F Q U A R T E R R E V E N U E
3 I N C O M E T A X 2 1 8 0 0 0 2 1 0 0 0 0 mm
4 W A T E R 1 1 3 0 0 0 1 1 4 0 0 0 mm
5 S A L E S T A X 2 8 3 0 0 0 2 8 5 0 0 0 mm
6 U T I L I T Y T A X 5 6 0 0 0 5 7 0 0 0 mm
7 T R A N S F E R S & 1 1 7 0 0 0 0 1 7 2 0 0 0 mm
8 P R O P E R T Y T A X 4 5 3 0 0 0 4 5 5 0 0 0 mm
9 N O N - T A X R E V 4 0 5 0 0 0 4 1 0 0 0 0 mtmt
1 0 O T H E R L O C A L 7 2 6 8 0 0 0 2 7 O O O O mtmt
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SKILL 1 : O p e n Existing Workbooks a n d Align Text
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Per RENT of
January February Quarter Total Quarter
Revenue
3 income lax
4 Water
5 Sales Tax
6 Utility Tax
7 Transfers & Proceeds
8 Property Tax
9 Non-Tax Revenue
1 0 Other Local Taxes
1 1 Total Revenue
1 2
1 3
1 4
1 5
1 6
1 7
1 8
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1 1 3 0 0 0
2 8 3 0 0 0
5 6 0 0 0
1 7 0 0 0 0
4 5 3 0 0 0
4 0 5 0 0 0
2 6 8 0 0 0
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1 1 4 0 0 0
2 8 5 0 0 0
5 7 0 0 0
1 7 2 0 0 0
4 5 5 0 0 0
4 1 0 0 0 0
2 7 0 0 0 0
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1 1 5 0 0 0
2 9 0 0 0 0
r
5 8 0 0 0
1 7 4 0 0 0
4 5 7 0 0 0
4 1 5 0 0 0
2 7 5 0 0 0
Wrap Text button
Middle Align
button
Columns widened
Column titles
formatted
C o u n t * i’ia’323 130S – ‘ – F i g u r e 3
– – j -j Finer- S f i e d –
[Siting
B U
f. =SUMIB3:B10)
–
A B C D E F
Projected I st Quarter Revenue
2
Revenue January February March Quarter Total
3 Income Tax 2 1 8 0 0 0 2 1 0 0 0 0 2 0 5 0 0 0 6 3 3 0 0 0 ” ^
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0
S Sales TAX 2 8 3 0 0 0 2 8 5 0 0 0 2 9 0 0 0 0 8 5 8 0 0 0
6 Utility TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0
7 Transfers & Proceeds 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0
8 Property TAX 4 5 3 0 0 0 4 5 5 0 0 0 4 5 7 0 0 0 1 3 6 5 0 0 0
9 Non-TAX Revenue • 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0
1 0 Other Local Taxes 2 6 8 0 0 0 2 7 0 0 0 0 2 7 5 0 0 0 8 1 3 0 0 0
I I
1 2
Total Revenue 1 9 6 6 0 0 0 1 9 7 3 0 0 0 1 9 8 9 0 0 0 5 9 2 8 0 0 0 ] I I
1 2 V
i
Percent of
Quarter
Revenue
R e v e n u e .
A e n j c atHXO Count 4 Sum 1 U U O X S f l S I 1MH –
SUM function in
ranges E3:E10
and B11:E11
F i g u r e 4
6. In the c o l u m n h e a d i n g area, select
c o l u m n s B:F. In the Cells group, click
t h e Format b u t t o n , a n d then click
Column Width. In the Column Width
dialog box, type 13 and then click OK.
7. Click cell B2. Point at t h e fill handle t o
display t h e [+] pointer, drag right t h r o u g h
cell D 2 , and then release the m o u s e b u t t o n .
The headings February and March display in
cells C2 and D2.
8. Select the range A2:F2. In the Alignment
group, click the Wrap Text button [ B ] , the
Middle Align b u t t o n H , a n d the Center
b u t t o n O C o m p a r e y o u r screen with
Figure 3 .
9. O n the Page Layout tab, in the Themes
group, click t h e T h e m e s b u t t o n . Scroll
d o w n , a n d t h e n click Solstice to apply t h e
Solstice t h e m e colors, fonts, a n d effects to
the entire w o r k b o o k .
10. With t h e range A2:F2 still selected, o n
the H o m e tab, in the Styles group, click
the Cell Styles b u t t o n , a n d t h e n click
20% – Accent2.
1 1 . Select the range A3:A11, a n d t h e n in the
Font group, click t h e Italic b u t t o n 0 .
12. Select the range E3.E10, and then in the
Editing group, click the Sum b u t t o n @.
Select the range B11:E11, a n d t h e n click
the Sum b u t t o n @. Compare your screen
w i t h Figure 4 .
13. Save Q the w o r k b o o k .
• You have completed Skill 1 of 10
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 205
http://ti.cr.-w
• SKILL
• Excel uses rules to check for formula errors.
W h e n a formula breaks o n e of t h e rules,
t h e cell displays an error indicator—a green
triangle that indicates a possible error in a
formula.
• In a formula, an absolute cell reference is a
cell reference that remains the same when it
is copied or filled to o t h e r cells. To m a k e a
cell reference absolute, insert a dollar sign
before the row and c o l u m n reference.
1. Click cell F 3 , a n d then t y p e =E3/E11 O n
t h e f o r m u l a b a r , click the E n t e r b u t t o n 0
to display 0.106781377. In t h e N u m b e r
g r o u p , click the Percent Style b u t t o n [*j
to display 11%.
2. Double-click cell F3 to display the range
finder, a n d t h e n c o m p a r e your screen with
Figure 1.
The range finder outlines all of the cells
referenced in a formula. It is useful for
verifying which cells are used in a formula
and for editing formulas. Here, Income Tax
revenue is divided by Total Revenue to
determine that Income Tax is 11% of the
city’s total revenue.
3 . Press (Esc 1 to leave the range finder while
k e e p i n g cell F3 active. Point to the cell F3
fill h a n d l e , d r a g d o w n t h r o u g h cell F10,
a n d t h e n release the m o u s e b u t t o n .
C o m p a r e your screen w i t h Figure 2.
Error values are messages that display
whenever a formula cannot perform the
calculations in a formula. The #DIV/0l error
value displays in a cell whenever the under
lying formula attempts to divide by zero.
• Continue to the next page to complete the skill
UNDERLYING
FORMULA
CELLS REFERENCED
IN FORMULA
F i g u r e 1
ERROR VALUE
ERROR INDICATOR
ng Abs
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B C D
Projected I st Q u a r t e r Revenue
Revenue
Income Tax
Wacer
Sales Tax
Utility Tax
Transfers & Proceed;
January February March Quarter Total
Percent of
Quarter
Revenue
8 Property Tax
9 Non-Tax Revenue
10 Other Local Taxes
11 Total Revenue
12
13
14
218000 2I0000 205000: 6330O0J =E3/E I I
I 13000 I 14000 IIS0O0 342000
283000 28SOO0 290000 858000
S6000 57000 58000 I7I000
170000 172000 174000 516000
453000 455000 457000 1365000
405000 410000 415000 1230000
268000 270000 275000 813000
1966000 1973000 1989000 5928000
>
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A B c D E F
I Projected 1 st Q u a r t e r Revenue
Percent of
Revenue January February March Quarter Total Quarter
2 Revenue
3 Income Tax 1 1 8 6 0 0 llOOOO 1 0 5 0 6 6 6 3 3 0 0 0 •j 1 IX
4 Water 113000 114000 1I50O0 342000 #OIV/0!
s Sales Tax 283000 28S000 290000 858000 #DIV/0T
6 Utility Tax 56000 57000 58000 171000 #DIV/0!
7 Transfers & Proceeds 170000 172000 174000 516000 #DIV/0!
8 Property Tax 453000 455000 457000 1365000 #DIV/0!
9 Non-Tax Revenue 405000 410000 415000 1230000 #DIV/0!
I0 Other Local Taxes 268000 270000 275000 813000 #DIV/0!
11 Total Revenue 1966000 1973000 1989000 5928000
F i g u r e 2
206 C R E A T E C H A R T S | Microsoft Excel Chapter 2
SKILL 2: Construct a n d C o p y Formu
REVENUE
Projected I st Q u a r t e r Revenue
JANUARY FEBRUARY MARCH QUARTER TOTAL
INCOME TAX
WATER
SALES TAX
UTILITY TAX
TRANJFERS & PROCEEDS
8 PROPERTY TAX
9 NON-TAX REVENUE
1 0 OTHER LOCAL TAXES
11 TOTAL REVENUE
1 2
1 3
1 4
2 1 8 0 0 0
I 1 3 0 0 0
2 8 3 0 0 0
5 6 0 0 0
1 7 0 0 0 0
4 S 3 0 0 0
4 0 5 0 0 0
2 6 8 0 0 0
1 9 6 6 0 0 0
2 1 0 0 0 0
1 1 4 0 0 0
2 8 5 0 0 0
5 7 0 0 0
1 7 2 0 0 0
4 5 5 0 0 0
4 1 0 0 0 0
2 7 0 0 0 0
1 9 7 3 0 0 0
2 0 5 0 0 0 ^
I 1 5 0 0 0
2 9 0 0 0 0
5 8 0 0 0
1 7 4 0 0 0
4 5 7 0 0 0
4 1 5 0 0 0
2 7 5 0 0 0
1 9 8 9 0 0 0 *
PERCENT OF
QUARTER
REVENUE
6 3 3 0 0 0 ) = E 3 / $ E $ I I
3 4 2 0 0 0
8 5 8 0 0 0
1 7 1 0 0 0
5 1 6 0 0 0
1 3 6 5 0 0 0
1 2 3 0 0 0 0
8 1 3 0 0 0
V.’O!
D I V / 0 1
O I V / 0 !
I C I V / 0 !
FFDIV/0!
S D I V / 0 !
S D I V / 0 !
5 9 2 8 0 0 0
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C O E F
1 Projected 1st Q u a r t e r Revenue
PERCENT OF
REVENUE JANUARY FEBRUARY MARCH QUARTER TOTAL QUARTER
2 REVENUE
3 INCOME TAX 2 1 8 0 0 0 2 1 0 0 0 0 2 0 5 0 0 0 6 3 3 0 0 0 1 1 %
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0 | 6 % |
5 SALES TAX 2 8 3 0 0 0 2 8 5 0 0 0 2 9 0 0 0 0 8 5 8 0 0 0 1 4 %
6 UTILITY TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0 3 %
7 TRANSFERS & PROCEEDS 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0 9 %
CO
PROPERTY TAX 4 5 3 0 0 0 4 5 5 0 0 0 4 5 7 0 0 0 1 3 6 5 0 0 0 2 3 X
9 NON-TAX REVENUE 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0 2 I X
1 0 OTHER LOCAL TAXES 2 6 8 0 0 0 2 7 0 0 0 0 2 7 5 0 0 0 8 1 3 0 0 0 1 4 %
I I TOTAL REVENUE 1 9 6 6 0 0 0 1 9 7 3 0 0 0 1 9 8 9 0 0 0 5 9 2 8 0 0 0 I
1 2
1 3 1 1 4
1 5
K • N Revenue ‘ J
Absolute row
reference
Absolute column
reference
F i g u r e 3
Relative reference
changed from cell
E3 to cell E4
Divisor is still
$E$11
4 . Click cell F4. To the left of t h e cell,
p o i n t to the displayed E r r o r Message
b u t t o n L^jj to display the ScreenTip—The
formula or function used is dividing by zero
or empty cells.
5 . Double-click cell F4 to display the r a n g e
finder.
The formula was copied with a relative cell
reference. In the copied formula, the cell
reference to cell E4 is correct, but the
formula is dividing by the value in cell El2,
an empty cell. In this calculation, the divisor
must always be cell El 1.
6 . Press (lie], a n d t h e n double-click cell F 3 .
Move t h e insertion p o i n t to t h e end of t h e
f o r m u l a — t o the right of Ell—and t h e n
press [ F4 ) to m a k e the cell reference
absolute. Notice that a dollar sign is
inserted in front of t h e c o l u m n reference
E a n d that a dollar sign is inserted in front
of t h e row reference 11, as shown in
Figure 3 .
7. O n t h e f o r m u l a b a r , click t h e E n t e r
b u t t o n 0- In cell F3, p o i n t to t h e fill
h a n d l e , a n d then drag the fill handle to
copy the formula d o w n t h r o u g h cell F10.
8. Click cell F4. Notice t h a t t h e divisor refers
to cell E l 1, as s h o w n in Figure 4 .
The cell reference for the Water Quarter
Total changed relative to its row; however,
the value used as the divisor—Total Revenue
in cell Ell—remained absolute.
9. Press the (T) repeatedly, a n d notice that
the divisor remains c o n s t a n t — $ E $ 1 1 —
while t h e q u o t i e n t changes relative to
t h e row.
10. Save [y] the w o r k b o o k .
• You hove completed Skill 2 of 10
F i g u r e 4
Microsoft Excel Chapter 2 | Create Charts 207
• A number format is a specific way that
Excel displays n u m b e r s . By default, Excel
displays t h e General format—a n u m b e r
format that does n o t display c o m m a s o r
trailing zeros to the right of a decimal point.
• T h e Accounting number format applies
c o m m a separators where a p p r o p r i a t e ,
inserts a fixed dollar sign aligned at the left
edge of the cell, applies two decimal places,
a n d leaves a small a m o u n t of space at b o t h
the right a n d left edges of the cell to accom
m o d a t e parentheses for negative n u m b e r s .
• T h e Comma cell style adds c o m m a s where
a p p r o p r i a t e a n d applies the same formatting
as t h e Accounting n u m b e r format b u t
w i t h o u t a dollar sign.
1. Click cell B 3 , a n d then o n the H o m e t a b ,
in the N u m b e r g r o u p , notice that General
displays, as s h o w n in Figure 1.
2 . Select the range B3:E3, hold d o w n fctrTI,
a n d t h e n select the range B11.E11.
3 . W i t h the two nonadjacent ranges selected,
o n the H o m e t a b , in the N u m b e r g r o u p ,
click t h e A c c o u n t i n g N u m b e r F o r m a t
b u t t o n [»3> a n d then click the D e c r e a s e
D e c i m a l b u t t o n @j two times to remove
t h e decimal places. C o m p a r e your screen
w i t h Figure 2 .
Financial worksheets typically display dollar
signs only in the first row and in the total row.
• Continue to the next page to complete the skill >
GENERAL
N U M B E R FORMAT
F i g u r e 1
A C C O U N T I N G
N U M B E R
FORMAT BUTTON
D E C R E A S E
D E C I M A L BUTTON
N O N A D J A C E N T
RANGES SELECTED
A N D FORMAT
A P P L I E D
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1 —
L Projected 1 st Q u a r t e r Revenue
PERCENT OF
REVENUT JANUARY FEBRUARY MARCH QUARTER TOTAL QUARTER
2 REVENUE
3 INCOME TAX 2 I 8 0 0 0 | 2 1 0 0 0 0 2 0 5 0 0 0 6 3 3 0 0 0 1 1%
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0 6 %
5 SALES TAX 2 8 3 0 0 0 2 8 S O O 0 2 9 0 0 0 0 8 5 8 0 0 0 1 4 %
6 UTILITY TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0 3 %
7 TRANSFERJ & PROCEEDS 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0 9 %
CO
PROPERTY TAX 4 5 3 0 0 0 4 S 5 0 O 0 4 5 7 0 0 0 1 3 6 5 0 0 0 2 3 %
9 NON-TAX REVENUE 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0 2 1 %
1 0 OTHER LOCAL TAXES 2 6 8 0 0 0 2 7 0 0 0 0 2 7 5 0 0 0 8 1 3 0 0 0 14%
11
1 2
1 3
1 4
1 5
TOTAL REVENUE
h Revenue °J
1 9 6 6 0 0 0 1 9 7 3 0 0 0 1 9 8 9 0 0 0
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-
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TOTAL REVENUE
h Revenue °J - - -
luiaaa ims
_ L .— R X
+ •
F i g u r e 2
J — J ! *
Projected I st Quarterjf
PERCENT OF
REVENUE JANUARY FEBRUARY MARCH QUARTER TOTAL QUARTER
REVENUE
NCOME TAX
4 $
2 1 8 . 0 0 0 $ 2 1 0 . 0 0 0 $ 2 0 5 . 0 0 0 S 6 3 3 . 0 0 0 1 1 %
WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0 6%
SALES TAX 2 8 3 0 0 0 2 8 5 0 0 0 2 9 0 0 0 0 8 5 8 0 0 0 14%
UTILITY TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0 3°C
TRANSFERS & PROCCCI S 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0 9 %
PROPERTY TAX 4 S 3 0 0 0 4 5 5 0 0 0 4 5 7 0 0 0 1 3 6 5 0 0 0 2 3 %
NON-TAX REVENUE 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0 2 1 %
OTHER LOCAL TAXES
TOTAL REVENUE ^ R*
2 6 8 0 0 0
1 , 9 6 6 . 0 0 0 | $
2 7 0 0 0 0
1 . 9 7 3 . 0 0 0 $
2 7 5 0 0 0
1 . 9 8 9 , 0 0 0 i 8 1 3 0 0 0 S . 9 2 8 . 0 0 0 1 4 %
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208 C R E A T E C H A R T S | Microsoft Excel Chapter 2
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SKILL 3: Format Numbers
3 * Delete • J -
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A 113000 B C D
Projected I st Quarter Revenue
_J F —1
January February Quarter Total
Percent of
Quarter
Revenue
Income Tax
Water
SaleiTax
Utility Tax
Transfers & Proceeds
8 Property Tax
9 Non-Tax Revenue
10 Other Local Taxes
11 Total Revenue
12
13
14
15
218.000 $ 210.000 $ 205.000 $ 633.000
I 13.000
283.000
56.000
170.000
453.000
405.000
268.000
114.000
285.000
57.000
I7Z000
455.000
410.000
270.000
115.000
290.000
58.000
174.000
457.000
415.000
275,000
342.000
858.000
171.000
516.000
1,365.000
1.230.000
813.000
I 1%
6%
14%
3%
_ 2 2 L
23%
21%
14%
1.966.000 $ 1.973.000 $ 1.989.000 $ 5.928.000
3KC
C o u r t ;
Comma [0] cell
style applied
F i g u r e 3
cm Sani Mr
• / If • • A
IS H W
A • • • • ” * 9 –
U T o u t Revenue
B _C£^ D
Projected I st Quarter Revenue ]
Revenue
Income Tax
Water
Sales Tax
Utility Tax
Transfers & Proceeds
8 Property Tax
9 Non-Tax Revenue
10 Other Local Taxes
II
12
13
14
15
i < > M Revenue • j_
Total Revenue
January
218.000 $
i 13.000
283.000
56.000
170.000
453.000
405.000
268,000
1,966,000 $
February
210.000
I 14.000
285.000
57.000
172.000
455.000
410.000
270.000
1.973,000
205.000
115.000
290.000
58.000
174.000
457.000
415.000
275.000
Quarter Total
$ 633.000
342.000
858.000
171.000
516.000
1.365.000
I.230.OOO
813.000
Percent of
Quarter
Revenue
10.7%
5.8%
143%
2.9%
8.7%
23.0%
20.7%
13.7%
Increase
Decimal button
1,989,000 S
3HI •B J
Total cell style
format applied
5.
4 . Select the range B4.E10. In the Styles
group, click the Cell Styles b u t t o n , a n d
t h e n u n d e r N u m b e r Format, click
C o m m a [ 0 ] . C o m p a r e your screen with
— Figure 3.
The Comma[0] cell style inserts commas
and rounds the values so that no decimals
display.
Select the range F3:F10. In the N u m b e r
group, click the Increase Decimal
b u t t o n @j one t i m e to add one decimal to
the applied Percent style. In the
Alignment group, click the Center
b u t t o n PI
Select the range B11:E11. In the Styles
group, click the Cell Styles b u t t o n , a n d
t h e n u n d e r Titles and Fleadings, click
Total.
The Total cell style applies a single top
border, which indicates that calculations
were performed on the numbers above, and
a double bottom border, which indicates
that the calculations are complete.
7. Right-click cell A l l to select t h e cell
a n d t o display the M i n i toolbar. O n t h e
M i n i toolbar, click t h e Bold b u t t o n H-
— C o m p a r e your screen with Figure 4.
Save | U ] t h e w o r k b o o k .
6.
8.
You hove completed Skill 3 of 10
Microsoft Excel Chapter 2 | Create Charts 209
F i g u r e 4
• SKILL 4 : Create Col
• A CHART is a graphic representation of data
used to show c o m p a r i s o n s , p a t t e r n s , a n d
t r e n d s .
• A COLUMN CHART is useful for illustrating
c o m p a r i s o n s a m o n g related n u m b e r s .
1. Select t h e range A 2 : D 1 0 — d o not include
the Quarter Total c o l u m n o r the Total
Revenue row in your selection. O n t h e
Insert tab, in the Charts group, click the
C o l u m n b u t t o n to display the C h a r t
gallery, as s h o w n in F i g u r e 1.
2. In t h e Chart gallery, u n d e r 2-D C o l u m n ,
click t h e first chart—Clustered Column.
O n t h e Ribbon, u n d e r Chart Tools, notice
that the Design, Layout, a n d F o r m a t c o n
textual tabs display as s h o w n in F i g u r e 2. –
When you insert a chart, borders surround
the chart data and an embedded chart is
inserted. An EMBEDDED CHART is a chart that
is placed on the worksheet containing the
data. Embedded charts are beneficial when
you want to view or print a chart with its
source data.
3 . Along the b o t t o m of the chart, locate the
n a m e s of the revenue categories.
An AXIS is a line bordering the chart plot
area used as a frame of reference for
measurement. The CATEGORY AXIS is the axis
that displays the category labels. A CATEGORY
LABEL is nonnumeric text that identifies the
categories of data. Here, the worksheet’s row
tides are used for the category labels. For
column charts, the category axis is the
X-AXIS—the horizontal axis of a chart.
Continue to the next page to complete the skill •
Clustered
column chart
Chart gallery
Range
A2:D10 selected
F i g u r e 1
Chart Tools
contextual
tabs display
Borders around
chart data
Embedded
column chart
Category axis
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Revenue
3
4
5
6
7
8
9
10
I I \Jotal Revenue
12
Income Tax
Water
SalesTax
Utility Tax
Transfers & Proceeds
Property Tax
Non-Tax Revenue
Other Local Taxes
2 D C MM
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CySkuSei
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! a J >M MM
r t e r Revenue
£ ill Chlft T7p*i .
405.000
268.000
410.000
270.000
March
205.000
115.000
290.000
58.000
174.000
457.000
415.000
275.000
$ 1.966.000 $ 1,973.000 $ 1,989,000 J $
Quarter Total
S 633.000
341000
858,000
171.000
516.000
1.365.000
I.230.OOO
813.000
5,928,000
Percent of
Quarter
Revenue
10.7%
5.8%
14.5%
2.9%
8.7%
23.0%
20.7%
13.7%
Revenue *’J
Counts* SuaSMNOO i -iliaa I 3 W . • – n {.
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laeiHoei
B C D E
Projected I s t Q u a r t e r Revenue
3 Income Tax
4 Water
5 Sales Tax
6 Utility Tax
7 Transfers & Proceeds
8 Property Tax
9 Non-Tax Revenue
10 Other Local Taxes
—I’ 11 rfac X«BMBd
• January
February
• March
11 Total Revenue
12
13
14
15
F A T *vr J” -vr JF A
Percent of
Quarter
‘evenue
10.7%
5.8%
14.5%
2.9%
8.7%
23.0%
20.7%
13.7%
cjunts* ss»s»aco) aaa ison –
210 Create Charts | Microsoft Excel Chapter 2
‘age Ujsut Fomuui Citi C,.,-.. VWM •sdd-lni l*r»u1 Forrrjt
* Si 5 S I S §• ml ml ml k . k, kl Cnange Save At Swttth select
Chart Ttpe Template Row Column Data
trae Data
I.
B C D E
Projected I st Quarter Revenue
REVENUE
INCOME TAX
WATER
SALES TAX
UTILITY TAX
TRANSFERS & PROCEEDS
PROPERTY TAX
NON-TAX REVENUE
OTHER LOCAL TAXES
TOTAL REVENUE
$ 5 0 0 , 0 0 0
$ 4 5 0 , 0 0 0
$ 4 0 0 , 0 0 0
$ 3 5 0 , 0 0 0
$ 3 0 0 , 0 0 0
$ 2 5 0 , 0 0 0
$ 2 0 0 , 0 0 0
$ 1 5 0 , 0 0 0
$ 1 0 0 , 0 0 0
$ 5 0 , 0 0 0
$ –
H Revenue -‘j’ Mityc 2VZXO COUNT 36 SUN 3 3 £ 3 – . >
F I G U R E 3
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Chan Irpe Template Row. Column Data
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INCOTNE WATER SALES TAX UTILITY TAX TRANSFERS PROPERTY NON-TAX OTHER
TAX & TAX REVENUE LOCAL
PROCEEDS TAXES
>’ Revenue Hi L
COURT.36 SUAESVONO – D L . 3 = J –
L O W E R RIGHT
CORNER O F CHART
IN CELL F 3 6
F I G U R E 4
4 . O n the left side of the chart, locate the
numerical scale, a n d t h e n o n the right
side, locate the m o n t h s displayed in t h e
legend. C o m p a r e y o u r screen with
Figure 3 .
In the worksheet, each cell bordered in blue
is referred to as a data point—a chart value
that originates in a worksheet cell. Each data
point is represented in a chart by a data
marker—a column, a bar, an area, a dot, a
pie slice, or another symbol that represents a
single data point.
The value axis is the axis that displays the
worksheet’s numeric data. In a column
chart, the value axis is the y-axis—the
vertical axis of a chart.
Data points that are related to one another
form a data series, and each data series has
a unique color or pattern represented in the
chart legend—a box that identifies the pat
terns or colors that are assigned to the data
series or categories in the chart. Here, each
month is a different data series, and the leg
end shows the color assigned to each month.
5. Point to the u p p e r b o r d e r of the chart to
display the pjf] pointer, a n d then move t h e
chart to position its u p p e r left corner in
cell A14.
6. Scroll d o w n to display r o w 36, and t h e n
p o i n t to t h e lower r i g h t corner of the
chart. W i t h the 0 pointer, drag to
position the lower right corner in the
m i d d l e of cell F36, as s h o w n in F i g u r e 4.
Save H t h e workbook.
You hove completed Skill 4 of 10
Microsoft Excel Chapter 2 J C R E A T E C H A R T S 211
>rma
• You can customize individual chart
e l e m e n t s by using the b u t t o n s o n the
C h a r t Tools contextual tabs.
• You can modify the look of a c h a r t by
applying a CHART LAYOUT—a prebuilt set
of c h a r t elements that can include a title,
a legend, or labels—or by applying a
CHART STYLE—a prebuilt chart format that
applies an overall visual look to a chart by
m o d i f y i n g its graphic effects, colors, a n d
b a c k g r o u n d s .
1 . If necessary, click the b o r d e r of t h e chart
t o select t h e chart. O n the D e s i g n tab, in
t h e Type group, click the Change Chart
Type b u t t o n . In the displayed Change
Chart Type dialog box, u n d e r C o l u m n ,
click 3- D Column, a n d then click OK.
The chart is changed from a two-
dimensional chart to a three-dimensional
chart. 3-D, which is short for THREE-
DIMENSIONAL, refers to an image that
appears to have all three spatial
dimensions—length, width, and depth.
2. In the Chart Layouts group, click the
More b u t t o n 0, a n d then click Layout 9
to a d d t h e chart title a n d the axis titles as
s h o w n in Figure 1.
3.
4.
At the t o p of the chart, click the text
Chart Title, a n d t y p e Projected 1 st Q u a r t e r
Revenue Notice t h e text is inserted in the
f o r m u l a bar. Verify that your text replaced
a n y text, a n d t h e n press lEnter] to accept the
text.
In the Chart Styles group, click the
More b u t t o n 0, a n d t h e n click Style 26.
C o m p a r e y o u r screen w i t h Figure 2.
Continue to the next poge to complete the skill >
Design
contextual tab
Chart type
changed to
3-D Column
Chart title and
axis titles added
F i g u r e 1
Chart title
changed
Chart style
applied
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F i g u r e 2
CMct I n c u t s
Chart 1
B C D E
P r o j e c t e d I st Q u a r t e r Revenue
l i n o j r y
Ftibruiry
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212 Create Charts I Microsoft Excel Chapter 2
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Erfctmj
B C 0 E
P R O J E C T E D I S T Q U A R T E R R E V E N U E
linuary February • r f e f d l – L E G E N D AT T O P
VERTICAL AXIS
TITLE DELETED
M A J O R VERTICAL
GRIDLINES DISPLAY
HORIZONTAL AXIS
TITLE C H A N G E D
F i g u r e 3
C H A R T T Y P E S C O M M O N L Y U S E D I N E X C E L
C H A R T T Y P E U S E T O
C o l u m n Illustrate data c h a n g e s o v e r a p e r i o d of t i m e or i l l u s t r a t e
c o m p a r i s o n s a m o n g i t e m s .
L i n e Illustrate t r e n d s over t i m e , w i t h t i m e d i s p l a y e d along t h e
h o r i z o n t a l axis a n d the d a t a point v a l u e s c o n n e c t e d by a l i n e .
Pie Illustrate t h e relationship of parts to a w h o l e .
Bar Illustrate comparisons a m o n g individual items.
A r e a E m p h a s i z e the magnitude of c h a n g e over t i m e .
F i g u r e 4
5. Below the horizontal axis, click t h e text
Axis Title. Type Revenue Sources Verify
that y o u r text displays in the formula bar,
a n d then press [ENTER].
6. In the chart, right-click t h e Revenue
Sources axis title to display the s h o r t c u t
m e n u a n d the Mini toolbar. O n t h e M i n i
toolbar, click the Font Size arrow I” -|»
a n d t h e n click 12.
7. To the left of the vertical axis, click the
text Axis Title. Press [Delete] to delete the
vertical axis title.
The vertical axis tide is deleted, and the
chart automatically resizes to use the
addidonal space.
8. O n the Layout tab, in the Labels group,
click the Legend b u t t o n . From the dis
played list, click S h o w Legend at Top to
move t h e legend to t h e t o p of the chart.
When you move chart elements such as the
legend, the chart automatically resizes.
9. In the Axes group, click t h e Gridlines
b u t t o n . Point to Primary Vertical
Gridlines, a n d t h e n click Major Gridlines
to display vertical grid lines between each
category.
1 0 . Click cell G16 to deselect the chart.
Save H the w o r k b o o k , a n d t h e n c o m p a r e
y o u r screen w i t h F i g u r e 3 .
1 1 . Take a m o m e n t to examine the various
types of charts available in Excel, as
s u m m a r i z e d i n F i g u r e 4.
Y O U H A V E C O M P L E T E D SKILL 5 O F 1 0
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 213
*• A pie chart displays the relationship of
parts to a whole.
• A chart sheet is a w o r k b o o k sheet that
contains only a chart and is useful when
you want to view a chart separately from
the worksheet data.
1. Select the range A3:A10. Hold d o w n fctril
a n d then select t h e range E3:E10 to select
t h e nonadjacent q u a r t e r totals.
2. O n t h e I n s e r t t a b , in the C h a r t s g r o u p ,
click the Pie b u t t o n . U n d e r 3-D Pie, click
t h e first c h a r t — P i e in 3-D.
The row labels in the range A3:A10 identify
the slices of the pie chart. The quarter totals
in the range E3:E10 are the data series that
determines the size of each pie slice.
3 . O n the D e s i g n t a b , in the L o c a t i o n
g r o u p , click the Move C h a r t b u t t o n .
In t h e Move C h a r t dialog box, select the
N e w s h e e t o p t i o n b u t t o n . In t h e N e w
s h e e t box, replace the highlighted text
Chartl by typing Revenue C h a r t as shown
in Figure 1.
4 . In t h e Move C h a r t dialog box, click OK
to m o v e the pie chart to a chart sheet.
O n t h e D e s i g n t a b , in the C h a r t Layouts
g r o u p , click the M o r e b u t t o n EL a n d then
click L a y o u t 5. C o m p a r e your screen with
Figure 2.
5.
With Chart Layout 5, the chart title displays
at the top of the chart, the legend is deleted,
and the category names display in each pie
slice.
6. Use t h e t e c h n i q u e practiced earlier to
c h a n g e the C h a r t T i t l e to Aspen Falls
Projected 1st Q u a r t e r Revenue
• Continue to the next page to complete the skill >
214 Create Charts I Microsoft Excel Chapter 2
art Sheets
Move Chart
button
Move Chart
dialog box
New sheet
option button
New sheet name
F i g u r e 1
Chart title added
Chart layout
applied
Category names
Chart sheet
created
F i g u r e 2
Format
Data Labels
dialog box
Category Name
and Percentage
selected
Inside End
selected
F i g u r e 3
7. O n the Layout tab, in the Labels group,
click the Data Labels b u t t o n , and then
click More Data Label Options.
8. In the Format Data Labels dialog box, o n
t h e right, u n d e r Label Contains, verify
that the Category N a m e check box is
selected, a n d then select t h e Percentage
check box. Clear any o t h e r check boxes in
this g r o u p . U n d e r Label Position, select
the Inside End o p t i o n b u t t o n , a n d then
c o m p a r e y o u r screen with F i g u r e 3 .
9. In the left side of the Format Data Labels
dialog box, click Number. Under
Category, click Percentage. In the
Decimal places box, replace the value
with I a n d t h e n click Close.
10. In the Current Selection group, verify
that Series 1 Data Labels displays as shown
– i n F i g u r e 4 . If necessary, click the C h a r t
Elements arrow, a n d then click Series 1
Data Labels.
You can use the Chart Elements list to select
any chart element.
11 . Right-click any of the selected data labels
to display t h e M i n i toolbar, click t h e Bold
b u t t o n H, a n d t h e n change the Font Size
to 12.
12. O n the Insert tab, in the Text group, click
the Header & Footer b u t t o n . In the Page
Setup dialog box, click the Custom Footer
b u t t o n . Verify that the insertion p o i n t is in
the Left section box, a n d then click t h e
Insert File N a m e b u t t o n [Ml- Click OK
two times to insert a footer that will dis
play w h e n t h e chart sheet is printed.
13. Save [ J ] the workbook.
• You hove completed Skill 6 of 10
Microsoft Excel Chapter 2 | Create Charts 215
• You can modify chart elements by changing
t h e fill color o r texture, o r by a d d i n g an
effect such as a shadow, glow, reflection, o r
bevel.
• You can rotate pie chart slices to present a
different visual perspective of the chart.
1. Click the edge of any pie slice to deselect
t h e data labels and to select all of the pie
slices—Series 1. C o m p a r e your screen
w i t h F i q u r e 1.
4 .
5.
6.
2. O n the Format tab, in t h e Shape Styles
group, click the Shape Effects b u t t o n .
Point to Bevel, a n d then at the b o t t o m of
t h e Bevel gallery, click 3-D O p t i o n s .
3 . In the Format Data Series dialog box,
u n d e r Bevel, click the Top b u t t o n . In the
gallery, u n d e r Bevel, p o i n t to the first
t h u m b n a i l to display the ScreenTip Circle,
a n d t h e n click the Circle t h u m b n a i l . Click
t h e B o t t o m b u t t o n , a n d then click the
Circle t h u m b n a i l .
U n d e r Bevel, in the four Width a n d
Height spin boxes, replace the existing
value with 512 pt a n d then c o m p a r e y o u r
screen w i t h F i g u r e 2 .
In t h e Format Data Series dialog box,
u n d e r Surface, click the Material b u t t o n ,
a n d then u n d e r Standard, click the third
t h u m b n a i l — P l a s t i c . In t h e lower right
c o r n e r of the dialog box, click the Close
b u t t o n .
O n the Format tab, in the Shape Styles
group, click the Shape Effects b u t t o n , a n d
t h e n p o i n t to Shadow. At t h e b o t t o m of
t h e Shadow gallery, u n d e r Perspective,
click t h e t h i r d t h u m b n a i l — B e l o w .
• Continue to the next page to complete the skill •
Selection
handles surround
pie chart
F i g u r e 1
Spin box Widths
and Heights
set to 512 pt
Material button
Shape effects
applied to
pie chart
F i g u r e 2
216 Create Charts | Microsoft Excel Chapter 2
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Rotation of X
changed to 55
Shadow
below chart
F i g u r e 3
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I Abe ADC • g S W u O r t l w /A . ' . j ' r r - i . .-. )gj *
• _ 1 « / S h a p e (Wetti • - - - - * . Selection Pane ' i
A S P E N FALLS PROJECTED I I T Q U A R T E R R E V E N U E Convex beveled
outline
M Revenue Chart §§v
Oil
Fill color in
chart area
F i g u r e 4
8.
9.
7. Notice t h e position of the Utility Tax slice
in the chart. O n the Layout t a b , in the
B a c k g r o u n d g r o u p , click t h e 3- D
R o t a t i o n b u t t o n . In t h e F o r m a t C h a r t
Area dialog box, u n d e r R o t a t i o n , in the X
spin box, replace t h e value with 55 as
— s h o w n in F i g u r e 3 .
In the F o r m a t C h a r t Area dialog box,
click t h e Close b u t t o n .
The order in which the data series is plotted
is determined by the order of the data on
the worksheet. The pie chart slices can be
rotated up to 360 degrees. Here, the slices
were rotated to bring the Utility Tax slice to
the front of the pie chart.
O n the F o r m a t t a b , in the C u r r e n t
Selection g r o u p , verily that the C h a r t
E l e m e n t s box displays the text Chart Area.
In the S h a p e Styles g r o u p , click the S h a p e
Effects b u t t o n , p o i n t to Bevel, a n d t h e n
u n d e r Bevel, click t h e t h i r d t h u m b n a i l in
t h e second r o w — C o n v e x .
This effect adds a convex beveled frame
around the entire chart.
10. O n t h e F o r m a t t a b , in t h e C u r r e n t
Selection g r o u p , click t h e F o r m a t
Selection b u t t o n . In t h e F o r m a t C h a r t
A r e a dialog box, select the Solid fill
o p t i o n b u t t o n . Click t h e C o l o r b u t t o n
a r r o w , a n d t h e n u n d e r T h e m e C o l o r s ,
click t h e sixth color in t h e t h i r d r o w —
G o l d , Accent 2, L i g h t e r 6 0 % . Click the
Close b u t t o n , a n d then c o m p a r e y o u r
screen w i t h F i g u r e 4.
11. Save [d] t h e w o r k b o o k .
• You have completed Skill 7 of 10
Microsoft Excel Chapter 2 | Create Charts 217
• You can explode—pull o u t o n e o r m o r e
slices—of a 3-D pie chart to emphasize a
specific slice or slices in a pie chart.
1. Click in the shaded area outside the pie
chart to deselect all elements. O n t h e pie
chart, click the o u t e r edge of the Utility
Tax slice o n c e to select the entire pie
chart, a n d t h e n click the U t i l i t y Tax slice
again to select only the o n e pie slice.
2. Point to the U t i l i t y Tax slice to display
t h e pointer, and t h e n drag the slice
away from t h e center of the pie, as s h o w n
in F i g u r e 1.
3 . Release t h e m o u s e b u t t o n t o see the
Utility Tax pie slice e x p l o d e d — p u l l e d
away from t h e pie.
4 . W i t h t h e Utility Tax slice still selected, o n
t h e F o r m a t tab, in the C u r r e n t S e l e c t i o n
g r o u p , click the F o r m a t Selection b u t t o n .
In t h e left side of the F o r m a t Data P o i n t
dialog box, click Fill. O n t h e right, select
the S o l i d fill o p t i o n b u t t o n . Click t h e
C o l o r b u t t o n a r r o w , a n d t h e n u n d e r
T h e m e C o l o r s , click t h e n i n t h color in t h e
f o u r t h r o w — B r o w n , Accent 5 , L i g h t e r
40%. C o m p a r e your screen w i t h F i g u r e 2 . •
5. In t h e dialog box, click t h e C l o s e b u t t o n .
6. Click t h e i n n e r edge of t h e W a t e r pie slice
t o select only that pie slice. Use the tech
n i q u e just practiced to change t h e Water
pie slice solid fill color to the last color in
t h e f o u r t h r o w — I n d i g o , Accent 6, L i g h t e r
40%. Click t h e Close b u t t o n .
• Continue to the next page to complete the skill
8 Create Charts | Microsoft Excel Chapter 2
Dotted lines
indicate
position of slice
as it is moved
Utility Tax
slice selected
Move pointer
H J 3 I
Series 1 Point -Ulllrty tA. -
Formal Selection
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F i g u r e 1
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Format Data Point
dialog box
Fill selected
Solid fill option
button selected
Color button
arrow
F i g u r e 2
SKILL 8: Explode a n d Color ces, a n d Insert Text Boxes
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• W REVENUE CHART KH ‘i:’>y J A A S I . R ” F i g u r e 3
Lines indicate
outline of text
box as it is drawn
7. O n the Layout tab, in the Insert group,
click the Text B o x b u t t o n .
8. Position the displayed Q] pointer just
u n d e r and to the right of the U t i l i t y Tax
pie slice. Hold d o w n the left m o u s e
b u t t o n , and t h e n drag d o w n a n d to the
right to draw the text b o x approximately
— as s h o w n in Figure 3.
9. Release the m o u s e b u t t o n to insert the
text box. With t h e insertion p o i n t
blinking inside t h e text box, type Utility
taxes have decreased a n d should no longer
be a b u r d e n on the taxpayers
10. Select all the text in the text box, a n d then
right-click the text to display the Mini
toolbar. On the Mini toolbar, click the
Font Size arrow 1″ -[, a n d then click 12.
If necessary, resize the text box to display
all t h e text.
11. Click in the C h a r t Area to deselect the text
box. O n the chart, click the Utility Tax
category label o n c e to select all data labels,
a n d t h e n click t h e Utility Tax data label
again to select only that one data label.
Point to the Utility Tax data label’s b o t t o m
border, a n d t h e n with the \%\ pointer, d r a g
the Utility Tax data label to t h e edge of t h e
exploded slice as s h o w n in F i g u r e 4 .
Adjust the size a n d position of the data
label o r text b o x as needed.
12. Save ( 3 the w o r k b o o k .
• You hove completed Skill 8 of 10
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 21°
• Recall that a chart’s data series a n d category
labels are linked to the source data in t h e
worksheet. W h e n worksheet values are
changed, the chart is automatically u p d a t e d .
• Sheet tabs are the labels along t h e lower
b o r d e r of the w o r k b o o k w i n d o w that
identify each worksheet or chart sheet.
1. In the sheet tab area at the b o t t o m of the
w o r k b o o k , click t h e Revenue sheet tab to
display the worksheet. If necessary, scroll
d o w n , a n d in the c o l u m n chart, note the
height of the Water data m a r k e r s for
F e b r u a r y a n d March.
2. Click cell C4, type 225000 a n d t h e n press
(Enter) to accept the new value. If necessary,
scroll d o w n to view the chart. Notice t h e
Water value for t h e m o n t h of February is
u p d a t e d as s h o w n in Figure 1.
The data marker—the column—represent
ing this data point is updated on the column
chart.
3. Click cell D 4 , type 275000 a n d t h e n press
[Enter]. In cell F4, notice the Water revenue
n o w represents 9.9% of the projected 1st
Q u a r t e r Revenue.
4. Click t h e Revenue C h a r t sheet tab to
display the pie chart a n d then move the
Utility tax data label to the edge of the
slice. Verify that in t h e pie chart, the slice
for Water displays 9.9% as s h o w n in
F i g u r e 2.
When underlying data is changed, the
pie chart percentages and pie slices are
automatically recalculated and resized.
Continue to the next page to complete the skill •
February data
marker updated
F i g u r e 1
Water data
marker updated
F i g u r e
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220 Create Charts | Microsoft Excel Chapter 2
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8 INCOME TAX
9 WATER
10 SALES TAX
11 UTILITY TAX
12 TRANSFERS
13 PROPERTY TAX
14 NON-TAX REVENUE
15 OTHER LOCAL TAXES
16 TOUL REVENUE
17
18
P R O J E C T E D 1 S T Q U A R T E R R E V E N U E
JANUARY February QUARTER TOTAL
218.000 S 210,000 $ 205,000 $ 633,000
113,000 225.000 275.000 613.000
283.000 285.000 290,000 858.000
56,000 57,000 58.000 171.000
170,000 172,000 174,000 516.000
453.000 455,000 457,000 1.365,000
405,000 410.000 415,000 1.230.000
268.000 270.000 275.000 8I3,000_
$ 7 , 9 6 6 , 0 0 0 $ 2 , 0 8 4 . 0 0 0 $ 2 , 1 4 9 . 0 0 0 t 6 , 1 9 9 , 0 0 0
PERCENT OF
QUARTER REVENUE
10.2%
9.9%
13.8%
2.8%
8.3%
22.0%
19.8%
13.1%
IV
i RGYENTTJ PGR; REVENUE
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WordArt inserted
F i g u r e 3
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7
REVENUE JANUARY FEBRUARY MARCH QUARTER TOOL
PERCENT OF
QUARTER REVENUE
INCOME TAX % 218.000 $ 210,000 $ 205.000 $ 633.000 10.2%
9 WATER 113.000 225.000 275,000 613,000 9.9%
1 0 SALES TAX 283.000 285,000 290.000 858,000 13.8%
I I UTILITY TAX 56.000 57.000 58.000 171,000 2.8%
12 TRANSFERS 170.000 172.000 174.000 516.000 8.3%
13 PROPERTY TAX 453,000 455.000 457,000 1.365,000 22.0%
14 NON-TAX REVENUE 405,000 410.000 415,000 1.230.000 19.8%
1 5 OTHER LOCAL TAXES 268,000 270.000 275.000 813.000 13.1%
1 6
1 7
1 8
TOTAL REVENUE % 1,966,000 F 2 , 0 8 4 , 0 0 0 S 2 , 1 4 9 , 0 0 0 $ 6 , 1 9 9 , 0 0 0 1 6
1 7
1 8
1 9 1
i. . H Revalue C u t REVENUE 5 I . ” _ . . * ‘ M L 1
Text effects
applied to
WordArt
kSL ,DII3S5 LIE. —
6.
7.
5. Click t h e Revenue sheet tab, a n d then in
cell A7, change Transfers & Proceeds to
Transfers Press [Enter], a n d then scroll d o w n
to verify that the c o l u m n chart category
label also changed.
Click the Revenue Chart sheet tab, a n d
verify that the data label displays as
Transfers.
Click the Revenue sheet tab, a n d t h e n
select the range A1:F5. O n the H o m e tab,
in the Cells group, click the Insert b u t t o n
arrow, a n d then click Insert Sheet Rows
to insert five blank rows.
8. O n the I n s e r t tab, in the Text group, click
the W o r d A r t b u t t o n . In the displayed
W o r d A r t gallery, click the fourth style i n
the t h i r d r o w — G r a d i e n t Fill – Aqua,
Accent 1. I m m e d i a t e l y t y p e Aspen Falls
9. Point to the t o p b o r d e r of the WordArt
box, a n d t h e n with t h e [§] pointer, d r a g to
position t h e WordArt object in the u p p e r
left corner in cell B l , as shown in Figure 3 .
10. Verify t h a t the WordArt object is still
selected. O n t h e F o r m a t tab, in the
W o r d A r t Styles group, click the Text
Effects b u t t o n Q . Point to S h a d o w , a n d
then u n d e r Outer, click the second effect
in the first row—Offset Bottom.
1 1 . Click t h e Text Effects b u t t o n LZ3 again,
p o i n t to Bevel, a n d t h e n u n d e r Bevel,
click the t h i r d t h u m b n a i l in the second
r o w — C o n v e x . Click cell A5 to deselect t h e
WordArt, a n d t h e n c o m p a r e your screen
with Figure 4 .
12. Save Q the w o r k b o o k .
• You hove completed Skill 9 of 10
F i g u r e 4
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 221
Before you p r i n t an Excel worksheet, you
can click the File tab a n d then in the
Backstage use the Print tab to preview the
p r i n t e d d o c u m e n t . If you need to m a k e
a d j u s t m e n t s , you can use Page Layout view.
I . Scroll d o w n , a n d then click the c o l u m n
c h a r t to select the chart. Click the File tab,
a n d t h e n click Print. C o m p a r e your screen
w i t h F i g u r e 1.
When an embedded chart is selected, only
the chart will print.
2. Click t h e Page Layout tab. Click cell A17
to deselect the chart, a n d t h e n in the lower
right c o r n e r of y o u r screen, o n the status
bar, click the Page Layout b u t t o n @ . O n
t h e left side of the status bar, notice that
Page 1 of 2 displays, informing you that
t h e data a n d the c o l u m n chart would
p r i n t o n two pages.
3 . O n the Page Layout tab, in the Scale to
Fit group, click t h e Width b u t t o n arrow,
a n d t h e n click 1 page. Click the Height
b u t t o n arrow, a n d t h e n click 1 page.
Click the File tab, a n d t h e n click Print.
C o m p a r e your screen w i t h F i g u r e 2.
Notice 1 of 1 displays at the bottom of the
screen, indicating that the WordArt, the
data, and the column chart will all print on
one page.
4. Click t h e Page Layout tab. O n the status
bar, click the Normal b u t t o n [5].
• Continue to the next page to complete the skill jV
Only the column
chart displays
in preview of
printed page
F i g u r e 1
WordArt, data,
and chart display
on one page
Page 1 of 1
F i g u r e 2
© A ini
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222 Create Charts | Microsoft Excel Chapter 2
SKILL 1 0 : Prepare Chart Sheets for Printing
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Print b u t t o n
– 1 o f 2
– N e x t P a g e b u t t o n
5. In the Page Setup group, click the
Margins b u t t o n , a n d t h e n click
Custom Margins. In the Page Setup
dialog box, u n d e r Center o n page, select
the Horizontally check box, a n d then
click OK.
6. Press (Ctrl) + [Home) to m a k e cell A l t h e
active cell. On t h e Review tab, in the
Proofing group, click the Spelling b u t t o n ,
a n d t h e n check the spelling of the
worksheet. W h e n the message The
spelling check is complete for the entire
sheet displays, click OK.
7. Save H D the w o r k b o o k .
8. Click t h e File tab, a n d then click Print.
U n d e r Settings, click t h e first b u t t o n as
shown in F i g u r e 3.
9. O n the displayed list, click Print Entire
Workbook. Notice at the b o t t o m of t h e
screen, 1 of 2 displays, a n d t h e chart sheet
with the pie chart is the first page, as
s h o w n in F i g u r e 4.
1 0 . At the b o t t o m of the screen, click the Next
Page b u t t o n [•] t o preview the worksheet
containing your W o r d A r t , the data, a n d
t h e c o l u m n chart. Print the workbook,
o r s u b m i t the file as directed by your
instructor. If you are instructed to d o so,
display a n d format the worksheet
formulas, a n d then p r i n t the formulas.
1 1 . Close @ the w o r k b o o k , and then Exit
Excel.
D o n e ! Y o u h o v e c o m p l e t e d S k i l l 1 0 o f 1 0 a n d
y o u r d o c u m e n t i s c o m p l e t e !
Microsoft Excel Chapter 2 | C r e a t e C h a r t s 223
F i g u r e 4
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ I n s e r t a n d E d i t C o m m e n t s
You can add comments to cells in a worksheet to provide
reminders, to display clarifying information about data within the
cells, or to document your work. W h e n you point to a cell that
contains a comment, the comment and the name of the person
who created the comment display.
In More Skills 11, you will read, create, and edit
comments.
T o begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s Q C h a n g e C h a r t T y p e s
After you create a chart, a different chart type might be easier
for the readers of your chart to understand. For example, you can
change a column chart to a bar chart. Both a column chart and a
bar chart are good choices to illustrate comparisons among items;
however, a bar chart might be a better choice when the axis labels
are lengthy.
In More Skills 12, you will create a column chart and
then change the chart type to a bar chart.
T o begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s C o p y E x c e l D a f a t o W o r d D o c u m e n t s
You can copy the data and objects created in one application
to another application, saving time and providing accuracy
because data is entered only one time.
In More Skills 13, you will create a chart in Excel and then
copy the chart and paste it into a W o r d document.
T o begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s F i l l S e r i e s D a t a i n t o W o r k s h e e t C e l l s
Instead of entering data manually, you can use the fill handle
or the fill command to enter data that follow a pattern or series—
for example, hours, days of the week, or numeric sequences such
as even numbers.
In More Skills 14, you will use the fill handle and the fill
command to enter data in cells.
T o begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
224 Create Charts | Microsoft Excel Chapter 2
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
Key Terms
3-D 212
Absolute cell reference 206
Accounting number f o r m a t . . . 208
Area chart 213
AutoFit 204
Axis 210
Bar chart 213
Category axis 210
Category label 210
Chart 210
Chart layout 212
Chart sheet 214
Chart style 212
Column chart 210,213
Comma cell style 208
Data marker 211
Data point 211
Data series 211
Document theme 204
Embedded chart 210
Error indicator 206
Error value 206
Explode 218
General format 208
Legend 211
Line chart 213
Number format 208
Pie chart 213,214
Range finder 206
Sheet tab 220
Text wrap 204
Online Help Skills
1. Start © Excel. In t h e u p p e r r i g h t corner of t h e Excel window, click t h e Help
b u t t o n [©]. In t h e Help window, click t h e Maximize H b u t t o n .
2. Click in t h e search box, t y p e create charts a n d t h e n click t h e Search b u t t o n 0 .
In the search results, click Available chart types.
3 . Read t h e article’s i n t r o d u c t i o n , a n d t h e n below in this article, click C o l u m n
charts. C o m p a r e y o u r screen w i t h F i g u r e 1.
Co-‘ur.n charts
Tj-fy.irrt arm
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"** . - « « • LTL?** Wf-JM
4. Read t h e section a n d t h e n scroll d o w n a n d read t h e section o n Pie C h a r t s to see if
you can answer t h e following: A pie c h a r t is m o r e useful t h a n a c o l u m n chart for
showing w h a t t y p e of data?
Tliree-dimensional 212
Total cell style 209
Value axis 211
X-axis 210
Y-axis 211
Microsoft Excel Chapter 2 | Create Charts 225
mmm
M a t c h i n g
M a t c h each t e r m in t h e s e c o n d c o l u m n w i t h its correct definition in the
first c o l u m n by w r i t i n g t h e letter of the t e r m o n the blank line in front of
t h e correct definition.
1 . A c o m m a n d w i t h which you can display text o n m u l t i p l e lines
w i t h i n a cell.
2 . A cell reference that refers to a cell by its fixed p o s i t i o n in a
worksheet a n d that does n o t change w h e n t h e f o r m u l a is copied.
3 . A specific way that Excel displays n u m b e r s .
4 . T h e default format t h a t Excel applies to n u m b e r s — w h a t e v e r you
t y p e in t h e cell will display, w i t h t h e exception that trailing zeros
to t h e right of a d e c i m a l p o i n t will n o t display.
5 . T h e Excel n u m b e r f o r m a t t h a t applies a c o m m a separator where
a p p r o p r i a t e , inserts a fixed dollar sign aligned at t h e left edge of
t h e cell, applies two decimal places, a n d leaves a small a m o u n t of
space at b o t h t h e right a n d left edges of the cell to a c c o m m o d a t e
parentheses for negative n u m b e r s .
6 . A graphic representation of data in a worksheet that shows
c o m p a r i s o n s , p a t t e r n s , a n d t r e n d s .
7. T h e chart axis that is usually t h e h o r i z o n t a l axis a n d contains
categories.
8 . T h e chart axis t h a t is usually t h e vertical axis a n d contains data.
9 . To pull o u t o n e o r m o r e slices of a 3-D pie chart t o emphasize a
specific slice or slices.
1 0 . A set of design elements t h a t provides a unified look for colors,
fonts, a n d graphics.
226 Create Charts | Microsoft Excel Chapter 2
A Absolute cell reference
B Accounting n u m b e r f o r m a t
C Category axis
D C h a r t
E Explode
F General format
G N u m b e r format
H T h e m e
I Text w r a p
J Value axis
Multiple C h o i c e
C h o o s e t h e c o r r e c t answer.
1 . Automatically changing the c o l u m n width to
a c c o m m o d a t e the longest c o l u m n e n t r y is called:
A. Drag and d r o p
B. AutoFit
C. Auto adjust
2 . A green triangle that indicates a possible e r r o r in a
formula is called:
A . An error indicator
B. A message
C . A Dialog Box Launcher
3 . T h e Excel feature that outlines all of the cells
referenced in a formula is the:
A. Formula finder
B. Cell finder
C. Range finder
4 . A chart type useful for illustrating c o m p a r i s o n s
a m o n g related n u m b e r s is called:
A. A pie chart
B. An area chart
C . A c o l u m n chart
5 . A chart placed o n a worksheet with the source data
is:
A. A chart sheet
B. A c o l u m n chart
C. An e m b e d d e d chart
Topics for Discussion
1 . Search some current newspapers a n d magazines for
examples of charts. Which charts catch your eye a n d
why? Do the charts appeal to you because of their color
o r format? Is something intriguing revealed to you in
the chart that you have never considered before? What
are some formatting changes that you think make a
chart interesting and valuable to a reader?
6 . T h e chart data p o i n t s related to one a n o t h e r are
k n o w n as a:
A. C o l u m n
B. Data series
C. C h a r t p o i n t
7. T h e box that identifies the p a t t e r n s o r colors
assigned to the data series in a chart is called a:
A. Legend
B. Dialog box
C . Message box
8. A predesigned c o m b i n a t i o n of chart elements is
referred to as a:
A . 3-D chart
B. C h a r t layout
C. C h a r t
9 . T h e chart t y p e t h a t displays the relationship of
p a r t s to a w h o l e is:
A . A pie chart
B. An area chart
C. A c o l u m n c h a r t
1 0 . A worksheet that contains only a chart is referred to
as a:
A . Worksheet
B. C h a r t area
C . C h a r t sheet
2. Why is it i m p o r t a n t to present accounting a n d financial
information in a m a n n e r that is attractive a n d easy t o
read? W h a t are some of the ways that Excel can help
you d o so?
Microsoft Excel Chapter 2 | Create Charts 227
Skill C h e c k f m ' / »
To complete this project, you will need the following file:
• e02_Expenses
You will save your workbook as:
Lastname_Firstname_e02_Expenses
1. Start Excel, and open the file e02_Expenses. Save the file in your Excel Chapter 2
folder as Lastname_Firstname_e02_Expenses Insert the file name in the left footer
and then return to Normal view.
2. On the Page Layout tab, in the T h e m e s group, click the T h e m e s button, and
then click Hardcover.
3 . Click cell B2, and then use the fill handle to fill the months into the range C2:D2.
Select the range A2:F2. On the H o m e tab, in the Alignment group, click the
Wrap Text, Middle Align, and Center buttons.
4. Select E3:E8, and then in the Editing group, click the SUM button. In the range
B9:E9, use the SUM function to calculate the Total Expenses.
5. In cell F3, type -E3/SE$9 and then on the formula bar, click the Enter button.
Use the fill handle to fill the formula down through cell F8. With the range F3:F8
still selected, in the N u m b e r group, click the Percent Style button. In the
A l i g n m e n t group, click the Center button.
6. Select the range B3:E3, hold down [Ctrl], and then select the range B9:E9. In the
N u m b e r group, click the Accounting N u m b e r Format button, and then click the
Decrease Decimal button two times. Select the range B4:E8. In the Styles group,
click the Cell Styles button, and then click C o m m a [0]. Select the range B9:E9,
click the Cell Styles button, and then click Total. Click cell A l l , and then
compare your screen with F i g u r e 1.
7. Select the range A2:D8. On the Insert tab, in the Charts group, click the
C o l u m n button, and then click 3-D C o l u m n . Move the chart below the data,
and then resize the chart to display in approximately the range A11:F30. On the
D e s i g n tab, in the Chart Layouts group, click Layout 1. Click the Chart Title,
type Expenses and then press (Enter). Compare your screen with F i g u r e 2.
Continue to the next page to complete this Skill Check •
F i g u r e 2
228 Create Charts | Microsoft Excel Chapter 2
F i g u r e 3
F i g u r e 4
Assessment
8. Select the nonadjacent ranges A3:A8 and E3:E8. On the Insert tab, in the Charts
group, click the Pie button, and then click Pie in 3 - D .
9. On the D e s i g n tab, in the Location group, click the Move Chart button. In the
Move Chart dialog box, select the N e w sheet option button, type the sheet name
Expenses Chart and then click OK.
10. For the pie chart, apply the Layout 1 chart layout, and then change the Chart
Title to 4th Quarter Expenses Right-click the chart title, and from the Mini
toolbar, change the Font Size to 28.
1 1 . Right-click any of the data labels, and use the Mini toolbar to change the Font
Size to 14 and to apply the Bold format.
12. Click the Chart Area. On the Layout tab, in the Current Selection group, click
the Format Selection button. In the Format Chart Area dialog box, select the
Gradient Fill option button, and then click Close.
13. Click the edge of a pie slice to select all of the slices. On the Format tab, in the
Shape Styles group, click the Shape Effects button, point to Bevel, and then click
3-D Options. Click the Top button, and then click the Circle thumbnail. Click
the B o t t o m button, and then click the Circle thumbnail. Set the four Bevel
Width and Height spin boxes to 250 pt and then click Close. Compare your
— screen with F i g u r e 3 .
14. On the Insert tab, in the Text group, click the Header & Footer button. In the
Page Setup dialog box, click the C u s t o m Footer button. Verify that the insertion
point is in the Left section, click the Insert File N a m e button, and then click OK
two times.
15. Click the Expenses sheet tab. Select the range A1:F6. On the H o m e tab, in the
Cells group, click the Insert b u t t o n arrow, and then click Insert Sheet Rows. On
the Insert tab, in the Text group, click the WordArt button, and then in the third
row, click the fourth thumbnail—Gradient Fill - Dark Red, Accent 1.
Immediately type City Expenses and then move the WordArt to the top of the
worksheet.
16. Click the Page Layout tab. In the Scale to Fit group, click the W i d t h arrow, and
then click 1 page. In the Page Setup group, click the Margins button, and then
click Custom Margins. In the Page Setup dialog box, select the Horizontally
check box, and then click the Print Preview button.
-— 17. Compare your screen with F i g u r e 4. Save the workbook, and then print or
submit the file as directed by your instructor.
D o n e ! You have completed the Skill Check
Microsoft Excel Chapter 2 | Create Charts 229
Assess Your Skills 1
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e02_Assets
Y o u w i l l s a v e y o u r w o r k b o o k a s :
Lastname Firstname e02 Assets
1. Start Excel, and open the file e02_Assets.
Save the workbook in your Excel Chapter 2
folder as I.astname_Firstname_e02_Assets
A d d the file n a m e in the worksheet's left
footer, a n d then return t o Normal view.
2. In t h e ranges D4:D10 a n d B l l r D l l , use the
SUM function to total t h e rows a n d the
c o l u m n s . Select the ranges B4:D4 a n d
B l l r D l l , apply t h e Accounting n u m b e r
format, a n d format the r a n g e so that n o
decimals display. For the range B5:D10,
apply t h e C o m m a [0] cell style. In the
range B l l . D l l , apply t h e Total cell style.
3. Insert a 3-D Clustered C o l u m n c h a r t based
o n the range A3:C10. Move the chart
below the data, a n d t h e n resize t h e chart to
approximately the range A13:D30. Apply
chart Style 36, and then show t h e legend at
t h e t o p of the chart. C h a n g e the legend font
size to 12.
4. Insert a Pie i n 3-D chart based on t h e n o n -
adjacent ranges A4.A10 a n d D4:D10. Move
t h e pie chart to a chart sheet n a m e d Capital
Assets C h a r t a n d t h e n apply Layout 1.
C h a n g e the chart title to Capital Assets
5. For the data labels, apply Bold, a n d then
change the F o n t Size to 14.
6. F o r m a t t h e C h a r t Area with Solid fill, a n d
t h e n change the C o l o r to Red, Accent 2,
L i g h t e r 60%.
7. For all the slices—in Series 1, change the 3-D
R o t a t i o n of X to 140, a n d t h e n explode the
C o l l e c t i o n s pie slice. Verify that all data
labels display o n a pie slice. If necessary,
move t h e Collections pie slice back toward
the center of the pie to display the labels o n
t h e slices. Display t h e 3-D F o r m a t settings in
the F o r m a t Data Series dialog box. C h a n g e
t h e t o p bevel to Circle a n d t h e n change the
t o p bevel width a n d height to 1000 pt.
C h a n g e the M a t e r i a l setting to M e t a l .
8. For the chart sheet, add a footer w i t h the file
n a m e in the left section. C o m p a r e your
worksheet a n d chart sheet with F i g u r e 1.
Save t h e w o r k b o o k , a n d t h e n p r i n t or s u b m i t
the file as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills 1
. I n m . l l . l u n i .
F i g u r e 1
230 Create Charts | Microsoft Excel Chapter 2
C I T Y D E B T
F i g u r e
Assess Your Skills 2
A s s e s s Y o u r Skills 3 a n d 4 c a n be f o u n d at
www.pearsonhighered.com/skills.
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e 0 2 _ D e b t
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e02_Debt
1 . Start Excel, a n d o p e n t h e file e02_Debt. Save
the w o r k b o o k in y o u r Excel Chapter 2 folder
as Lastname_Firstname_e02_Debt Add t h e
file n a m e in the worksheet's left footer, a n d
t h e n r e t u r n to N o r m a l view.
2. Apply t h e Newsprint t h e m e . In cell B2, t y p e
July a n d then Auto Fill the m o n t h s t h r o u g h
cell G2.
3 . In cell 13, calculate t h e Percent of Total Debt.
In the formula, use an absolute cell reference
w h e n referring to cell H8. Copy t h e formula
d o w n t h r o u g h cell 17, a n d then format t h e
results as percentages with o n e decimal
place. Center the results in t h e cell.
4. Select t h e ranges B3:H3 a n d B8:H8, a n d then
apply the Accounting n u m b e r format a n d
display zero decimal places. In t h e range
B4:H7, apply the C o m m a [0] cell style, a n d
in t h e range B8:H8, apply t h e Total cell style.
5. Insert a Pie in 3-D chart based on the n o n -
adjacent ranges A3:A7 a n d H3:H7. Move the
pie chart below t h e data, a n d t h e n resize
t h e chart so that it displays approximately in
the range A l 1:138. Apply Layout 2.
6. Change t h e Chart Title to O u t s t a n d i n g Debt
by Type a n d then change the chart title Font
Size to 20. Right-click the data labels, a n d
then change the Font Size to 14. Right-click
t h e legend, a n d t h e n change the Font Size to
12. Display t h e legend at the b o t t o m of the
chart.
7. F o r m a t the C h a r t Area to display a Solid fill
using the n i n t h color in t h e t h i r d r o w —
Blue-Gray, Accent 5, L i g h t e r 60%.
8. Display t h e F o r m a t D a t a Series dialog box.
Set a Top D i v o t 3-D Bevel, set the Top
W i d t h a n d H e i g h t to 50 pt a n d change the
M a t e r i a l setting to Soft Edge.
9. Insert seven sheet rows at the t o p of the
worksheet. Insert a W o r d A r t , using the style
G r a d i e n t Fill - Blue-Gray, Accent 4,
Reflection. C h a n g e t h e WordArt text t o City
Debt a n d t h e n m o v e the WordArt to t h e t o p
of the worksheet, centering it in the seven
blank rows.
10. View the worksheet in P r i n t Layout view.
Verify that the WordArt, data, a n d pie c h a r t
all p r i n t o n o n e page. If necessary, adjust t h e
Scale to Fit to fit all objects on o n e page.
1 1 . Save the w o r k b o o k , and t h e n p r i n t or s u b m i t
t h e file as directed by your instructor.
C o m p a r e y o u r completed w o r k b o o k with
F i g u r e I ,
D o n e ! You have completed Assess Your Skills 2
Microsoft Excel Chapter 2 | Create Charts 231
http://www.pearsonhighered.com/skills
Assess Your Skills Visually
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e02 N e t Assets
Y o u w i l l s a v e y o u r w o r k b o o k a s :
Lastname_Firstname_e02_Net_Assets
Start Excel, a n d o p e n the file e02_Net_Assets.
Save t h e w o r k b o o k in your Excel Chapter 2
folder as Lastname_Firstname_e02_Net_Assets
Create t h e worksheet and chart sheet as s h o w n
in Figure 1. Apply the Solstice t h e m e . Auto Fill
t h e m o n t h s in row 4. Insert totals using the SUM
function. Calculate the Percent of Total Net Assets
using an absolute cell reference a n d then format
t h e values as s h o w n . Create t h e 3-D pie chart,
a n d m o v e the chart to a chart sheet as shown in
t h e figure. Apply the Layout 1 chart layout a n d
t h e n f o r m a t the chart title a n d data labels as
s h o w n . F o r m a t the 3-D pie chart with the Circle
bevel 3-D s h a p e effect o n b o t h the t o p a n d
b o t t o m , w i t h all the widths a n d heights set to
512 pt Use t h e Metal surface, a n d a d d a s h a d o w
a n d c h a r t area fill. Explode the Power pie slice,
a n d rotate the pie chart as s h o w n . Insert the text
b o x s h o w n in the figure. Insert the file n a m e in
t h e left footer of b o t h sheets. Check the spelling
of t h e worksheet. Save the file, a n d t h e n p r i n t o r
s u b m i t it as directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
Net Assets
B u s m e n - t y p e Activities
Percent of
J * August September Total Total Net
Assets
Transportation S 2 6 8 . 7 5 5 $ 275,082 $ 282.086 $ 8 2 5 . 9 2 3 25.9%
Port 242,886 245.688 247.253 735,827 23.1%
Water 175,885 180.256 193.008 549.149 17.2%
Power 117,006 108.832 115.038 340.876 10.7%
Hospital 213.468 2 5 0 . 8 6 5 2 7 5 . 0 6 6 7 3 9 . 3 9 9 23.2%
Total Net Asset: $ 1 , 0 1 8 . 0 0 0 $ 1 , 0 6 0 , 7 2 3 $ 1 , 1 1 2 , 4 5 1 $ 3 , 1 9 1 , 1 7 4
Net Assets
P o w usage iwredi t o be observed In four* veers
La*trame_Fir«njme_e02_h*«_AAietuchj<
Lastname Firstnamc e02 N e t Assets.xlsx
Figure 1
232 Create Charts | Microsoft Excel Chapter 2
Assessment
Skills in Context
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e02_Budget
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_02_Budget
During the fourth quarter of this year, the Accounting
Department developed a summary of the proposed Aspen Falls
budget. Open the file e02_Budget, and then save the workbook in
your Excel Chapter 2 folder as Lastname_Firstname_e02_Budget
Apply a theme of your choice. Compute the totals and the
percentage by which each budget item makes up the total budget.
Use an absolute cell reference when computing the percentages.
Format the values appropriately. Create an embedded column
chart that effectively compares the budget data for the three
months in the fourth quarter. Create an attractive pie chart on a
separate chart sheet that describes the quarter percentages. Insert
blank rows at the top of the worksheet, and then insert a WordArt
with the text Proposed Budget Format the WordArt appropriately.
Insert the file name in the left footer of both sheets. Save the
workbook, and then print or submit the workbook file as directed
by your instructor.
D o n e ! You hove completed Skills in Context
Skills a n d You
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel workbook
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e02_Personal_Budget
What items in your monthly budget might you be able to reduce? A
pie chart can point out items o n which you might be overspending
without realizing it. Create a worksheet for a month's worth of your
expenses. Total the expenses, and then create a pie chart to show
the percentage by which each item makes up your monthly budget.
Format the pie chart appropriately. Insert the filename in the left
footer of the worksheet, and then return to Normal view. Save
the workbook as Lastname_Firstname_e02_Personal_Budget and
print or submit the workbook electronically as directed by your
instructor.
D o n e ! You hove completed Skills and You
Microsoft Excel Chapter 2 | Create Charts 233
M a n a g e M u l t i p l e
W o r k s h e e t s
• In an Excel w o r k b o o k , you can insert a n d move worksheets, o r you can g r o u p any n u m b e r of
worksheets and then edit or format the data in all of the worksheets at the same t i m e .
• Multiple m a t h o p e r a t o r s can be used in o n e formula, a n d a formula can refer to a cell in a n o t h e r
worksheet.
Your starting screen will look similar to this:
I rtcme : Insert Page layout Fortruljt Data Re.tew
* Calbn - tJ - A" A " " • ' « • ' 9" ~Se
Y 1 0 B • 2 - * • A- n m m at at m- t • v.
::.OTIC«TI • FTM . ~ & £ £ ? . : L'_'
3 " Delete • 2 •
A l A Park 1
B
2 1 5 7 1 2 8 1 6 7 1 4 1 4 5 1 5 3 2 3 0
2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
NFORMATION SUBMITTED ON:
1 / 3 1
9
1 0
1 1
1 2
1 3 I
1 4
1 5
1 6
1 7
1 8
1 9
M « » H S h e e t l Sheeti S l u e d ? }
TEEA,
. . • J I L
S K I L L S
SKILLS 1 - 1 0 TRAINING
A T T H E E N D O F T H I S C H A P T E R , Y O U W I L L B E
A B L E T O :
S K I L L 1 W o r k w i t h Sheet Tabs
S K I L L 2 Enter a n d Format Dates
S K I L L 3 Clear Cell C o n t e n t s a n d Formats
S K I L L 4 M o v e , C o p y , Paste, a n d Paste O p t i o n s
S K I L L 5 W o r k w i t h G r o u p e d W o r k s h e e t s
S K I L L 6 Use Multiple Math O p e r a t o r s in a F o r m u l a
S K I L L 7 F o r m a t G r o u p e d W o r k s h e e t s
S K I L L 8 Insert a n d M o v e W o r k s h e e t s
S K I L L 9 C o n s t r u c t Formulas T h a t Refer to Cells in
O t h e r W o r k s h e e t s
S K I L L 1 0 C r e a t e Clustered Bar Charts
M O R E S K I L L S
M O R E S K I L L S 1 1 C r e a t e O r g a n i z a t i o n Charts
M O R E S K I L L S 1 2 C r e a t e Line Charts
M O R E S K I L L S 1 3 Set a n d Clear Print Areas
M O R E S K I L L S 1 4 Insert Hyperlinks
234 M A N A G E MULTIPLE W O R K S H E E T S | Microsoft Excel Chapter 3
E x c e
Outcome
Using the skills listed to t h e left will enable you to create
a workbook containing worksheets like this:
Op-atini
COS V . M O I .
" 50.400 S 1(1451
4».»75 I«2,J4»
55.086 UL70I
(5,300 ' 5 6 , 6 3 ;
Is S 219.761 S (72.040
rati
Hun-ton Part
Cumffl County Park
Total
Tout Park
Pawnor
S 1 . 0 0 2 , 0 4
951.120
Total
Tool rood Maitrtna
Pewixif Costs
X. S
2(4.59* 143,915
»«6,400 290,1» 1(0,456
J 2,900,144 S 0(1,275 5 4 9 0 ^ »
Total
Oprrata^
Costs MKInooma
• -1S.S04 s mjas
219.761 (71040
251.3(5 (04,696
690,650 $ 2,600,541
Oparabna
Coati Nrtrncome
t U J O 5 202,702
51.974 U7.219
57,911 250,619
_ * * r H L W W
5 » 219,504 i 923^05
u i o u n - a n l r w r x .
n Op.atbsi
Cons Matlocona
611 5 S 4 j i l S
729 62.631 1(7.2(6
425 ( U 2 5 210J96
ei tun mm
4 5 . 5 251ja3 5 (04J9B
Durante OMWV "art
latmamr 'fcnm»m* rOI VK.ton.tu
You will save your workbook as:
I astname Firstname e03 Visitors
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 235
http://VK.ton.tu
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
O r g a n i z a t i o n s typically create w o r k b o o k s that contain m u l t i p l e worksheets.
I n such a w o r k b o o k , the first worksheet often s u m m a r i z e s the detailed
i n f o r m a t i o n i n the other worksheets.
W h e n y o u have a large a m o u n t o f data to organize i n a workbook, d i v i d i n g
the data i n t o logical elements such as locations o r t i m e periods and t h e n
placing each element i n a separate worksheet makes sense. I n other w o r d s ,
design a system o f worksheets instead o f t r y i n g to f i t all o f the i n f o r m a t i o n
o n a single worksheet.
B y g r o u p i n g worksheets, y o u can edit and f o r m a t data i n m u l t i p l e worksheets
simultaneously. Data that y o u edit o n the active sheet is reflected i n all o f the
selected sheets.
Y o u can copy i n f o r m a t i o n f r o m one worksheet and then paste i t i n a different
worksheet.
Y o u can manage m u l t i p l e worksheets by color coding each sheet tab so t h a t
y o u can quickly locate the detailed i n f o r m a t i o n .
236 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Time to complete all
10 skills - 50 to 90 minutes
Student data file needed
for this chapter:
• e03_Visitors
Find your student data files here:
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 237
W l
• W h e n a w o r k b o o k contains m o r e t h a n o n e
worksheet, you can navigate (move) a m o n g
worksheets by clicking t h e sheet tabs.
• To view sheet tabs, use the four tab scrolling
buttons—the b u t t o n s to the left of the sheet
tabs used to display Excel sheet tabs that are
n o t in view.
1. Start © Excel, a n d t h e n o p e n
e03_Visitors. Click the File tab, a n d t h e n
click Save As. In the Save As dialog box,
navigate to t h e location where you are
saving your files. Click N e w folder, type
Excel C h a p t e r 3 a n d t h e n press (Enter] two
times. In the File name box, using your
o w n n a m e , type L a s t n a m e _ F i r s t n a m e _
e03_Visitors a n d t h e n press [Enter].
2. Along the b o t t o m of t h e Excel window,
click the Sheet2 sheet tab, a n d t h e n c o m
p a r e y o u r screen with F i g u r e 1.
3 . Click the Sheetl sheet tab. In cell A l ,
notice the text Park 1.
The first worksheet becomes the active
sheet, and cell A l , which is formatted with
a green background, displays Park 1.
4. Right-click the Sheetl sheet tab, a n d then
c o m p a r e y o u r screen w i t h F i g u r e 2.
5. F r o m the s h o r t c u t m e n u , click Rename.
O n the Sheetl sheet tab, verify the tab
n a m e is selected, a n d t h e n type Aspen
Lake Press (Enter).
You can use up to 31 characters in a sheet
tab name. Strive for a short but meaningful
name.
• Continue to the next page to complete the skill •
238 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Sheet2 tab
is active
Sheet tab
scrolling buttons
F i g u r e 1
/ • Park 2
\Park2
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8.
9.
ACTIVE S H E E T DISPLAYS
- TAB COLOR AT LOWER
E D G E OF T A B
S H E E T T A B S N A M E D
AND COLORED
Figure 4
6. Double-click the Sheet2 sheet tab to make
it the active sheet and to select the sheet
— name, as shown in Figure 3.
7. With the Sheetl sheet tab name selected,
type Hamilton Park and then press [Enter].
Using either of the two methods just
practiced, rename the Sheet3 sheet tab as
Durango County Park and then press [Enter).
Verify that the Durango County Park
sheet is the active worksheet. On the Page
Layout tab, in the T h e m e s group, click
the Colors button. Scroll down, and then
click Metro to change the theme colors for
this workbook.
10. On the H o m e tab, in the Cells group,
click the Format button, and then point
to Tab Color to display the colors
associated with the Metro theme colors.
Click the fourth color in the first row—
Blue-Gray, Text 2. Alternately, right-click
the sheet tab, and then point to Tab Color.
When a worksheet is active, the sheet tab
color displays only along the lower edge of
the sheet tab. When a worksheet is not
active, the entire sheet tab is filled with the
selected color.
11. Use the technique just practiced to change
the sheet tab color of the Hamilton Park
tab to the sixth color in the first row—
Pink, Accent 2.
12. Change the sheet tab color of the Aspen
Lake sheet tab to the last color in the first
row—Teal, Accent 6. Compare your screen
with Figure 4 .
13. Save Q the workbook.
• Y O U H A V E C O M P L E T E D SKILL 1 O F 1 0
Microsoft Excel Chapter 3 | M A N A G E MULTIPLE W O R K S H E E T S 239
r an
• W h e n you enter a date, it is assigned a serial
number—a sequential n u m b e r .
• Dates are stored as sequential serial
n u m b e r s so they can be used in calculations.
By default, January 1, 1900 is serial n u m b e r
1. January 1, 2012 is serial n u m b e r 40909
because it is 40,908 days after J a n u a r y 1,
1900. Serial n u m b e r s m a k e it possible to
perform calculations o n dates, for example,
to find t h e n u m b e r of days between two
dates by subtracting the older date from the
m o r e recent date.
• W h e n you type any of the following values
into cells, Excel interprets t h e m as dates:
7/4/10, 4-Jul, 4-Jul-10, Jul-10. W h e n typing
in these date formats, the Q ( h y p h e n ) key
a n d the (T) (forward slash) key function
identically.
• You can enter m o n t h s using the entire n a m e
o r t h e first three characters. Years can be
e n t e r e d as two digits or four digits. W h e n
you leave the year off, t h e c u r r e n t year will
be inserted.
1. O n t h e Aspen Lake sheet, click cell A14,
a n d then notice that in the cell t h e date
displays as 1/31. In t h e formula bar,
n o t i c e that the underlying value displays
as 1/31/2012, as s h o w n in Figure I.
2. O n t h e H o m e tab, in the N u m b e r group,
click t h e Number Format arrow, as
s h o w n in Figure 2.
Here you can select popular date, time, and
number formats, or click More Number
Formats at the bottom of the list to display
additional built-in number formats.
• C O N T I N U E TO T H E N E X T P A G E TO C O M P L E T E T H E SKILL
240 M A N A G E MULTIPLE WORKSHEETS | Microsoft Excel Chapter 3
•
Formula bar value
is 1/31/2012
Displayed
value is 1/31
Aspen Lake
sheet active
F i g u r e 1
Number
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A l l U[ un/mu
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2
3
4
Number format S 2 1 5 7 1 2 8 1 6 7 1
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F i g u r e 3
Date Format AutoComplete
Date Typed A s Completed by Excel A s
7/4/11 7/4/2011
7-4-98 7 / 4 / 1 9 9 8
7/4 or 7-4 4 – J u l ( c u r r e n t y e a r a s s u m e d )
J u l y 4 or J u l 4 4 – J u l ( c u r r e n t y e a r a s s u m e d )
J u l / 4 or J u l – 4 4 – J u l ( c u r r e n t y e a r a s s u m e d )
J u l y 4, 1 9 9 8 4 – J u l – 9 8
J u l y 2 0 1 2 J u l – 1 2
J u l y 1 9 9 8 J u l – 9 8
F i g u r e 4
3 . At t h e b o t t o m of the N u m b e r F o r m a t
list, click More N u m b e r Formats. In t h e
displayed Format Cells dialog box, o n
t h e N u m b e r tab, u n d e r Type, click
* Wednesday, March 1 4 , 2 0 0 1 to show
a sample of the selected date format, as
— s h o w n in Figure 3.
The date Wednesday, March 14, 2001 will
not display in your worksheet. This is a
sample of a format that can be applied to
your current date.
4 . U n d e r Type, scroll d o w n , click March 14,
2001, a n d t h e n click OK.
The date January 31, 2012 displays in cell
A14.
5. Click t h e H a m i l t o n Park sheet tab to
m a k e it t h e active worksheet, a n d t h e n
click cell A17. Type 8/11/98 a n d t h e n
o n the formula bar, click t h e Enter
b u t t o n 0-
In cell A17, the year changed from 98 to
1998. When a two-digit year between 30
and 99 is entered, a 20th-century date is
assumed.
6. Click t h e D u r a n g o C o u n t y Park sheet
tab, a n d t h e n click ceD A17. H o l d d o w n
[Ctrl] a n d press (7)—the semicolon key.
Press (Enter) to confirm t h e entry.
The (Ctrl] + Q shortcut enters the current
date, obtained from your computer, into the
selected cell using the default date format.
The table in Figure 4 summarizes how
Excel interprets various date formats.
7. Save Q the w o r k b o o k .
• You hove completed Skill 2 of 1 0
Microsoft Excel Chapter 3 | M a n a g e M u l t i p l e W o r k s h e e t s 241
• Cells can contain formatting, c o m m e n t s ,
a n d contents—underlying formulas a n d
d a t a .
• You can clear the contents of a cell, t h e
f o r m a t t i n g of a cell, o r b o t h .
1. Click t h e Aspen Lake sheet tab to m a k e it
t h e active worksheet, and t h e n click cell
A l . O n t h e H o m e tab, in t h e Editing
group, click the Clear b u t t o n @ , a n d t h e n
click Clear Contents.
Alternately, you can press [Delete] to clear the
contents of a cell
2. Look at cell A l , a n d verify t h a t text has
b e e n cleared b u t t h a t t h e fill color
applied to t h e cell still displays, as s h o w n
i n Figure 1.
3.
Deleting the contents of a cell does not
delete the formatting of the cell.
In cell A l , t y p e Aspen Lake a n d t h e n
o n t h e formula bar, click t h e Enter
b u t t o n 0 .
4 . W i t h cell A l still selected, in the Editing
group, click t h e Clear b u t t o n @ , a n d t h e n
click Clear Formats. C o m p a r e y o u r screen
w i t h Figure 2 .
Clear Formats deletes the formatting from
the cell but does not delete the cell contents.
Continue to the next page to complete the skill ^
242 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Contents cleared,
formatting not
cleared
F i g u r e 1
Cell formats
cleared, contents
not cleared
F i g u r e 2
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14 January 31. 2012
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SKILL 3: Clear Cell Contents a n d Formats
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FORMATTING
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Figure 3
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Current date:
11/1/2012
21 'mVi-v.WlW O u r a ^ C o u n t * P i r * J air.
CELL CONTENTS AND
FORMATS CLEARED
Figure 4
5. Select cell A2. O n the H o m e tab, in the
Editing group, click t h e Clear b u t t o n @>
a n d t h e n click Clear All. C o m p a r e your
screen with Figure 3 .
Clear All D E L E T E S B O T H T H E CELL C O N T E N T S A N D
T H E F O R M A T T I N G .
6. In cell A14, use the t e c h n i q u e just
practiced to clear t h e f o r m a t t i n g from t h e
cell. In the N u m b e r group, verify that
General displays as t h e n u m b e r format of
the cell. Notice that t h e date format is
r e m o v e d from the cell a n d that the
underlying serial n u m b e r — a sequential
n u m b e r — d i s p l a y s .
T H E D A T E , January 31, 2012, D I S P L A Y S A S
4 0 9 3 9 — T H E N U M B E R O F D A Y S S I N C E T H E
R E F E R E N C E D A T E O F L A N U A R Y 1 , 1 9 0 0 .
7. In t h e N u m b e r group, click t h e N u m b e r
Format arrow, click Long Date, a n d t h e n
verify that the serial n u m b e r in cell A14
again displays as a date.
T H E L O N G D A T E F O R M A T I S A P P L I E D T O T H E
DATE—Tuesday, January 31, 2012.
8. Display the H a m i l t o n Park sheet, and
then select the range A1:A2. In t h e
Editing group, click the Clear b u t t o n [5],
a n d then click Clear All.
9. Display the D u r a n g o County Park sheet.
Select t h e range A1:A2. In the Editing
group, click the Clear b u t t o n |&], a n d t h e n
click Clear All. C o m p a r e y o u r screen w i t h
Figure 4 .
10. Make Aspen Lake the active worksheet,
a n d then Save [u] the w o r k b o o k .
• You have completed Skill 3 of 10
Microsoft Excel Chapter 3 | M A N A G E MULTIPLE W O R K S H E E T S 243
Data from cells a n d ranges can be copied
and t h e n pasted to o t h e r cells in t h e same
worksheet, to o t h e r worksheets, or to
worksheets in a n o t h e r w o r k b o o k .
T h e CLIPBOARD is a t e m p o r a r y storage area
for text a n d graphics. W h e n you p e r f o r m
either the Copy c o m m a n d or the C u t
c o m m a n d , the selected data is placed in the
C l i p b o a r d , from which the data is available
for pasting.
1. Select t h e range A13:A14. Point to the
lower edge of t h e black b o r d e r s u r r o u n d
ing the selected range until t h e [51 p o i n t e r
displays. D r a g d o w n w a r d until the
ScreenTip displays A16:A17, as s h o w n
in Figure 1, a n d then release the m o u s e —
b u t t o n to c o m p l e t e the move.
Drag and drop is a method of moving
objects in which you point to the selection
and then drag it to a new location.
2. Click cell A4, t y p e Visitor Type a n d t h e n
press [Tab). Type the following titles in
row 4, pressing [Tab] after each title: Park
Revenue, Food Revenue, Marketing Costs,
O p e r a t i n g Costs, Net I n c o m e
3 . Select c o l u m n s B:F. In t h e Cells group,
click t h e Format b u t t o n , a n d t h e n click
C o l u m n Width. In the C o l u m n Width
dialog box, select the displayed n u m b e r ,
t y p e 12 a n d t h e n click OK. C o m p a r e your
screen with Figure 2.
4 . Select the range A4:F4. In the Styles
group, click the Cell Styles b u t t o n , a n d
t h e n click 2 0 % – Accent6. In t h e
Alignment group, click the Wrap Text
b u t t o n g ] a n d the Center b u t t o n |W|.
• Continue to the next page to complete the skill ^
M A N A G E MULTIPLE W O R K S H E E T S | Microsoft Excel Chapter 3
Black border
Gray border
displays where
cells will be moved
ScreenTip displays
the rangeA16:A17
F i g u r e 1
Columns widened,
titles entered
F i g u r e 2
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ASPEN LAKE
2 1 5 7 1 2 8 1 6 7 1 4 1 4 5 1 5 3 2 3 0
2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
INFORMATION SUBMITTED ON:
TUESDAY, JANUARY 3 1 , 2 0 1 2
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Marketing
Costs
Operating
Costs
6
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10
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16 Commemoration date:
17 8/11/1998
18
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llaaraHoei Park ,
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13;
14
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17
18
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V i s i t o i Type?
Marketing
Park Revenue Food Revenue Costs
Operating
Costs Net I
221900 87529
201700 76946
241100 94618
43611
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11/1/2012
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Select desnnatwn anJ p i n t DITt«ontv3oie Parte Count 6 ; iil J S I DON –
Column widths
retained
Column titles and
formats pasted
Durango County
Park sheet
F i g u r e 4
5. With the range A4:F4 still selected, in
the Clipboard group, click the Copy
button !»].
A moving border surrounds the selected
range, and a message on the status bar indi
cates Select destination and press ENTER or
choose Paste, confirming that your selected
range has been copied to the Clipboard.
6. Display the H a m i l t o n Park sheet, and
then click cell A4. In the Clipboard group,
click the lower half of the Paste button to
display the Paste Preview gallery. Point at
the various Paste Options to preview the
— pasted text, as shown in Figure 3 .
7. In the Paste O p t i o n s gallery, click the
second option in the second row—
Keep Source C o l u m n Widths.
The column tides are pasted, and the
column widths from the source worksheet
are retained.
When pasting a range of cells, you need to
select only the cell in the upper left corner
of the paste area—the target destination
for data that has been cut or copied. When
an item is pasted, it is not removed from
the Clipboard, as indicated by the status
bar message.
8. Display the D u r a n g o County Park
worksheet, and then click cell A4. Using
the technique just practiced, paste the
column tides using the Paste Option Keep
Source C o l u m n Widths. Compare your
— screen with Figure 4 .
Display the Aspen Lake sheet, and then
Save [H] the workbook.
You have completed Skill 4 of 10
9.
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 245
• You can g r o u p any n u m b e r of worksheets
in a w o r k b o o k . After the worksheets are
g r o u p e d , you can edit data o r format cells in
all the g r o u p e d worksheets at the same time.
• G r o u p i n g worksheets is useful w h e n you are
creating o r modifying a set of worksheets
that are similar in p u r p o s e a n d s t r u c t u r e .
1 . Right-click the Aspen Lake sheet tab, a n d
t h e n from the s h o r t c u t m e n u , click Select
All Sheets.
2. At t h e top of the screen, o n the title bar,
verify that [Group] displays, as shown in
Figure 1.
A *)•
3.
All the worksheets are selected, as indicated
by [Group] on the title bar, and the sheet tab
names are underlined in the sheet tab color.
An underline on a worksheet tab indicates
that the worksheet is active or selected
within a group.
Click cell A5, type Local a n d t h e n press
[Enter]. In cell A6, type Domestic a n d t h e n
press [Enter], In cell A7, type International
a n d t h e n press [Enter].
4. Select the range A5:A7. In the Styles
group, click the Cell Styles b u t t o n , a n d
t h e n u n d e r Titles and Headings, click
4 0 % – Accent6.
5. Display t h e Hamilton Park sheet, a n d
verify that the row labels a n d formats you
e n t e r e d o n t h e Aspen Lake sheet display.
C o m p a r e y o u r screen with Figure 2.
Data and formats are entered on all grouped
worksheets.
• Continue to the next page to complete the skill ^
[Group] DISPLAYS
O N TITLE BAR
G R O U P E D S H E E T
TAB COLORS DISPLAY
AS UNDERLINES
F i g u r e 1
R O W LABELS A N D
FORMATS DISPLAY
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ASPEN LAKE
H -
MARKETING OPERATING
VISITOR TYPE PARK REVENUE FOOD REVENUE COSTS COSTS NET INCOME
2 1 5 7 1 2 8 1 6 7 1 4 1 4 5 1 5 3 2 3 0
2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
INFORMATION SUBMITTED ON:
TUESDAY. JANUARY 3 1 , 2 0 1 2
1 ' - topmljm* HamfamPMt Durinoo Count* Pas* • . _ . . . J J L
F i g u r e 2
VISITOR TYPE
LOCAL
DOMESTIC
INTER NATIONAL
MARKETING
PARK REVENUE FOOD REVENUE COSTS
2 0 1 6 0 0 7 6 6 0 8 4 6 4 5 7
1 9 5 9 0 0 7 4 4 4 2 3 9 0 1 8
2 6 1 2 0 0 9 9 2 5 6 3 8 5 2 4
OPERATING
COSTS NET INCOME
5 0 4 0 0
4 8 9 7 5
6 5 3 0 0
1 0 ill u
1 3
1 4
I S ;
1 6 COMMEMORATION DATE:
1 7 ; 8 / 1 1 / 1 9 9 8
1 8
1 9
2 0
O I L
246 M A N A G E MULTIPLE W O R K S H E E T S | Microsoft Excel Chapter 3
SKILL 5 : Work with G r o u p e d Worksheets
• u - A" A '
» i I - _ - A - .-umiorti ' C I T M I C M , M a t * »md& • M M . i l i o : . StjWl- S I N M O I - . « i - m w * a -
Visitor Type
1 I
2
3
4 !
5 Local
6 Domestic
7 International
8 1
9
10
1 1
12
13
14
I S
16 Information submitted on:
17 Tuesday, January 3 1 , 2012
18
19
Aspen Falls
Marketing
Park Revenue Food Revenue Costs
215712 81671
2 0 9 6 1 3 79653
2 7 9 4 8 4 104204
Operating
Costs Net Income
4 1 4 5 1 5 3 2 3 0
4 8 0 7 3 53974
4 6 0 6 1 5 4 3 8 2
Title and format
entered
l U t e m m t c n f n Quango tomfttt JL*.
• D E I uo% -.-
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Grouped sheets
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H r
Aspen Falls
Visitor Type
Local
Domestic
International
4
5
6
7
JLT
9
10
13
14
15
16 Current date:
17
18
19 .
Marketing
Park Revenue Food Revenue Costs
2 2 1 9 0 0 87529 4 3 6 1 1
2 0 1 7 0 0 76946 4 8 7 2 9
2 4 1 1 0 0 94618 4 7 6 9 1
Operating
Costs Net Income
6 4 3 2 6
6 2 6 3 1
6 2 5 0 3
F i g u r e 3
[Group] does not
display on title bar
Title entered and
formatted
1 1 / 1 / 2 0 1 2
••'Jj'i w Durango County Part
i a s s i5os -
Ungrouped sheets
6 . Display the D u r a n g o C o u n t y P a r k s h e e t
to verily that t h e labels a n d formats have
been entered. In the sheet tab area, verify
that b o t h t h e Aspen Lake sheet tab a n d t h e
Hamilton Park sheet tab display a solid
color, indicating that they are n o longer
active in t h e g r o u p . Also verily that at t h e
t o p of y o u r screen, [Group] n o longer
displays o n t h e title bar.
Selecting a single sheet cancels a grouping.
Because the worksheets were grouped, the
text and formatting was entered into all of
the selected sheets. In this manner, you can
make the same changes to all selected
worksheets in a workbook at the same time.
7. Right-click the A s p e n Lake sheet t a b , a n d
t h e n from t h e s h o r t c u t m e n u , click Select
All S h e e t s .
8.
[Group] displays on the title bar.
In cell A l , press (Delete], type Aspen Falls
a n d t h e n press (Enter). Select the range
A 1 : F 1 . In t h e A l i g n m e n t g r o u p , click t h e
M e r g e & C e n t e r b u t t o n [B]. In the Styles
g r o u p , click the Cell Styles b u t t o n , a n d
then click Accent6. In the F o n t g r o u p ,
click the F o n t Size b u t t o n |» •]> and then
click 18. C o m p a r e y o u r screen with
— F i g u r e 3.
9. Display the D u r a n g o C o u n t y P a r k sheet,
a n d verify that the same changes have
been m a d e to this worksheet. Save the
w o r k b o o k , a n d t h e n c o m p a r e your screen
— w i t h F i g u r e 4 .
You have completed Skill 5 of 10
F i g u r e 4
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 247
• SKILL 6 : Use Multiple M a t h Operators in a Formula
• W h e n you c o m b i n e several m a t h o p e r a t o r s
in a single formula, Excel follows a set
of m a t h e m a t i c a l rules for p e r f o r m i n g
calculations within a formula, called
operator precedence. First, expressions
w i t h i n parentheses are calculated. Second,
m u l t i p l i c a t i o n a n d division are p e r f o r m e d
before a d d i t i o n a n d s u b t r a c t i o n .
• W h e n a formula contains o p e r a t o r s with the
s a m e precedence level, Excel evaluates the
o p e r a t o r s from left to right. Multiplication
a n d division are considered to be on t h e
s a m e level of precedence. Addition a n d
s u b t r a c t i o n are considered to be o n the
s a m e level of precedence.
1 . Display the A s p e n Lake s h e e t . Click cell
A 2 , t y p e Aspen Lake a n d t h e n press [Enter].
Display the H a m i l t o n P a r k sheet. Click
cell A2, type Hamilton Park a n d t h e n
press (Enter). Display the D u r a n g o C o u n t y
P a r k s h e e t . Click cell A2, t y p e D u r a n g o
C o u n t y Park and then press (Enter).
C o m p a r e your screen with F i g u r e 1.
3 .
2 . Right-click t h e D u r a n g o C o u n t y P a r k
s h e e t t a b , and then click Select All S h e e t s .
Select t h e range A2:F2, a n d then in t h e
A l i g n m e n t g r o u p , click t h e M e r g e &
C e n t e r b u t t o n (M). In the Styles g r o u p ,
click the Cell Styles b u t t o n , a n d t h e n click
4 0 % – Accent6.
Click cell A13, t y p e Submitted by: a n d
t h e n press (Enter). In cell A14, using y o u r
first a n d last n a m e s , type Your N a m e a n d
t h e n press (Enter). C o m p a r e y o u r screen w i t h
F i g u r e 2 .
4 .
Continue to the next page to complete the skill ^
Worksheet
subtitle inserted
Durango County
Park worksheet
active
F i g u r e 1
Worksheet
subtitle entered
and formatted
Worksheets
grouped
F i g u r e 2
H a
Aspen Falls
• Durango County Park
Visitor Type
Local
Domestic
International
Marketing Operating
Park Revenue Food Revenue Costs Costs Net Income
2 2 1 9 0 0 8 7 S 2 9 4 3 6 1 1 6 4 3 2 6
2 0 1 7 0 0 7 6 9 4 6 4 8 7 2 9 6 2 6 3 1
2 4 1 1 0 0 9 4 6 1 8 4 7 6 9 1 6 2 5 0 3
1 1 / 1 / 2 0 1 2
T B I
i aBaa urn –
M a r k ? t m g
Visitor Type 4
5 Local
6 Domestic
7 International
8
1 1
vr.
13 Submitted by:
14 Your Name
Park Revenue Food Revenue
2 2 1 9 0 0 8 7 S 2 9
2 0 1 7 0 0 7 6 9 4 6
2 4 1 1 0 0 9 4 6 1 8
Operating
Costs Net Income
143611 6 4 3 2 6
4 8 7 2 9 6 2 6 3 1
S7691 6 2 5 0 3
1 5 I
16 Current date:
17 1 1 / 1 / 2 0 1 2
A n w n U i a ” ” ” ) « * « > n . . O u n a g o Cocmty Part
; i i q a w » — o –
248 Manage Multiple Worksheets | Microsoft Excel Chapter 3
SKILL 6: Use Multiple M a t h Operators In a Formula
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4
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8
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15
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2 2 1 9 0 0 8 7 5 2 9
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Marketing Operating
Costs Costs Net Income
4 3 6 1 1 6 4 3 2 6 2 0 1 4 9 2
4 8 7 2 9 6 2 6 3 1 1 6 7 2 8 6
4 7 6 9 1 6 2 5 0 3 2 2 5 5 2 4
1 1 / 1 / 2 0 1 2 1
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Date moved (your
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Durango County Park
worksheet active
F i g u r e 4
5 . Verily that {Group} still displays on t h e
title bar. If necessary, right-click a sheet
tab, a n d click Select All S h e e t s . Click cell
F 5 , enter the f o r m u l a = ( B 5 + C 5 ) – ( D 5 + E 5 )
a n d t h e n c o m p a r e your screen with
— F i g u r e 3.
The formula Net Income = Total Revenue –
Total Cost is represented by (Park Revenue +
Food Revenue) — (Marketing Costs +
Operating Costs). By placing parentheses
in the formula, the revenue is first added,
the costs are added next, and then the total
costs are subtracted from the total revenues.
Without the parentheses, the formula would
give an incorrect result.
6. O n t h e f o r m u l a b a r , click t h e E n t e r
b u t t o n 0 – Use the fill h a n d l e to copy t h e
formula d o w n t h r o u g h cell F 7 .
Recall that because the worksheets are
grouped, the formulas have been entered
on all three worksheets.
7. Verify that the formula results display in
the H a m i l t o n P a r k a n d A s p e n Lake
sheets.
8. Click the D u r a n g o C o u n t y P a r k s h e e t t a b
to m a k e it the active worksheet, and verify
that the worksheets are n o longer
g r o u p e d . Click cell A17, a n d then p o i n t
to the u p p e r edge of t h e black b o r d e r
s u r r o u n d i n g the cell until the [5] p o i n t e r
displays. Drag u p to move t h e cell
contents u p to cell A16. In the message
box Do you want to replace the contents of
the destination cells? click OK. C o m p a r e
— y o u r screen with F i g u r e 4 .
9. Save [u] t h e workbook.
• You have completed Skill 6 of 10
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 249
m
• SKILL 7 : Format G r o u p e d Worksheets
W h e n worksheets are g r o u p e d , any changes
m a d e to a single worksheet are m a d e to
each worksheet in t h e g r o u p . For example,
if you change the w i d t h of a c o l u m n o r a d d
a row, all the worksheets in the g r o u p are
c h a n g e d in the same m a n n e r .
1 . Right-click the H a m i l t o n P a r k s h e e t t a b ,
a n d t h e n click Select All S h e e t s .
2 . In t h e row h e a d i n g area, p o i n t to row 7
to display the 0 pointer. Right-click, a n d
t h e n c o m p a r e y o u r screen w i t h F i g u r e 1. —
3. F r o m t h e s h o r t c u t m e n u , click I n s e r t
to i n s e r t a new blank row above t h e
International row. In cell A 7 , t y p e Families
a n d press [Tab).
4. Click t h e A s p e n Lake s h e e t t a b to m a k e
it t h e active worksheet a n d to cancel the
g r o u p i n g of t h e worksheets. Beginning in
cell B7, enter the following Families data
for Aspen Lake:
297815 41012 30270 57918
5 . Click t h e H a m i l t o n P a r k s h e e t t a b , a n d
t h e n b e g i n n i n g in cell B7, enter the fol
lowing Families data for H a m i l t o n Park:
292420 34290 19916 55086
6. Click the D u r a n g o C o u n t y P a r k s h e e t
t a b , a n d t h e n b e g i n n i n g in cell B7, enter
t h e following Families data for D u r a n g o
C o u n t y Park:
281700 31046 40425 61925
7. Click each of the sheet tabs, a n d then
verily that you entered the values
correctly. Click the D u r a n g o C o u n t y P a r k
s h e e t t a b , a n d t h e n c o m p a r e your screen
w i t h F i g u r e 2 .
• Continue to the next page to complete the skill ^
[Group] displays
on title bar
Shortcut menu
Hamilton Park
worksheet active
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Hamilton Park
Marketing
Park Revenue Food Revenue Costs
2 0 1 6 0 0 7 6 6 0 8 464S7
1 9 5 9 0 0 7 4 4 4 2 3 9 0 1 8
Operating
Costs Net Income
5 0 4 0 0 1 8 1 3 5 1
4 8 9 7 5 182349
2 6 1 2 0 0 9 9 2 5 6 3 8 5 2 4 6 5 3 0 0 256632
n date:
8 / 1 1 / 1 9 9 8
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Durango County Park
Marketing Operating
Visitor Type
Local
Domestic
Families
International
Total
Park Revenue Food Revenue Costs
2 2 1 9 0 0
2 0 1 7 0 0
2 8 1 7 0 0
2 4 1 1 0 0
9 4 6 4 0 0
87529
76946
31046
94618
290139
4 3 6 1 1
4 8 7 2 9
4 0 4 2 5
4 7 6 9 1
1 8 0 4 5 6
Costs
6 4 3 2 6
6 2 6 3 1
6 1 9 2 5
6 2 5 0 3
2 5 1 3 8 5
2 0 1 4 9 2
1 6 7 2 8 6
2 1 0 3 9 6 ”
2 2 5 5 2 4
8 0 4 6 9 8
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Your Name
1 1 / 1 / 2 0 1 2
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4 Visitor Type
5 Local
6 Domestic
7 Families
8 International
9 Total
10
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15 Your Name
16
17 Commemoration date:
1 8 8 / 1 1 / 1 ^ 9 8
19 ,
Hamilton Park
Park Revenue Food Revenue
S 2 0 1 , 6 0 0 S 76,608
1 9 5 , 9 0 0
2 9 2 , 4 2 0
2 6 1 , 2 0 0
9 5 1 , 1 2 0
74,442
3 4 . 2 9 0
99,256
284,596 S
Marketing
Costs
4 6 , 4 5 7
3 9 , 0 1 8
1 9 , 9 1 6
38,524
143,915
Operating
Costs
5 5 0 , 4 0 0
48,975
5 5 , 0 8 6
6 5 , 3 0 0
i 2 1 9 , 7 6 1
Net Income
S 1 8 1 , 3 5 1
1 8 2 , 3 4 9
2 5 1 , 7 0 8
2 5 6 , 6 3 2
S 8 7 2 , 0 4 0
lUnWton P * k LAIR: _ » f l –
SKILL 7 : Format G r o u p e d Worksheets
Formula copied
to cell F7
Columns summed,
Total cell style
applied
Grouped
worksheets
F i g u r e 3
Comma [ 0 ] applied
Currency [0] applied
8 . Right-click the D u r a n g o C o u n t y P a r k
s h e e t t a b , a n d then click Select All S h e e t s .
Click cell F6, a n d t h e n use the fill h a n d l e
to copy the formula d o w n to cell F7.
9. In cell A9, t y p e Total a n d then press [Biter).
Select the r a n g e B9:F9. O n the H o m e t a b ,
in t h e E d i t i n g g r o u p , click the S u m b u t
t o n (5J. W i t h t h e range still selected, in t h e
Styles g r o u p , click t h e Cell Styles b u t t o n ,
a n d t h e n click Total. Click cell A l l , a n d
t h e n c o m p a r e your screen with F i g u r e 3.
1 0 . Select t h e range B5:F5, hold d o w n [Ctrl],
a n d then select t h e range B9:F9. In the
Styles g r o u p , click the Cell Styles b u t t o n ,
a n d then click C u r r e n c y [0].
1 1 . Select the range B6:F8, click the Cell
Styles b u t t o n , a n d then click C o m m a [0].
1 2 . Display the A s p e n Lake sheet, a n d then
verify that t h e same formulas were entered
a n d the same f o r m a t t i n g was applied.
On the Aspen Lake worksheet, the formula
in cell F 9 displays as the value $923,805.
1 3 . Click t h e H a m i l t o n P a r k s h e e t t a b to
make it t h e active worksheet, a n d verify
that t h e formulas a n d formatting changes
were made. Click cell A l 1, a n d then
c o m p a r e y o u r screen with F i g u r e 4 .
On the Hamilton Park worksheet, the
formula in cell F 9 displays as the value
$872,040.
1 4 . Click the D u r a n g o C o u n t y P a r k s h e e t
t a b , a n d verify that the formula in
cell F9 displays as the value $804,698.
Save [Hi the w o r k b o o k .
Ungrouped
worksheets
You have completed Skill 7 of 10
F i g u r e 4
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 251
• To organize a w o r k b o o k , you can move
sheet t a b s into any o r d e r you desire.
• You c a n add new worksheets to
a c c o m m o d a t e new i n f o r m a t i o n .
1 . To t h e right of the D u r a n g o C o u n t y P a r k
s h e e t t a b , click the I n s e r t W o r k s h e e t
b u t t o n H H ,
A new blank worksheet is inserted with a
unique name such as Sheetl or Sheet!.
2 . Double-click the s h e e t t a b just inserted,
t y p e S u m m a r y a n d t h e n press (Enter).
C o m p a r e y o u r screen w i t h F i g u r e 1.
3. I n cell A4, t y p e Park a n d t h e n press (Tab].
In cell B4, type Total Park Revenue and
t h e n press (Tali]. In cell C4, t y p e Total Food
Revenue a n d t h e n press (Tab). In cell D 4 ,
t y p e Total Marketing Costs a n d then press
{lab]. In cell E4, t y p e Total O p e r a t i n g Costs
a n d t h e n press |Tab|. In cell F4, type Net
I n c o m e a n d then press (Enter). C o m p a r e
y o u r screen with F i g u r e 2 .
4 . Select cell A l , a n d t h e n in the Cells
g r o u p , click t h e F o r m a t b u t t o n , a n d t h e n
click C o l u m n W i d t h . In t h e C o l u m n
W i d t h dialog box, type 20 a n d then click
O K . Select c o l u m n s B:F, a n d t h e n using
t h e same technique, w i d e n t h e c o l u m n s
to 12.
5 . Display the A s p e n Lake sheet, a n d click
cell A4. Click the C o p y b u t t o n g . Display
t h e S u m m a r y sheet, a n d t h e n select the
range A4:F4. Click the Paste b u t t o n a r r o w .
In the Paste O p t i o n s gallery, u n d e r O t h e r
P a s t e O p t i o n s , click F o r m a t t i n g (Sj.
The formatting is applied to the range
A4:F4.
• Continue to the next page to complete the ski
252 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Insert
Worksheet
button
New sheet
tab renamed
F i g u r e 1
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SKILL 8 : Insert a n d M o v e Worksheets
A Visitor Fit-venue
1
2 L
3 ;
Aspen Falls
Visitor Revenue
O ICUI) •
Park
Aspen Lake
6 Hamilton Park
7 Durango County Park
jfj
9 !
Total Total
Total Park Total Food Marketing Operating
Revenue Revenue Costs Costs Net Income
10
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13
14
15
16
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Cell contents
pasted
Cell formatting
pasted
F i g u r e 3
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Stjiet U.h I * t » i »
A Visitor Revenue
Aspen Falls
Visitor Revenue
Park
Aspen Lake
Hamilton Park
Durango County Park
Total Park
Revenue
Total Food
Revenue
Total
Marketing
Costs
Total
Operating
Costs Net Income
• Mpeauta a f ‘ ” ” ‘ ‘ 1 . – WM
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Caret and paper icon
indicate location of
moved sheet tab
F i g u r e 4
6. In cell A 5 , t y p e Aspen Lake a n d t h e n
press [Enter]. In cell A6, type H a m i l t o n Park
a n d t h e n in cell A7, t y p e D u r a n g o C o u n t y
Park
7. Display t h e Aspen Lake s h e e t , a n d click
cell A l . In t h e C l i p b o a r d g r o u p , click t h e
C o p y b u t t o n [*]. Display the S u m m a r y
s h e e t , a n d click cell A l . In the C l i p b o a r d
g r o u p , click the P a s t e b u t t o n .
The cell contents, including both the text
Aspen Falls and the formatting, are pasted.
8. O n t h e S u m m a r y s h e e t , in cell A2, type
Visitor Revenue a n d press (Enter). Display
the A s p e n Lake sheet, a n d click cell A2.
Click the C o p y b u t t o n [jS]. Display the
S u m m a r y sheet, a n d click cell A2. In t h e
C l i p b o a r d g r o u p , click the Paste b u t t o n
a r r o w . In the Paste O p t i o n s gallery,
u n d e r O t h e r Paste O p t i o n s , click
F o r m a t t i n g [^, a n d then c o m p a r e y o u r
screen w i t h F i g u r e 3 .
Only the cell formatting is pasted.
9. Right-click the S u m m a r y s h e e t t a b , click
Tab C o l o r , a n d t h e n click the seventh
color in the first r o w — G o l d , Accent 3.
10. Point to the S u m m a r y sheet t a b , hold
d o w n the left m o u s e b u t t o n to display a
small black triangle—a c a r e t — a n d then
notice that a small p a p e r icon attaches to
the m o u s e pointer.
1 1 . Drag to the left until the caret a n d m o u s e
p o i n t e r are t o t h e left of the Aspen Lake
t a b , as s h o w n in F i g u r e 4 .
12. Release the left m o u s e b u t t o n to complete
t h e worksheet move.
13. Save Q t h e w o r k b o o k .
• You have completed Skill 8 of 10
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 253
• S K I L L 9 : Construct Formulas That Refer to Cells in Other Worksheets
• A summary sheet is a worksheet t h a t
displays a n d s u m m a r i z e s totals from o t h e r
w o r k s h e e t s . A detail sheet is a w o r k s h e e t
w i t h cells referred to by s u m m a r y sheet
f o r m u l a s .
• C h a n g e s m a d e to t h e detail sheets that affect
t h e i r totals will automatically recalculate
a n d display o n the s u m m a r y sheet.
1 . O n t h e S u m m a r y s h e e t , click cell B5.
Type = a n d t h e n click t h e A s p e n Lake
s h e e t t a b . O n the A s p e n Lake sheet, click
cell B9, a n d then press (Enter].
The Summary worksheet displays the value
from cell B9 in the Aspen Lake worksheet.
2 . Click cell B5. In the f o r m u l a b a r , notice
t h a t t h e cell reference in the underlying
f o r m u l a includes b o t h a worksheet
reference a n d a cell reference, as s h o w n in
Figure 1.
By using a formula of this type, changes
made to cell B9 of the Aspen Lake worksheet
will be automatically updated in this
Summary worksheet.
3. Click cell B6, type a n d then click the
H a m i l t o n P a r k s h e e t t a b . O n t h e
H a m i l t o n P a r k s h e e t , click cell B9, a n d
t h e n press (Enter].
4 . O n t h e S u m m a r y sheet, repeat t h e tech
n i q u e just practiced to place t h e value in
cell B9 from the D u r a n g o C o u n t y P a r k
s h e e t in cell B7 of the S u m m a r y sheet.
5. O n t h e S u m m a r y s h e e t , select the range
B5:B7. Point to t h e fill h a n d l e , a n d t h e n
d r a g to the right to fill the formulas
t h r o u g h c o l u m n F. Click cell F7, a n d
c o m p a r e y o u r screen with Figure 2.
Continue to the next page to complete the skill ^
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Aspen Falls
F i g u r e 1
Worksheet
name reference
Cell reference
Formulas copied
for all totals
F i g u r e 2
4 Park
5 I Aspen lake
6 : Hamilton Park
7 Durango County Park
Total Park
Revenue
S 1,002,624
Visitor Revenue
Total Food
Revenue
Total
Marketing
Costs
Total
Operating
Costs Net Income
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yisftoj Revenue
4 ; Park
5 Aspen Lake
6 , Hamilton Park
7 ! Durango County Park
8 ;
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10
Total Park
Revenue
S 1,002,624
S 9 5 1 , 1 2 0
Total Food
Revenue
S 3 0 6 , 5 4 0
S 2 8 4 , 5 9 6 S 1 4 3 , 9 1 5
Total
Marketing
Costs
S 165,855
Total
Operating
Costs
S 219,504
S 219,761
Net Income
S 923,805
S 8 7 2 , 0 4 0
S 9 4 6 , 4 0 0 S 2 9 0 , 1 3 9 S 1 8 0 , 4 5 6 S 251.385 | S 8 0 4 , 6 9 8
1 1 :
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254 Manage Multiple Worksheets | Microsoft Excel Chapter 3
SKILL 9 : Construct Formulas That Refer t o Cells in Other Workshee
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6. O n the S u m m a r y s h e e t , in cell A 8 , t y p e
Total a n d then select the range B8:F8.
In the E d i t i n g g r o u p , click the S u m
b u t t o n [SE|, a n d t h e n apply the Total cell
style. Select the range B6:F7, and t h e n
apply t h e C o m m a [0] cell style.
7. Right-click the S u m m a r y s h e e t t a b , a n d
t h e n click Select All S h e e t s . O n the I n s e r t
t a b , in the Text g r o u p , click the H e a d e r &
F o o t e r b u t t o n . Insert t h e File N a m e in t h e
left footer.
Click the c e n t e r s e c t i o n of the footer, a n d
t h e n in the H e a d e r & F o o t e r E l e m e n t s
g r o u p , click the Page N u m b e r b u t t o n .
Click t h e right section of the footer, a n d
t h e n in t h e H e a d e r & F o o t e r E l e m e n t s
g r o u p , click the S h e e t N a m e b u t t o n . Click
in a cell just above t h e footer to exit the
F o o t e r a r e a , a n d t h e n c o m p a r e your
screen with F I G U R E 3.
O n the lower right side of the status bar,
click the N o r m a l b u t t o n [§§]. Hold d o w n
[CtrTl, a n d press [HOME). Click the File t a b ,
a n d then click P r i n t . At t h e b o t t o m of
the screen, click t h e N e x t Page b u t t o n | T ]
three times to view each of the four
worksheets, a n d t h e n c o m p a r e your screen
with F I G U R E 4 .
BECAUSE THE WORKSHEETS ARE G R O U P E D , ALL FOUR
WORKSHEETS WILL B E P R E V I E W E D A N D THE FOOTER
WILL DISPLAY I N EACH WORKSHEET.
10. Click t h e H o m e t a b . Right-click t h e
S u m m a r y s h e e t t a b , a n d then click
U n g r o u p S h e e t s .
1 1 . Save [H] the w o r k b o o k .
• You have completed Skill 9 of 10
9.
F i g u r e 4
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 255
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• A clustered bar chart is a c h a r t type that is
useful w h e n you want t o c o m p a r e values
across categories; b a r charts organize
categories along the vertical axis a n d values
a l o n g t h e h o r i z o n t a l axis.
1 . O n t h e S u m m a r y s h e e t , select the range
A4:E7. O n the I n s e r t t a b , in the C h a r t s
g r o u p , click the B a r b u t t o n , a n d t h e n
u n d e r 2 – D Bar, click C l u s t e r e d Bar.
2 . O n t h e D e s i g n t a b , in the L o c a t i o n
g r o u p , click the Move C h a r t b u t t o n .
In t h e Move C h a r t dialog box, select t h e
N e w s h e e t o p t i o n b u t t o n , t y p e Revenue
a n d Cost Chart a n d t h e n click OK.
The chart is moved to a chart sheet.
3 . O n t h e D e s i g n t a b , in t h e D a t a g r o u p ,
click t h e Switch R o w / C o l u m n b u t t o n .
C o m p a r e your screen with F i g u r e 1.
Because you want to look at revenue and
costs by location, displaying the locations
on the vertical axis is useful.
4 . In t h e C h a r t L a y o u t s g r o u p , click the
M o r e b u t t o n Q , a n d then click Layout 8.
In t h e C h a r t Styles g r o u p , click the M o r e
b u t t o n 0 , a n d then click Style 26.
5 . O n t h e Layout t a b , in the Axes g r o u p ,
click t h e Axes b u t t o n . Point to P r i m a r y
H o r i z o n t a l Axis, a n d then click M o r e
P r i m a r y H o r i z o n t a l Axis O p t i o n s . O n
the left side of the F o r m a t Axis dialog
box, click A l i g n m e n t , a n d t h e n o n t h e
right, in the C u s t o m a n g l e b o x , t y p e -40
Click Close, a n d t h e n c o m p a r e y o u r
screen with F i g u r e 2 .
• Continue to the next page to complete the sk
256 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Switch
Row/Column
button
Chart categories
changed to row
names
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F i g u r e 1
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values angled
Chart and axis
titles display
F i g u r e 2
SKILL 1 0 : C r e a t e Clustered Bar Charts
Chart title
Vertical axis title
Horizontal axis
title does not
display
F i g u r e 3
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Legend moved
to top
Values display next
to data points
F i g u r e 4
6. Click t h e C h a r t Title. Type Visitor
Revenue a n d Cost a n d t h e n press!
7 . O n the left side of the chart, click the
vertical Axis Title. Type Location a n d t h e n
press (Enter). Right-click the Location tide,
a n d then o n the Mini toolbar, change t h e
F o n t Size to 14. At the b o t t o m of the chart,
click the horizontal Axis Title, press [Delete),
a n d t h e n c o m p a r e your screen with
Figure 3.
8. O n t h e Layout t a b , in the Labels g r o u p ,
click t h e Legend b u t t o n , a n d then click
M o r e L e g e n d O p t i o n s . In the F o r m a t
L e g e n d dialog box, u n d e r Legend
P o s i t i o n , select the Top o p t i o n b u t t o n .
O n t h e left, click B o r d e r C o l o r , a n d t h e n
o n the right, select t h e Solid l i n e o p t i o n
b u t t o n . Click Close. Right-click the
legend, a n d t h e n o n t h e M i n i toolbar,
change t h e F o n t Size to 12.
9 . In the Labels g r o u p , click the D a t a Labels
b u t t o n , a n d t h e n click O u t s i d e E n d .
C o m p a r e your screen with Figure 4 .
10. O n the I n s e r t t a b , in the Text g r o u p ,
click the H e a d e r & F o o t e r b u t t o n . In t h e
Page S e t u p dialog box, click t h e C u s t o m
F o o t e r b u t t o n . Click t h e I n s e r t File N a m e
b u t t o n [a], a n d then click OK two times.
1 1 . Save the w o r k b o o k . Print o r s u b m i t y o u r
file as directed by y o u r instructor. To
p r i n t , click the File t a b , a n d t h e n click
P r i n t . U n d e r Settings, click P r i n t Active
Sheets, a n d t h e n click P r i n t E n t i r e
W o r k b o o k . Click t h e P r i n t b u t t o n .
Exit Excel.
Done! You hove completed Skill 10 of 10 and
your document is complete!
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 257
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t v v w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e Skills ^ C r e a t e O r g a n i z a t i o n C h a r t s
You can add SmartArt graphics to a worksheet to create
timelines, illustrate processes, or show relationships. When you
click the SmartArt button on the Ribbon, you can select from
among a broad array of graphics, including an organization chart.
An organization chart graphically represents the relationships
between individuals and groups in an organization.
In More Skills 11, you will insert and modify a SmartArt
graphic organization chart.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s C r e a t e L i n e C h a r t s
Use a line chart when you want to compare more than one
set of values over time. Time is displayed along the bottom axis
and the data point values are connected with a line. The curves
and directions of the lines make trends obvious to the reader.
In More Skills 12, you will create a line chart comparing
three sets of values.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s S e t a n d C l e a r P r i n t A r e a s
If you are likely to print the same portion of a particular
worksheet over and over again, you can save time by setting a
print area.
In More Skills 13, you will set print areas in a worksheet.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e Skills I n s e r t H y p e r l i n k s
You can insert a hyperlink in a worksheet that can link to a
file, a location in a file, a web page on the World Wide Web, or a
web page on an organization’s intranet. Creating a hyperlink in a
workbook is a convenient way to provide quick access to related
information.
In More Skills 14, you will insert hyperlinks to related
information on the web and to other worksheets in the
workbook.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
Multiple Worksheets | Microsoft Excel Chapter 3
http://vvww.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
K e y T e r m s
Clipboard 244
Clustered b a r chart 256
Contents 242
Detail sheet 254
Drag a n d d r o p 244
Operator precedence 248
Paste area 245
Serial n u m b e r 240
S u m m a r y sheet 254
Tab scrolling b u t t o n 238
O n l i n e H e l p S k i l l s
1 . S t a r t 0 Excel. In the u p p e r right corner of the Excel window, click the H e l p
b u t t o n Q . In the Help window, click the M a x i m i z e k=W button.
2 . Click in t h e search box, type move formula a n d t h e n click the Search b u t t o n @ .
In the search results, click Move o r c o p y a f o r m u l a . C o m p a r e your screen with
Figure 1 .
3. Read the article’s i n t r o d u c t i o n , a n d t h e n read t h e sections Move a f o r m u l a and
C o p y a f o r m u l a to see if you can answer t h e following: W h a t can h a p p e n to a cell
reference w h e n you m o v e or c o p y a formula?
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 259
M a t c h i n g
M a t c h each t e r m in t h e second c o l u m n with its correct definition in t h e
first c o l u m n by w r i t i n g the letter of the t e r m o n the blank line in front of
t h e correct definition.
1 . T h e labels along the lower b o r d e r of the w o r k b o o k w i n d o w that
identify each worksheet.
2 . B u t t o n s to t h e left of the sheet tabs used to display Excel sheet tabs
t h a t are n o t in view.
3 . A sequential n u m b e r assigned to a date.
4 . A t e m p o r a r y storage area for text a n d graphics.
5 . A m e t h o d of m o v i n g or copying the c o n t e n t of selected cells
in which you p o i n t to the selection a n d t h e n d r a g it to a new
location.
6 . T h e target destination for data that has b e e n cut or copied using
t h e Clipboard.
7 . T h e m a t h e m a t i c a l rules for p e r f o r m i n g calculations within
a formula.
8 . A worksheet that displays a n d s u m m a r i z e s totals from o t h e r
worksheets in a workbook.
9 . A worksheet that contains the detailed i n f o r m a t i o n in a w o r k b o o k .
1 0 . A chart t y p e that is useful w h e n y o u w a n t to c o m p a r e values
across categories; categories are typically organized along t h e
vertical axis, a n d t h e values along the h o r i z o n t a l axis.
260 Manage Multiple Worksheets | Microsoft Excel Chapter 3
A C l i p b o a r d
B Clustered bar c h a r t
C Detail sheet
D Drag a n d d r o p
E O p e r a t o r precedence
F Paste area
G Serial n u m b e r
H Sheet tabs
I S u m m a r y sheet
J Tab scrolling b u t t o n s
M u l t i p l e C h o i c e
C h o o s e t h e c o r r e c t answer.
1 . In an Excel workbook, you can d o this.
A. Insert only one worksheet
B. Move worksheets
C. Move only o n e worksheet
2 . G r o u p e d worksheets can b e edited a n d formatted
in this way.
A. All at the same time
B. Only one worksheet at a t i m e
C. Only once
3 . Deleting the contents of a cell also deletes this.
A. O n l y the contents
B. Only the format
C. Both contents and f o r m a t
4 . W h e n pasting a range of cells, this cell needs to be
selected in the paste area.
A. Bottom right cell
B. Center cell
C. Top left cell
5 . When grouping worksheets in a workbook, you can
group this n u m b e r of worksheets.
A. Only two
B. Only three
C. Any n u m b e r
T o p i c s f o r D i s c u s s i o n
1 . Think of the various departments a n d discipline
areas at your college. What m i g h t be an example of
workbooks that would contain data that could be
organized into identically structured worksheets a n d
then summarized in a s u m m a r y sheet? C a n you think
of any examples specifically for your college athletic
department?
A s s e s s m e n t
6 . If a w o r k b o o k c o n t a i n s g r o u p e d worksheets, this
w o r d will display o n the title bar.
A. [Collection]
B. [Set]
C. [ G r o u p ]
7 . W h e n a formula contains o p e r a t o r s w i t h t h e same
precedence level, t h e operators are evaluated in
this order.
A. Left to right
B. Right t o left
C . F r o m t h e center o u t
8. Addition a n d this m a t h e m a t i c a l o p e r a t o r are
considered to be o n the same precedence level.
A. Multiplication
B. Division
C . S u b t r a c t i o n
9 . Changes m a d e in a detail worksheet will
automatically recalculate a n d display o n t h i s sheet.
A. S u m m a r y
B . Final
C. O u t l i n e
1 0 . In a chart, t h e legend can be located here.
A. T h e detail sheet
B. T h e t o p of the c h a r t
C. T h e s u m m a r y sheet
2. Illustrate s o m e examples of how a formula’s results
will b e incorrect if parentheses are n o t used to g r o u p
calculations in the order they should be performed.
Think of averaging three test scores a n d h o w you
would write the formula to get a correct result.
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 261
S k i l l C h e c k ( ^ J f e L Q
TO C O M P L E T E THIS WORKBOOK, YOU WILL N E E D THE FOLLOWING FILE:
• e 0 3 _ P a y r o l l
YOU WILL S A V E YOUR WORKBOOK A S :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ P a y r o l l
1 . S t a r t Excel, a n d o p e n the file e03_Payroll. Save the w o r k b o o k in your Excel
C h a p t e r 3 folder as Lastname_Firstname_e03_Payroll
2 . Double-click the S h e e t l s h e e t t a b , type C o u r t h o u s e a n d t h e n press [ENTER).
Right-click the C o u r t h o u s e s h e e t t a b , click Tab C o l o r , a n d t h e n click Ice Blue,
A c c e n t 5 . Use t h e same technique to r e n a m e S h e e t 2 as City Center a n d t h e n
a p p l y t h e tab color G o l d , Accent 4. R e n a m e S h e e t 3 as C o m m u n i t y Center a n d
t h e n apply the tab color Red, Accent 3.
3. Right-click a s h e e t t a b , a n d t h e n click Select All Sheets. A d d t h e file n a m e in the
w o r k s h e e t s left footer, a n d t h e n add the sheet n a m e in the right footer. R e t u r n to
N o r m a l view.
4 . In cell A 4 , type Job Title a n d then press [Tib]. In cell B4, type Total Gross Pay
In cell C 4 , type I n c o m e Tax I n cell D 4 , t y p e Social Security (FICA) Tax In cell E4,
t y p e Health Insurance In cell F4, type Net Pay
5 . Select t h e range A4:F4, a n d then apply t h e cell style 4 0 % – Accent3. In t h e
A l i g n m e n t g r o u p , click the W r a p Text a n d t h e C e n t e r b u t t o n s . Click cell A10,
a n d t h e n c o m p a r e your screen w i t h Figure 1.
6. Verify that the worksheets are still g r o u p e d . In cell F5, type = J 3 5 – ( C 5 + D 5 + E 5 ) a n d
t h e n press [BITER] to construct the formula t o c o m p u t e the Net Pay as Total Gross Pay
– (Income Tax + Social Security (FICA) Tax + Health Insurance). In cell F5, use the
fill h a n d l e to copy the formula d o w n t h r o u g h cell F8.
7. Select t h e range B9:F9. In the E d i t i n g g r o u p , click the S u m b u t t o n , a n d t h e n
apply t h e Total cell style. Select the nonadjacent ranges B5:F5 a n d B9:F9, a n d
t h e n apply the C u r r e n c y [0] cell style. In the range B6-.F8, apply the C o m m a [0]
cell style. Right-click a s h e e t t a b , a n d t h e n click U n g r o u p S h e e t s . Click cell A10,
a n d t h e n c o m p a r e y o u r screen with Figure 2 . •
• Continue to the next page to complete this Skill Check
262 Manage Multiple Worksheets | Microsoft Excel Chapter 3
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8. Insert a new worksheet. R e n a m e t h e new sheet tab S u m m a r y a n d t h e n change t h e
Tab C o l o r to O r a n g e , Accent 1. Move t h e S u m m a r y s h e e t to the first p o s i t i o n in
t h e w o r k b o o k .
9. Display the C o u r t h o u s e sheet, select the range A1:F4, a n d t h e n click C o p y .
Display t h e S u m m a r y s h e e t a n d t h e n click cell A l . Click t h e P a s t e b u t t o n a r r o w
a n d then click Keep S o u r c e C o l u m n W i d t h s . In cell A2, type City Payroll a n d
t h e n in cell A4, type Location In cell A 5 , t y p e C o u r t h o u s e In cell A6, type City
Center In cell A7, type C o m m u n i t y Center a n d t h e n in cell A 8 , t y p e Total
10. Click B5, type = a n d t h e n click t h e C o u r t h o u s e s h e e t t a b . O n the C o u r t h o u s e
s h e e t , click cell B9, a n d t h e n press [Enter]. Use the same t e c h n i q u e in cells B6 a n d
B7 to place t h e Total Gross Pay a m o u n t s from the City Center a n d t h e Community
Center worksheets o n t h e Summary worksheet.
1 1 . O n the S u m m a r y s h e e t , select t h e range B5:B7, a n d t h e n use the fill h a n d l e t o
copy the formulas to the right t h r o u g h c o l u m n F. Select the range B8:F8. In the
E d i t i n g g r o u p , click t h e S u m b u t t o n , a n d t h e n apply t h e Total cell style.
— C o m p a r e y o u r screen w i t h F i g u r e 3 .
12. O n the S u m m a r y s h e e t , select t h e nonadjacent ranges A4:A7 a n d C4:E7. O n t h e
I n s e r t t a b , in the C h a r t s g r o u p , click t h e B a r b u t t o n , a n d t h e n click C l u s t e r e d
Bar. O n t h e D e s i g n t a b , in the L o c a t i o n g r o u p , click the Move C h a r t b u t t o n .
R e n a m e the chart sheet Payroll C h a r t
13. O n the D e s i g n t a b , in the D a t a g r o u p , click t h e Switch R o w / C o l u m n b u t t o n .
In t h e C h a r t Styles g r o u p , click the M o r e b u t t o n , a n d then click Style 13. In
t h e C h a r t L a y o u t s g r o u p , click L a y o u t 3 . Click the C h a r t Title, t y p e Payroll
Adjustments by Location a n d t h e n press IBlterl. O n the L a y o u t t a b , in t h e Axes
g r o u p , click the Axes b u t t o n , p o i n t to P r i m a r y H o r i z o n t a l Axis, a n d then click
M o r e P r i m a r y H o r i z o n t a l Axis O p t i o n s . O n the left, click A l i g n m e n t . In t h e
C u s t o m a n g l e box, t y p e -40 a n d t h e n click Close.
14. O n the I n s e r t t a b , in the Text g r o u p , click t h e H e a d e r & F o o t e r b u t t o n . In
the Page S e t u p dialog box, click the C u s t o m F o o t e r b u t t o n , a n d t h e n in the
Left s e c t i o n , click t h e I n s e r t File N a m e b u t t o n . Click OK two t i m e s .
15. Save the w o r k b o o k . G r o u p the worksheets. Click the File t a b , a n d t h e n click
P r i n t . Click t h e Next Page b u t t o n to view the five sheets. C o m p a r e your
— w o r k b o o k with F i g u r e 4 . Print o r s u b m i t the file as directed by your instructor.
D o n e ! You have completed the Skill Check
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 263
A s s e s s Y o u r S k i l l s 1
TO C O M P L E T E THIS WORKBOOK, YOU WILL N E E D THE FOLLOWING FILE:
a E03_WATER
YOU WILL S A V E YOUR WORKBOOK A S :
• LASTNAME FIRSTNAME E03 WATER
1 . START Excel, a n d o p e n the file E03_WATER.
SAVE t h e w o r k b o o k in y o u r EXCEL CHAPTER 3
folder as Lastnamc_Firstname_e03_Water
R e n a m e SHEETL as O c t o b e r a n d t h e n apply
t h e sheet tab color DARK RED, ACCENT 2.
2 . G r o u p t h e sheets. In cell F 5 , c o n s t r u c t
a f o r m u l a to c o m p u t e Net Revenue =
(Water Usage * Rate) + (City Sales Tax +
Water Tax). Copy t h e formula d o w n .
In row 9, s u m t h e c o l u m n s . In t h e range
B9:F9, apply the TOTAL cell style.
3. In t h e nonadjacent ranges C 5 : F 5 a n d C 9 : F 9 ,
a p p l y the CURRENCY [0] cell style, a n d then in
t h e ranges B5:B9 a n d C 6 : F 8 , apply the
COMMA [0] cell style.
4 . Insert a new worksheet. Rename the new
sheet t a b S u m m a r y a n d apply the sheet tab
color ORANGE, ACCENTL. Move the new sheet
t a b to m a k e it the first worksheet in t h e
w o r k b o o k .
5. G r o u p t h e sheets. Add t h e file n a m e in t h e
left footer and the sheet n a m e in the right
footer. Return to NORMAL VIEW, a n d t h e n
u n g r o u p the sheets.
6. C o p y t h e range A1:F4 from any of the o t h e r
worksheets, a n d then on the SUMMARY SHEET,
click cell AL. Click the PASTE BUTTON ARROW,
a n d t h e n click the KEEP SOURCE COLUMN
WIDTHS b u t t o n . C h a n g e the title of cell A2 to
W a t e r Revenue: 4th Q u a r t e r a n d t h e n change
t h e title in cell A 4 to M o n t h In cell A 5 , t y p e
O c t o b e r a n d t h e n use the fill h a n d l e to
fill cells A 6 and A 7 with November a n d
December. In cell A 8 , t y p e Total
7. In the Summary worksheet, enter a formula
in cell B 5 setting the cell equal to cell B 9 in
the October worksheet. Enter the Water
Usage total from the November a n d the
December worksheets in cells B 6 a n d B 7 . In
t h e Summary worksheet, select the range
B5:B7, a n d then use the FILL HANDLE to copy
t h e formulas to the right t h r o u g h c o l u m n F.
8. In row 8, sum c o l u m n B a n d the c o l u m n s
D : F , a n d then apply the TOTAL cell style to the
cells. In the range D 6 : F 7 , apply the COMMA
[01 cell style. In the ranges D 5 : F 5 and D 8 : F 8 ,
apply the CURRENCY [0] cell style.
9. Insert a CLUSTERED BAR chart using the n o n –
adjacent ranges A4:A7 and D4:E7 as the
source data. Move the chart to a chart sheet
with the sheet n a m e Tax Chart
10. Apply the STYLE 2 8 chart style, a n d then apply
the LAYOUT 1 chart layout. For the PRIMARY
HORIZONTAL AXIS, set the CUSTOM ANGLE to
-40°. C h a n g e the CHART TITLE to 4th Q u a r t e r
Taxes
1 1 . O n the CHART SHEET, a d d the file n a m e in the
left footer. SAVE the workbook. C o m p a r e
your completed w o r k b o o k with Figure 1 .
Print o r submit the file as directed by your
instructor.
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D O N E ! You have completed Assess Your Skills 1
264 Manage Multiple Worksheets | Microsoft Excel Chapter 3
A s s e s s m e n t
ASSESS YOUR SKILLS 3 AND 4 CAN BE FOUND AT
www.pearsoniiigherecl.com/skills.
A s s e s s Y o u r S k i l l s 2 ”
To c o m p l e t e this workbook, you will n e e d t h e following file:
• e 0 3 Taxes
You will s a v e your workbook a s :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ T a x e s
1 . S t a r t Excel, a n d o p e n the file e03_Taxes. Save
the w o r k b o o k in your Excel C h a p t e r 3 folder
as Lastname_Firstname_e03_Taxes
2. R e n a m e the S h e e t 1 sheet tab as January a n d
t h e n apply the sheet tab color P i n k , Text 2.
In cell A 1 3 , using y o u r first a n d last names,
type Your N a m e a n d then in cell A14 enter
the c u r r e n t date.
3. G r o u p the sheets. In cell F 5 , c o n s t r u c t
a formula to c o m p u t e Net Taxes =
(Taxes Paid + Late Fees) — (Office Costs +
Personnel Costs). Copy the formula d o w n ,
a n d t h e n in row 8, s u m the c o l u m n s .
4 . In the ranges B5:F5 a n d B8:F8, apply t h e
C u r r e n c y [0] cell style; in the range B8:F8,
apply t h e Total cell style; a n d t h e n in t h e
range B6:F7, apply the C o m m a [0] cell style.
5. Insert a new sheet, r e n a m e the sheet tab
S u m m a r y a n d then change the sheet tab
color to Black, Text 1. Move the sheet to the
first position in the workbook. Copy the
range A1:F4 from a n o t h e r sheet, a n d then
paste the range into the Summary sheet using
the Keep S o u r c e C o l u m n W i d t h s b u t t o n .
6. G r o u p the sheets. Add t h e file n a m e in the
left footer a n d the sheet n a m e in the right
footer. Return t o N o r m a l view, a n d t h e n
u n g r o u p the sheets.
7. On the S u m m a r y sheet, change t h e title in
cell A2 to Tax Revenue: 1st Quarter and then
change the title in cell A4 to Month In the
range A5:A7, enter t h e m o n t h s January,
February, a n d March a n d in cell A8, type Total
8. In cell B5, enter a formula setting the cell
equal t o cell B8 in t h e January worksheet.
Enter the total Taxes Paid from the February
a n d the March worksheets in cells B6 a n d B 7
of the S u m m a r y sheet. In t h e Summary
worksheet, copy t h e range B5:B7 to the r i g h t
t h r o u g h c o l u m n F.
9. In the range B8:F8, s u m the c o l u m n s , a n d
then apply t h e Total cell style. In t h e range
B6:F7, apply the C o m m a [0] cell style.
10. Select the r a n g e A4:E7, a n d then from t h e
B a r C h a r t gallery, insert a C l u s t e r e d
H o r i z o n t a l C y l i n d e r chart. Move the chart
to a chart sheet with the sheet tab n a m e Tax-
C h a r t In the D a t a g r o u p , click the Switch
R o w / C o l u m n b u t t o n . Apply the Layout 1
chart layout a n d the Style 2 6 chart style.
C h a n g e t h e c h a r t title t o 1st Q u a r t e r
1 1 . Show the L e g e n d at the t o p of the chart.
For the P r i m a r y H o r i z o n t a l Axis, set t h e
A l i g n m e n t to C u s t o m a n g l e of -40°.
Right-click the C h a r t Area, click F o r m a t
C h a r t Area, a n d t h e n select the G r a d i e n t fill
o p t i o n b u t t o n . Add the file n a m e in the left
footer of the c h a r t sheet.
12. Save the w o r k b o o k . Print o r s u b m i t the file
as directed by your instructor. C o m p a r e y o u r
completed w o r k b o o k w i t h F i g u r e 1.
D O N E ! You have completed Assess Your Skills 2
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 265
http://www.pearsoniiigherecl.com/skills
A s s e s s Y o u r S k i l l s V i s u a l l y
T o c o m p l e t e t h i s w o r k b o o k , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e 0 3 _ P a r k i n g
Y o u w i l l s a v e y o u r w o r k b o o k a s :
5 L a s t n a m e _ F k s t n a m e _ e 0 3 _ P a r k i n g
O p e n t h e file e 0 3 _ P a r k i n g , a n d save the
w o r k b o o k in y o u r E x c e l C h a p t e r 3 folder as
L a s t n a m e _ F i r s t n a m e _ e 0 3 _ P a r k i n g C o m p l e t e
t h e t h r e e details sheets as s h o w n in F i g u r e 1.
To c o m p u t e t h e Net Income, g r o u p t h e w o r k
sheets, a n d t h e n use the formula Net Income =
(Parking Meters + Parking Tickets) —
(Maintenance Cost + Personnel Costs). S u m t h e
c o l u m n s , a n d then apply a p p r o p r i a t e n u m b e r
f o r m a t s . Create the s u m m a r y sheet for t h e 2 n d
Q u a r t e r w i t h the totals from each m o n t h a n d
t h e titles as s h o w n in the figure. Insert a
C l u s t e r e d B a r c h a r t , a n d then move the chart to
a c h a r t sheet with the sheet tab n a m e Parking
C h a r t Apply t h e S t y l e 2 7 chart style a n d the
L a y o u t 1 c h a r t layout. For the chart title, t y p e
P a r k i n g Revenue a n d Cost a n d show t h e legend
at t h e t o p . Angle t h e p r i m a r y h o r i z o n t a l axis
at – 4 0 ° . O n all worksheets, a d d a footer w i t h the
file n a m e in t h e left section a n d the sheet n a m e
in t h e right section. S a v e the w o r k b o o k , a n d
t h e n p r i n t o r s u b m i t the w o r k b o o k electronically
as directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
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266 Manage Multiple Worksheets | Microsoft Excel Chapter 3
A s s e s s m e n t
S k i l l s i n C o n t e x t
T o c o m p l e t e t h i s w o r k b o o k , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e 0 3 _ C e n t e r
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ C e n t e r
D u r i n g each quarter, the city tracked t h e rental revenue at t h e
City Center. O p e n the file e 0 3 _ C e n t e r , a n d t h e n save t h e w o r k
b o o k in your Excel C h a p t e r 3 folder as Lastname_Firstname_
e03_Center For each quarter, c o m p u t e the net income using the
formula Net Income = Income — (Indirect Costs + Direct Costs).
Total the columns, a n d format t h e n u m b e r s appropriately. Create
a worksheet n a m e d Summary c o n t a i n i n g the totals for each
quarter. Use the same column titles that are o n the detail
worksheets in the range B4:E4, a n d change the row titles in t h e
range A4:A7. Total a n d f o r m a t t h e n u m b e r s o n the Summary
worksheet. Insert a clustered b a r chart, a n d m o v e t h e chart to a
chart sheet. F o r m a t t h e chart appropriately. O n all sheets, insert
the file n a m e in t h e left footer a n d t h e sheet n a m e in the right
footer. Save t h e w o r k b o o k , a n d t h e n p r i n t o r s u b m i t the
w o r k b o o k electronically as directed by y o u r instructor.
D o n e ! You have completed Skills in Context
S k i l l s a n d Y o u
T o c o m p l e t e t h i s w o r k b o o k , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w b l a n k Excel w o r k b o o k
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ R e p a i r s
H o w m u c h does it cost your family to o w n , operate, a n d m a i n t a i n
m o r e t h a n one vehicle? Recording the cost of o w n i n g each vehicle
and t h e n c o m p a r i n g the costs m i g h t reveal that o n e or m o r e of
your vehicles are costing more in repairs o r gasoline t h a n you
want to spend. Create a worksheet for each vehicle your family
uses. Use m o n t h s as the row n a m e s , a n d use Payment, Insurance,
Gasoline, a n d Maintenance and Repairs as t h e c o l u m n n a m e s .
Record three m o n t h s of data, a n d t h e n format the data
appropriately. Create a s u m m a r y sheet for the vehicles. Create a
clustered bar chart, a n d move the chart to a chart sheet. Switch
t h e rows a n d c o l u m n s as necessary so that the vehicles form the
vertical axis. You m i g h t find t h a t one or m o r e vehicles is using
m u c h m o r e gasoline o r costing m o r e in repairs a n d m a i n t e n a n c e
t h a n you realized. Save t h e w o r k b o o k in y o u r Excel C h a p t e r 3
folder as Lastname_Firstname_e03_Repairs a n d s u b m i t the
w o r k b o o k as directed b y y o u r instructor.
D e n e ! You have completed Skills and You
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 267
U s e E x c e l F u n c t i o n s a n d T a b l e s
• T h e Excel F u n c t i o n Library contains h u n d r e d s of special functions that perform complex
calculations quickly. S o m e of the categories in t h e F u n c t i o n Library include statistical, financial,
logical, date a n d t i m e , a n d m a t h a n d t r i g o n o m e t r y .
• Excel tables help you m a n a g e i n f o r m a t i o n by p r o v i d i n g m a n y ways to sort, filter, analyze, format, a n d
generate charts from the data in a table.
Y o u r s t a r t i n g s c r e e n w i l l l o o k s i m i l a r t o t h i s :
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Stock
53 Coil Headphones
40 Radio St/ap/Holder
3 Retractable Mic Keeper
41 Leather Radio Holder
20 10″ Zipper Boots
21 Lealher Fire Boots
26 Rubber Lug Boot
27 Rubber Fue Boots
28 Rubber Bunker Boots
10 Hazmat Boot
25 Fire Gloves
Iqulpment ‘.’«•/ j
S30 Radio
S45 Radio
S20 Radio
S25 Radio
S320 Boots
S340 Boots
S109 Boots
$169 Boots
$129 Boots
$149 Boots
$89 Gloves
MINIMUM STOCK LAVAL
MAXIMUM STOCK LAVAL
LOWAAT COAT
HLGHAAT COST
Communication
Communication
Communication
Communication
Footwear
Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
Check Supplier
•
S K I L L S V Skills 1-10 Training
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
Skill 1 Use the SUM and AVERAGE Functions
Skill 2 Use the MIIM and MAX Functions
Skill 3 Move Ranges with Functions, Add
Borders, and Rotate Text
Skill 4 Use the IF Function
Skill 5 Apply Conditional Formatting with
Custom Formats, Data Bars, and Sparklines
Skill 6 Use Find and Replace and Insert the NOW
Function
Skill 7 Freeze and Unfreeze Panes
Skill 8 Create and Sort Excel Tables
Skill 9 Use the Search Filter in Excel Tables
Skill 1 0 Convert Tables to Ranges, Hide Rows and
Columns, and Format Large Worksheets
M O R E S K I L L S
M o r e Skills 11 Apply Conditional Color Scales
w i t h Top and Bottom Rules
M o r e Skills 1 2 Use the Payment (PMT) Function
M o r e Skills 1 3 Create PivotTable Reports
M o r e Skills 1 4 Use Goal Seek
268 Use Excel Functions and Tables | Microsoft Excel Chapter 4
E x c e
Outcome
Using the skills listed to the left will enable you to create
a w o r k b o o k like this:
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 269
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
\
I n t r o d u c t i o n
V )
• F u n c t i o n s are p r e w r i t t e n f o r m u l a s t h a t h a v e t w o p a r t s : t h e n a m e of t h e
f u n c t i o n a n d t h e a r g u m e n t s t h a t specify t h e values o r cells t o b e u s e d b y
t h e f u n c t i o n .
• C o n d i t i o n a l f o r m a t t i n g h e l p s y o u see i m p o r t a n t t r e n d s a n d h i g h l i g h t
e x c e p t i o n s in y o u r d a t a b y a p p l y i n g v a r i o u s f o r m a t s s u c h as c o l o r e d g r a d i e n t s ,
d a t a b a r s , o r i c o n s .
• You c a n c o n v e r t d a t a o r g a n i z e d in r o w s a n d c o l u m n s i n t o a M i c r o s o f t Office
Excel t a b l e .
• Excel tables allow y o u t o a d d d a t a analysis such as s o r t i n g a n d filtering,
s u m m a r y r o w s , a n d calculated c o l u m n s , a n d y o u c a n f o r m a t t h e tables u s i n g
a large l i b r a r y of t a b l e styles.
270 Use Excel Functions and Tables | Microsoft Excel Chapter 4
Time t o c o m p l e t e a l l
10 skills – 50 t o 90 m i n u t e s
Find your student d a t a files here:
Student data file needed
for this chapter:
” e 0 4 _ F i r e _ E q u i p m e n t
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 271
• SKILL 1 : Use the SUM a n d AVERAGE Functions
• A function is a prewritten formula t h a t
takes i n p u t , performs an o p e r a t i o n , a n d
r e t u r n s a value. F u n c t i o n s are used to
simplify a n d s h o r t e n formulas.
• Statistical functions are predefined
f o r m u l a s that describe a collection of d a t a —
for e x a m p l e , totals, counts, a n d averages.
• T h e AVERAGE function a d d s a g r o u p of
values a n d t h e n divides t h e result by the
n u m b e r of values in the g r o u p .
1 . S t a r t C> Excel, a n d t h e n o p e n e 0 4 _ F i r e _
E q u i p m e n t . Click the File t a b , a n d t h e n
click Save As. In the Save As dialog box,
navigate to t h e location w h e r e you are
saving y o u r files. Click N e w folder, type
Excel C h a p t e r 4 a n d t h e n press [Enter] two
t i m e s . In t h e File n a m e box, t y p e
L a s t n a m e _ F i r s t n a m e _ e 0 4 _ F i r e _
E q u i p m e n t a n d t h e n press [Enter].
2 . Click cell C4. O n the H o m e t a b , in the
E d i t i n g g r o u p , click the S u m b u t t o n @,
a n d t h e n c o m p a r e y o u r screen with
F i g u r e 1.
Sum button
3 . W i t h t h e insertion p o i n t in t h e function
parentheses, click cell A12, a n d then press
FCTRIL + (SHIFT) + (T) TO select t h e range
A12:A70. O n the formula bar, click the
E n t e r b u t t o n 0 to display t h e result 1 7 4 5 ,
as s h o w n in F i g u r e 2.
The range in parentheses is the function
ARGUMENT—the values that a function uses
to perform operations or calculations. The
arguments each function uses are specific to
that function. Common arguments include
numbers, text, cell references, and range
names.
Continue to the next page to complete the skill ^
272 USE EXCEL FUNCTIONS A N D TABLES | Microsoft Excel Chapter 4
SUM function
entered in cell
and in formula bar
Function
ScreenTip
F i g u r e 1
Function
Function
argument
Result of
function
F i g u r e 2
3
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5
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Aspen Falls
FIREFIGHTMG EQUIPMENT INVENTORY
Avaraga Stock Laval
Avaraga Coat
H=SUMQ Minimum Stock Laval
Stock Laval ! S'-MlmimbtVI. >UN>i>IR2; ..’xlm1
J Lowaat Coat
Highaat Cost
1
in Cost
I t e m
Each T y p e
C a t e g o r y
53 Coil Headphones S30 Radio Communication
40 Radio Strap/Holder S45 Radio Communication
3 Retractable Mic Keeper $20 Radio Communication
41 Leather Radio Holder S25 Radio Communication
20 10″ Zipper Boots S320 Boots Footwear
21 Leather Fire Boots S340 Boots Footwear
26 Rubber Lug Boot S109 Boots Footwear
27 Rubber Fire Boois S169 Boots Footwear
28 Rubber Bunker Boots S129 Boots Footwear
10 Hazmat Boot S149 Boots Footwear
25 Fire Gloves S89 Gloves Outerwear
Check Supplier
* Equipment VTG ‘J
/. ‘=SUM(A12:A70?
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FIREFIGHTING EQUIPMENT INVENTORY
2
3
|I3
5 I
Total In Stock [_
Avaraga Stock Laval
Avaraga Coat
Minimum Stock Laval
Maximum Stock Laval
Lowaat Cost
Highaat Cost
Q u a n t i t y in
Stock
Cost _ . Stock , ,
Each v p e C a t e g o i y L e v p | c h e c k Supplier
53 Coil Headphones
40 Radio Strap/Holder
3 Retractable Mic Keeper
41 Leather Radio Holder
20 10″ Zipper Boots
21 Leather Fire Boots
26 Rubber Lug Boot
27 Rubber Fire Boots
28 Rubber Bunker Boots
10 Hazmat Boot
25 Fire Gloves
: v i e “a
S30 Radio
S45 Radio
$20 Radio
$25 Radio
$320 Boots
$340 Boots
$109 Boots
S169 Boots
S129 Boots
$149 Boots
$89 Gloves
Communication
Communication
Communication
Communication
Footwear
Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
SKILL 1 : Use the SUM a n d AVERAGE Functions
•
Conation*! Formil
Foimltling • tl M M • St*t«i
«!»< C f l i
* «AVERAGE|C12:C70)
B
Toul IN Stock
Avtrifl* Slock L«V«l
AVONGO CE-TT
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1745
30 — "sisjl
MINIMUM Stock L«V»L
MIXLMUM Stock LAVAL
LOWOTT Co»T
HLGHOTTCOIT
Average of range
A12:A70
Average of range
C12:C70
Q u a n t i t y in
Stock
C h e c k Suppliei
53 Col Headphones
40 Radio Strap'HokJei
3 Retractable Mic Keeper
41 Leather Radio Holder
20 10" Zipper Boots
21 Leather Fire Boos
26 Rubber Lug Boot
27 Rubber Fire Boots
28 Rubber Bunker Boots
10 Hazmat Boot
25 Fire Gloves
S30 Radio
S45 Radio
S20 Radio
S25 Radio
S320 Boots
S340 Boots
S109 Boots
S169 Boots
S129 Boots
S149 Boots
S89 Gloves
1 " FQJPTRMIT Vtr. ^
Communication
Communication
Communication
Communication
Footwear
Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
F i g u r e 3
Fjnt «
Quittner
9 - % •D FT -on4iuo«M Foimjt C«J ..
•• Jt»ifi Cjot
J = 9 13
f. -AVERAGE(D5 D16)
Aspen Falls
Cost o f Mesh Vests
Q u a n t i t y
Purchased
Total M o n t h l y
Cost
5 January 1.2010
6 February 1,2010
7 March 1.2010
8 Apnl 1.2010
9 May 1,2010
to June 1.2010
11 July 1.2010
12 August 1,2010
13 September 1, 2010
14 October 1.2010
15 November 1,2010
16 December 1,2010
17 Total
18 Average Cost
19 Minimum Cost
20 Maximum Cost
21
S1600
S15.50
S16.00
S1525
S 16.00
S1625
S1625
S1650
$1700
S16.25
$ 1 7 0 0
S17 50
S320.00
S310.00
S16000
S305 00
S240 00
S243 75
S162 50
S16500
S170 00
S32500
S170 00
$175 00
S2 746 25
VMt , . D«1Z_
Sum of range
D5:D16
Average of range
D5:D16
F i g u r e 4
4. Click cell C5. In the E d i t i n g g r o u p , click
t h e S u m b u t t o n a r r o w @, a n d then in t h e
list of functions, click Average. In the for
m u l a b a r and in the cell, notice that Excel
proposes to average the value in cell C 4 .
When data is above or to the left of a
selected cell, a function will suggest a range.
Often, you will need to edit a suggested
range.
5. W i t h cell C4 highlighted in the function
a r g u m e n t , select the range A12:A70, a n d
then o n t h e formula bar, click t h e E n t e r
b u t t o n 0 to display t h e result 2 9 . 5 7 6 3 .
In the Styles g r o u p , click t h e Cell Styles
b u t t o n , a n d t h e n click C o m m a [0].
6. Click cell C6. In the E d i t i n g g r o u p ,
click the S u m b u t t o n a r r o w [z], a n d t h e n
in t h e list, click Average. Select the range
C12.C70, a n d t h e n click the E n t e r
b u t t o n 0 . Scroll u p to display the result
— $ 1 8 5 , as s h o w n in F i g u r e 3.
7 . Click t h e Vest sheet tab, a n d then click cell
D 1 7 . Using the t e c h n i q u e s just practiced,
enter the S U M function using t h e argu
m e n t range D 5 : D 1 6 , a n d then press (Enter).
In cell D 1 8 , enter the AVERAGE function
using the a r g u m e n t range D 5 : D 1 6 , a n d
t h e n click t h e E n t e r b u t t o n 0 . Verify that
cell D 1 7 is not included in the Average
— range. C o m p a r e your sheet to F i g u r e 4 .
8. Right-click the sheet tab, a n d t h e n click
Select All Sheets. Display t h e worksheet
footers, insert the File N a m e in the left
footer a n d the Sheet N a m e in the right
footer. Return to N o r m a l view and then
press (CtrQ + [Home|.
9. Save @ the workbook.
• You have completed Skill 1 of 10
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 273
d MAX Functions
• T h e MIN function r e t u r n s t h e smallest
value in a range of cells.
• T h e MAX function r e t u r n s the largest value
in a range of cells.
1 . M a k e t h e E q u i p m e n t sheet the active
sheet. Click cell F4. In the E d i t i n g g r o u p ,
click the S u m b u t t o n a r r o w @, and then
in the list, click M i n . W i t h the insertion
p o i n t b l i n k i n g in the function, select the
r a n g e A12:A70, a n d then o n the formula
bar, click the E n t e r b u t t o n 0 to display
the result 3.
The MIN function evaluates all of the values
in the range A12:A70 and then returns 3, the
lowest value found in the range.
Click cell F5. In the E d i t i n g g r o u p , click
the S u m b u t t o n a r r o w [£J, a n d then in t h e
list, click Max.
The function automatically suggests the
argument F4 because the cell above contains
a value.
W i t h cell F4 selected in the function
a r g u m e n t , select the range A12:A70, a n d
t h e n o n the formula bar, click t h e E n t e r
b u t t o n 0 to display t h e result 90, as
s h o w n in F i g u r e 1 .
2 .
3.
4 .
The MAX function evaluates all of the
values in the range A12:A70 and then
returns the highest value found.
Click cell A12, type 146 a n d t h e n press
[Enter]. In cell A 1 3 , type 2 a n d then press
[Enter]. Verify that the M I N a n d MAX
functions in cells F4 a n d F5 n o w display
the lowest and highest values in the range
A12:A70. Verify that the SUM a n d
AVERAGE functions also automatically
recalculated, as shown in F i g u r e 2 .
Continue to the next page to complete the skill
Result of
MIN function
Result of
MAX function
F i g u r e 1
Function results
recalculated
Value changed
to 146
F i g u r e 2
Aspen Falls
Firefighting Equipment Inventory
Total In Slock 1745 Minimum Stock Laval 3
Avaraga Stock Laval 30 Maximum Stock Laval I 53
Avaraga Coat S185 Lowaat Coat
Highaat Coat
QUANTITY IN
STOCK
CHECK SUPPLIER
•?
IS
53 Coil Headphones
40 Radio Strap "Holde:
S30 Radio
S45 Radio
Communication
Communication
M 3 Retractable Mic Keeper S20 Radio Communication
I' 41 Leather RarAo Holder S25 Radio Communication
l l 20 10" Zipper Boots S320 Boots Footwear
17 21 Leather Fire Boots S340 Boots Footwear
•G 26 Rubber Lug Boot S109 Boots Footwear
IS 27 Rubber Fire Boots S169 Boots Footwear
20 28 Rubber Bunker Boots S129 Boots Footwear
21 10 Hazmat Boot S149 Boots Footwear
:.; 25 Fire Gloves S89 Gloves Outerwear
M « » B Equipment V « TJ
W 2 - 4»-A- llf 1 Nasal Cca . . . . - - r m i i r ssaaasf - • Mai - w > * i • pNasaa- u.- R » a – u n a –
aWet Caai totns
A 3
Aspen Falls
Firefighting Equipment Inventory
Total in Stock
Avaraga Stock Laval
Avaraga Coat
r C
1800
31
S185
Minimum Stock Laval
Maximum Stock Laval
Lowaat Cost
Highaat Cost
r C
QUANTITY IN
STOCK
COST _ _ . STOCK „ . , _
EACH V P E CATEGORY L E V P | CHECK SUPPLIER
12 146 Coil Headphones
13 2 Radio Strap/Holder
14 I 31 Retractable Mic Keeper
15 41 Leather Radio Holder
16 20 10″ Zipper Boots
17 21 Leather Fire Boos
18 26 Rubber Lug Boot
19 27 Rubber Fire Boots
20 28 Rubber Bunker Boots
2t 10 Hazmat Boot
22 25 Fire Gloves
M ” « » i l o u p r a e n l VaK »3 ”
S30 Radio
S45 Radio
S20 Radio
S25 Radio
S320 Boots
S340 Boots
S109 Boots
S169 Boots
S129 Boots
S149 Boots
S89 Gloves
Communication
Communication
Communication
Communication
Footwear
Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
274 Use Excel Functions and Tables | Microsoft Excel Chapter 4
A
-SI •
/
;CS-.J’0 •
KNOT
J*0T4CLF
A =MAX(C12:C70)
Aspen Falls
FIREFIGHTING EQUIPMENT INVENTORY
Total in Stock
Avaraga Stock Laval
Avaraga Coat
1800
31
$185
Minimum Stock Laval 2
Maximum Stock Laval 146
Lowaat Coat $11 —
Highaat Coat I S1 ?<«<• |
QUANTITY IN
STOCK
CHECK SUPPLIER
146 C o l Headphones $30 Radio CorTmin cation
2 Radio Strap/Holder $45 Radio Communication
3 Retractable Mic Keeper $20 Radio Communication
41 Leather Radio Holder $25 Radio Communication
20 10" Zipper Boots $320 Boots Footwear
21 Leather Fire Boots $340 Boots Footwear
26 Rubber Lug Boot $109 Boots Footwear
27 Rubber Fire Boots $169 Boots Footwear
28 Rubber Bunker Boots $129 Boots Footwear
10 Hazmat Boot $149 Boots Footwear
25 Fire Gloves $89 Gloves Outerwear
EQSSSMART WAT . «
• ' I I A" A
o • _ • * • A'
REM
6 S m R . '
CUNNCY
S • *
i
U =MAX(D5:D16|
B
5 January 1,2010
6 February 1.2010
7 March 1,2010
8 A p n M 2010
9 May 1,2010
10 June 1 2010
11 JIIYL 2010
12 August 1,2010
13 September 1.2010
14 October 1,2010
15 November 1.2010
16 rjecernber 1.2010
17 Total
18 Average Cost
19 Minimum Cost
20 Maximum Cost
21
Aspen Falls
Cost o f Mesh Vests
QUANTITY
PURCHASED
TOTAL MONTHLY
COST
$ 1 6 0 0
$15.50
$1600
$ 1 5 2 5
$ 1 6 0 0
$ 1 6 2 5
$16 25
$ 1 6 5 0
$17 00
$ 1 6 2 5
$17 00
$ 1 7 5 0
FETMUNE- LLTA«' SL*L- iifVMM-
SIW CRA» I
$320 00
$310 00
S16000
$305 00
$ 2 4 0 0 0
$243 75
$162 50
$165 00
$ 1 7 0 0 0
$ 3 2 5 0 0
$170 00
$ 1 7 5 0 0
$2 7 4 6 2 5
$228 85
$160 0 0 -
$325 OOt
3 F .
„ I 3 A 3 "ON -
SKILL 2 : Use t h e MIN a n d MAX Functions
MIN function
result
MAX function
result
F i g u r e 3
5. In cell F6, repeat the t e c h n i q u e just
practiced to insert the M I N function using
t h e range C12:C70 as the a r g u m e n t in the
parentheses. Verify that the result is $11.
6. In cell F7, insert t h e MAX function t o
r e t u r n the highest cost in the range
C12:C70. Verify that t h e result is $1,299.
Scroll d o w n to view the worksheet, a n d
verify that the lowest a n d highest values in
c o l u m n C were selected from each of t h e
ranges for the M I N and MAX functions.
C o m p a r e y o u r screen with F i g u r e 3.
7 . Make the Vest worksheet t h e active sheet.
8. In cell D 1 9 , insert the M I N function to
evaluate t h e lowest m o n t h l y cost in t h e
range D 5 : D 1 6 as the a r g u m e n t in the
parentheses. D o not include the Total or
Average Cost values in the range. Verify
that t h e result is $160.00.
9. In cell D20, insert the MAX function t o
evaluate t h e highest m o n t h l y cost in t h e
range D 5 : D 1 6 as the a r g u m e n t . Verify t h a t
the result is $325.00, as s h o w n in F i g u r e 4.
10. Save ~A the workbook.
• You have completed Skill 2 of 10
MIN function
result
MAX function
result
F i g u r e 4
Microsoft Excel Chapter 4 | USE EXCEL FUNCTIONS A N D TABLES 275
• SKILL 3 : M o v e Ranges with Functions, A d d Borders, a n d Rotate Text
• You can move a range of cells c o n t a i n i n g
f o r m u l a s o r functions w i t h o u t changing
t h e cell references in those formulas o r
f u n c t i o n s .
• Borders a n d shading emphasize a cell or
a r a n g e of cells, a n d rotated or angled text
d r a w s a t t e n t i o n to text o n a worksheet.
1 . M a k e t h e EQUIPMENT worksheet t h e active
sheet. Select the range E4:F7. Point to t h e
t o p edge of the selected range to display
t h e 2[] pointer. D r a g the selected range u p
u n t i l t h e ScreenTip displays t h e range
E3:F6, as shown in F i g u r e 1 , a n d t h e n
release the m o u s e b u t t o n to c o m p l e t e the
m o v e .
2 . Select the range B4:C6, a n d t h e n using the
t e c h n i q u e you just practiced, move t h e
r a n g e to E7:F9.
3. O n t h e FORMULAS TAB, in the FORMULA
AUDITING GROUP, click the SHOW FORMULAS
b u t t o n to display the functions in the
cells. Scroll to the right, a n d t h e n click cell
F 2 . Notice that the cell references in the
functions did n o t change, as s h o w n in
Figure 2 .
4 . In t h e FORMULA AUDITING GROUP, click the
SHOW FORMULAS b u t t o n to display the
function results in the cells.
5. Select the range F3:F4. H o l d d o w n |CtrT|,
a n d then select the range F7:F8. With t h e
n o n a d j a c e n t cells selected, o n the HOME
TAB, in the STYLES GROUP, click the CELL
STYLES b u t t o n , and then click COMMA [0].
6 . Select t h e range ALL.GLL. O n the HOME
TAB, in the FONT GROUP, click t h e BORDER
BUTTON ARROW IBB a n d then click THICK
BOTTOM BORDER.
• Continue to the next page to complete the skill •
j m « . r . m r » n x _ i < * . l « _ £ W " V n < . r i l . " T
ScreenTip indicates
range E3:F6
Outline indicates
destination of
range
Border displays
around range
being moved
— — — r o""' &
if if - i l - t • % • " i . 1 Con«Ji:ml FomX CM _ Scrt & 'ma* &
' e i u d f J I T i t * - S h f c i - 3 ' " " * ' " -<•• F-H.i - StMrt-
U M i n i m u m STOCK U » » l
Aspen Falls
Firefighting Equipment Inventory
2
h
4 TOTAL IN STOCK 1800 MINIMUM STOCK LEVEL
5 AVTNG* STOCK LAVAL 31 MAXIMUM STOCK L.V.L 146
6 AV»RJY» COLT S185 LOWEST COST S11
WOHSST COIL SI.299
Q u a n t i t y in
S t o c k Check Supplier
146 Coil Headphones
2 Radio Strap.Holder
3 Retractable Mic Keeper
41 Leather Radio Holder
20 10" Zipper Boots
21 Leather Fire Boots
26 Rubber Lug Bool
27 Rubber Fire Boots
28 Rubber Bunker Boots
10 HazmaiBoot
25 Fire Gloves
S30 Radio
$45 Radio
$20 Radio
$25 Radio
$320 Boots
$340 Boots
$109 Boots
$169 Boots
$129 Boots
$149 Boots
$89 Gloves
t q i « H i i . l i t V —
F i g u r e 1 D»AGTQ»*rt«lw«*f*i Lr, TO M 4 0 I llwtto
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Communication
Communication
Communication
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Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
- FLJR—
>J*u
counts s u K i i a idM3jfl U P . –
Cell references
remain unchanged
F i g u r e 2
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MINIMUM STOCK LOVOI
MAXIMUM STOCK L»V.L
LOW*** COST
f r
r=MIN(A12A70|
=MAX(A12JV70)
=MkT4(C12C70; HIGHSST CO«T
TOTAL IN STOCK
AVORAG* STOCK LOVAT
AVARAG* COST
= M A X ( C U C 7 0 )
=SUM
< Less than ( A 1 < B 1 )
>= Greater than or equal to ( A 1 > = B 1 )
<= Less than or equal to ( A 1 < = B 1 )
<> Not equal to ( A l o B l )
Logical test
argument
Value if true
argument with
quotation marks
indicating text
Value if false
argument
I HORN* INWRT PS3« MA UNIT* VMW IIA-LNI
F i g u r e 2
Check Supplier
EQUIPMENT
146 Coil Headphones
2 Radio Strap Hotter
3 Retractable Mic Keeper
41 Leather Radio Holder
20 10″ Zipper Boots
21 Leather Fire Boots
26 Rubber Lug Boot
27 Rubber Fire Boots
28 Rubber Bunker Boots
10 Hazmat Boot
25 Fire Gloves
MM: V”
S30 Radio
$45 Radio
S20 Radio
$25 Radio
S320 Boots
$340 Boots
S109 Boots
$169 Boots
$129 Boots
$149 Boots
$89 Gloves
Communication
Communication
Communication
Communication
Footwear
Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
‘ — n < "
Q] J .3
278 Use Excel Functions and Tables | Microsoft Excel Chapter 4
SKILL 4 : Use the IF Function
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FIREFIGHTING EQUIPMENT INVENTORY
3 Minimum Stock Laval 2
«
. /
Maximum Stock Laval 146
5
. /
Lowaat Coat S11
e . / Highaat Coat $1,299 7 . / Total in Stock 1.800 8 . / Avaraga Stock Laval 31
9 Avaraga Coat S185
Q u a n t i t y in
SLOCK
" e m Each T y p e C a t e g o r y C h e c k Supplier
146 Coil Headpnones
2 Radio Strap/Hoider
3 Retractable Mic Keeper
41 Leather Radio Hotter
20 10" Zipper Boots
21 Learner Fire Boots
26 Rubber Lug Boot
27 Rubber Fire Boots
28 Rubber Bunker Boots
10 Hazmat Boot
25 Fire Gloves
Egulpment V « t Ti
$30 Radio
$45 Radio
$20 Radio
$25 Radio
$320 Boots
S340 Boots
$109 Boots
$169 Boots
$129 Boots
$149 Boos
S89 Gloves
Communication
Communication
Communication
Communication
Footwear
Footwear
Footwear
Footwear
Footwear
Footwear
Outerwear
E3«i
Level O K '
I :-: |
Order
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK J ;
Function name
Cell reference
changed t o A13
Function arguments
separated by
commas
Text values
F i g u r e 3
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5
Aspen Falls
FIREFIGHTING EQUIPMENT INVENTORY
Minimum Stock Laval
Maximum Stock Laval
Lowaat Coat
Highaat Coat
Total In Stock
Avaraga Stock Laval
Avaraga Coat
2
146
$11
$1,299
1.800
31
$185
h e m £X C a t e g o r y
Stock
Level
146 Coil Headphones $30 Radio Communication Level OK
2 Radio Strap/Holder S45 Radio Communication Order
3 Retractable Mic Keeper S20 Radio Communication Order
41 Leather Radio Holder S25 Radio Communication Level OK
20 10″ Zipper Boots $320 Boots Footwear Level OK
21 Leather Fire Boots S340 Boots Footwear Level OK
26 Rubber Lug Boot S109 Boots Footwear Level OK
27 Rubber Fire Boots $169 Boots Footwear Level OK
28 Rubber Bunker Boots $129 Boots Footwear Level OK
10 Hazmat Boot $149 Boots Footwear Level OK
25 Fire Gloves $89 Gloves Outerwear Level OK
Check Suppliei
Cost OK
Cost OK
Cost OK
Cost OK
Check new supplier
Check new suppser̂
Cost OK
C o d OK
Cost OK
Cost OK
Cost OK J
Cost greater
than $300
Cost not greater
than S300
Equipment
CSUNL » IT 3 3 ”
IL
5. Click O K to display the result Level OK in
cell F12.
The IF function tests whether cell A12 is less
than 10. If this condition were TRUE, Order
would display. Because cell A12 contains the
value 146, the condition is FALSE, and Level
OK displays in cell F12.
6 . In cell F12, p o i n t to t h e fill h a n d l e to
display t h e {+} pointer, a n d t h e n d o u b l e
click to copy t h e function d o w n t h r o u g h
cell F70. Click cell F 1 3 , a n d t h e n c o m p a r e
— y o u r screen w i t h F i g u r e 3 .
When a function has multiple arguments,
each argument is separated by a comma.
When the function was copied down to cell
F13, the cell reference changed from A12
toA13.
7. Click cell G12. In t h e F u n c t i o n L i b r a r y
g r o u p , click t h e Logical b u t t o n , a n d t h e n
click I F . In t h e Logical_test box, type
C12>300 a n d t h e n press fiiEl. In the
Value_if_true box, type Check new
supplier a n d t h e n press [Tab). In the
Value_if_false box, type Cost OK a n d
t h e n click the OK b u t t o n . In cell G12,
p o i n t to the fill handle to display the [+]
pointer, a n d t h e n double-click to copy the
function d o w n t h r o u g h cell G70.
— C o m p a r e y o u r screen with F i g u r e 4 .
In each row, the function evaluates the value
in column C. When the value in column C
is greater than $300, the text Check new
supplier displays. Otherwise, the text
Cost OK displays.
8 . Save [fl] t h e w o r k b o o k .
• You have completed Skill 4 of 10
F i g u r e 4
Microsoft Excel Chapter 4 | USE EXCEL FUNCTIONS A N D TABLES 279
\ p p l y C o n d i t i o n a l Formatting with Custom Formats, Data Bars, a n d Sparklines
• Conditional formatting is a format, such as
cell s h a d i n g or font color, that is applied to
cells w h e n a specified c o n d i t i o n is t r u e .
• C o n d i t i o n a l f o r m a t t i n g makes analyzing
data easier by e m p h a s i z i n g cell values.
1 . Click cell F 1 2 . Press fctrfl + [Shift] + ( D to
select t h e range F12:F70.
2 . O n t h e H o m e t a b , in the Styles g r o u p ,
click t h e C o n d i t i o n a l F o r m a t t i n g b u t t o n .
O n the list, p o i n t to H i g h l i g h t Cells
Rules, a n d t h e n click Text t h a t C o n t a i n s .
In t h e Text T h a t C o n t a i n s dialog box,
w i t h t h e insertion p o i n t in the first box,
t y p e O r d e r as shown in Figure 1.
3 . In t h e Text T h a t C o n t a i n s dialog box,
click O K .
Within the range F12:F70, cells that contain
the text Order display with light red fill and
dark red text formatting.
4 . Using t h e t e c h n i q u e just practiced, select
t h e range G12:G70. Click t h e C o n d i t i o n a l
F o r m a t t i n g b u t t o n , p o i n t to H i g h l i g h t
Cells Rules, a n d then click Text t h a t
C o n t a i n s . In the first box, type Check new
supplier Click the second b o x arrow, a n d
o n t h e list, click Yellow Fill w i t h D a r k
Yellow Text. C o m p a r e your screen w i t h
Figure 2 .
The Text That Contains dialog box is used to
specify the formatting to apply when the
condition is true—here, if the cell contains
the text Check new supplier. Within the
selected range, if a cell contains the text
Check new supplier, the conditional format
is applied.
• Continue to the next page to complete the ski
Text That Contains
dialog box
Order entered
Format applied
when condition
is TRUE
F i g u r e 1
Format applied
when condition
is TRUE
S l i l i . HM1
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Ctlii M M
A | B
17 Proximity Pants
11 Radio Chest Harness
87 Rope Gloves
?ft Safety Harness
29 ChesiHamess
C 0
$1,059 Pants
$35 Safety
$32 Gloves
$199 Safety
$99 Safety
Outerwear
Safety Equpmert
Outerwear
Safety Equipment
Safety Equipment
LONTOL
S’SREN
27 Traffic Baton
a FLA”» RO-RN,. IFIL
90 Flares with Stands
26 Traffic Flashight
56 Night Bamer Tape
17 Water Rescue Kit
38 Water Rescue Vest
4 Water Tether System
18 Wildfire Hefnet
17 F t * B n m Heknet
58 Firefignting Goggles
31 Water Throw Bag
32 Dry Bag
USB 5l,EN
$19 Baton
$305 Light
$99 Light
$18 Light
$15 Tape
$119 Safety
$99 Safety
Equipment V w t ‘J
G60 Oatet;
$59 HeTnet
$59 HELMET
$49 Helmet
$59 Safety
$18 Safety
Outerwear
Outerwear
Safety Equipment
Water Rescue
Water Rescue
m«r-
LevelOK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Order
Level OK
Level OK
Level OK
Level OK
Level OK
Check new supplier
Cost OK
Cost OK
Cost OK
Cost OK
Check new supplier
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Check new supplier
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
C o u n t * IIGIAITJ
F i g u r e 2
Equipment Veit
27 Traffic Baton
37 Flare Beacon Kit
90 Flares with Stands
26 Traffic Flashlight
56 Night Barrier Tape
17 Water Rescue Kit
38 Water Rescue Vest
4 Water Tether System
18 Wildfire Helmet
17 Fi*Brim Helmet
58 Firefighrjng Goggles
31 Water Throw Bag
32 Dry Bag
m Sren
S19 Baton
$305 Light
$99 Light
$18 Light
$15 Tape
$119 Safety
$99 Safety
$59 Safety
$59 Helmet
$59 Helmet
$49 Helmet
$59 Safety
$18 Safety
Traffic
Traffic
Traffic
Traffic
Traffic
Water Rescue
Water Rescue
Water Rescue
Outerwear
Outerwear
Safety Equpmert
Water Rescue
Water Rescue
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Level OK
Order
Level OK
Level OK
Level OK
Level OK
Level OK
Check new supplier
Cost OK
Cost OK
Cost OK
Cost OK
Check new suppler
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Check new suppler
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
»0.
280 Use Excel Functions and Tables | Microsoft Excel Chapter 4
file:///pply
SKILL 5 : A p p l y C o n d i t i o n a l Formatting with Custom Formats, Data Bars, a n d Sparklinej
f. 146
1 B.
17 Ptoximity Pants
11 Radio Chest Harness
87 Rope Gloves
28 Safety Harness
29 Chest Harness
35 EMS Jacket
47 EMS Pants
89 Breakaway Vest
15 Mesh Vest
25 Mesh Traffic Vest
89 Reflective Nylon Vest
16 Handheld Remote Siren
19 Siren
; / TiaffiLOaluii
c
$1,059
$35
S32
S199
S99
S399
S289
S29
S17
$29
S11
$289
$189
D
Pants
Safety
Gloves
Safety
Safety
Coat
Pants
Vest
Vest
Vest
Vest
Siren
Siren
– ^ -̂ 1 Ioo/»ono~ Xulei
Outerwear — – •
Safety Equipr _
Outerwear A=J
Safety Equtpr
Safety Equipr _BJ c°*>’s<*w,
Outerwear
ill """^
cknewsuppter
Cndkmr*
37 Flare Beacon Kit
90 Flares with Stands
26 Traffic Flashkght
56 Night Barrier Tape
17 Water Rescue Kit
38 Water Rescue Vest
4 Water Tether System
18 Wildfire Helmet
17 Fufl-Bnm Helmet
58 Firefighting Goggles
31 Water Throw Bag
32 Dry Bag
Equipment .- VMC vj ~
—S-19-
$305
$99
$18
$15
S119
S99
$59
$59
$59
$49
$59
$18
Baton—
Light
Light
Light
Tape
Safety
Safety
Safety
Helmet
Heknet
Helmet
Safety
Safety
Outerwear
Outerwear
Outerwear
Outerwear
Outerwear
Traffic
Traffic
-Tl uffrc
Traffic
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Water Rescue
Water Rescue
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• A O w r M n • -|£
.ĵ J M.n.g.guHl-..
LevelOK Cos M —
LevelOK Cost OK
Level OK CuM OK
t i n ItiKjIh or KM O i l . bn
irp'eitntl thr valut in the (f3. *
longer b># itpitifnt: • nighfi
mm.
Level OK Check new suppter
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Order Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Conditional
Formatting button
Orange Data Bar
Live Preview of
Orange Data Bar
* . « . « c M U U » M Count » telKD . I 8 3 3 U » – F i g u r e 3
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A2J
5 January 1,2010
6 February 1,2010
7 March 1,2010
8 Apnl 1,2010
9 May 1,2010
10 June 1.2010
11 July 1.2010
12 August 1,2010
13 September 1,2010
14 Odober 1,2010
15 November 1,2010
16 December 1,2010
17 Total
18 Average Cost
19 Minimum Cost
20 Maximum Cost
22 Cost Trend
23
5
Q u a n t i t y
Purchased
J g
Cost Each
Total M o n t h l y
Cost
20 $16.00 $ 3 2 0 0 0
20 $ 1 5 5 0 $ 3 1 0 0 0
10 $16 00 $160 00
20 $1525 $305 00
15 $16 00 $ 2 4 0 0 0
15 $16.25 $243.75
10 $16 25 $162.50
10 $16 50 $165 00
10 $17 00 $ 1 7 0 0 0
20 $16 25 $ 3 2 5 0 0
10 $ 1 7 0 0 $ 1 7 0 0 0
10 $17 50 $175 00
$2,74625
$228 85
$160 00
$ 3 2 5 0 0
5. In the Text T h a t C o n t a i n s dialog box,
click O K .
6 . Select t h e range A12:A70. In the Styles
g r o u p , click the C o n d i t i o n a l F o r m a t t i n g
b u t t o n . O n t h e list, p o i n t to D a t a Bars,
a n d t h e n in the gallery, u n d e r G r a d i e n t
Fill, p o i n t at O r a n g e D a t a Bar, as shown
— in F i g u r e 3.
A data bar provides a visual cue about the
value of a cell relative to other cells in a
range. Data bars are useful to quickly
identify higher and lower numbers within
a large group of data, such as very high or
very low levels of inventory.
7 . Click O r a n g e D a t a Bar, a n d then click cell
A 1 3 , type 1 9 0 a n d then press [Enter].
The data bar in cell A13 is longer than in
other cells—a visual indicator that the cell
contains a higher value.
8 . Make the Vest sheet the active sheet. Select
the range C5:C16. O n the I n s e r t t a b , in
the S p a r k l i n e s g r o u p , click the Line
b u t t o n . In the C r e a t e S p a r k l i n e s dialog
box, in the L o c a t i o n R a n g e box, t y p e B22
a n d t h e n click OK.
9 . O n the D e s i g n t a b , in t h e S h o w g r o u p ,
select the Low P o i n t check box. In the
Style g r o u p , click the S p a r k l i n e C o l o r
b u t t o n , a n d then click Red, Accent 2. Click
cell A24, a n d then c o m p a r e your screen
— w i t h F i g u r e 4 .
Sparkline
A sparkline is a tiny chart used to show data
trends.
10. Save [51 the workbook.
You have completed Skill 5 of 10
2 < L
25
26
27
!«•»*
. Ecupment Vert BE ZHi£
:5 3 a LIE* - F i g u r e 4
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 281
http://Ci.ee
file:///-rcr*
• SKILL 6 : Use Find a n d R e p l a c e a n d Insert the NOW Function
• T h e Find and Replace c o m m a n d finds
a n d t h e n replaces a character o r string of
c h a r a c t e r s in a worksheet or in a selected
r a n g e .
• T h e NOW function r e t u r n s the serial
n u m b e r of the c u r r e n t date a n d t i m e .
Recall from C h a p t e r 3 that a serial n u m b e r
is a sequential n u m b e r .
1 . M a k e E q u i p m e n t the active sheet. Press
[CTRL] + IHOMEL. O n the H o m e t a b , in t h e
E d i t i n g g r o u p , click t h e F i n d & Select
b u t t o n , a n d then c l i c k Replace.
2 . In t h e F i n d a n d Replace dialog box, in t h e
F i n d w h a t box, type Removal a n d t h e n
press [Tab]. In t h e Replace w i t h box, type
Extrication a n d then c o m p a r e your screen
w i t h F i g u r e 1 .
3 . Click t h e F i n d Next b u t t o n , a n d then
verify that cell B24 is highlighted. In t h e
F i n d a n d Replace dialog box, click the
R e p l a c e b u t t o n . Verify that the first
o c c u r r e n c e of Removal was replaced
w i t h Extrication a n d that the second
o c c u r r e n c e — i n cell B26—is automatically
located.
The Replace option will replace a single
occurrence of a character or string of
characters with the replacement value.
4 . Click the Replace All b u t t o n , a n d then in
the message box, notice that 3 r e p l a c e m e n t s
were m a d e , as s h o w n in F i g u r e 2 .
The Replace All option replaces all matches
of an occurrence of a character or string of
characters with the replacement value.
5. Click OK, a n d t h e n click the Close b u t t o n .
6 . Press(Ctri) + (Rome).
Continue to the next page to complete the ski ill
Find & Select button
Find and Replace
dialog box
Find Removal
Replace with
Extrication
F i g u r e 1
Replacements
made
tj-.lrv»m«.F«lnim..lO«.'»e.(quTm«T
14 Extrication Pants
11 Extncation Coverals
9 Gas Mask
9 Gas Mask Pouch
13 Respirator
19 Coveral with Hood
45 Disaster Sale Bag
10 Chemical Overboot
10 Haz-Mat Boots
57 Disaster KB
10 Helmet
$223 Coat
$189 Pants
$359 Coverals
S259 Salety
$35 Safety
$369 Safety
S159 Coverals
$13 Safety
$52 Boots
$89 Boots
S99 Safety
$229 Helmet
Extncation Gear
Extrication Gear
Extncation Gear
Safety Equipment
Safety Equpmert
Salety Equipment
Outerwear
Safety Equpmert
Footwear
Footwear
Safety Equpmert
Outerwear
F 6
Level OK Cost OK
Level OK Cost OK
Cost OK
OK Cost OK
OK Cneck new suppter
OK • • • •
OK Cost OK
OK Cost OK
OK Cost OK
OK Cost OK
OK Cost OK
OK Cost OK
Cost OK
OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Check new suppter
Order Cost OK
Onto Cost OK
Level OK Check new suppler
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
F i g u r e 2 I—* – L
282 Use Excel Functions and Tables | Microsoft Excel Chapter 4
SKILL 6 : Use Find a n d R e p l a c e a n d Insert the NOW Function
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20 10″ Zipper Boots S320 Boots
21 Leather Fire Boots S340 Boots
26 Rubber Lug Boot $109 Boots
27 Rubber Fire Boots S169 Boots
28 Rubber Bunker Boots S129 Boots
10 Hazmat Boot S149 Boots
25 Fire Gloves $89 Gloves
ULUIUIUJIKJI
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Footwear
Footwear
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T 1 U
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Level OK Cost OK
Level OK Check new soppier
Level OK Check new SUPPLER
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
, 3 3 3 UAS •-•
Find Stock
Replace with
Supply
All occurrences
of Stock listed
F i g u r e 3
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62
63
64
65
66
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69
70
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73 Edrtedby
74 Your Name
26 Traffic Flashkgnt
56 Night Barrier Tape
17 Water Rescue Kit
38 Water Rescue Vest
4 Water Tether System
18 Wikfire Helmet
17 F i * 8 n m Helmet
58 FirenghUng Goggles
31 Water Throw Bag
32 Dry Bag
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11 Extncabon Covcrab
9 Gas Mask
9 Gas Mask Pouch
13 Respirator
19 Coveral with Hood
45 Disaster Safe Bag
10 CherncalOverlsoot
10 Haz-Mat Boots
57 Disaster Kit
10 Hetnet
51 Structural Fire Helmet
25 Helmet with Eye Shield
8 Megaphone
53 Barrier Tape
18 Fire Parts
19 Fire Coat
25 Proximity Coat
17 Proximty Pants
11 Radio Chest Harness
87 Rope Gloves
28 Safety Harness
29 Chest Harness
35 EMS Jacket
47 EMS Parts
89 Breakaway Vest
15 Mesh Vest
$359 Coverab
$259 Safetv
$35 Safety
$369 Safety
$159 Coveralls
$13 Safety
$52 Boots
$89 Boots
$99 Safety
$229 Hetnet
$179 Hetnet
$339 Shield
Exmcanon Gear
Safely Equpmerl
Safety Equipment
Safety Equpmerl
Outerwear
Safety Equpmerl
Footwear
Footwear
Safety Equpment
OUerwear
Outerwear
Safety Equipment
$79 Megaphone Communication
$12 Tape
$649 Parts
$989 Coat
$ 1 5 9 9 Coat
$1,059 Parts
$35 Safety
$32 Gloves
$199 Safety
$99 Safety
S399 Coat
$289 Parts
$29 Vest
$17 Vest
Traffic
Outerwear
Outerwear
Outerwear
Oiierwear
Safety Equpment
Outerwear
Safety Equpment
Safety Equpmert
Outerwear
Outerwear
Outerwear
Outerwear
H i !
Level OK Check new suppker
Order Cost OK
Order Cost OK
Level OK Check new suppker
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Check new suppter
Order Cost OK
Level OK Cost OK
Level OK Check new suppker
Level OK Cneck new suppker
Level OK Cneck new suppker
Level OK Check new suppker
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Check new supfltar
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
» J 3 3 U B .
Top and left
panes frozen
-,
7
8
9
10
11
12
M K
14
74 Your Name
75 11*12012 11 08
76
QUANTITY IN
SUPPLY
ITEM CHECK SUPPLIER
146 Coil Headphones | Cost OK
190 Radio Strap Holder Cost OK
3 Retractable Mic Keeper Cost OK
Cell M80
F i g u r e 2
SKILL 7 : Freeze a n d Unfreeze Panes
” — y | C u n o « A n n
2 F MMB B
iMm IOCS :C=«
A 146
Aspen Falls
Firefighting Equipment Inventory
HUINKNUAI SUPPLY LAVAL 3
/
H MAXIMUM SUPPLY LEV»L 190
/ i L c r n i t COIL $11 / HHIGHALT COST $1299 HTOUL in SUPPLY 1988
Jr A v i n g t SUPPLY LAVTL 34
I B AVARAOA COST $185
QUANTITY IN
SUPPLY
ITEM R° S U TYPE CATEGORY ” F F F ? CHECK SUPPLIER
18 Fire Pants $649 Parts
CQQQ f r t a t
Outerwear Level OK Check new st-Ppto
43
+4
19 Fire Coat
25 Pronmty Coat
$1299 Coat
Outerwear
Outerwear Level OK Check new suppker
45 17 Proximity Pants $1,059 Parts Outerwear Level OK Check new suppier
46 11 Radio Chest Harness $35 Salety Safety Equipment Level OK Cost OK
47 87 Rope Gloves $32 Gloves Outerwear Level OK Cost OK
48 28 Safety Harness $199 Safety Safety Equpment Level OK Cost OK
49 29 Chest Harness $99 Safety Safety Equpmerl Level OK Cost OK
50 35 EMS Jacket $399 Coat Oiierwear Level OK Check new suppker
51
52
47 EMS Pants
89 Breakaway Vest
S289 Parts
$29 Vest
Outerwear
Outerwear
Level OK
Level OK
Cost OK
Cost OK
•NASI I I O S –
r r a w n f . d l J r . J l p p m O T – a i – M K R B O N Exit
a P
Aspen Falls
Firefighting Equipment Inventory
MINIMUM SUPPLY U V D 3
MAXIMUM SUPPLY LAVAL 190
LOWMTCOST $11
HIGHEST COLT $1299
TOOL IN SUPPLY 1 988
AVARAGA SUPPLY LAVAL 34
AVARAGA COW $185
CATEGORY ^^0? CHECK SUPPLIET
S649 Parts Outerwear
1989 Coat Outerwear
2 9 9 Coat Outerwear
Outerwear
Level OK
Level OK
Level OK
050 Parte
$35 Safety
$32 Gloves
199 Safety
$99 Safety
$399 Coat
Safety Equpmert
Outerwear
Safety Equpmert
Safety Equpmert
Outerwear
OUfTlffrK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Cost OK
Level OK Check r w
• – r ‘—I—
OS t HLMMI Level OK Cost OK
Rows 1:11
remain frozen
Line displays
above row 12
F i g u r e 3
Move or Copy
dialog box
(move to end)
selected
Create a copy
selected
4 . In the W i n d o w g r o u p , click the Freeze
P a n e s b u t t o n , a n d t h e n click Unfreeze
P a n e s .
The rows and columns are no longer frozen,
and the border no longer displays on row 15
and on column C.
5. Click cell A12. In the W i n d o w g r o u p ,
click the Freeze P a n e s b u t t o n , a n d t h e n
click Freeze P a n e s .
6. Watch the row n u m b e r s below row 11 as
you scroll d o w n to row 50. C o m p a r e y o u r
— screen with Figure 3 .
The titles in row 1 through row 11 stay
frozen while the remaining rows of data
continue to scroll.
7. Right-click the E q u i p m e n t sheet tab, a n d
t h e n from the list, click Move o r C o p y . In
the Move o r C o p y dialog box, click ( m o v e
t o e n d ) , a n d then select t h e C r e a t e a c o p y
check box. C o m p a r e your screen with
— Figure 4.
In the Move o r C o p y dialog box, click O K .
A copy of the Equipment worksheet is
created, and the new sheet tab is named
Equipment (2).
Right-click the E q u i p m e n t (2) sheet tab,
click R e n a m e , type Sort by Cost and then
press (Biter). In the W i n d o w g r o u p , click the
Freeze P a n e s b u t t o n , a n d then click
Unfreeze P a n e s . Click the E q u i p m e n t
sheet tab, a n d verify that o n this work
sheet, the panes are still frozen.
Save A the w o r k b o o k .
You have completed Skill 7 of 10
8 .
9 .
10.
F i g u r e 4
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 285
• To analyze a g r o u p of related data, you can
convert a range into an Excel table—a series
of rows a n d c o l u m n s that contain related
data. Data in an Excel table are m a n a g e d
i n d e p e n d e n t l y from the data in o t h e r rows
a n d c o l u m n s in the worksheet.
• Data in Excel tables can be sorted in a
variety of ways—for example, in ascending
o r d e r o r by color.
1 . Click the SORT BY COST sheet tab, and then
click cell ALL. O n t h e INSERT TAB, in the
TABLES GROUP, click the TABLE b u t t o n . In
t h e CREATE TABLE dialog box, u n d e r WHERE
IS THE DATA FOR YOUR TABLE? verify that the
r a n g e = $ A $ 1 1 : $ G $ 7 0 displays. If
necessary, select t h e My table has headers
check box, as s h o w n in Figure 1.
THE RANGE AL 1:G70 IS AUTOMATICALLY SELECTED
BECAUSE THERE ARE NO BLANK ROWS OR COLUMNS
IN THE RANGE.
2 . In the CREATE TABLE dialog box, click O K
to convert the range into an Excel table.
IN THE EXCEL TABLE, FORMATTING IS APPLIED AND
THE HEADER ROW DISPLAYS FILTER ARROWS IN EACH
COLUMN.
3. O n t h e DESIGN TAB, in the TABLE STYLES
GROUP, click the MORE b u t t o n 0 , and then
u n d e r LIGHT, click TABLE STYLE LIGHT 10.
Click cell HLL, t y p e Total Cost a n d then
press (Brier) to automatically include the
c o l u m n in the Excel table.
4 . In H 1 2 , type =A12*C 12 a n d then press
(Enter) to create a calculated column—
a c o l u m n in an Excel table that uses
a single formula that adjusts for each
r o w — a s s h o w n i n F i g u r e 2 .
0 –
Continue to the next page to complete the skill •
Titles in row 11
will form headers
in the Excel table
Selected range
indicated
My table has
headers check
box selected
F i g u r e 1
Table Tools Design
contextual tab
displays
Filter arrows
Table Style Light
10 applied
Calculated column
T»Ks • M M M
/ • Quantity in Supply
9
Q u a n t i t y in
Supply
146 Coil Headphones
190 Radio Strap/Holder
3 Retractable Mic Keeper
41 Leather Radio Holder
$30 Radio
S45 Radio CIRALCTAUE
S20 Radio
S25 Radio
20 10’Zipper Boots
21 Leather Fire Boots
26 Rubber Lug Boot
27 Rubber Fire Boots
28 Rubber Bunker Boots
$320 Boots
S340 Boots
S109 Boots
$169 Boos |
$129 Boots
LIFCRT « Die saa li» your lao* >
3
BHRMMAFCATTA
10 Hazmat Boot
25 Fire Gloves
27 Proximity Gear Gloves
9 Extrication Gloves
34 Rescue Glove Liners
17 Extncation Coat
14 Extncation Pants
11 Extrication Coverals
9 Gas Mask
9 Gas Mask Pooch
13 Respirator
19 Coveral with Hood
45 Disaster Sate Bag
10 Chemical Overboot
in u » Ual SMC
0 RNOLC
Footwear
Outerwear
Outerwear
Extrication Gear
Outerwear
Extncation Gear
Extncation Gear
Extncation Gear
Safety Equpmert
Safety Equipment
Safety Equipment
Outerwear
Safety Equipment
Footwear
CNREIUOAR
Level OK
Level OK
Level OK
Order
Level OK
Level OK
Level OK
Level OK
Ordei
Order
Level OK
Level OK
Level OK
Level OK
Check Supplier
Cost OK
Cost OK
Cost OK
Cost OK
Check new suppter
Check new supplier
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
Check new supplier
Cost OK
Cost OK
Check new supplier
Cost OK
Cost OK
Cost OK
F i g u r e 2
• -.’ u • _ m n
A =A13’C13
Aspen Falls
FIREFIGHTING EQUIPMENT INVENTORY
MINIMUM SUPPLY LEVEL 3
MAXIMUM SUPPLY LEVEL 190
LOWALT Cott S11
HIGHAST COAT $ 1 2 9 9
TOOL IN SUPPLY 1988
AVERAGE SUPPLY LAVAL 34
AVERAGE COM $18′.
•A-Coil Headphones
13 Radio StrapHoider
14 Retractable Mic Keeper
IE Leather Radio Holder
16 10* Zipper Boots
1; Lamhat fire B e a t
$30 Radio
$ A C . Radio
$20 Radio
S2f. Radio
$320 Boots
S3.10 Bartr
CATEGORY
Communication
Communication
Communication
Communication
FOQTWET
EEOAWBAV.
SUPPLY LEVEL CHECK SUPPLIER I ° l a l
P • COST;
r”S4 378 54
$8.548 |
Level OK
Level OK
Order
Level OK
Level OK
Cost OK
Cost OK
Cost OK
Cost OK
18 Rubber Lug Boot
19 Rubber Fire Boots
20 Rubber Bunker Boots
21 HAZMAT BOOT
22 Fire Gloves
TOMVUK V«S SORT BY COST
$10? Boots
S169__Boots
S129 Boots
S149 Boots
S89 Gloves
*J
Footwear
Footwear
Footwear
Footwear
Level OK
Le/elOK
Level OK
Level OK
Cost OK
Cost OK
Cost OK
Cost OK
Level OK Cost OK
$60
S1 025
$ 6 4 0 0
S7 140
S2 834
S4 563
S3 612
$1,490
$2225
286 Use Excel Functions and Tables | Microsoft Excel Chapter 4
/ a • d- A – A – m » a -s »- %
Fart 4lfl«l . Wmjh
& =A13-C13
9
10
l l j
12 Reflective Nylon Vest
i • Barrier T a p e
14 Disaster Sate Bag
15 Night Barrier rape
16 Mesh Vest
17 Traffic Flashkgnt
18 Dry Bag
1 9 Traffic Baton
Aspen Falls
Firefighting Equipment Inventory
Minimum Supply Laval
Maximum Supply Laval
Lowast Cost
Highstt Cost
Total In Supply
Avaraga Supply Laval
Avaraga Coat
3
190
S11
$1,299
1,988
34
S185
L
Item g Cost E a c l ^ T V P « p Category ^ Supply L e v e ^ Check Supplier^ c o s t ”
J 1 8 Safety Water Rescue Level OK Cost OK $576
$19 Baton
20 Retractable Mic Keeper $20 Radio
2! Leather Radio Holder $25 Radio
22 Breakaway Vest $29 Vest
m « . m Bxcn»rt xtx Sort W Cost *j
Traffic
Communication
Corrimuracation
Outerwear
Level OK $513
Order Cost OK $60
Level OK Cost OK $ 1 0 2 5
Level OK CPU OK
2*
• I I A” *”
J . ^ . A –
H 1 3 • ‘ / . = A 1 3 – C 1 3
B C 0
Aspen Fal
Firefighting Equipmei
CunentT
21 S«4I.Z
. I I 5*tZW4
SÔAVCAMC
ITEM _ COST EAC
12 Proamrty Coat
t3 PireCoat
U Pronmrty Parts
15 EMS Jacket
16 EMS Pants
17 F:re Pants
18 Flare Beacon Kit
19 Structural Fire Helmet
S” 059 Parts
S399 Coal
$289 Parts
20 Flares withstands
21 Radio Strap-Holder
22 Helmet with Eve Shield
J 9 9 Light
$45 Radio
S339 Shield
Outerwear
Outerwear
Outerwear
Outerwear
Traffic
Outerwear
TraWc
Communication
Safety Equpment
U 9 L W Check near suppaer $18.003
Level OK Check new suppi— _ S13 965
Level OK
Lever OK
Level OK
Level OK
Level OK
Level OK
Level OK
Cost OK
Check new suppaer
… sja—ig.
_CostOK
Cost OK
COST OK
$13,583
$11682
$ 8 9 1 0
S8 548
Ea»«WH* Vaai SeffavCoK SuppVLeval
Check new suppaer $8,475
j J 3 J i:”‘- –
Small up
arrow indicates
ascending
(Smallest to
Largest) sort
F i g u r e 3
Sort by Color
Sort by Cell Color
• Pink tile
SKILL 8: Create a n d Sort Excel Tables
5. In the header row of the Excel table, click
t h e C o s t E a c h f i l t e r a r r o w , a n d t h e n from
t h e list, click S o r t S m a l l e s t t o L a r g e s t .
C o m p a r e your screen with F i g u r e 3.
The rows in the table are sorted by the
Cost Each values, from the lowest to the
highest, as indicated by the up arrow o n
the column’s filter button.
6 . In t h e header row, click t h e T o t a l C o s t
f i l t e r a r r o w , and then click S o r t L a r g e s t
t o S m a l l e s t .
The rows in the table are now sorted from
the highest to lowest Total Cost value, and
the small arrow in the Total Cost filter arrow
points down, indicating a descending sort.
The previous sort on the Cost Each c o l u m n
no longer displays.
7 . Right-click the S o r t b y C o s t sheet tab, a n d
t h e n click M o v e o r C o p y . In the M o v e o r
C o p y dialog box, click ( m o v e t o e n d ) ,
select the C r e a t e a c o p y check box, a n d
t h e n click O K .
8. Right-click the S o r t b y C o s t (2) sheet tab,
click R e n a m e , t y p e Supply Level a n d t h e n
press (Enter).
9 . In the S u p p l y L e v e l worksheet, click the
S u p p l y L e v e l f i l t e r a r r o w , a n d then p o i n t
to S o r t b y C o l o r . Notice that the color
formats in c o l u m n F display in the list,
as s h o w n in F i g u r e 4 .
If you have applied manual or conditional
formatting to a range of cells, you can sort
by these colors.
10. In the S o r t b y C o l o r list, u n d e r S o r t b y
C e l l C o l o r , click the p i n k t i l e to display
the six items that need to be ordered first
in the Excel table.
1 1 . S a v e Q the workbook.
You have completed Skill 8 of 10
F i g u r e 4
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 287
• SKILL 9 : Use the Search Filter In Excel Tables
• You c a n filter data to d i s p l a y o n l y t h e
r o w s o f a table that m e e t s p e c i f i e d criteria.
F i l t e r i n g t e m p o r a r i l y h i d e s r o w s that d o
n o t m e e t t h e criteria.
1 . O n t h e S u p p l y L e v e l w o r k s h e e t , click t h e
C a t e g o r y f i l t e r a r r o w . F r o m t h e m e n u ,
c l e a r t h e ( S e l e c t A l l ) c h e c k b o x to clear
all t h e c h e c k b o x e s . Select t h e S a f e t y
E q u i p m e n t c h e c k b o x , a n d t h e n click O K .
C o m p a r e y o u r s c r e e n w i t h F i g u r e 1 .
In the Category c o l u m n , only the rows
containing Safety Equipment display. The
rows not meeting this criteria are hidden
from view.
2 . O n t h e D e s i g n t a b , in t h e T a b l e S t y l e
O p t i o n s g r o u p , s e l e c t the T o t a l R o w
c h e c k b o x .
The total row displays as the last row in an
Excel table and provides functions in drop
d o w n lists for each c o l u m n . Here, Total
displays in cell A71. In cell H 7 1 , the number
$33,816 indicates the SUM o f the Total Cost
c o l u m n for the filtered rows.
3. In t h e Total row, click cell C 7 1 , a n d t h e n
c l i c k t h e a r r o w that d i s p l a y s to the right o f
t h e s e l e c t e d cell. In t h e list, click A v e r a g e .
C o m p a r e y o u r s c r e e n w i t h F i g u r e 2 .
Excel averages only the visible rows in
c o l u m n C—here, S150 is the average cost.
4 . In t h e h e a d e r row, click t h e T y p e f i l t e r
a r r o w . F r o m t h e m e n u , clear the H e l m e t
a n d t h e S h i e l d c h e c k b o x e s , a n d t h e n
c l i c k O K .
Filters can be applied to more than one
c o l u m n . Here, both the Type and Category
c o l u m n s are filtered.
–
grlT
‘.•-.•J-J-M.rt4.L..«.L3UF«WTJLU • U * R C K ( 1 i
Filter symbol
indicates the
column is filtered
Only rows
containing Safety
Equipment display
Blue row
headings indicate
some rows are
hidden from view
F i g u r e 1
tor*
I I • A” A ‘
– A – I 9 * a- •
9> r<»"«- •• ^
FORRTFF̂ - aiTttle* I
/
MINIMUM SUPPLY LOVE
MAXIMUM SUPPLY LEVI
LO w a i t COLT
H i g h a i t COST
TOTAL IN SUPPLY
A v a r a g a SUPPLY LAV*
AVERAGE COAT
3
1 190
S11
$1,299
1,988
34
S185
Item ^ Cost Eactj^ T Y P e n Category ^ Supply LeveL^ Check Supplier^ ^P'^'
GAS MASK
GAS MASK POUCH
HELMET WITH EYE SHIELD
DISASTER KIT
SALETY HARNESS
RESPIRATOR
1259 SALETY
S3?. SAFETY
$339 SHED
S99 SAFETY
S199 SAFETY
44 CHEST HARNESS
45 FIREFLGRANG GOGGLES,
I •• DISASTER SA'EJSAG
S369 SAFETY
S99 SA'ER,
$49 HEME'
S13 SAFER/
RADIO CHEST HARNESS S35 SAFETY
SAFETY EQUIPMENT
SAFETY EQUIPMENT
SAFETY EQUIPMENT
SAFETY EQUIPMENT
SAFETY EQUIPMENT
SALETY EQUIPMENT
SAFETY_EQJIPMENT
ORDER
LEVE OK
LEVEL OK
LEVEL OK
LEVEL OK
COST OK S2 331
COST OK S315.
Check NEW suppaer $8.475 I
COST OK S5.643
COST OK
Check new suppaer
S5.572
$4,797
LEVEL OK
SAFETY EQUIPMENT LEVEL OK
_COSTOK
71
72
I
SAFETY EQUIPMENT
.SAFETY EQUIPMENT
LEVEL OK
COST OK
S2871
S2 S42
LEVEL OK
COST OK $585
COST OK $385
Ecuc""~t vast Son by Cast Supply Lavri "J
>
33 RESPIRATOR $369 SAFETY SA’ERV EQUIPMENT LEVEL OK CHECK new SUPPAER S4 797
u
« :
CHEST HARNESS
FIREFTQHTINQGOOQLES
$99 SATETV
$49 HELMET
SAFETY EQUIPMENT
SAFER/ EQUIPMENT
LEVE OK
LEVEL OK
COST OK
COST OK
$2,871
S2 842
04 DISASTER SA’E BAG S13 SAFETY SAFETY EQUIPMENT LEVEL OK COST OK $585
09 RADIO CHEST HARNESS $35 SAFETY SAFER. EQUPMERT LEVEL OK COST OK S385
: r S150[- $33,816.
»*M (cucrxrj’ y « g So-tbyCStt Supply l«v«l »
Figure 2 I—» »~
SKILL 9: Use the Search Filter in Excel Tables
JLm
}i Sort*
U $ A R T 2 T « A
I ; – L D , COLOR
“3*« Form* CHI . . . Sort L 1*4 U
Fcnuttng • t i T j d i • st»1n – Hi*M • (2* Fillti • M M <
Mu»M» s C«HI t«.'na
U Quantity m Supply
= * 5
MINIMUM SUPPLY LAVAL
MAXIMUM SUPPLY LAVAL
LOWA»T COLT
- ; - • ! • • COIT
TOTAL IN SUPPLY
AVARAGA SUPPLY LAVAL
AVTRAGA COLT
3
190
S11
SI.299
1.988
34
S185
Quantity in Supply Item Cost Each Type Category Supply Level Check
_ 9 Gas Mask
9 Extrication Gloves
8 Megaphone
_ 9 Gas Mask Pouch
4 Walei Tether System
3 Retractable Mic Keeper
25 Proximity Coat
19 Fire Coat
S259 Safety
$77 Gloves
_Safety Equipment
Extrication Gear
i 7 Proximity Pants
35 EMS Jacket
47 EMS Pants
37 Flare Beacon Kit
51 Structural Fire Helmet,
SOTBRCSP i i w V l w i " H t r a i amaatmv
S79 Megaphone Corrmunjcation
$35 Safety _S_afety Equipment
Water Rescue
Communication
Outerwear
Outerwear
Outerwear
Outerwear
Outerwear _
Outerwear
TRAFFIC
Outerwear
Order
Order
$59 Safety
S20 Radio
$1 299 Coal
S989 Coat
$1.059 Pants
S399 Coal
S289 Pants
$649 Pants
$305 Light
$179 Helmet
Order
ODE'
LEVEL OK
LEVEL OK
LEVEL OK
LEVEL OK
LEVE! OK
LEVEL OK
LEVEL OK
LEVEL OK
i r\u
Cost OK
Cost OK
Cost OK
Cost OK
Cost OK
COS! OK
CHECK NEW
CHECK NEW
O K • new
CHECK NEW
Cost OK
ISSAAI LIT* -
u
42
43
F i g u r e 2
Q u a n t i t y in
Supply
45
46
4 7
4 8
49 I
50
51
52
Fquiprocnt
18 Fire Pants
19 Fire Coat
25 Proximity Coat
17 Proximity Pants
11 Radio Chest Harness
87 Rope Gloves
28 Safety Harness
29 Chest Harness
35 EMS Jacket
47 EMS Pants
89 Breakaway Vest
vest «»t s. Cert Sor'. u »
n.6w vms
S35 Safety
$32 Gloves
S199 Safety
$99 Safety
$399 Coat
S289 Pants
S29 Vest
CNUI
TJuT5wear
Safety Equipment
Outerwear
Safety Equipment
Safety Equpment
Outerwear
Outerwear
Outerwear
ZSLZ ~~n
–•->:. i l n H H l
Width changed
to 1 page
Supply Level and
Harness sheet
tabs selected
F i g u r e 3
Columns C and G
hidden—Cost
Each and Check
Supplier columns
Helmet
Ltgnt
51 Structural Fire Helmet
90 Flares with Stands
190 Radio Strap-Holder Radio
25 Helmet with Eye Shield J>r»eid
21 Leather Fire Boots Boots
20 10* Zipper Boots Boots
57 Disaster Kit Safer.
Outerwear
Traffic LMJ OK
Communicatron Level OK
28 Safety Harness Safety
13 Respirator SAFER.
16 Handheld Remote Siren Sjren
27 Rubber Fire Boots Boots
146 Cat Headphones
11 Extrication Coverafc
17 Extncation Ccal
38 Water Rescue Vest
26 Rubber Bunker Boots
19 Siren
27 Proximity Gear Gloves Gloves
Coverab
Safer.
Helmet
Rado
Coverais
Coat
Safety
Boots
Siren
19 Coveral with Hood
29 Chest Harness
‘ : – ::—s
SaJ«y_Egupment
Footwear
Footwear
Safety Equpment
Safety Equpmert
Safety Equpmert
Traffic
Focr.v«ar
Comrnuncation
Extncation Gear
Extncation Gear
Water Rescue
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k i t . I M M –
6. In the worksheet, click row 11. In the
Rows t o r e p e a t a t t o p box, verify that
$11:$11 displays. Click the P r i n t P r e v i e w
b u t t o n . Click the Next Page b u t t o n to
verify that the c o l u m n labels from row 11
display at the t o p of page 2.
7. Click the Page Layout t a b .
8. Click the S u p p l y Level sheet tab. Hold
d o w n [Ctrl), a n d t h e n click the H a r n e s s
sheet tab. In the Scale t o Fit g r o u p ,
change the W i d t h to 1 p a g e , as s h o w n
i n Figure 3 .
The scaling is adjusted on both worksheets
at the same time.
9. Click the S o r t b y C o s t sheet tab. In the
Scale t o Fit g r o u p , change the W i d t h to
1 p a g e . Click cell C 1 3 . O n the H o m e t a b ,
in the Cells g r o u p , click t h e F o r m a t
b u t t o n , p o i n t to H i d e & U n h i d e , a n d
then click H i d e C o l u m n s . Use the same
t e c h n i q u e to hide c o l u m n G.
10. Select rows 40:70. In the Cells g r o u p ,
click the F o r m a t b u t t o n , p o i n t to
H i d e & U n h i d e , a n d t h e n click H i d e
R o w s . C o m p a r e y o u r screen with Figure 4 .
1 1 . Save [a] the workbook. Print o r s u b m i t the
file as directed by your instructor. Close
the w o r k b o o k , a n d then Exit Excel.
Done! You have completed Skill 10 of 10 and
your document is complete!
Rows 40:70
hidden
F i g u r e 4
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 291
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ A p p l y C o n d i t i o n a l C o l o r S c a l e s w i t h T o p a n d B o t t o m R u l e s
In addition to the conditional formats you have applied in
this chapter, you can apply color scales, which apply different
colors to the cells, and top/bottom rules, which format the highest
or lowest values.
In More Skills 11, you will apply the additional types
of conditional formats.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills ^ Use the Payment (PMT) Function
The PMT function calculates the periodic payment for any
loan given the loan amount, interest rate, and length of the loan.
When you borrow money from a bank, the amount charged for
your use of the borrowed money is called interest, and the interest
amount is included in the PMT function.
In More Skills 12, you will use the PMT function
to calculate various loan payments.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills ^ Create PivotTable Reports
A PivotTable report is an interactive way to summarize large
amounts of data quickly, to analyze numerical data in depth, and
to answer unanticipated questions about your data.
In More Skills 13, you will create a PivotTable report,
pivot the data, and then filter the data.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills Use Goal Seek
Goal Seek is a method to find a specific value for a cell by
adjusting the value of another cell. With Goal Seek, you work
backward from the desired outcome to find the necessary input to
achieve your goal.
In More Skills 14, you will use Goal Seek to determine
how much money can be borrowed to achieve a specific
monthly payment.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
292 Use Excel Functions and Tables | Microsoft Excel Chapter 4
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
K e y T e r m s
ARGUMENT 272
AVERAGE FUNCTION 272
CALCULATED COLUMN 286
COMPARISON OPERATOR 278
CONDITIONAL FORMATTING 280
CRITERIA 278
DATA BAR 281
EXCEL TABLE 286
FILTER 288
FIND AND REPLACE 282
FREEZE PANES 284
FUNCTION 272
IF FUNCTION 278
LOGICAL FUNCTION 278
LOGICAL TEST 278
MAX FUNCTION 274
MUM FUNCTION 274
NOW FUNCTION 282
S pa r k 1 i ne 281
STATISTICAL FUNCTION 272
TOTAL ROW 288
VOLATILE 283
O n l i n e H e l p S k i l l s
1 . START O Excel. In the u p p e r right corner of the Excel window, click the HELP
b u t t o n W. I n t h e HELP window, click the MAXIMIZE H | b u t t o n .
2 . Click in the search box, t y p e sparklines a n d t h e n click the SEARCH b u t t o n \p\. I n
t h e search results, click USE SPARKLINES TO SHOW DATA TRENDS. C o m p a r e y o u r
screen with F i g u r e 1 .
Use spjrklines to snow data trends
4 ti M A * * | P M M T » i
What a n ; spoiktirws?
F i g u r e 1
3. Read the article to see if you can answer t h e following: W h a t are s o m e benefits of
using sparklines c o m p a r e d to charts?
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 293
M a t c h i n g
M a t c h each t e r m in t h e second c o l u m n w i t h its correct definition in the
first c o l u m n by w r i t i n g the letter of the t e r m on t h e blank line in front of
the correct definition.
1 . A p r e w r i t t e n formula that p e r f o r m s calculations by using specific
values in a particular o r d e r or s t r u c t u r e .
2 . A c o l u m n in an Excel table t h a t uses a single formula that adjusts
for each row.
3 . T h e Excel function that adds a g r o u p of values a n d t h e n divides
t h e result by the n u m b e r of values in the g r o u p .
4 . In an Excel function, the values in parentheses used to p e r f o r m
calculations o r o p e r a t i o n s .
5. A type of function that s u m m a r i z e s a g r o u p of m e a s u r e m e n t s .
6 . T h e function that r e t u r n s t h e serial n u m b e r of the c u r r e n t date
a n d time.
7 . A n Excel function that d e t e r m i n e s the smallest value in a selected
range of values.
8 . A n Excel function that d e t e r m i n e s the largest value in a selected
r a n g e of values.
9 . T h e type of function that tests for specific conditions a n d typically
uses conditional tests to d e t e r m i n e w h e t h e r specified conditions
are TRUE o r FALSE.
1 0 . C o n d i t i o n s that you specify.
294 Use Excel Functions and Tables | Microsoft Excel Chapter 4
A A r g u m e n t s
B AVERAGE
C Calculated c o l u m n
D Criteria
E F u n c t i o n
F Logical functions
G MAX
H M I N
I N O W
J Statistical functions
M u l t i p l e C h o i c e
C h o o s e t h e c o r r e c t answer.
1 . This type of test has an o u t c o m e of TRUE o r
FALSE.
A. Logical
B . Rational
C. N o r m a l
2 . This function checks whether criteria are met a n d
r e t u r n s one value if TRUE a n d a n o t h e r value if
FALSE.
A. BRANCH
B. TRUE
C. IF
3 . After sorting, filtering, a n d totaling an Excel table,
an Excel table can be converted into this.
A. Link
B . Pane
C. Range
4 . This word describes a format, such as cell shading,
that is applied to cells when a specified condition is
t r u e .
A. Filtered
B . Conditional
C. Calculated
5. This word describes a function that is updated each
time the w o r k b o o k is o p e n e d .
A. Volatile
B . Changeable
C . Unstable
T o p i c s f o r D i s c u s s i o n
1. Think about current news stories, including sports
stories, and identify one or m o r e in which statistical
functions, such as AVERAGE, M I N , or MAX play an
important part. For example, w h e n reporting about
h o m e prices, the average home price is frequendy
quoted.
A s s e s s m e n t
6 . This c o m m a n d ensures that h e a d e r rows a n d
c o l u m n s r e m a i n visible w h e n a w o r k s h e e t is
scrolled.
A. Total Panes
B . Excel Panes
C. Freeze Panes
7. This term refers to related data organized in rows
a n d c o l u m n s that is m a n a g e d i n d e p e n d e n t l y from
o t h e r data in the worksheet.
A. Pane
B . Excel table
C . W i n d o w
8 . This c o m m a n d displays only the rows of a table
that meet specified criteria.
A. Filter
B . Standard
C. C h a r t
9 . This row displays as the last row in an Excel table
a n d provides s u m m a r y statistics.
A. Total
B. Sorted
C. Changeable
1 0 . These symbols are inserted into logical functions
to d e t e r m i n e w h e t h e r a c o n d i t i o n is t r u e o r false—
(<) a n d ( = ) , for example.
A. C o m p a r i s o n o p e r a t o r s
B. Mathematical o p e r a t o r s
C. Logical symbols
2. Sorting and filtering are two of the most valuable ways
to analyze data. If you were presented with an Excel
table containing names a n d addresses, what are s o m e
of the ways you might sort or filter the data? If you
were presented with an Excel table of a day's cash
transactions at your college's cafeteria, what are s o m e
ways you could sort, filter, a n d total?
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 295
S k i l l C h e c k Qwty&)
To complete this project, you will need the following file:
e 0 4 _ S u r p l u s
You will save your workbook as:
L a s t n a m e _ F i r s t n a m e _ e 0 4 _ S u r p l u s
1 . S t a r t Excel, a n d then o p e n the file e04_Surplus. Save the w o r k b o o k in the Excel
C h a p t e r 4 folder as Lastname_Firstname_e04_Surplus Insert the file n a m e in the
worksheet's left footer a n d the sheet n a m e in the right footer. Return to N o r m a l
view.
2 . Click cell B4, a n d t h e n o n t h e H o m e t a b , in the E d i t i n g g r o u p , click the S u m
b u t t o n . W i t h the insertion p o i n t in the function parentheses, select the r a n g e
F9:F48, a n d t h e n press (Enter]. W i t h cell B5 active, in t h e E d i t i n g g r o u p , click the
S u m b u t t o n a r r o w , a n d then click Average. Select t h e range F9:F48, a n d then
press (Enter). Using t h e s a m e range, in cell B6, e n t e r the M A X function. C o m p a r e
y o u r screen w i t h Figure 1.
3 . Select t h e range A4:B6. Point to t h e right edge of the selected range, a n d t h e n
d r a g t h e cells to D4:E6. W i t h the range still selected, in t h e F o n t g r o u p , click t h e
B o r d e r b u t t o n a r r o w , a n d t h e n click O u t s i d e B o r d e r s .
4 . In cell B4, type Surplus a n d t h e n merge a n d center the title in the range B4:C6.
In t h e A l i g n m e n t g r o u p , click the M i d d l e Align b u t t o n . Click t h e O r i e n t a t i o n
b u t t o n , a n d t h e n click A n g l e C o u n t e r c l o c k w i s e . Click the Fill C o l o r b u t t o n
a r r o w , a n d t h e n click the color in t h e f o u r t h row a n d sixth c o l u m n —
B l u e , Accent 2, L i g h t e r 4 0 % .
5. Click cell G 9 . O n t h e F o r m u l a s t a b , in t h e F u n c t i o n L i b r a r y g r o u p , click
Logical, a n d t h e n click IF. In the Logical_test box, t y p e E9="Yes" In t h e
Value_if_true box, type B9*F9 In the Value_if_false box, t y p e 0 a n d then click
O K . C o p y the function d o w n t h r o u g h cell G 4 8 , a n d then o n the H o m e t a b , in
the Styles g r o u p , click the Cell Styles b u t t o n a n d apply C u r r e n c y [0] to the
r a n g e . C o m p a r e y o u r screen with Figure 2 . —
• Continue to the next page to complete this Skill Check
296 Use Excel Functions and Tables | Microsoft Excel Chapter 4
7 A
Aspen Fads
C I T Y S U R P L U S MATERIALS A U C T I O N
Tcul Price Received
Average Price Receved
H.ghest Pnce Received
2003 Four Door Sedan
10 A/rpcnFuei Truck
11 2001 Commercial Mower
12 1996 Four Doer Sedan
13 1987 Spreader
14 1990 Power Washer
15 1990 Crew Cab Pickup
16 199a Pickup with Hoist
17 2003 Commeiclal Mow*
18 2001 Two Doct Sedan
19 1972BuMozer
20 1939 Two Doer Pickup
21 1995 Pickup
22 1992 Truck
23 2001 Passenger van
24 1987 Van
S 63 664
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Car Yes $ 5,360
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Truck MO S
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Mairterunce Yes 1 888
2 Vehicles
Car Yes t 3.722
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Mairtenance Yes s SOS
1 Uairtenance
Mairtenance No t
2 Vehicles
MairEerjnce Yes t • H I
1 Vehicles
Truck Yes t 1 722
1 Landscaping
Maintenance Y A I s 1,811
1 Vehicles
Car Y E S s 13 833 1 Vehicles I M A N A C A YES s 17.884
2 Vehicles
Truck Yes s 4570
2 Vehicles
Truck Yas s 4,891
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12 1993 Four Door Sedan 2 Vehicles Car Yas t 3722 t 7,444 13 1987 Spreader 1 Landscapirg Maintenance Yes s 505 $ 505
14 1990 Power Washer 1 Mairtenance Maintenance No s J
15 1990 Crew Cab pickup 2 Vehicles Maironarce Yas s 1.048 S 3298
18 1994 P,ckup M i Moist
1 Vehdes
Truck Yas t 1 722 I 1 722
17 2003 Commercial Mower 1 Landscaping
Mainienance Yes s 1.611 S 1.611
18 2001 Two Door Sedan 1 Vehicles Car Yes s 13,633 S 13.833
19 1972 5utoouf 1 Vehicles Ma rfenance Yat s 17.684 S 17864
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1969 Two Door Pickup
2 Vettdes Truck Yas s 4,570 S 9140
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22 1992 Truck 1 Vehicles Truck Yas s 5,224 T 5224
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24 1987 van
2 Vehicles
1 Verides
Car
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F i g u r e 2
I I •
6. Select cell A l . O n t h e H o m e t a b , in the E d i t i n g g r o u p , click the F i n d & Select
b u t t o n , a n d t h e n click Replace. In t h e F i n d w h a t box, t y p e Sedan In the R e p l a c e
w i t h box, t y p e ()ar a n d t h e n click Replace All. Click OK, a n d t h e n C l o s e the
dialog box.
7. Click cell A9. O n the View t a b , in t h e W i n d o w g r o u p , click t h e Freeze P a n e s
b u t t o n , a n d then click Freeze P a n e s .
8. Right-click the M a t e r i a l s List sheet tab, a n d t h e n click Move o r C o p y . In t h e
Move o r C o p y dialog box, click ( m o v e t o e n d ) , select the C r e a t e a c o p y check
box, a n d t h e n click OK. R e n a m e t h e new sheet tab as Price by Car
9. With t h e Price by Car w o r k s h e e t active, in t h e W i n d o w g r o u p , click the Freeze
P a n e s b u t t o n , a n d t h e n click Unfreeze P a n e s . O n t h e I n s e r t t a b , in t h e Tables
g r o u p , click the Table b u t t o n . Verify that t h e M y t a b l e h a s h e a d e r s check b o x is
selected, a n d t h e n click OK. O n the D e s i g n t a b , in t h e Table Styles g r o u p , click
t h e M o r e b u t t o n , a n d t h e n u n d e r Light, click Table Style L i g h t 17.
10. Click the Type filter a r r o w , a n d t h e n clear t h e (Select All) check box. Select t h e
C a r check box, a n d t h e n click OK. Click the Total P r i c e filter a r r o w , a n d t h e n
click S o r t Largest t o Smallest. O n the D e s i g n t a b , in the Table Style O p t i o n s
g r o u p , select the Total R o w check box. Click cell B49, click t h e a r r o w that
displays, a n d from the list, click S u m .
1 1 . Select t h e range F9:F48. O n t h e H o m e t a b , in the Styles g r o u p , click t h e
C o n d i t i o n a l F o r m a t t i n g b u t t o n , p o i n t to D a t a B a r s , a n d t h e n click the first
choice in the second r o w — O r a n g e D a t a Bar. Click cell A9, a n d t h e n c o m p a r e
— y o u r screen w i t h Figure 3 .
12. Create a copy of t h e Price by Car worksheet, a n d t h e n r e n a m e t h e new sheet tab
Pickups O n t h e D a t a t a b , in t h e S o r t & Filter g r o u p , click t h e Clear b u t t o n . Click
the I t e m filter a r r o w . In t h e Search box, type Pickup a n d t h e n click OK.
13. Right-click the sheet tab, a n d t h e n click Select All S h e e t s . O n the Page Layout
t a b , in t h e Page S e t u p g r o u p , click the O r i e n t a t i o n b u t t o n , and t h e n click
L a n d s c a p e . In t h e Scale t o Fit g r o u p , change t h e W i d t h to 1 p a g e .
14. Click the M a t e r i a l s List sheet tab, a n d t h e n in the Page S e t u p g r o u p , click the
P r i n t Titles b u t t o n . In the Page S e t u p dialog box, click in t h e Rows t o r e p e a t a t
t o p box, click row 8, a n d t h e n press (Enter).
15. Save the w o r k b o o k . Click the File t a b , a n d t h e n click the P r i n t t a b . U n d e r
Settings, click the b u t t o n , a n d then click P r i n t E n t i r e W o r k b o o k . C o m p a r e your
— w o r k b o o k with Figure 4 . Print or s u b m i t the file as directed by your instructor.
Close the w o r k b o o k . Exit Excel.
D O N E ! You hove completed the Skill Check
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 297
A s s e s s Y o u r S k i l l s 1
To complete this project, you will need the following file:
• e 0 4 _ W a t e r
You will save your workbook as:
• L a s t n a m e _ F i r s t n a m e _ e 0 4 _ W a t e r
1 . S t a r t Excel, and o p e n the file e04_Water. Save
t h e w o r k b o o k in the Excel C h a p t e r 4 folder as
L a s t n a m e _ F i r s t n a m e _ e 0 4 _ W a t e r Insert the
file n a m e in the worksheet’s left footer a n d the
sheet n a m e in the right footer. Return to
N o r m a l view.
2 . Click cell F4. From the E d i t i n g g r o u p , insert
t h e AVERAGE function using the range
F12.F41 as the a r g u m e n t . For each cell in
t h e range F5:F7, insert the a p p r o p r i a t e
S t a t i s t i c a l functions using the values in
c o l u m n G as t h e function a r g u m e n t s .
3 . In cell H I 2 , insert the IF function with the
following logical a r g u m e n t s . For the logical
test, check w h e t h e r the F a r m W a t e r result is
greater t h a n the MCL, TT, o r M R D L value in
t h e s a m e row. If the logical test is t r u e , Yes
s h o u l d display. If the logical test is false, N o
s h o u l d display. C e n t e r the result in the cell,
a n d t h e n copy the function d o w n t h r o u g h
cell H 4 1 .
4 . Verify that the range H 1 2 : H 4 1 is selected,
a n d then apply a H i g h l i g h t conditional
format that will display any cells that indicate
Yes f o r m a t t e d with Light Red Fill w i t h D a r k
Red Text.
5. C o n v e r t the range A11:H41 to an Excel table,
a n d then apply the Table Style Light 16 table
style.
298 Use Excel Functions and Tables | Microsoft Excel Chapter 4
6. Create a copy of the Water worksheet, a n d
t h e n r e n a m e the new sheet tab C h l o r i n e .
O n the Chlorine worksheet, filter the table to
display only the c o n t a m i n a n t C h l o r i n e For
t h e Excel table, display t h e Total Row. In cell
E42, display the AVERAGE, a n d t h e n in cell
H 4 2 , select N o n e . In cell A42, change t h e
title t o Average
7. Create a copy of the Chlorine worksheet, a n d
then r e n a m e the new sheet tab Farm Water
In t h e Farm Water worksheet, convert the
Excel table to a range, a n d then hide c o l u m n s
C and G. In cell A12, freeze the panes.
8. Click the W a t e r sheet tab. In t h e Excel table,
click the C o n t a m i n a n t s filter a r r o w , a n d
then click S o r t A t o Z. Select the range
D4:F7, a n d then apply a T h i c k Box B o r d e r .
Click cell A 4 3 , t y p e High Test Trend a n d
t h e n in cell A44, insert the N O W function.
9. Select the range G 1 2 : G 4 1 . Using the selected
range, insert a Line S p a r k l i n e in cell B43,
a n d then display its H i g h P o i n t .
10. Select all the worksheets. Scale b o t h t h e
W i d t h a n d H e i g h t to 1 page. Save y o u r
w o r k b o o k . Click the File t a b , click the P r i n t
t a b , a n d then c o m p a r e y o u r w o r k b o o k with
Figure 1. Print or s u b m i t the file as directed
by your instructor. Close t h e w o r k b o o k , a n d
then Exit Excel.
D O N E ! You hove completed Assess Your Skills 1
Figure 1
A s s e s s m e
A s s e s s Y o u r S k i l l s 2
Assess Your Skills 3 and 4 can be found at
www.pearsonhighered.com/skills.
To c o m p l e t e this project, you will n e e d t h e following file:
• e04_Roof
You will s a v e your workbook a s :
• L a s t n a m e F i r s t n a m e e04 Roof
1 / I 5 l
1
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Figure 1
1 . S t a r t Excel, a n d o p e n the file e04_Roof. Save
the w o r k b o o k in the Excel C h a p t e r 4 folder as
L astn ame_ F irstn ame_ e0 4 _ Ro o f Insert the
file n a m e in the worksheet’s left footer and the
sheet n a m e in the right footer. Return to
N o r m a l view.
2 . In the range B4:B7, insert the a p p r o p r i a t e
statistical functions using the a p p r o p r i a t e
ranges. Move t h e range A4:B7 to D4:E7.
3 . In cell A4, type Top Growth a n d then merge
and center the cell across the range A4:A7. In
the merged cell, apply M i d d l e Align, a T h i c k
Box B o r d e r , t h e Fill C o l o r D a r k G r e e n ,
Accent 4, L i g h t e r 6 0 % , a n d then change the
o r i e n t a t i o n to A n g l e C o u n t e r c l o c k w i s e .
4. In cell F10, insert the IF function with the
following logical a r g u m e n t s . For the logical
test, check w h e t h e r the Q u a n t i t y in Stock is
greater t h a n 20. If the logical test is true, No
sh o u ld display. If the logical test is false,
Reorder s h o u l d display. C e n t e r the result in
the cell.
5. Copy t h e function in cell F10 d o w n t h r o u g h
cell F68. In t h e range F10:F68, apply a
H i g h l i g h t conditional format that will
display any cells that indicate Reorder
formatted with L i g h t Red Fill.
6 . Find a n d replace all occurrences of G r o u n d
Cover w i t h H e r b
7. Convert the range A9:F68 to an Excel table,
a n d then apply t h e Table Style M e d i u m 12
table style. In cell G 9 , type Total Cost a n d
t h e n in cell G10, enter t h e f o r m u l a to
calculate the Cost Each multiplied by the
Quantity in Stock. In c o l u m n s A:G, AutoFit
the c o l u m n w i d t h .
8 . Scale the page W i d t h to 1 p a g e a n d the page
H e i g h t to 2 pages, a n d then set the titles in
row 9 to repeat o n each p r i n t e d page.
9. Create a copy of the worksheet, a n d then
r e n a m e the new sheet tab Plants O n the
Plants worksheet, filter the Excel table to
display t h e categories B u s h , Flower, a n d
Vegetation. Sort the table in alphabetical
order by I t e m .
10. Display t h e Total Row, and then in E69,
display the column’s SUM.
1 1 . Save your workbook. C o m p a r e your
w o r k b o o k with Figure 1 . Print o r s u b m i t t h e
file as directed by your instructor. Close t h e
w o r k b o o k , a n d then Exit Excel.
Done! You hove completed Assess Your Skills 2
Microsoft Excel Chapter 4 | USE EXCEL FUNCTIONS A N D TABLES 299
http://www.pearsonhighered.com/skills
A s s e s s Y o u r S k i l l s V i s u a l l y
To complete this project, you will need the
e 0 4 _ A r t
You will save your workbook as:
L a s t n a m e _ F i r s t n a m e _ e 0 4 _ A r t
O p e n the file e04_Art, a n d save the w o r k b o o k in
t h e Excel C h a p t e r 4 folder as L a s t n a m e _
Firstname_e04_Art A d d t h e file n a m e in t h e
worksheet’s left footer a n d t h e sheet n a m e in the
right footer. In t h e range E4:E7, apply a p p r o p r i
ate functions to calculate the results shown. In
c o l u m n F, use t h e I F logical function indicating
Insure for art with a value greater t h a n $50,000.
Apply c o n d i t i o n a l f o r m a t t i n g to t h e I n s u r a n c e
c o l u m n , as s h o w n in F i g u r e 1. Create a copy of
the w o r k s h e e t , a n d r e n a m e the new sheet tab
Paintings Convert the data to an Excel table, a n d
f o r m a t w i t h t h e Table Style Light 14. Filter t h e
table to show only the P a i n t i n g category, a n d
s o r t the table by L o c a t i o n . Insert the Total R o w
as s h o w n in F i g u r e 1. Save the w o r k b o o k . Print
o r s u b m i t the file as directed by y o u r instructor.
D e n e ! You hove completed Assess Your Skills Visually
300 Use Excel Functions and Tables | Microsoft Excel Chapter 4
following file:
A R T W O R K
If
5
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2 5 . 6 3 1
A R T W O R K
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t w i n
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Margaret Vobonl •apcn iBk. • s a a . I S O Aspen Fats Courthouse Pakitirsj >*J
Jennifer Gnjbe Aspen Feth In Gieen i 45,448 Atpen Fall Courthouse Painting No
Margaret Voters Autumn m Aspen Fa lb s S9J71 Duraneo County Center Painting M i r e
Becky Spietwl Dumiyjo Park Grew i 64 447 Durango County Center Satbture Insure
Becky Spies*! Durango Park View t U.794 Durango County Center Painting No
Margaret Vobom Atpen Fats WVnler s 41,377 Aspen Fah Courthouse SculphMt H)
Mergaret Voborfl Wetter In Atpen Falts s 25,631 Aspen Fags Courthouse Painting No
Usatunkee Atpen Lakes at Sunset s 59.387 Convention Center Painting assure
lissluitker Aspen lakei $ 71.663 Convention Center Sculpture INSURE
Jennlter Grube Aspen Fats ki Scarlet t 57,417 Convention Center Sculpture Insure
‘ , ‘ 1 ‘ . A*OI 1 Summer In Atpen Falk t 36,789 Aspen Fats Courthouse Painting No
Ourango Park lake i 68^37 Convention Center Panting Insure
Lsi Junker Aipen lakes al Dawn s 73.698 Dura ngo County Center Painting eaore
l i u Junker
Jemiler Grube
Aspen Lakes at hl|ht
Aspen Fats In Gold
s
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29,306
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Durango County Center
Cenvei i ouo Center
Panting
Painting
No
Insure
lledu; Spiegel Durango Pat k ChiUrm s 36.786 Aspen Fals Courthouse Painting No
Lisa . I – Aapen Lakes al Noon s 71.084 Aspen Fans Courthouse Painting Insure
Becky Spiegel Durango Park Witer s 43.139 Dura ngo County Center Painting No
Jennifer Grube Aspen Fats In Yellow s 71,935 Aspen Falls Courthouse Panting ktsur.
i«L7^AKN*_rtntia-i.r e04_aVtohx
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1 Maijairt Vobonl Springn Aspen Fals S Z4.487 Aspen tafc Courthouse Panting h u r t
jMargarel voborl Aspen falls in Blue S 48.1M Aspen Falls Courthouse Painting No
JenniFcr Grube Aspen Fasts In Green S 45.448 Aspen Fats Courthouse Painting Mi
Ma.ja.et Vobonl
Margaret vobonl
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Margaret vobonl kannter in Aspen Fafa i 36.789 Aspen Fats Courthouse Pimnruj No
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Lisa Junker Aspen Lakes at Noon S 71.084 Aspen Falh Courthouse Panting ntssrw
Jernlfer Grube ASPEN Fa3s in le»o» S 71.925 Atpen FatH Courthouse Piinon, •mure
Uta Junker Aspen lakes at Sunset S S9J87 Convention Center P.non, taste.
lledcy Spiegel Duraneo Park lake S 66,137 Convention Center Pakiont •near.
Jennifer Grubt Aspen Falk In Gold S 54.372 Convention Crnter Panonj taso,
M a r k e t Vccnrt Autumn In Atpen Fats S 59,571 Durango County Cemer Panting Insure
Ouiango Park V«w S 38,794 Durango County Center Panting NE>
Use Junker Aspen Lakes at Dewn 72.698 Durante County Center Painting tasurt
Lisa Junker Atpen Lakes at Fight 5 .•9300 Du.inap County Center Painting No
Beck, Scan* Ckaatwo Park Wa tar 5 43,139 Durango County Center Pantin, lea
l^uunie RU-RWRVE «04 Vt-.lu
F i g u r e
http://Ma.ja.et
http://Ma.ja.et
A s s e s s m e n t
S k i l l s i n C o n t e x t
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
e04_Schools
Y o u w i l l s a v e y o u r w o r k b o o k a s :
s L a s t n a m e _ F i r s t n a m e _ e 0 4 Schools
Open the file e04_Schools, and save t h e w o r k b o o k in y o u r Excel
C h a p t e r 4 folder as Lastname_Firstname_e04_Schools Add t h e
file n a m e in the worksheet’s left footer. View the worksheet, a n d
decide how best to summarize t h e data effectively. Add titles a n d
statistical functions similar to t h o s e you used in this chapter. In
column D, use a logical function to calculate whether a class
needs a Teacher Aide—a class needs a Teacher Aide if the class
size is greater than 30. Format t h e data as an Excel table, a d d a
total row, a n d sort the Excel table from largest to smallest class
size. Set t h e tides in row 12 to repeat o n each page. C o p y the
worksheet, a n d t h e n in t h e n e w worksheet, apply a filter to
display the classes that n e e d a teacher aide. R e n a m e t h e new sheet
tab with a worksheet n a m e that describes t h e filter. Save y o u r
w o r k b o o k , a n d t h e n p r i n t or s u b m i t the file as directed by y o u r
instructor.
D o n e ! You have completed Skills in Context
S k i l l s a n d Y o u
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w b l a n k Excel w o r k b o o k
Y o u w i l l s a v e y o u r w o r k b o o k a s :
” L a s t n a m e _ F i r s t n a m e _ e 0 4 _ B u d g e t
Do you ever try to figure out w h e r e your m o n e y goes? Make a list
of major spending categories, such as H o u s i n g , Transportation,
Food, Clothing, Entertainment, Gifts, Personal Care, a n d so o n .
Within each category, make a list of Types. For example, within
Clothing, you might have Work Clothes, Leisure Clothes, or
Special Occasion Clothes. Next, for a one-week o r a o n e – m o n t h
period, keep an exact record of every financial transaction you
make. In an Excel worksheet, use a new row for every transaction.
Record the a m o u n t a n d a description of t h e transaction, a n d
assign a type a n d a category. Use Excel’s table feature to sort
a n d filter y o u r i n f o r m a t i o n to see h o w m u c h you are s p e n d i n g
for specific types of expenses. Save y o u r w o r k b o o k as
Lastname_Firstname_e04_Budget a n d s u b m i t the w o r k b o o k as
directed by y o u r instructor.
D o n e ! You have completed Skills and You
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 301
W o r k w i t h D a t a b a s e s
a n d C r e a t e T a b l e s
• Microsoft Access is an application used to store, organize, access, a n d u p d a t e data.
• To build a database, you first save the database file a n d then create tables to store the information
you need.
Your starting screen will look like this:
{ACCRA AMTLVVIKROIRF^C^^*””*™”
OMR
A CU.
-UCopy
fjtuamt*
ci peova
E»tfmil O i t i C,f»bi!e Tools
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i:
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All Tables
Manager*
! 3 3 PhOMllIt
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‘ 3 DfOiftnenti Forn
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S K I L L S
r n y i j l a b
SKILLS 1 - 1 0 TRAINING
AT THE END OF THIS CHAPTER, YOU WILL B E
ABLE TO:
Skill 1 Open and Organize Existing Databases
Skill 2 Enter and Edit Table Data
Skill 3 Create Forms and Enter Data
Skill 4 Filter Data in Queries
Skill 5 Create, Preview, and Print Reports
Skill 6 Create Databases and Tables
Skill 7 Change Data Types and Other Field
Properties
Skill 8 Create Tables in Design View
Skill 9 Relate Tables
Skill 10 Enter Data in Related Tables
M O R E S K I L L S
More Skills 11 Compact and Repair Databases
More Skills 12 I m p o r t Data from Excel
More Skills 13 Work with the Attachment Data Type
More Skills 14 Work with the Hyperlink and
Yes/No Data Types
302 Work with Databases and Create Tables | Microsoft Access Chapter 1
A c c e s s
Outcome
Using the skills listed to the left will enable you to create
database objects like this:
GauMjfnc
1 an H u m
1 Ponr«n Drewnj.
DesokrUon OtHlenftrt C M
$15 00
S 4 S »
P h o n e U s t T u n o n . f i 24. 2012
B J 3 0 4 P V
Fra M M Ust - tamo PTiWe
riaacrie s m m t f Parks end Recreate- (KrS) 555-1357
Jerod Grundy Pan* and I B I U J (S05) 555-1408
Amado PcOJnellr Parka and Recitation (805)5551417
L u l l
lotfne
Kjtn
OMty
Parka and Recreetix
Pa/fca and Recreation
(805) 555-1410
(805)555-1153
Booker Berne Parka and Recreation (805)555-1350
lr.ing Slravo Parks and Recreation (805) 555-1310
Duncan
Javrat
Owenf,
Dtwwatina-*an
Partrj and Recreation
Parks and Reel ••Ion
(805)555-1112
(805)555-1111
Mcoiciu Ronald Partes and Recreation (805)555.1031
Naaey Bamtourl Parks end Recreation (805) 555-1403
Your Kama Parks and Recitation (805)555-1387
You will save these
databases as:
L a s t n a m e _ F i r s t n a m e _ a O 1 _ C l a s s e s
L a s t n a m e _ F i r s t n a m e _ a O 1 . M a n a g e r s
Microsoft Access Chapter 1 | Work with Databases and Create Tables 303
In this chapter, you will create documents for the Aspen Falls City
Hall, which provides essential services for the citizens and visitors of
Aspen Falls, California.
I n t r o d u c t i o n
• A single Access file c o n t a i n s m a n y objects, i n c l u d i n g tables, f o r m s , q u e r i e s ,
a n d r e p o r t s . Each o b j e c t h a s a special p u r p o s e t o h e l p y o u s t o r e a n d t r a c k
i n f o r m a t i o n .
• W h e n y o u create a d a t a b a s e , y o u first d e t e r m i n e t h e p u r p o s e of t h e d a t a b a s e .
You can t h e n p l a n h o w t o o r g a n i z e t h e i n f o r m a t i o n i n t o t a b l e s .
• W h e n y o u create tables, y o u assign p r o p e r t i e s t h a t m a t c h h o w y o u i n t e n d to
e n t e r d a t a i n t o t h e d a t a b a s e .
• After c r e a t i n g t a b l e s , y o u establish t h e r e l a t i o n s h i p s b e t w e e n t h e m a n d t h e n
test t h o s e r e l a t i o n s h i p s b y a d d i n g s a m p l e d a t a .
• After t h e table r e l a t i o n s h i p s are tested, y o u are r e a d y to a d d f o r m s t o e n t e r
d a t a , b u i l d q u e r i e s t o search for specific i n f o r m a t i o n , a n d create r e p o r t s to
display t h e i n f o r m a t i o n y o u n e e d .
304 Work with Databases and Create Tables | Microsoft Access Chapter 1
T I M E TO C O M P L E T E ALL
1 0 SKILLS - 5 0 TO 7 5 M I N U T E S
Student data file needed
for this chapter:
• a 0 1 _ M a n a g e r s
Find your data files here:
^ ^ r \ 3 » l J " tM.access • chipterOl P i
0 r c j a n n e ^
«, Pictures
B Videos
Homegroup
RP Compute*
i i , Locil Disk (C)
r j j Backup Drive (ft)
O DVD RW Drive (fc) sfsofficelt
I - 01_student_ttjta_files
, . 01_comrnori_features
, . 02_word
J. 03_e*cel
j . 04_«ccess
, . chapterOl
I . chapter 02
, . ch»pt«_03
| chapterJM
i. 05_powerpoint
_ US8 DRIVE IF:)
File name
• Files Currently on the Disc (4)
© «01 .Classes
3) aOl.Managers
i3J afll.Schedule
afll Students
4 / 2 4 / 2 0 1 0 3:53 P M
5 / 7 / 2 0 1 0 5 : 4 7 P M
5 - 7 / 2 0 1 0 6 : 5 3 P M
5 / 7 / 2 0 1 0 6 : 4 7 P M
- | All Files
Tools »
Ready
Microsoft Access Chapter 1 | Work with Databases and Create Tables 305
I 1 : O p e n a n d Organize Existing Databases
• A database is a s t r u c t u r e d collection of
related i n f o r m a t i o n a b o u t p e o p l e , events,
a n d t h i n g s .
4 .
5 .
6 .
1 . Click the S t a r t b u t t o n © . F r o m t h e S t a r t
m e n u , locate and t h e n click M i c r o s o f t
Access 2010. If necessary, Maximize U H U
t h e w i n d o w .
2 . If necessary, insert the S t u d e n t C D that
c a m e w i t h this b o o k .
3. O n t h e left side of the Backstage, click
O p e n . In t h e O p e n dialog box,
navigate to y o u r s t u d e n t data files a n d
display the s t u d e n t files for this chapter.
Select a 0 1 _ M a n a g e r s , a n d t h e n click the
O p e n b u t t o n . C o m p a r e y o u r screen with
Figure 1.
A security warning may display so that
you can verily that the database file came
from a trusted source. In the Navigation
Pane, several database objects are listed.
Click t h e File t a b , a n d then click Save
D a t a b a s e As. In the Save As dialog b o x
navigation p a n e , display t h e file list where
y o u are saving y o u r files.
In t h e Save As dialog box, click N e w
folder, type Access C h a p t e r 1 a n d t h e n
press [Enter) two times. In t h e File n a m e box,
using your own n a m e , n a m e t h e file
Lastname_Firstname_aO 1 _Managers
C o m p a r e your screen with Figure 2, a n d —
t h e n click Save.
If t h e Security W a r n i n g message displays,
click t h e Enable C o n t e n t b u t t o n .
Continue to the next page to complete the skill ^
Security Warning
message (yours
may not display)
Objects in
Navigation Pane
Enable Content
button
AM Tables - «
Srsrrft-
Menaoen *
; f l FtvenetHl
Departments *
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"ii Department; Fcra
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Heist Create ErttmalCltt Database Toali
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306 Work with Databases and Create Tables | Microsoft Access Chapter 1
SKILL 1 : O p e n a n d Organize Existing Databases
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Navigation Pane
organized by
object type
F i g u r e 3
COMMON Access D a t a b a s e Objects
Object Purpose
Table Store the data in rows and c o l u m n s .
Form Enter new records, delete records, or update existing
records.
Query Display a subset of the data in response to a specific
question.
Report Display table data or query results on the screen or in printed
form.
Macro Store a sequence of c o m m a n d s that can be performed as
one task.
7. Click the N a v i g a t i o n P a n e a r r o w SI a n d
then, in the list, click M a n a g e r s to list only
t h e objects related to the Managers data.
The Navigation Pane can display the objects
by type. Database objects—or objects—are
the basic parts of a database that you work
with. Here, two tables, a query, a form, a
report, and a macro are listed.
8. Click the N a v i g a t i o n P a n e a r r o w [©], a n d
then, in the list, click O bject Type.
C o m p a r e y o u r screen with F i g u r e 3 .
Database objects work together to provide
a database management system (DBMS)—
software used to manage and interact
with the database. The purpose of each
database object is summarized in the table
in F i g u r e 4 .
9. In the N a v i g a t i o n P a n e , u n d e r F o r m s ,
double-click D e p a r t m e n t s F o r m to o p e n
t h e form.
10. In the N a v i g a t i o n P a n e , u n d e r R e p o r t s ,
double-click D e p a r t m e n t M i s s i o n s to
o p e n the report.
1 1 . In the u p p e r – r i g h t c o r n e r of the
D e p a r t m e n t M i s s i o n s r e p o r t , click t h e
Close 0 b u t t o n .
12. In the u p p e r – r i g h t corner of D e p a r t m e n t s
F o r m , click the Close [B] b u t t o n .
In this manner, database objects are opened
and closed.
13. Leave t h e database o p e n for the next skill.
• You hove completed Skill 1 of 10
F i g u r e 4
Microsoft Access Chapter 1 | WORK WITH DATABASES A N D CREATE TABLES 307
Enter a n d Edit Table Data
• Databases store information in tables by
o r g a n i z i n g data i n t o rows a n d c o l u m n s .
• You can o p e n tables to view the data that it
stores a n d t h e n m a k e changes t o that data.
1 . In t h e N a v i g a t i o n P a n e , u n d e r Tables,
double-click the M a n a g e r s table to o p e n
t h e table.
2 . Click t h e S h u t t e r B a r O p e n / C l o s e
b u t t o n («] to close t h e N a v i g a t i o n P a n e ,
a n d t h e n c o m p a r e y o u r screen with
Figure 1 .
The table—the database object that
stores the data—opens in Datasheet view. A
datasheet displays records in rows and fields
in columns similar to a Microsoft Excel
spreadsheet. A record is the collection of
related information that displays in a single
row of a database table, and a field is a set
of common characteristics around which a
table is organized.
3. P o i n t to t h e right of the P o s i t i o n c o l u m n
header. W h e n t h e \±\ p o i n t e r displays,
double-click to resize the c o l u m n width
automatically to fit its c o n t e n t s .
4 . O n t h e Q u i c k Access Toolbar, click
Save [Bj. C o m p a r e your screen with
Figure 2 .
With Access objects, design changes should
be saved. Here, the wider column settings
are saved.
5. I n t h e First N a m e c o l u m n of the first
r o w — t h e First N a m e field in the first
record—double-click Jake to select t h e
value, a n d then type lack Press (Enter) to
accept the change a n d move to the next
field.
Continue to the next page to complete the ski
Field names
Navigation Pane
Shutter Bar
Open/Close button
C i n l f 0 it scute Tcdj
M S S S M
fitlit Tabic
Records in rows
A cm
lacop,
* PFMMTMM
Cooosrd
31 AHendlng “«*; Selection-
*1 >-> rending ‘f”}Atf.Anced •
F i g u r e 1
3 Uensgos
Manager ID
-HI Rep-Jlt Calibf!
« .G.T.- » / M\F Save 5p«
X Delete – J Mw A – * & • U
• ‘ F i n : Nam*
1 Jake
– Last Name •
R u l l
Department
Community Services
Position – office
Community servio 122C
Phone – V ^ to Add •
(80S) 555-1010
2 Tad
3 Thelma
Opcic
Perkins
PARKS and Recreation
Finance
Grounds Supervtso 416
Risk Management – 240A
|S0S) 555-1479
(805) 555-1024
4 Natacha Shreffler Parks and Recreation Building Supervlso 418 1805)555-1357
5 lerroa Grundy Parks and Recreation Property Acquisitic 428 |805) 555-1408
6 Ann McCoy City Clerk City Clerk 110 1805) 555-1009
7 Deborah ; Davidson City Management Public Information 214 (805) 555-1025
8 Amado Pettlnelll Parks and Recreation Outdoor Recreatlo 440 |805) 555-1417
9 Eugene Garner City Management Benefits Specialist 233 (805) 555-1020
10 Maria Martinet City Management City Manager 210 (805) 555-1005
11 Richard Mack City Management Assistant City Man. 212 (805) 555-1005
12 Leah Kim Parks and Recreation Parks and Recreate 412 1805)555-1410
13 Lomne Deely Parks and Recreation Community Center 434 (805) 555-1153
14 Broker Bertie Parks and Recreation Aquatics Supervise 432 (805) 555-1350
15 Kennelh Avery I I Services I I Services Directoi 562 (805) 555- 1CSS
16 Donald Norrls Public Works City Engineer 115 (805) 555-1021
17 Janet Natal Finance Finance Director 2403 |805) 555-1014
I S Irving Siravo Parks and Recreation Capital improveme 426 (805) 555-1310
19 Evelyn Stone City Management Human Resources > 232 (805| 555-1016
20 Diane Payne Public Works Public works Direc 3C8 1805) 555-1023
21 Duncan Chueng Parks and Recreation Park Operations M 414 |S05) 555-1112
22 Todd Austin Community Services Tounsm Director 1223 (805) 5S5-102S
23 Javier Dewaratanawan Parks and Recreatron Organized Sports 5 444 (805) 555-1111
24 Jacquetta Ronald Parks and Recreation Planning and Oesij430 |805| 555-1031
25 Neely Ramsburg Parks and Recreation Design and Develo 420 (605)555-1403
EfCtno” M
Datasheet view
Hum loci i D A & \T
Position column
widened
!•”-•> Dst* Diticite Toy Fields
\~W *J Attending Selection –
‘ H Oficendmo ‘̂ )Ad>snted •
£ Totals
y spetlno
• 3
RecUce CalrtJ
Oo to • B
4 Select • A ‘
D 5
F i g u r e 2
id Sen i Fi.-.f Recordt Find ten Forrr.in.no
_ I d Office • First N a m e
5 ikt
Last N a m e •
R u n
Department
Community Services
‘ Position
Community Services Director 122C
Phone • O k * to Add
[805)555-1010
2 Tad
3 Thelma
Cipdc
Perkins
DARKS and Recreation
Fin.] nee
Grounds Supervisor
Risk Management Specialist
416
240A
(805) 555-1479
(805) 555-1024
4 Natacna Shreffler Parks and Recreation Building Supervisor 418 (805) 555-1357
5 Jerrod Grundy Parks and Recreation Property Acquisition Supervisor 428 (805) 555-1408
6 Ann McCoy City Clerk City Clerk 110 |S05| 555-1009
7 Deborah Davidson City Management Public Information Specialist 214 (805) 555-1025
8 Amado Pettlnelll Parks and Recreation Outdoor Recreation Supervisor 440 (805) 555-1417
9 Eugene Garner City Management Benefits Specialist 233 (805) 555-1020
10 Maria Martinet City Management City Manager 210 (805) 555-1005
11 Richard Mack City Management Assistant City Manager 212 (805) 555-1005
12 Leah Kim Parks and Recreation Parks and Recreation Director 412 (605) 555-1410
13 Lorrlne Deely Parks and Recreation Community Center Supervisor 434 (80S) 555-1153
14 Booker Berhe Parks and Recreation Aquatics Supervisor 432 (805) 555-1350
15 Kennelh Avery IT Services IT Services Director 562 (805) 555- 10S8
16 Donald Noms Public Works City Engineer 115 (80S) 555-1021
17 Janet Neal Finance Finance Director 240B (805) 555-1014
18 Irving Siravo Parks and Recreation Capital improvement Supervisor 426 (805) 555-1310
19 Evelyn Stone Cry Management Human Resources Director 232 (805) 555-1016
20 Diane PAYNE Public Works Public Wo:ks Director 306 (805) 555-1023
21 Duncan Chueng Parks and Recreation Park Operations Manager 414 (805)555-1112
22 Todd Austin Community Services Tourism Olrector U 2 B (805) 555-1028
23 Javier Dewaratanawan Parks and Recreation Organized Sports Supervisor 444 (805) 555-1111
24 Jacquetta Ronald Parks and Recreation Planning and Design Supervisor 430 (80S) 555-1031
25 Neely Ramsburg Parks and Recreation Design and Development Manage 420 18051 555-1403
(New)
308 WORK WITH DATABASES A N D CREATE TABLES | Microsoft Access Chapter 1
http://Forrr.in.no
SKILL 2: Enter a n d Edit Table D a t a
-.4
view JMMM
G.p&cifd
ii Citl C i . i M i f T«J) FlcWl T*=f
. Attending V / S t ^ c t – o n – Sj mm Hew X ToUll REPUTE CtUibn
‘ iiOtmnAng QMftfKfd. • i f l l M ^ Spelling * » G o t o – B /
Filler , Rfreih Find , . „
l ^ f t M O H S w l / T – ; ; – l – (•:-. All- A Ottttt • • M O l t * « S«led – A ‘
Sort C< Farter Recordi find ;
urn*™* ~-SI
B IFF "
- First Name Last Name Department Position Office Phone
2 Tad Clpclc Parks and Recreation
Ceil W i l l i S l I I I L e l D l l L L l U I
Grounds Supervisor 416
(OOD) OliD 1019
(805) 555-1479
3 Thelma Perkins finance Risk Management Specialist 24QA (805) 555-1024
4 Natacha Shrelfler Parks and Recreation Building Supervisor 418 (805)555-1357
5 jerrod Grundy Parks and Recreation Property Acquisition Supervisor 428 (805) 555-1403
6 Ann McCoy City Cleik City Clerk 110 (80S) 555-1009
7 Deborah Davidson City Management Public Information Specialist 214 (805) 555-1025
8 Amado Pettlnelll Parks and Recreation Outdoor Recreation Supervisor 440 (805) 55S-1417
9 Eugene Garner City Management Benefits Specialist 233 (805) 555-1020
10 Maria Martinez City Management City Manager 210 (805) 555-1005
X I Richard
12 Leah
Mack
Kim
City Management
Parks and Recreation
Assistant City Manager
Parks and Recreation Director
212
412
(805)555-1005
(805) 555-1410
13 Lorrine Deely Parks and Recreation Community Center Supervisor 434 (805) 555-1153
14 Booker Be the Parks and Recreation Aquatics Supervisor 432 (805) 555-1350
15 Kenneth Avery IT Services IT Services Director 562 (805) 555- 1038
16 Donald N o r m Public works City Engineer 115 (805) 555-1021
17 Janet Neal finance Finance Director 240B |805) 555-1014
18 Irving Siravo Parks and Recreation Capital Improvement Supervisor 426 (SOS) 555-1310
19 Evelyn Stone City Management Human Resources Director 232 (805)555-1016
20 Diane Payne Public Works Public Works Director 308 [805) 555-1023
21 Duncan Chueng Parks and Recreation Park Operations Manager 414 1805) 555-1112
22 Todd Austin Community Services Tourism Director 122B (805) 555-1028
23 iairler Dewaratanawan Parks and Recreation Organized Sports Supervisor 444 (605) 555-1111
24 Jacquetta Ronald Parks and Recreation Planning and Design Supervisor 430 (805) 555-1031
25 Meely Ramsburg Parks and Recreation Design and Development Manager 420 1805)555-1403
• Click to Add •
,'. UeHtai Kerdl
Dataintct view tkjalock . Q A O. M
First Name
value changed
Record for
Richard Mack
active
F i g u r e 3
DEPARTMENT POSITION OFFICE PHONE
C o m m u n i t y Services Development Director 122A ( 8 0 5 ) 5 5 5 - 1 0 1 5 F i g u r e 4
6. Click anywhere in t h e 11th r o w — t h e
record for Richard Mack. C o m p a r e y o u r
screen with F i g u r e 3.
When you change data, the new data is
saved automatically when you click or
navigate to a different record. Here, the new
name entered in the previous step has been
saved.
7. With t h e record for Richard Mack active,
o n the H o m e t a b , in t h e R e c o r d s g r o u p ,
click the D e l e t e b u t t o n a r r o w , a n d t h e n
click D e l e t e R e c o r d . Read t h e message
that displays, a n d t h e n click Yes.
8. In the lower-left c o r n e r of the datasheet,
click the New ( b l a n k ) r e c o r d b u t t o n Q to
move to the datasheet append row—a
blank row in which a new record is
entered.
9. Press [Biter) to move to the F i r s t N a m e
c o l u m n , a n d then watch the M a n a g e r I D
c o l u m n as you type Julia
Manager ID is an AutoNumber—a field that
automatically enters a unique, numeric
value when a record is created. The number
is assigned as soon as you begin adding data
to a new record. Once an AutoNumber value
has been assigned, it cannot be changed.
When your AutoNumber values differ from
the ones shown in figures, do not try to
change yours to match.
10. Press [Biter] to m o v e to the Last N a m e
c o l u m n , type Wagner a n d then press [Enter].
Repeat this t e c h n i q u e to enter the data
shown in F i g u r e 4 .
1 1 . W h e n you are d o n e , press [Biter] to move to
a new a p p e n d row a n d to save the record.
Close 1̂ 1 the table.
You have completed Skill 2 of 10
Microsoft Access Chapter 1 | Work with Databases and Create Tables 309
• SKILL 3 : Create Forms a n d Enter Data
• Access forms are created so that you can
modify or add to the data stored in tables.
1 . O p e n [»] the N a v i g a t i o n P a n e . If
necessary, in the Navigation Pane, u n d e r
Tables, click M a n a g e r s o n e time to
select it.
2 . O n t h e C r e a t e t a b , in the F o r m s g r o u p ,
click t h e F o r m b u t t o n to create a form for
t h e M a n a g e r s table. C o m p a r e your screen
w i t h Figure 1 . If necessary, close the
P r o p e r t y Sheet @.
The Form tool creates a form for the table
that you selected in the Navigation Pane.
3. Click Save [5], a n d t h e n , in the Save As
dialog box, accept the suggested n a m e
for t h e form by clicking OK. In the
N a v i g a t i o n P a n e , notice t h a t the
M a n a g e r s form is listed u n d e r F o r m s .
4 . O n the D e s i g n t a b , in the T h e m e s g r o u p ,
click t h e T h e m e s b u t t o n . In t h e T h e m e s
gallery, p o i n t t o — d o n o t c l i c k — t h u m b
nails to see their Live P r e v i e w . U nder
B u i l t - i n , click t h e t h i r d t h u m b n a i l —
A n g l e s — t o apply t h e t h e m e .
5. O n t h e D e s i g n t a b , in the Views g r o u p ,
click t h e View b u t t o n to switch to F o r m
view. Click Save (S] to save t h e design
changes, a n d t h e n c o m p a r e y o u r screen
w i t h Figure 2.
Most forms use the single form layout, a
layout that displays one record at a time.
Here, the form shows the first record from
the Managers table. The navigation bar in
the lower-left corner of the form is used to
move to other records.
Continue to the next page to complete the skill ^
Managers table
selected
Managers form
Angles theme
applied
Navigation bar
F i g u r e 2
1 S S R : W » ^ « A
F i g u r e 1
: r - ; 1 - Enems; DELS D!!ib»!f Tocn C-;.GM
] Colon -
- mm ^,„00
• M J ! JUL? 8 HI - ,: a -
• AIM J J O N E AND TIME » , „ „ , HI,,
DD billing Property
- I Access Objects
Stttal
Tables
BL Department,
"13 Manager.
HJ3 prtaneuit
3 Department. Form Reports
HI Department Mi mom
ejpert Phone
m Managers
STKAMT NEK
. . • ' ' . I T : R U U
GAP.T.NK:-.-, I Community Services
: PQTBUM
! ANTE*
I Comm: unity Services Director
Record M 1 0 U S
HUM Lock | C3 O *
A T ^ K ^ M E A A W
Hoi»e ; Create Lr.einal OKI
T«F!NLM«̂ KNAME_j01_MAN»g«J: Database (ACCRN 7TXN)™L*CRCNON ACCW,"
DILJOLIF Toots
"."f 11 Ascending Selection • ' j . a l i i . EMAIL ^ ! , , Reelace
- ' -i»Copy
CBAJAAJAJ
GO to * a i M fflifz . t _ J
4 S««O- A • V • •>– P 3B 3D 3JJ
Find led Formatting
All Access Objects
secrets.
Tables
3 Oepjrtmenti
*H] Ltaniflert
Qneries
*5 Pnone LM
23 Department, Form
.̂ sl Managers
Reports
HI Oepuuunl Mniiom
mam
c~2 Eaport Phone Humbert
“”1 MANAGERS
MIININJIT IN [
FAST .:• JACK
LAST \ane RUT!
DEPAITMENI J COMMUNITY SERVICES
POSIMN ; COMMUNITY SERVICES DIRECTOR
OTF-CE 1122C
PLWNE (0)5) 555-1010
H U A T O U L I L I :
310 Work with Databases and Create Tables | Microsoft Access Chapter 1
SKILL 3 : C r e a t e Forms a n d Enter D a t a
• Ll
S;-t(i’du» I U I O I O I rind Tt»t Fare man;
Al Acctst Oojtcti
FSNXI ”
TMRNT *
3 Oroirliirrti !.•.».•.• !«••.
*
p n m L a t
hm *
3 Drpinjutn!-. To.” ^ 1-iantc.i!
t
U D.p.rtm.n! Uir.iom
para
2 FIPORT P N C N * H U N T M I I
“~1 Managers
fas’- MMM
Last Name
Qcparr’r.er: .
MM
Office
Pnone I
STMT, X < S of 25 fctol , sti.cn
(New) indicates
an AutoNumber
field
New blank
record
. . " • l o o a s « F i g u r e 3
Field Value
Manager ID (Accept AutoNumber value)
First Name Your first n a m e
Last Name Your last n a m e
Department Parks a n d Recreation
Position Art School Supervisor
Office 442
Phone ( 8 0 5 ) 5 5 5 - 1 2 8 7 F i g u r e 4
6 . O n the Navigation bar, click the Next
record b u t t o n 0 to move to the second
r e c o r d — r e c o r d 2 of 2 5 .
7. In the Records group, click the Delete
button arrow, and t h e n click Delete
Record. Read t h e message that displays,
a n d t h e n click Yes to remove the record
for Tad Cipcic from the Managers table.
8. O n t h e Navigation bar, click the New
(blank) record b u t t o n Q to create a
new record. C o m p a r e y o u r screen with
F i g u r e 3 .
9 . Click in the First Name text box, a n d t h e n
type y o u r own first n a m e . Using [Biter] to
m o v e to each field, e n t e r t h e data shown
i n F i g u r e 4 .
10. With the insertion p o i n t still in the Phone
field, press [Tab],
Pressing [Enter) or [Tab] when you are in the
last field of the last record creates a new,
blank record.
11. Press (Enter), a n d then type Kevin Press (Esc),
a n d notice that the record r e t u r n s to a
blank record.
You can cancel entering data into a new
record by pressing (Esc). This technique is
helpful when you are entering data into a
record, and you need to start over.
12. Close H t h e Managers form.
Recall that data is saved automatically as you
complete each record. Access had already
saved the data that you entered, and it did
not ask you to save changes when you closed
the form.
You hove completed Skill 3 of 10
Microsoft Access Chapter 1 | Work with Databases and Create Tables 311
http://sti.cn
• A query displays a subset of the data in
r e s p o n s e to a specific q u e s t i o n .
• Q u e r i e s are modified in Design view—a
view in which the s t r u c t u r e a n d behavior of
Access database objects are m o d i f i e d — a n d
they display their results in Datasheet view.
1 . In the N a v i g a t i o n P a n e , u n d e r Q u e r i e s ,
double-click P h o n e List to o p e n t h e q u e r y
datasheet. C o m p a r e your screen with
Figure 1 .
Q U E R I E S D I S P L A Y T H E S U B S E T O F D A T A I N
D A T A S H E E T V I E W . H E R E , T H E Q U E R Y D I S P L A Y S
T H E R E C O R D S O F T H E F O U R C I T Y M A N A G E M E N T
D E P A R T M E N T M A N A G E R S F R O M T H E M A N A G E R S
T A B L E .
2 . In t h e Views g r o u p , click t h e u p p e r half of
t h e View b u t t o n to switch to D e s i g n view.
C o m p a r e your screen with Figure 2 .
T H E U P P E R H A L F O F T H E Q U E R Y T A B — T H E query
design workspace—LISTS T H E A V A I L A B L E T A B L E S
A N D FIELDS T H A T T H E Q U E R Y S H O U L D U S E . T H E
L O W E R H A L F O F T H E Q U E R Y T A B — T H E design
grid—LISTS T H E FIELDS T H A T W I L L D I S P L A Y I N T H E
Q U E R Y R E S U L T S .
I N A C C E S S , criteria A R E T H E C O N D I T I O N S U S E D T O
S E L E C T T H E R E C O R D S T H A T Y O U A R E L O O K I N G F O R .
H E R E , T H E D E P A R T M E N T FIELD M U S T E Q U A L T H E
T E X T City Management
• Continue to the next page to complete the skill ^
PHONE LIST QUERY
FOUR RECORDS IN
DATASHEET VIEW
QUERY DESIGN
WORKSPACE
DESIGN GRID •
CRITERION •
F i g u r e 2
312 Work with Databases and Create Tables | Microsoft Access Chapter 1
D . T . W I . A I I E I . ' J O O ? ) • M K T M O U A T R M ' • «"Ui
F i g u r e 1 " " " "
O F J I E L . 1 R M * L CUT C A T A M L E TOCLI
* CUT ^ P T * | IIIENRFCOG 'tj SELECTION -
- J C C P , I L D T H T N D K M B M R A N C M '
Futei .
I TOTJL.
TF" SETTLING
R E » : > ; E C A M M
A n . ) < DELETE - 3 M E R E 1
a it Y E -i
:• St- E 5
Al A C C E S S O B J E C T S
SFAROL.
T A B L E S
~l H U B
~3 M A N A G R N
0 > C R I C ,
T 5 P H O N E H I T
ZH DEPARTMENTS F O
3 M A N A G M
Hi D E P A N N T N T L.TIIIIONI
2 U P O N PHONE NUMBERS
5 E T A E A L W
FIRST N A M E – L A S T N A M E
E U G E N E
M A R I A
E V E L Y N
M A R T I N I
S T O N E
Department
City Management
C I T Y M A N A G E M E N T
G T Y M A N A G E M E N T
C I T Y M A N A G E M E N T
Phone
( K B | 555-1025
( 8 0 5 ) 5 5 5 – 1 0 2 0
( 8 0 5 ) 5 5 5 – 1 0 0 5
( 8 0 5 ) 5 5 5 – 1 0 1 6
maalool U R T S – L L
M O M CRCME I R T E M U D M S D S U E « T « T O O J I Ctujn
! H a ! +! 1 fE * ! ™ _ *3 I & K M N L C C L U N M
I P I U . T N I O U Q R I 1 — 1 <>A: ~z~ V DELETE COIU»NI»
B_£ DJHJ DTF.N4.OFI T»CL< £ V B . . A D E . ^ ( R E T U R N ALL
C X * * T Y SETUP
IT *T P * O P « T Y SHEET
A J ACCESS OBJECTS
TEA.
C 3 DEPARTMENTS
I D M U T A G E N
Q M R I E S
•51 PHOOELLIT
3 ) DEPARTMENT, FO
3 M A N . G E N
Hi OEPANMRNL M L I U C N T
3 F IPORT P N O N E N U M E M
MANAGERS
MANAGER I D
F E I L N A M *
LAMNAARE
DEPARTMENT
P O M W I
O M C E
R*»ONE
N E A T
TABLE:
SORT
S H O «
E N T E R *
Q U A N A M E
MANAGERS
D ' O I N I E R N L
MANAGER!
- C E > MANAGEMENT’
• A
http://Dtf.n4.ofi
SKILL 4 : Filter D a t a In Queries
| Hone Create Ertemal Oats OltlBilt Tool! Dcilgn
“listi^NETS^^ A S
N ! S P L A T . ! A m
View Run s u m Make Append Uodate CroiiteB Delete ,
Table bdOiHOeltn«ion
Retuttt Que-/T>pe
MATILITN TeWeS s
3 Depenmentt
3 Manager!
Queoes * 1
5 Phone Uit
Forms »
T ) Department! Form
3 Menagen
Report! *
UL Depertieenl Minion!
Macros St
2 Esport Phone Kumoeri
Irmrt Rowi | Iniert Column,
i > Delete R>m Delete Columns
^B«,Wd«t ^1 Return Ml
Query Setup
Totih Pjnmcten
1
•Jf Property Sheet
3 T . . – N . – . S
1 Manager ID
First Kane
Ult Hesse
Department
Poirtion
Office
Phanc
Field:
Tetilr
Sort:
Show
Otters*
Fitit Heme
Msnsget!
Ult Heme
. Managers
| Department
;Marseg«rs
Phone
Marvegirs
•
Huea lock R b 3 — £
Pointer used to
change column
widths
New text criterion
with quotation
marks
F i g u r e 3
ER^emt_.m>TER»om: t W . e s * (Accra SCT) T V W | Ac
Tool!
TW ) 1 Ascending V/Selection
| 1 Descending “e^Adranced
San / T>jgie F.i
Son & RATT
£ folalt
MS Se»e “9 Spelling
Refresh w
a • X Delete • H j More –
P.* CORDS
GFC Replace
G o t o –
H Sflect •
FEND
• .a* D 9E <)E : •< i i i -
Test ForrraCmg tj •
All A:cess Objects
seprtfL."
T a W «
2 ] Desartre
3 Menage
Queries
5 Phone Ult
22 Depirttnenti Fo
31 MTTVLFLIN
Mi Depjrtatem MHttoni
2̂ E«pon Phone Numsen
_> RNMLM
First Name
Jerrod
Amado
Lornne
Booker
(rvirig
Duncan
J a v i e r
Jacquetta
I Neely
!vour
U s t Name •
Shreffler
Grundy
Pettlnelll
Kim
Deery
Bertie
Siravo
Chueng
Dewaratanawan
Ronald
Ramsburg
Name
Department
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Parks and Recreation
Phone
(805)555-1337
(805) 555-1408
(805) 555-1417
(805) 555-1*10
(805)555-1153
(803)555-1350
(SOS) 555-1310
(805) 555-1112
(805)555-1111
(805) 555-1031
(805)555-1403
(805) 555-1287
12 records
3. In the D E P A R T M E N T c o l u m n , in the
C R I T E R I A box, drag to select “City
Management”, a n d t h e n press [Delete] to
remove the criterion.
4. In the R E S U L T S G R O U P , click t h e R U N b u t t o n
to display the p h o n e n u m b e r s for all 25
city managers.
5. In the V I E W S G R O U P , click t h e V I E W b u t t o n
t o switch to D E S I G N view. Click the
D E P A R T M E N T c o l u m n C R I T E R I A box, a n d
t h e n t y p e “Parks and Recreation”
6 . O n t h e right of t h e D E P A R T M E N T c o l u m n
header, p o i n t to the line, a n d t h e n , with
the \±\ pointer, drag to w i d e n t h e c o l u m n
so that you can see t h e entire criterion
just typed. C o m p a r e y o u r screen w i t h
Figure 3.
When a query criterion is a text value, the
text value needs to be in quotation marks.
7. In t h e R E S U L T S G R O U P , click t h e R U N b u t t o n
to display the p h o n e n u m b e r s for the 12
m a n a g e r s from t h e Parks a n d Recreation
D e p a r t m e n t . C o m p a r e y o u r screen with
— Figure 4 .
8 . O n the Q U I C K A C C E S S T O O L B A R , click the
S A V E b u t t o n P I .
When you widen datasheet columns or
change query criteria, you need to save the
changes.
9. C L O S E B the P h o n e List query.
• You hove completed Skill 4 of 10
Detalheet View F i g u r e 4
Microsoft Access Chapter 1 | Work with Databases and Create Tables 313
http://tW.es*
• SKILL 5: Create, Preview, a n d Print Reports
• Reports display the results of a q u e r y or the
data in a table.
• R e p o r t s are often p r i n t e d a n d c a n n o t be
u s e d t o change data.
1 .
2 .
3.
4 .
If necessary, in the Navigation Pane, click
t h e P h o n e List q u e r y o n e time to select it.
O n t h e CREATE TAB, in t h e REPORTS g r o u p ,
click t h e REPORT b u t t o n to create a r e p o r t
for t h e selected query.
Click SAVE [H). In t h e SAVE AS box, accept
the n a m e p r o v i d e d by clicking OK.
CLOSE S the NAVIGATION PANE, a n d t h e n
c o m p a r e your screen with Figure 1 .
5 .
6.
When you first create a report using the
Report tool, it displays in Layout view—a
view used to format a report or form while
being able to view a sample of the data.
Here, the report has the Angles theme
because that was the theme last assigned
in this database.
The dashed line near the right edge of the
report indicates when one printed page will
end and another will begin.
O n t h e HOME TAB, in t h e VIEWS GROUP,
click t h e lower half of the VIEW b u t t o n —
t h e VIEW BUTTON ARROW, a n d t h e n click
PRINT PREVIEW.
O n t h e PRINT PREVIEW TAB, in t h e ZOOM
GROUP, click the TWO PAGES b u t t o n , a n d
t h e n c o m p a r e y o u r screen with Figure 2. –
Print Preview is a view used to work with
a report that will be printed. Here, the pre
view indicates that the phone numbers will
be printed on two different pages.
Continue to the next page to complete the skill ^
H o w Cre*t« fjtrmul Darti DltlbuvTecii Oflijp
Phone List report
in Layout view
End of first
page if printed
F i g u r e 1
Print Preview tab
Two Pages button
F i g u r e 2
314 Work with Databases and Create Tables | Microsoft Access Chapter 1
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D I T I B I I C Tooli
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I F I R S T N A M E
N A T A C H A
• J E R R O D
A M A D O
L E A H
L O R N N E
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:BS: N A M E
S H R E F F L E I
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J P A R K S A N O R E C R E A T I O N
P A R K S A N D R E C R E A T I O N
P A R K S A N D R E C R E A T I O N
P A R K S A N D R E C R E A T I O N
T U E S D A Y . A P T J 2 4 . 2 0 1 2
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( 8 0 5 ) 5 5 5 - 1 4 0 8
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: P A I K S A N D R E C R E A T I O N
( 8 0 5 ) 5 5 5 - 1 1 5 3
( 8 0 5 ) 5 5 5 - 1 3 5 0
: P A R K S A N D R E C R E A T I O N ; ( 8 0 5 ) 5 5 5 - 1 3 1 0
C N U E N G
D E W A R A T A R A W A N
; P A R K S A N O R E C R E A T I O N
: P A R K S A N D R E C R E A T I O N
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: P A R K S A N D R E C R E A T I O N . ( 8 0 5 ) 5 5 5 - 1 4 1 0
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Y O U R
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; [ 8 0 5 ) 5 5 5 - 1 4 0 3
( 8 0 5 ) 5 5 5 - 1 2 8 7
Column widths
decrease
m - i o o T A A I A k F i g u r e 4
Page number
deleted
Record count
deleted
7. Click t h e C l o s e P r i n t P r e v i e w b u t t o n t o
r e t u r n to Layout view. In the t h i r d to last
record, click in t h e First N a m e field w i t h
t h e value Jacquetta. Point to t h e right edge
of the selected field to display the 0
pointer, as s h o w n in F i g u r e 3.
8. With t h e 0 pointer, drag to the left to
decrease the w i d t h of the F i r s t N a m e
c o l u m n so that it is slightly wider t h a n t h e
text Jacquetta,
9. Repeat the t e c h n i q u e just practiced t o
decrease t h e w i d t h of the Last N a m e
c o l u m n so t h a t it is slightly wider t h a n
the text Dewaratanawan.
10. Click a field in the First N a m e c o l u m n .
O n t h e D e s i g n t a b , in the G r o u p i n g &
Totals g r o u p , click the Totals b u t t o n ,
a n d click C o u n t R e c o r d s so that it is n o
longer selected.
1 1 . At the lower-right edge of t h e report, click
the text Page 1 of i, a n d the press [Delete] to
remove the page n u m b e r . C o m p a r e y o u r
screen with F i g u r e 4.
12. O n the H o m e t a b , in t h e Views g r o u p ,
click t h e View b u t t o n a r r o w , a n d t h e n
click P r i n t P r e v i e w .
13. O n the P r i n t P r e v i e w t a b , in the Page
Layout g r o u p , click the Z o o m b u t t o n to
display the entire r e p o r t .
14. In the P r i n t g r o u p , click t h e P r i n t b u t t o n .
If your i n s t r u c t o r has asked you to p r i n t
y o u r work for this chapter, click OK.
Otherwise, click Cancel.
15. Click Save B a n d t h e n Close B the
P h o n e List R e p o r t tab. O p e n 9 T N E
N a v i g a t i o n P a n e .
16. Click File, a n d t h e n click Exit.
• You have completed Skill 5 of 10
Microsoft Access Chapter 1 | WORK WITH DATABASES AND CREATE TABLES 315
http://Recieiit.cn
• SKILL 6 : Create Databases a n d Tables
Before you create a new database, you assign
a n a m e a n d location for the database file.
You can t h e n add objects such as tables,
queries, forms, a n d r e p o r t s .
W h e n you save design changes to t h e
objects that you a d d to a database, they
b e c o m e p a r t of the database file that you
created.
1 . S t a r t © Access. O n the right side of t h e
N e w t a b , click in the File N a m e box, a n d
t h e n t y p e L a s t n a m e _ F i r s t n a m e _ a 0 1 _
Classes
2 . Click the B r o w s e b u t t o n [c?], a n d t h e n
navigate to y o u r Access C h a p t e r 1 folder.
C o m p a r e your screen with Figure 1.
3 . Click OK, a n d t h e n on t h e right side of
t h e N e w t a b , click the C r e a t e b u t t o n .
When you create a blank database, a new
table is automatically created. The table's ID
field is an AutoNumber designated as the
table's primary key—a field that uniquely
identifies each record in a table.
4 . Double-click the I D c o l u m n header, and
t h e n type Instructor ID Press [Enter], a n d
t h e n c o m p a r e y o u r screen w i t h Figure 2 . —
When you move to the Click to Add col
umn, a list of basic data types displays. The
Data Type specifies the type of information
that a field will hold; for example, text,
number, date, and currency.
5. In t h e list of data types, click Text, a n d
t h e n t y p e First N a m e
The Text data type stores up to 255
characters of text.
6. Press Inter). In t h e list of data types, click
Text, a n d t h e n t y p e Last N a m e
• Continue to the next page to complete the skill ^
File New Database
dialog box
Access Chapter 1
folder
Browse button
F i g u r e 1
Field name
changed
List of common
data types
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316 Work with Databases and Create Tables | Microsoft Access Chapter 1
http://icdC.Oel.te
SKILL 6: C r e a t e Databases a n d Tables
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ADDRESS FIELDS
F i g u r e 4
8.
9 .
7. Press I P , O n the Fields t a b , in t h e A d d &
D e l e t e g r o u p , click t h e M o r e Fields b u t
t o n . Scroll t o t h e b o t t o m of the list of data
— types. C o m p a r e y o u r screen w i t h Figure 3.
Quick Start data types are a set of fields
that can be added with a single click. For
example, the Address data type inserts five
fields for storing postal addresses.
In the list of data types, u n d e r Q u i c k
S t a r t , click A d d r e s s t o insert several
address fields.
Click Save f9]. In t h e Save As dialog box,
type Instructors a n d t h e n click OK.
Close [«] the N a v i g a t i o n P a n e , a n d
c o m p a r e your screen w i t h Figure 4 .
1 0 . In t h e a p p e n d row, click in the F i r s t N a m e
field, a n d t h e n t y p e y o u r first n a m e . Press
(Enter), a n d then, in t h e Last N a m e c o l u m n ,
type y o u r last n a m e . C o n t i n u e in this
m a n n e r t o enter your address i n f o r m a t i o n
in t h e r e m a i n i n g fields.
1 1 . Click File, click P r i n t , a n d t h e n click P r i n t
Preview. O n the P r i n t P r e v i e w t a b , in t h e
Page L a y o u t g r o u p , click L a n d s c a p e .
12. O n the P r i n t P r e v i e w t a b , in the Page
Size g r o u p , click the M a r g i n s b u t t o n , a n d
t h e n click N a r r o w . If you are p r i n t i n g
y o u r work, p r i n t t h e datasheet.
13. Click Save, a n d t h e n C l o s e B the table.
O p e n H the N a v i g a t i o n P a n e .
• You have completed Skill 6 of 10
Microsoft Access Chapter 1 | Work with Databases and Create Tables 317
• SKILL 7: C h a n g e Data Types a n d Other Field Properties
• Field p r o p e r t i e s define the characteristics of
t h e data that can be added to a field.
• In a d d i t i o n to Data Type a n d N a m e , you
can c h a n g e several o t h e r field p r o p e r t i e s .
1 . O n t h e C r e a t e t a b , in t h e Tables g r o u p ,
click t h e Table b u t t o n t o create a n e w
table.
2 . Click Save [fl]. In the Save As dialog box,
t y p e Art Classes and then press [BITER].
C o m p a r e y o u r screen w i t h F i g u r e 1 .
RECALL THAT WHEN YOU CREATE A TABLE IN
DATASHEET VIEW, THE FIRST COLUMN IS AN
AUTONUMBER THAT WILL BE THE TABLE'S
PRIMARY KEY.
3 . Double-click the I D c o l u m n header to
select t h e text ID, a n d t h e n type Class ID
4 . Press [ENTER], click Text, a n d t h e n type Class
N a m e
5. Press [ENTER), click M e m o , a n d t h e n type
Description
THE Memo data type STORES UP TO 65,535
CHARACTERS OF TEXT DATA AND THE FORMATTING
ASSIGNED TO THAT TEXT.
6. Press [ENTER), click N u m b e r , a n d t h e n type
Length
THE Number data type STORES NUMERIC
VALUES.
7. Press (&TER), click C u r r e n c y , a n d then type
Cost C o m p a r e your screen w i t h F i g u r e 2 . —
THE Currency data type STORES NUMBERS
FORMATTED AS A MONETARY VALUE.
• Continue to the next page to complete the skill ^
Table saved as
Art Classes
Primary key
AutoNumber
Fields added
to table
Currency data
type applied
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318 Work with Databases and Create Tables | Microsoft Access Chapter 1
SKILL 7: C h a n g e D a t a Types a n d Other Field Properties
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Field caption
– Field description
F i g u r e 4
8. Click t h e Class N a m e c o l u m n header o n e
time to select t h e c o l u m n . O n t h e Fields
tab, in t h e Properties g r o u p , click in t h e
Field Size b o x to select 255. Type 7 5 a n d
then press (Enter).
Field Size limits the number of characters
that can be typed into a text or number
field.
9 . With t h e Class N a m e field still selected,
o n the Fields t a b , in the F i e l d V a l i d a t i o n
g r o u p , select t h e U n i q u e check box.
C o m p a r e y o u r screen w i t h Figure 3.
When selected, the Unique field property
requires that each record contain a unique
value. Here, no two classes can share the
same name.
10. Click t h e Length c o l u m n header to select
the c o l u m n . O n the Fields tab, in the
Properties g r o u p , click the N a m e &
C a p t i o n b u t t o n .
1 1 . In the Enter Field Properties dialog box,
click in t h e C a p t i o n box, a n d t h e n type
Class Length Press [Tab], a n d t h e n w i t h t h e
insertion p o i n t in the D e s c r i p t i o n box,
type Class length in h o u r s
12. Click O K to apply the changes, a n d then
c o m p a r e y o u r screen with Figure 4.
The Caption field property is the label that
displays in datasheets, forms, and reports.
The Description field property is used to
document a field’s purpose and displays in
the lower-left corner of the datasheet when
the field is active.
1 3 . Click Save 0 , a n d then Close H the table.
• You hove completed Skill 7 of 10
Microsoft Access Chapter 1 | Work with Databases and Create Tables 319
• SKILL 8: Create Tables in Design View
• Database designers often sketch t h e
database they need a n d t h e n follow that
plan to create tables.
• In a relational database, you c a n place the
s a m e field in two tables a n d t h e n join t h e
tables using the related fields. A relationship
joins tables using c o m m o n fields.
1 . Take a few m o m e n t s to study the entity
relationship d i a g r a m in Figure 1.
An entity relationship diagram, or ERD, is
a visual model used to plan a database. An
ERD shows the tables and their fields. Each
field’s data type is also displayed. The lines
between the tables show how each table will
be related.
2. O n t h e Create tab, in the Tables g r o u p ,
click t h e Table Design b u t t o n . With t h e
i n s e r t i o n p o i n t in the first c o l u m n of t h e
first row, t y p e Section ID
3. Press [Enter). In t h e Section I D row, click the
D a t a Type arrow, a n d t h e n click
A u t o N u m b e r .
4 . W i t h t h e D a t a Type box still selected, o n
t h e Design tab, in t h e Tools g r o u p , click
t h e P r i m a r y K e y b u t t o n .
5. Click Save ® , a n d t h e n , in the Save As
dialog box, t y p e Art Class Sections a n d
t h e n press [Enter). C o m p a r e y o u r screen with
Figure 2 .
When working with a table in Design view,
the Field Name, Data Type, and Description
data are entered in rows. Other field proper
ties are entered in the Field Properties pane.
6 . Click in the blank row below Section I D .
Type Class ID
• Continue to the next page to complete the skill ^
ART C L A S S E S
P K C L A S S I D I N T E G E R
C L A S S N A M E T E X T ( 2 5 5 )
DESCRIPTION T E X T ( 6 5 5 3 5 )
LENGTH I N T E G E R
COST C U R R E N C Y
Planned
relationship
Planned field
names and
data types
F i g u r e 1
A
ART CLASS SECTIONS
P K S E C T I O N I D I N T E G E R
FK1
F K 2
CLASS I D
START D A T E
START T I M E
INSTRUCTOR I D
• O r
INSTRUCTORS
P K INSTRUCTOR I D I N T E G E R
FIRST N A M E T E X T ( 5 0 )
L A S T N A M E T E X T ( 5 0 )
A D D R E S S T E X T ( 7 5 )
CITY T E X T ( 7 5 )
S T A T E PROVINCE T E X T ( 1 0 )
ZIPPOSTAL T E X T ( 2 5 )
COUNTRYREGION T E X T { 5 0 )
I N T E G E R
D A T E T I M E
D A T E T I M E
I N T E G E R
Primary key button
Field Name box
Data Type box
Field Properties
pane
F i g u r e 2
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320 Work with Databases and Create Tables | Microsoft Access Chapter 1
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SKILL 8: C r e a t e Tables In Design View
7. Press [Enter], click t h e D a t a Type a r r o w , a n d
t h e n click N u m b e r .
Class ID assigned
the Number data
type
F i g u r e 3
Instructor ID
assigned the
Number data type
8. Press [Enter!. In the D e s c r i p t i o n box, type
Foreign key that relates to Art Classes
table C o m p a r e your screen with Figure 3 .
A foreign key is a field that is also in another
related table. The field in the other table is
usually that table’s primary key. Here, Class
ID is the primary key of the Art Classes
table. The Class ID field will be used to join
the Art Class Sections and Art Classes tables.
When you join tables, the common fields
must share the same data type. Because the
Art Classes table automatically assigns a
number to each record, the Class ID field
should be assigned the Number data type.
9. Press [Enter] to m o v e t o a new row, a n d t h e n
type Start Date Press [Enter], a n d then t y p e
the letter I) to assign t h e D a t e / T i m e data
type.
The Date/Time data type stores numbers in
the date or time format.
10. Press [Enter] two times to m o v e to a new
row, a n d t h e n t y p e Instructor ID Press
[Enter), a n d t h e n assign t h e N u m b e r data
t y p e .
1 1 . In the I n s t r u c t o r I D D e s c r i p t i o n box,
t y p e Foreign key that relates to Instructors
tabic C o m p a r e y o u r screen w i t h Figure 4 .
Instructor ID needs to be a number so
that it can be joined to the Instructor ID
AutoNumber values assigned to records in
the Instructors table.
12. Click Save @ , a n d t h e n Close fx] the table.
You hove completed Skill 8 of 10
F i g u r e 4
Microsoft Access Chapter 1 | Work with Databases and Create Tables 321
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• SKILL 9: Relate Tables
• Tables are typically j o i n e d in a one-to-many
relationship—a relationship w h e r e a record
in t h e first table can have m a n y associated
records in the second table.
• O n e – t o – m a n y relationships enforce
referential integrity—the principle that a
rule keeps related values synchronized. For
e x a m p l e , the foreign key value m u s t match
o n e of t h e p r i m a r y key values in the o t h e r
table.
1.
2 .
3 .
4 .
O n t h e D a t a b a s e Tools t a b , in the
R e l a t i o n s h i p s g r o u p , click t h e
R e l a t i o n s h i p s b u t t o n .
In t h e S h o w Table dialog box, d o u b l e
click A r t Classes to add it to the
R e l a t i o n s h i p s tab. In the S h o w Table
dialog box, double-click A r t Class
S e c t i o n s , double-click I n s t r u c t o r s , a n d
t h e n click the Close b u t t o n . C o m p a r e
y o u r screen with Figure 1 .
F r o m t h e A r t Classes table, drag Class I D
t o t h e Class ID in the A r t C l a s s S e c t i o n s
table. W h e n t h e ^ p o i n t e r displays, release
t h e m o u s e b u t t o n .
In the Edit R e l a t i o n s h i p s dialog box,
select the Enforce Referential I n t e g r i t y
check box. Select t h e C a s c a d e U p d a t e
R e l a t e d Fields a n d C a s c a d e D e l e t e
R e l a t e d Records check boxes, a n d then
c o m p a r e your screen with Figure 2 .
W I T H A cascading update, Y O U CAN E D I T T H E
P R I M A R Y K E Y VALUES IN A TABLE, AND ALL T H E
RELATED RECORDS I N D I E OTHER TABLE WILL UPDATE
ACCORDINGLY.
W I T H A cascading delete, YOU CAN DELETE A
RECORD ON T H E one S I D E OF T H E RELATIONSHIP,
AND ALL T H E RELATED RECORDS ON T H E many S I D E
WILL ALSO B E DELETED.
Continue to the next page to complete the skill ^
Three tables added
to Relationships
tab
F i g u r e 1
Edit Relationships
dialog box
Three referential
integrity options
selected
Class ID is common
to both tables
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322 Work with Databases and Create Tables | Microsoft Access Chapter 1
SKILL 9 : Relate Tables
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5. CLICK Create, AND THEN COMPARE YOUR
SCREEN WITH F i g u r e 3.
6. FROM THE Instructors TABLE, DRAG
I n s t r u c t o r I D TO THE I n s t r u c t o r I D IN THE
A r t Class Sections TABLE. WHEN THE J§|
POINTER DISPLAYS, RELEASE THE MOUSE BUTTON.
7. IN THE E d i t Relationships DIALOG BOX,
SELECT ALL THREE REFERENTIAL INTEGRITY
OPTIONS, AND THEN CLICK Create. COMPARE
YOUR SCREEN WITH F i g u r e 4 .
THE THREE TABLES ARE JOINED TO CREATE A
many-to-many relationship—A RELATIONSHIP
WHERE ONE RECORD IN EITHER OF THE OUTER
TABLES CAN HAVE MANY ASSOCIATED RECORDS IN
THE OTHER OUTER TABLE.
A MANY-TO-MANY RELATIONSHIP IS CREATED BY
PLACING THE PRIMARY KEYS FROM THE OUTER
TABLES INTO A MIDDLE TABLE CALLED a junction
table. HERE, ART CLASS SECTIONS IS A JUNCTION
TABLE FOR ART CLASSES AND INSTRUCTORS. AN ART
CLASS CAN HAVE SEVERAL SECTIONS ASSIGNED AND
AN INSTRUCTOR CAN BE ASSIGNED TO TEACH
SEVERAL DIFFERENT SECTIONS.
8. CLICK Save [9]. ON THE D e s i g n t a b , IN THE
Tools g r o u p , CLICK THE Relationship
R e p o r t BUTTON TO CREATE A REPORT SHOWING
THE DATABASE RELATIONSHIPS.
9. IF YOUR INSTRUCTOR ASKS YOU TO PRINT YOUR
WORK FOR THIS CHAPTER, PRINT THE REPORT.
10. CLICK Save B IN THE Save As DIALOG BOX,
ACCEPT THE REPORT NAME BY CLICKING O K .
1 1 . Close [x] THE REPORT, AND THEN Close [*]
THE Relationships tab.
• You have completed Skill 9 of 10
Microsoft Access Chapter 1 | WORK WITH DATABASES A N D CREATE TABLES 323
• SKILL 1 0 : Enter Data in Related Tables
After relating two tables, it is a good idea
to e n t e r sample data i n t o b o t h tables.
W h e n y o u enter data in related tables,
referential integrity rules are applied. For
e x a m p l e , a foreign key value m u s t have a
m a t c h i n g value in t h e related table.
1.
2 .
3 .
5 .
6 .
In t h e N a v i g a t i o n Pane, double-click
I n s t r u c t o r s to o p e n its datasheet.
N o t e t h e n u m b e r assigned t o t h e
I n s t r u c t o r I D record w i t h y o u r n a m e .
Later in this skill, you will n e e d t o enter
t h i s value in a n o t h e r table.
Close ^ the I n s t r u c t o r s table. In t h e
N a v i g a t i o n Pane, double-click A r t Classes
t o o p e n its datasheet. In the a p p e n d row,
e n t e r t h e three records s h o w n in Figure 1 . –
P o i n t to the line to t h e right of t h e Class
N a m e c o l u m n header, a n d t h e n w i t h t h e
R*1 pointer, double-click to size t h e c o l u m n
automatically.
I n t h e first record, click the E x p a n d
b u t t o n @, a n d t h e n c o m p a r e y o u r screen
w i t h Figure 2 .
WHEN A TABLE IS ON THE ONE SIDE OF A
RELATIONSHIP, A SUBDATASHEET IS AVAILABLE.
A subdatasheet DISPLAYS RELATED RECORDS
FROM THE TABLE ON THE MANY SIDE OF THE
RELATIONSHIP.
In t h e subdatasheet a p p e n d r o w for t h e
A r t H i s t o r y class, click in the Start D a t e
c o l u m n .
FIELDS THAT HAVE BEEN ASSIGNED THE
DATE/TIME DATA TYPE DISPLAY THE Date
Picker—A FEATURE USED TO ENTER DATES BY
CLICKING DATES ON A CALENDAR.
Continue to the next page to complete the skill ^
F i g u r e 1
CLASS ID CLASS NAME DESCRIPTION
CLASS
LENGTH COST
Accept A u t o N u m b e r s Art History Leave blank 10 $15.00
Basic Drawing 10 $45.00
Portrait Drawing 5 $35.00
I n
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F i g u r e 4
7. Click the D a t e P i c k e r b u t t o n LH, a n d t h e n
click t h e T o d a y b u t t o n .
8. Press [Enter]. In t h e I n s t r u c t o r I D field,
type 1 If necessary, use the n u m b e r for
y o u r record, which you noted in step 2.
9. Press [Enter] two times to finish entering t h e
record a n d to move to t h e S t a r t D a t e field
in t h e next row. Use the D a t e Picker to
assign a date t w o weeks from today. In t h e
I n s t r u c t o r I D field, type 1 If necessary,
use the n u m b e r for your record, as n o t e d
in step 2. C o m p a r e your screen with
Figure 3.
In this manner, records in a one-to-many
relationship can be entered using a
subdatasheet. Here, two sections of the Art
History class have been created, and the
same instructor has been assigned to teach
both sections.
10. Click File, click P r i n t , a n d t h e n click P r i n t
Preview. C o m p a r e y o u r screen with
Figure 4 . If you are p r i n t i n g y o u r work,
p r i n t t h e datasheet.
When you print a datasheet, subdatasheets
do not print.
1 1 . Save [a], a n d t h e n Close fx] the A r t
Classes table. In the N a v i g a t i o n P a n e ,
double-click A r t Class S e c t i o n s to o p e n
the table. Notice that the data you entered
in t h e subdatasheet is stored in this table.
If you are p r i n t i n g your work for this
project, p r i n t the datasheet.
12. Close [ x | the table, a n d then Exit Access.
Done! You hove completed Skill 10 of 10 and
your databases are complete!
Microsoft Access Chapter 1 I Work with Databases and Create Tables 325
The following More Skills are located at www.pearsonhighered.com/skills
More Skills ^ C o m p a c t a n d Repair D a t a b a s e s
As tables, forms, queries, and reports are created and deleted, In More Skills 11, you will view the file size for a database
the size of the database file can grow quite large. Access provides a before and after deleting several forms and reports. You will then
tool that rebuilds database files so that data and these objects are
stored more efficiently. Applying the Compact and Repair tool
decreases the size of a database file and improves database
performance.
compact and repair the database and observe the resulting change
in file size.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and follow the instructions on the website.
More Skills ^ Import Data from Excel
You can build Access tables by importing tables from Excel.
You can also add data from Excel to an existing Access table. When
you import data from Excel, the worksheet needs to be organized
with records in rows and fields in columns.
In More Skills 12, you will import data from Excel into an
existing Access table. You will then import a different Excel
worksheet to create a new Access table.
To begin, open your web browser, navigate to
www.pearsonliighered.com/slcills, locate the name of your
textbook, and follow the instructions on the website.
More Skills © Work with the Attachment Data Type
In Access, tables can store files such as Microsoft Word files,
Excel files, or files created with a digital camera. Access provides
a method to attach specific files to specific records. The attached
files can then be opened and viewed in the application that
created them.
In More Skills 13, you will create an Attachment field, attach
several files to two records, and then open one of these attached
files in other programs.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and follow the instructions on the website.
More Skills © Work with the Hyperlink a n d Yes/No Data Types
In Access, a field can be used to store a hyperlink to a web
page or file. These fields use the Hyperlink data type. Another
data type, called Yes/No, can be assigned to a field that will have
only two possible values, such as Yes or No.
In More Skills 14, you will create a new field, assign it the
Hyperlink data type, and enter a web address into a record. You
will then create a Yes/No field and enter a Yes value into a record.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and follow the instructions on the website.
326 Work with Databases and Create Tables | Microsoft Access Chapter 1
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonliighered.com/slcills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
A s s e s s m e n t
Key Terms
Append row 3 0 9
AutoNumber 3 0 9
Caption 3 1 9
Cascading delete 3 2 2
Cascading u p d a t e 3 2 2
Criteria 3 1 2
Currency data type 3 1 8
D a t a t y p e 3 1 6
Database 3 0 6
Database management system 3 0 7
Database object 3 0 7
Datasheet 3 0 8
Date Picker 3 2 4
Date/Time data type 3 2 1
DBMS 3 0 7
Description 3 1 9
Design grid 3 1 2
Design view 3 1 2
Entity relationship diagram . . 3 2 0
ERD 3 2 0
Field 3 0 8
Field Size 3 1 9
Foreign key 3 2 1
Form 3 0 7 , 3 1 0
Junction table 3 2 3
Layout view 3 1 4
Macro 3 0 7
Many-to-many r e l a t i o n s h i p . . . 3 2 3
M e m o data type 3 1 8
N u m b e r data type 3 1 8
Object 3 0 7
One-to-many r e l a t i o n s h i p . . . . 3 2 2
P r i m a r y key 3 1 6
Online Help Skills
1 . S t a r t © Access. In the u p p e r right corner of the Access window, click the H e l p
b u t t o n \&\. In the H e l p window, click the M a x i m i z e hsri b u t t o n .
2 . Click in t h e search box, type templates a n d t h e n click the Search b u t t o n . In
t h e search results, click W h e r e d o I find t e m p l a t e s . C o m p a r e your screen with
Figure 1.
Where do I find templates?
N e e d t o find a template on your computer?
W a n t t o find and download« ‘ template?
Have a template y o u want t o share?
Figure 1
3. Read the article to see if you can answer the following: W h a t is a template a n d
where can you find them?
P r i n t Preview 3 1 4
Q u e r y 3 0 7 , 3 1 2
Q u e r y design workspace 3 1 2
Quick Start data type 3 1 7
Record 3 0 8
Referential integrity 3 2 2
Relational database 3 2 0
Relationship 3 2 0
Report 3 0 7 , 3 1 4
Single form layout 3 1 0
Subdatasheet 3 2 4
Table 3 0 7
Text data type 3 1 6
Unique 3 1 9
Microsoft Access Chapter 1 | Work with Databases and Create Tables 327
Matching
Match each t e r m in t h e second c o l u m n w i t h its correct definition in the
first c o l u m n by w r i t i n g the letter of the t e r m o n t h e blank line in front of
t h e correct definition.
1 . T h e basic p a r t of a database that you work with; for example,
tables, queries, forms, a n d r e p o r t s .
2 . T h e collection of related i n f o r m a t i o n that displays in a single row
of a database table.
3 . A form that displays one record at a t i m e uses this type of layout.
4 . A data t y p e that automatically assigns a u n i q u e , n u m e r i c value to
a field.
5 . A database object used to enter new records, delete records, o r
u p d a t e existing records.
6 . T h e conditions used in a query to select t h e records that you are
looking for.
7. This specifies the kind of i n f o r m a t i o n that a field will hold; for
e x a m p l e , text or n u m b e r s .
8 . A set of fields that can be a d d e d with a single click. For example,
the Address data type inserts five fields for storing postal
addresses.
9 . An Access field p r o p e r t y that prevents a field in a table from
having two of the s a m e values.
1 0 . A database that consists of two o r m o r e tables that are related by
s h a r i n g a field c o m m o n to b o t h tables.
328 Work with Databases and Create Tables | Microsoft Access Chapter 1
A A u t o N u m b e r
B Criteria
C Data t y p e
D Database object
E F o r m
F Q u i c k Start
G Record
H Relational database
I Single F o r m
J U n i q u e
Multiple Choice
C h o o s e t h e correct answer.
1 . A structured collection of related i n f o r m a t i o n
about people, events, a n d things.
A. Database
B. Database m a n a g e m e n t system
C. Database object
2 . T h e c o m p u t e r software that allows people t o
interact with a database.
A. Database
B. Database m a n a g e m e n t system
C. Database object
3 . An Access view that displays records in rows a n d
fields in columns.
A. Database
B. Data grid
C. Datasheet
4 . Each individual characteristic in a record t h a t
displays as a single column in a datasheet.
A. Field
B. Record
C. Subset
5. A database object that displays a subset of data in
response to a specific question.
A. Form
B. Query
C. Table
Topics for Discussion
1 . W h a t kind of information d o you think a small busi
ness or organization would organize into a database?
6 . A database object used to display the results of a
q u e r y or the c o n t e n t s of a table on t h e screen or in
p r i n t e d form.
A. Form
B. M a c r o
C. Report
7 . T h e blank row at t h e e n d of a datasheet used to a d d
records to a table.
A. A p p e n d
B. Data e n t r y
C. New record
8 . An Access field p r o p e r t y that limits the n u m b e r of
characters that can b e typed into a text o r n u m b e r
field.
A. C h a r a c t e r Limit
B. Character Size
C. Field Size
9 . A rule that keeps related values synchronized.
A. Data duplication
B. Data r e d u n d a n c y
C. Referential integrity
1 0 . An Access view that displays tools to modify t h e
format of a r e p o r t or form while being able to view
the data that it is intended to display.
A. Layout
B. Print Preview
C. Report
2. Each database object has a special p u r p o s e . For exam
ple, a query is used to filter and sort records. Why d o
you think that the filter and sort tools are also available
when you work with tables, forms, a n d reports?
Microsoft Access Chapter 1 | Work with Databases and Create Tables 329
A s s e s s m e n t
Skill Check O^VM J GRADER
T O C O M P L E T E T H I S D A T A B A S E , Y O U W I L L N E E D T H E F O L L O W I N G F I L E :
* a 0 1 _ S t u d e n t s
Y O U W I L L S A V E Y O U R D A T A B A S E S A S :
• L a s t n a m e _ F i r s t n a m e _ a 0 1 _ C o u n c i l s
• L a s t n a m e F i r s t n a m e aOl S t u d e n t s
1 . S t a r t Access, and t h e n click O p e n . In the O p e n dialog box, navigate to the student
files for this chapter, a n d then o p e n a 0 1 _ S t u d e n t s .
2 . Click the File t a b , a n d then click Save D a t a b a s e As. In the Save As dialog box,
navigate to your Access C h a p t e r 1 folder a n d then, using your o w n n a m e , save
t h e database as Lastname_Firstname_a01_Students If the Security W a r n i n g
displays, click t h e Enable C o n t e n t b u t t o n .
3. In t h e N a v i g a t i o n P a n e , double-click S t u d e n t D a t a E n t r y F o r m . In t h e
Navigation bar, click t h e N e w ( b l a n k ) r e c o r d b u t t o n . In the new blank record,
e n t e r t h e i n f o r m a t i o n s h o w n in F i g u r e 1 . Use [Enter] to m o v e to each text box, a n d
b e sure to use y o u r o w n n a m e where indicated. Close the form.
4. In the N a v i g a t i o n P a n e , u n d e r Q u e r i e s , double-click C e n t r a l N e i g h b o r h o o d .
In t h e Views g r o u p , click the View b u t t o n to switch to D e s i g n view.
5. In t h e N e i g h b o r h o o d c o l u m n , in the C r i t e r i a box, change the criteria to
“Central”
6. I n the R e s u l t s g r o u p , click t h e R u n b u t t o n to display 10 records. Save the q u e r y
design, a n d t h e n C l o s e the query.
7. In t h e N a v i g a t i o n P a n e , double-click C e n t r a l S t u d e n t s R e p o r t . In the Views
g r o u p , click the View b u t t o n a r r o w , a n d t h e n click P r i n t Preview. C o m p a r e
your screen with F i g u r e 2 .
8. If y o u r i n s t r u c t o r asks you to p r i n t y o u r work for this project, p r i n t t h e report.
C l o s e t h e report, a n d then Exit Access.
9. S t a r t Access. O n the N e w t a b , in the File N a m e box, type Lastname_Firstname_
a01_Councils
10. Click t h e Browse b u t t o n , a n d t h e n navigate to your Access C h a p t e r 1 folder.
Click O K and then click C r e a t e .
1 1 . I n Table 1, double-click the I D field, t y p e M e m b e r ID a n d t h e n press [Enter].
• Continue to the next page to complete this Skill Check •
330 Work with Databases and Create Tables | Microsoft Access Chapter 1
S T U D E N T I D : ( A C C E P T A U T O N U M B E R V A L U E )
First Name: First n a m e
Last N a m e : Last n a m e
Street: 8446 W Marvelo St
City: Aspen Falls
State: CA
Zip: 93464
Neighborhood: Central
F i g u r e 1
F i g u r e 4
A s s e s s m e n t
12. In the list of fields, click Text, t y p e First N a m e a n d then press [Enter]. Click Text,
a n d t h e n type Last N a m e Press [Enter), click N u m b e r , and then type Council ID
13. Click t h e First N a m e c o l u m n . In t h e Properties g r o u p , click the Field Size b o x ,
t y p e 50 a n d t h e n press (Enter). Repeat this t e c h n i q u e to change the Last N a m e field
size t o 50
14. Click Save, type Members a n d then press (Enter). C o m p a r e your screen with F i g u r e 3.
15. Close the table. O n the Create t a b , in t h e Tables g r o u p , click Table Design.
16. In the first F i e l d N a m e box, t y p e Council ID Press [Enter], a n d t h e n set the D a t a
T y p e t o A u t o N u m b e r . With the first row still active, on the Tools g r o u p , click t h e
P r i m a r y Key b u t t o n .
17. In t h e second Field N a m e box, t y p e Council N a m e Press (Enter) two times, a n d t h e n
click Save. In t h e Save As dialog box, t y p e Councils and t h e n press (Enter). Close t h e
table.
18. O n the Database Tools tab, click the Relationships button. In the Show Table
dialog box, double-click to add each table to the Relationships tab, and then click
Close.
19. Drag C o u n c i l I D from t h e Councils table to C o u n c i l I D in the M e m b e r s table.
In t h e E d i t Relationships dialog box, select Enforce Referential I n t e g r i t y , a n d
— t h e n click Create. C o m p a r e your screen w i t h F i g u r e 4 .
2 0 . O n t h e Design tab, in the Tools g r o u p , click R e l a t i o n s h i p R e p o r t . If you are
p r i n t i n g this project, p r i n t the report. Click Save, a n d then click O K . Close t h e
r e p o r t , a n d t h e n Close the R e l a t i o n s h i p s tab.
2 1 . In the N a v i g a t i o n Pane, double-click Councils to o p e n t h e table. In the C o u n c i l
N a m e c o l u m n , type Parks & Recreation Council Double-click the line to t h e
right of t h e C o u n c i l N a m e c o l u m n header to resize the c o l u m n .
2 2 . Press (Enter) two times, a n d then type City Council Repeat this technique to add t h e
Planning Council a n d Public Works C o m m i s s i o n
2 3 . Expand the Public W o r k s C o m m i s s i o n subdatasheet. In t h e subdatasheet
a p p e n d row, click in the First N a m e c o l u m n , a n d then type y o u r own first n a m e .
Press [Enter], a n d then type y o u r last n a m e .
24. If you are printing this project, print the datasheet. Save, a n d then Close the table.
2 5 . In the N a v i g a t i o n Pane, double-click t h e M e m b e r s table. If you are p r i n t i n g this
project, p r i n t the datasheet. Close the table.
2 6 . Exit Access. Submit your printouts or database files as directed by your instructor.
D o n e ! You have completed the Skill Check
Microsoft Access Chapter 1 | Work with D a t a b a s e s a n d C r e a t e Tables 331
Assess Your Skills T
T o c o m p l e t e t h i s d a t a b a s e , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• a01_Schedule
Y o u w i l l s a v e y o u r d a t a b a s e a s :
• Lastname_Firstname _ a 0 1 _Schedule
1 . Start Access, and then o p e n the student data
file a01_Schedule. Save the database in your
Access C h a p t e r 1 folder with t h e n a m e
L a s t n a m e _ F i r s t n a m e _ a 0 1 _ S c h e d u l e
2 . O p e n the O u t i n g s F o r m , and then add a new
record. Accept the A u t o N u m b e r value, and
then type the O u t i n g N a m e , Rattlesnake
Snowshoe T h e Ages field is 18 & over a n d the
Fee is 20 Close the form.
3. O p e n t h e A d u l t O u t i n g s q u e r y to display
12 records, a n d then Close the query.
4 . O p e n t h e A d u l t O u t i n g s R e p o r t , a n d then
switch to P r i n t Preview. If asked by your
instructor, p r i n t the report. Close the r e p o r t .
5. Create a new table in datasheet view. R e n a m e
the I D field Leader ID Add two new Text
fields n a m e d First N a m e a n d Last N a m e
6. Click the Click to A d d c o l u m n , a n d then a d d
the A d d r e s s Q u i c k S t a r t fields. Save the
table with the n a m e Leaders
7. In t h e a p p e n d row, enter a record using your
o w n n a m e a n d contact information. N o t e
t h e A u t o N u m b e r value that is assigned to
y o u r record, a n d then Close the table.
8 . Create a new table in D e s i g n view. N a m e the
first field Schedule ID Assign it the
A u t o N u m b e r data type, a n d then make it
the P r i m a r y Key. N a m e the second field
O u t i n g ID a n d assign the N u m b e r data type.
N a m e the third field Leader ID a n d assign
the N u m b e r data type. N a m e the fourth
field O u t i n g Date a n d assign the D a t e / T i m e
data type.
9. Save the table as Scheduled O u t i n g s a n d
t h e n Close the table.
10. O p e n the Relationships tab a n d t h e n add all
three tables to the tab. Create a relationship
that enforces referential integrity between
the O u t i n g s a n d Scheduled O u t i n g s tables
using the fields c o m m o n to b o t h tables.
Create a similar relationship between the
Leaders a n d Scheduled O u t i n g s tables.
1 1 . Arrange t h e tables as shown in Figure 1 , a n d
then click Save.
12. Create a Relationship Report. Save the
r e p o r t with the n a m e provided in the Save
As dialog box. If asked, p r i n t t h e r e p o r t .
Close the report, a n d then Close the
Relationships tab.
13. O p e n the O u t i n g s table, a n d t h e n expand
F a m i l y F u n Canoe Paddle. In t h e record’s
subdatasheet, set the Leader I D to the value
assigned to you in the Leaders table. Set
O u t i n g D a t e to the c u r r e n t date. C o m p a r e
your screen with Figure 2 , a n d t h e n Close
the table.
14. If asked, p r i n t t h e Scheduled O u t i n g s
datasheet. Exit Access. Submit y o u r p r i n t o u t s
or database file as directed.
D o n e ! You have completed Assess Your Skills 1
i 1.
1’Jt.
F i g u r e 1
F i g u r e 2
332 Work with Databases and Create Tables | Microsoft Access Chapter 1
A s s e s s m e n t
Assess Your Skills 3 and 4 can be found at
www.pearsonhighered.com/skills. Assess Your Skills 2
To complete this database, you will need the following file:
• N e w blank Access database
You will save your database as:
• Lastname_Firstname_a01_Camps
C M * – 0
L
F i g u r e 1
F i g u r e 2
1 . S t a r t Access. Create a new database with the
n a m e L a s t n a m e _ F i r s t n a m e _ a 0 1 _ C a m p s a n d
save it in your Access C h a p t e r 1 folder.
2 . In the new table, r e n a m e the I D field
C a m p e r ID Add two new Text fields n a m e d
First N a m e a n d Last N a m e
3. Click the Click t o A d d c o l u m n , a n d t h e n a d d
t h e A d d r e s s Q u i c k S t a r t fields. For all fields
except C a m p e r I D , change the Field Size to
50 Save t h e table w i t h t h e n a m e C a m p e r s
a n d t h e n Close the table.
4. Select the C a m p e r s table, and then, on the
Create t a b , in the F o r m s g r o u p , click the
F o r m b u t t o n . Use the form to add yourself as
a camper. Include your own contact informa
tion. Save the form as Campers Form Note the
C a m p e r ID value, and then Close the form.
5. Create a n e w table in D a t a s h e e t view.
R e n a m e t h e I D field C a m p ID Add a n e w
Text field n a m e d C a m p N a m e Save the table
as C a m p s a n d t h e n Close the table.
6. Create a n e w table in D e s i g n view. N a m e the
first field Registration ID Assign it the
A u t o N u m b e r data type, a n d then m a k e it
t h e P r i m a r y Key. N a m e the second field
C a m p ID a n d assign t h e N u m b e r data t y p e .
N a m e the third field C a m p e r ID a n d assign
the N u m b e r data type.
7. Save the table as C a m p Registrations a n d
t h e n Close the table.
8. O p e n the Relationships tab, a n d then add all
three tables to the tab. Create a relationship
that enforces referential integrity between the
Camps and C a m p Registrations tables using
their c o m m o n field. Create a similar relation
ship between the Campers and C a m p
Registrations tables.
9 . Arrange the tables as s h o w n in F i g u r e 1 , a n d
t h e n click Save.
10. Create a R e l a t i o n s h i p R e p o r t . Save t h e
report with the n a m e provided in the Save
As dialog box. If asked, p r i n t the r e p o r t .
Close the r e p o r t a n d Close the
R e l a t i o n s h i p s t a b .
1 1 . O p e n t h e C a m p s table, a n d add these t h r e e
c a m p s : Karuk a n d Mojave a n d Porno O p e n
each record’s subdatasheet, a n d then enter
y o u r C a m p e r ID value to a d d yourself as a
registered c a m p e r in all three camps.
C o m p a r e your screen with F i g u r e 2.
12. Close the table. With the C a m p s table still
selected, on the Create t a b , in the Reports
g r o u p , click the R e p o r t button to create a
report for the table. In the G r o u p i n g & Totals
g r o u p , click Totals, a n d then click C o u n t
Records. Save the report as Camps Report If
asked, print the report. Close the report.
13. If asked, p r i n t the C a m p Registrations
datasheet. Exit Access. Submit your p r i n t o u t s
o r database file as directed.
D o n e ! You hove completed Assess Your Skills 2
Microsoft Access Chapter 1 | Work with Databases and Create Tables 333
http://www.pearsonhighered.com/skills
Assess Your Skills Visually
To complete this database, you will need the following file:
• N e w b l a n k Access d a t a b a s e
You will save your database as:
• L a s t n a m e _ F i r s t n a m e _ a 0 1 _ R a c e
Create a new, blank database a n d Save it in y o u r
Access C h a p t e r 1 folder with t h e n a m e
Lastname_Firstname_a01_Race Create the tables
s h o w n in F i g u r e 1. For each table, assign the
p r i m a r y key as indicated. For each table, r e n a m e
the p r i m a r y key, a n d then add the fields s h o w n
in F i g u r e 1 . For any field that will b e o n t h e
m a n y side of a o n e – t o – m a n y relationship, assign
the N u m b e r d a t a type. For the Year field, assign
the N u m b e r data type. For t h e r e m a i n i n g fields,
assign t h e data type a p p r o p r i a t e for the t y p e of
data it will store. Create the m a n y – t o – m a n y
relationship s h o w n in F i g u r e 1 . Create a
relationships report a n d t h e n Save t h e r epor t
using t h e n a m e suggested by Access.
Print t h e r e p o r t or s u b m i t t h e database file as
directed by y o u r instructor.
Relationships
Volunteers
Volunteer ID
First Name
Last Name
Street
Apt
City
State
Zip
F i g u r e 1
D o n e ! You have completed Assess Your Skills Visually
334 Work with Databases and Create Tables | Microsoft Access Chapter 1
A s s e s s m e n t
Skills in Context
To complete this database, you will need the following file:
• New b l a n k Access d a t a b a s e
You will save your database as:
B L a s t n a m e _ F i r s t n a m e _ a O l _ V o l u n t e e r s
Create a new database named L a s t n a m e _ F i r s t n a m e _ a 0 1 _
Volunteers a n d save it in your Access C h a p t e r 1 folder. Create a
table to store the data in the table to t h e right. Add an
A u t o N u m b e r p r i m a r y key and assign a p p r o p r i a t e field n a m e s .
Consider t h e type of data that is being stored, a n d t h e n assign
appropriate data types and field sizes. N a m e t h e table Volunteers
Create a form for the table and t h e n apply the t h e m e of your
choice. Use the form to enter t h e following contacts:
Your First N a m e
Your Last N a m e
3924 S Williams St
Aspen Falls
CA
93464
Your p h o n e n u m b e r
Your date of birth
Virginia
Pipe
9218 NE N o r t h St
Marshall
CA
94940
( 9 9 2 ) 5 5 5 – 2 2 5 9
2/15/1986
Nancy
Warns
53893 SE Park St
Paulden
A Z
86334
(928) 555-9512
8/6/1954
Print t h e table datasheet or s u b m i t the database file as directed by
your instructor.
D O N E ! You have completed Skills in Context
Skills and You
To complete this database, you will need the following file:
New b l a n k Access d a t a b a s e
You will save your database as:
• L a s t n a m e _ F i r s t n a m e _ a 0 1 _ C o n t a c t s
Using the skills you have practiced in this chapter, create a data- table to enter at least 10 contacts, a n d include y o u r own contact
base n a m e d I.astname_Firstname_a01_Contacts Create a table i n f o r m a t i o n . Print the datasheet or s u b m i t the database file
that can be used to store personal contacts. Include fields for electronically as directed by your instructor,
names, addresses, e-mail addresses, a n d p h o n e n u m b e r s . Use the
D O N E ! You have completed Skills and You
Microsoft Access Chapter 1 | Work with Databases and Create Tables 335
C H A P T E R
M a n a g e D a t a s h e e t s a n d
C r e a t e Q u e r i e s
• Filtering, sorting, a n d f o r m a t t i n g tables or queries are t e c h n i q u e s used to present data in m o r e
meaningful ways.
• Queries are used to display fields from several tables, apply complex filters, o r calculate new values
based on the data in the query.
Your starting screen will look similar to this: S K I L L S Skills 1-10 Training J
jr»’.t UJirnilD#U f j j i i e r . f Ted:
A –
A u i l a b U Templates
Q Home
Blank d j u n n c
J
R««nt Samck My i p r p t n c
datafcaw templates templates
Office .com Template!
taw*
Test,
4 ,
P’cjtrtj
File Name
Database]
C ̂Uwn’.swH to beceeeWecaraeM
J
At the end of this chapter, you will be
able to:
Skill 1 Find and Replace Data
Skill 2 Filter and Sort Datasheets
Skill 3 Use the Simple Query Wizard
Skill 4 Format Datasheets
Skill 5 Add Date and Time Criteria
Skill 6 Create Queries in Design View
Skill 7 Add Calculated Fields t o Queries
Skill 8 Work w i t h Logical Criteria
Skill 9 Add Wildcards to Query Criteria
Skill 10 Group and Total Queries
MORE SKILLS
More Skills 11 Export Queries to Other File
Formats
More Skills 12 Find Duplicate Records
More Skills 13 Find Unmatched Records
More Skills 14 Create Crosstab Queries
336 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
Accest
Outcome
Using the skills listed to the left will enable you to
create database objects like these:
INSLNEOF ASSIGNMENT
Class Trie First Nam Last Nana San Dale Start Tims
Art History !Yoor tone 6 / 1 8 / 2 0 1 2 : 1:00 PM
BascDraring Srxford 6 / 1 S V 2 0 1 2 1:00 PM
Besireimj WaWcoton ChasKty iTrowry &OT2012 1:00 PM
Impvcssortsm n Aft Larry Moyenran 6721/2012̂ 100FU
First Name U i t Name GassTiOe Fee Discount Discounted Fee
William Smith Tour ol Aspen FaHs $5.00 25% s i n
Geraido Cotver Tour ol Aspen FaSs $5.00 2 5 * $375
v m n fosnough Tour of Aspen Fatts S500 2 5 * S I T S
Romona Springate Impreislorrsrn In Art $15.00 SOX $7J0
Glen Urda Impressionism in Art $15.00 SOU 57.S0
Vour Name Basic Drawing $35.00 7 5 * $8.75
Dine Rhlnehaidt Impressionism in Art $15.00 2 5 * 511.25
German MuH« Impressionism In Art $15.00 2 5 * $11-25
Ph.’l. lacerda Bask Drawing $45.00 7 5 * $11.25
Bertram Ouco Perspective Drawing $35.00 5 0 * $17.50
Greta Voetsch Perspective Drawing 535.00 2 5 * $26.25
Geraldo Colvei Perspective Drawing $35.00 2 5 * S26.2S
Noma Cerrlher Basic Drawing $3500 2 5 * 526.2S
Eugene Warring Perspective Drawing 535.00 2 5 * 526 25
Tuen Gruhn Beginning Wate’rolon $45.00 2 5 * $33.75
Harbison Beginning Watercolors $ 5 5 . 0 0 2 5 * 541.25
William SmHh Beginning Watercolors SSS.OO 2 5 * $41-25
Ootlde rVvostero Beginning Watercolors $ 5 5 . 0 0 2 5 * $41.25
Class Title
Art History
Porrran Drawing
.Basic Drawing
Beginning Watercolors
.Impressionism in Art
.Perspective Drawing
‘Art History
Bask Df iwing
Beginning Watercolors
Impressionism In Art
Perspective Drawing
Portrait Drawing
Tour of Aspen Falls
Start Date
1/9/2012
1/9/2012
1/10/2012
1/11/2012
1/12/2012
1/14/2012
3/5/2012
3/6/2012
3/7/2012
3/8/2012
3/9/2012
3/13/2012
5/12/2012
6 $90 00
5 $175.00
12 $420.00
14 $770.00
10 $130.00
14 $490.00
6 $90.00
9 S405.00
6 $270.00
12 SU0.00
11 5385 00
7 $245.00
10 $50.00
You will save your database as:
L a s t n a m e _ F i r s t n a m e a02 Classes
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 337
In t h i s c h a p t e r , y o u will c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• Tables a n d q u e r i e s are displayed in d a t a s h e e t s . You can o r g a n i z e these
d a t a s h e e t s t o der i ve i n f o r m a t i o n f r o m t h e d a t a .
• You can filter d a t a s h e e t s t o display a s u b s e t of t h e d a t a , a n d y o u c a n s o r t t h e
r e c o r d s in a l p h a b e t i c a l o r n u m e r i c o r d e r .
• W h e n y o u n e e d t o display fields from m o r e t h a n o n e t a b l e in a single
d a t a s h e e t , y o u c a n a d d t h o s e fields t o a q u e r y .
• In q u e r i e s , y o u c a n w r i t e e x p r e s s i o n s t o filter t h e i n f o r m a t i o n y o u n e e d ,
cal cul at e values b a s e d o n o t h e r fields, a n d p r o v i d e statistics t h a t s u m m a r i z e
y o u r d a t a .
338 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
T i m e t o c o m p l e t e a l l
1 0 skills – 5 0 t o 7 5 m i n u t e s
Find your student d a t a files here:
Student data files needed
for this chapter:
• a02 Classes
H c m e g r o u p
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03 i
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jj chapt«_03
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3 ] a02_Outings
^ a02.Reviev«
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4–29/2010 5:58 AS\
4,29/>010 4:54 PM
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Tools – ( Open j3 | Cancel
Ready
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 339
Find a n d R e p l a c e Data
• Specific information can be located using
t h e Find tool, a n d data can be searched a n d
c h a n g e d using Find a n d Replace.
1 . S t a r t «•’* Access. If necessary,
M a x i m i z e £jS[| the window.
2 . If necessary, insert the Student C D that
c a m e with this book.
3. O n t h e File t a b , click O p e n . In t h e O p e n
dialog box, navigate to y o u r s t u d e n t data
files a n d display the s t u d e n t files for this
chapter. Select a02_Classes, a n d t h e n click
t h e O p e n b u t t o n .
4 . Click the File t a b , a n d t h e n click Save
D a t a b a s e As. In the Save As dialog b o x
navigation p a n e , display the file list where
y o u are saving y o u r files.
5. In t h e Save As dialog box, click N e w
folder, type Access C h a p t e r 2 a n d t h e n
press [Enter] two times. In the File n a m e box,
using y o u r o w n n a m e , n a m e the file
Lastname_Firstname_a02_Classes
C o m p a r e y o u r screen with Figure 1 , a n d —
t h e n click Save.
If t h e Security Warning message displays,
click the Enable C o n t e n t b u t t o n .
6 .
7. In t h e N a v i g a t i o n P a n e , double-click
S t u d e n t s to o p e n the table. Click
anywhere in the Last N a m e c o l u m n to
m a k e it the active c o l u m n .
8. O n the H o m e t a b , in the F i n d g r o u p , click
t h e F i n d b u t t o n . In the F i n d a n d Replace
dialog box, in the F i n d W h a t box, t y p e
Brennan a n d then press [Enter). C o m p a r e
y o u r screen with Figure 2.
Access searches the Last Name field for the
text Brennan. The record for Eliseo Brennan
displays with the text Brennan selected.
Continue to the next page to complete the skill V
New folder
created
USB flash drive
opened
File name
changed
F i g u r e 1
Find and Replace
dialog box
Brennan is
selected
AT M e m objects
Star*.
Tabid
Z3 O w n
Z ) inmuitjri
I D BtOKlrMic
I D Stftioni
I D StuflMi
Q u r n n
_ J StytalU
Student 10 – Name • last N a m e
1 105* Frances Keif
K 1055 T.fany Crowson
• lose Pitner Napoleon
+ 1057 Mack Spell
1 1058 D e l p h i ! MdceHar
• 1CS9 Stan Heibel
1 1060 Shawani Kippes
• 1061 Frtn Dagel
• 1062 Coleen Bogaert
Neighborhood
Southwest
Southeast
Northwest
Northeast
Southeast
Southwest
Southwest
Central
Southeast
Report!
til Dur!>i*tf Entmi Rtpo
Street
16*41 5 Birchwood Av
63718 S Bnghtview Av
31273 W Ash St
2S62 E Butterfly Ay
48821 S Cardinal PI
3228 W Brown St
42770 N C a l l l e W a y
18857 E Butterfly Av
3040 E Center St
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• 1 0 7 9
• 1080
Shell I i
Eliseo
Southwest
Southeast
Southwest
Nor.hwest
Southeast
Central
23562 W Campbell Rd
SS779 E Barron Or
31827 N Chaffee Av
74955 W BrooifielO Dr
32085 5 Bnghtview Av
14124 W Dogwood U>
Seven w : : f rata
O T Y
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Fails CA
Atpen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
Aspen Falls CA
>
340 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
F i g u r e 2 M u a l e a B « «
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I 1054
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S u n
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63719 S Bnjhtview Av
21273 W Ash St
2562 E Butterfly Av
48821 S Cardinal PI
3228 W Brown St
42770 N Callie Way
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J L DUPTRATT FNTNEI
J ] TNTOMENTS
UL OUPACATE !r.lr I> RCPCN
KFCCMSCR ACCESS
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Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
A S P E N Falls
Aspen Falls
Aspen Falls
L E A E EAL V ^ ‘ F , L L S
Fairs
p e n ‘ a
• 1C70 Sam Talsma Southeast 8SJSS E Belmont Av
ESI 1071 Theodore Speaiirj Southeast 36691 SAItaTer
• 1072 Brendon Cattell Northeast 84206 E Belden Rd
* 1073 A , ^ _ – – • Berersann Southeast 21016 E Chaplin Av
– 1074 Lester RadcMIe Southeast 10257 S Baiter St
IS 1075 Thomasen* HERBERT Southwest 23562 w Campbell Rd
» 1076 L N P I Fertal Southeast 98779 I Barron Or
3 1077 Mohammed Jerden S o u t n w e t : 31827 N Cnarfee Av
* 1078 Clarice Oa:e$c..sxi Nortfiwest 74955 W Brecklleld Or
V 1075
» 1081
ShcWf
Erwtn
Favia
Breech
Southeast
Northeast
32085 SBnfhtview Av
BS403 E Ash St
z « H U M » AT A f. Seems
FEW” FALLS
p e n Falls
ipen Falls
ipen Falls
ipen Falls
Aspen Falls
Assen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Fails
Aspen -alls
Aspen Falls
Aspen ‘alls
Aspen Falls
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13 STUJENTS
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Student ID - F.rstName Neighborhood • Street
Sou'.neast 21765 S Cranston Av
58412 W Crescent St
37356 W Clover St
79452 S Clinton Av
8310 E Court St
88577 E Church Hill Rd
66307 EOeerSt
84952 W Court St
V>we A ,
I 1307 Aurcre Nestee Northeast
99752 N C-leStr.ut Av
I 1308 v o m s Corr.-er N o r f e a j t 9C581 N O V . S I O N S :
• 1309 • V i – o £ i » Nortrveas: 9084 £ D e f w e e d L P .
•* I31C Lakesha v a c h u f i Sc.-.-eas: IISJS 5 Convex: A V * 1 3 U Tia Pearl Central 9636 E Oartmoulh S :
J – 1312 Will Smith Southwest 6425 S Lake River I n
i:t;.i M « 1
n o i s e * • ” » s e a e e h E
O T Y •
Aspe” :a.is
CA
Aspen Falls
Aspen Falls CA
Aspen Falls C A
Asoen =alls C A
Aspen Falls CD
Aspen Falls C A
A- ‘ – . Is C A
Aspen Mai
C A
Aspen FALLS CA
A s s e ‘ -i . C A
Aspen Falls ‘ – 1
Aspen FAILS C A
Aspen – A Is CA
Aspen rails C A
Aspen «a::s
: A
Aspen Falls CA
A S M ‘ ‘1 CA
-ST?- -1 C A
Uti- ‘i C A
Asr-!- -i • C A
I = C E – -i i C A
A S P – T . =eils C A
Asper M B C A
Aspen : a l l s CA
Aspen Falls CA
l a – l e a S i l l
Cascading delete
will be performed
F i g u r e 3
Search item not
found
SKILL 1: Find a n d R e p l a c e Data
9 . Close the F i n d a n d Replace dialog
box. Be sure that the text Brennan is still
selected. In the Records g r o u p , click t h e
Delete b u t t o n a r r o w , a n d then click
Delete Record. C o m p a r e y o u r screen
with F i g u r e 3 , a n d then click Yes.
The Students table is related to other tables
with the cascading delete referential
integrity option. Here, any records for
Eliseo Brennan in related tables will also
be deleted.
10. Click anywhere in the N e i g h b o r h o o d
c o l u m n , and t h e n , in the F i n d group, click
the Replace b u t t o n .
1 1 . In the F i n d W h a t box, type S\V In the
Replace W i t h box, type Southwest
12. In the F i n d a n d Replace dialog box, click
t h e F i n d Next b u t t o n . Notice that the first
instance of SW is selected, and t h e n click
t h e Replace b u t t o n .
When you click the Replace button, the old
value is replaced and the next instance of the
old value is located.
13. C o n t i n u e clicking the Replace b u t t o n
until the message shown in F i g u r e 4
displays.
14. Read the message, and then click OK.
Close J t h e F i n d a n d Replace
dialog box.
15. Repeat the techniques just practiced to
F i n d the record for Kisha Algeo, a n d then
change that record’s first a n d last n a m e to
your own first and last n a m e .
16. Leave t h e table o p e n for the next skill.
Recall that the data you changed was saved
automatically as you made changes. The
table does not need to be saved.
You have completed Skill 1 of 10
F i g u r e 4
Microsoft Access Chapter 2 | Manage Datasheets ana Create Queries 341
• SKILL 2 : Filter a n d Sort Datasheets
• I n f o r m a t i o n can b e sorted by o n e or m o r e
c o l u m n s . Sorting arranges data in ways that
m a k e it m o r e useful.
• T h e Filter tool displays a list of all values for
the active c o l u m n . In the filter list, you can
display o r hide that value by clicking its
check box.
1.
2.
3 .
Close [«] the N a v i g a t i o n P a n e to m a k e
m o r e r o o m for the S t u d e n t s datasheet.
Scroll to the t o p of the datasheet, a n d t h e n
c o m p a r e y o u r screen w i t h Figure 1.
4 .
5 .
6 .
7 .
B Y D E F A U L T , T H E R E C O R D S A R E S O R T E D B Y T H E
Student ID F I E L D .
Scroll t h e datasheet to the right, a n d click
the B i r t h D a t e c o l u m n header to select
the c o l u m n . In the S o r t & Filter g r o u p ,
click the A s c e n d i n g b u t t o n to sort the
records by date.
Scroll d o w n to display the last four
records. Notice that the records are sorted
by b i r t h date in chronological o r d e r a n d
t h a t s t u d e n t s b o r n in t h e same year are
g r o u p e d together.
In the S o r t & Filter g r o u p , click the
R e m o v e Sort b u t t o n to r e t u r n the
datasheet to its original sort order.
Select the Last N a m e c o l u m n . In the
S o r t & Filter g r o u p , click the A s c e n d i n g
b u t t o n .
Select the N e i g h b o r h o o d c o l u m n . In the
S o r t & Filter g r o u p , click the A s c e n d i n g
b u t t o n . C o m p a r e your screen with
Figure 2.
T H E R E C O R D S A R E N O W S O R T E D B Y
N E I G H B O R H O O D , A N D W I T H I N E A C H G R O U P O F
N E I G H B O R H O O D S , T H E R E C O R D S R E M A I N S O R T E D
B Y L A S T N A M E .
Continue to the next page to complete the skill ^
Records sorted
by Student ID
F i g u r e 1
V I M
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3 STURTANT,
; Student ID
a TOOL
* 1002
* 1003
• 1004
B 1005
• 1006
* 1007
* 1009
* 100J
•* 1010
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% 1013
* 1014
* 1015
• 1016
:•: 1017
X 1018
1019
* 1020
* 1021
• 1022
:• 1023
• 1024
• 1025
[ • 1026
1027
V
DTTAUHCL .iiv.
: First Narr
Santiago
Greta
Elwood
Cleora
Erin
Donnie
Jcssia
Annika
Fablola
Ulliana
Junko
Reynaldo
Adolfo
Jonelle
K Y L E
Demetrius
Francesco
Shera
Abel
Perrotll
Ccrbet
Urd»
Smith
Voetsch
Sandell
Chapdelaine
Cuddlngton
Olah
Skok
Propes
Peaglcr
Hoobler
Bamick
Caya
Burslk
Pascorell
Magsby
Hogberg
Gosler
vizard
Blinks
Rudolph
Wlllen
Demart
Acerra
Sommella
Sheldon
Nelghborl
Southeast
Southwest
Southwest
Southeast
N c n h w e s t
southeast
Northwest
Southwest
Southwest
Southeast
Northeast
Northeast
Northwest
Northeast
Northeast
Central
Southeast
Northwest
Northwest
Northwest
southeast
Southeast
Southwest
Southwest
Northeast
Northwest
Southeast
Street
13578 S Bnghtvlew Av
127U4 S Clement ltd
6425 S Lake River Ln
82165 S Alta Ter
31761 W Belden Rd
7395 E Belmont Av
2014 W Carmen Or
2S709 S Aiken PI
52520 W Center St
26362 S Bumham Av
79655 E Ash St
89132 N Alta Ter
18790 W Cessna PI
89459 N Cardinal PI
4S437 E Brcokfield Dr
81580 E Carmen Or
6S044 E courseworkhero.co.uk St
61993 W Adams St
2S19S W Billings Ct
99975 N Bellevue Av
45CS6 S Cardinal PI
88354 E Chaplin Av
13382 W Chaplin Av
76601 S Chaffee Av
76552 N Cardinal PI
95300 WBrookfleldDr
15063 E Belmont Av
City
Aspen Falls
Aspen Fills
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
State
CA
Zip
93463
Phone •»
(805] 5 5 5 – ‘ ,
CA 93464 (8051 555-1
CA 93464 (805) 555-:
CA 93464 (805)555-
CA 93464 (805) 555-‘
CA 93463 (80S) 555-!
CA 93464 (805) 555-‘
CA 93463 (805) 555-1
CA 93463 (805) 555-.
CA 93463 (80S) 555-
CA 93463 (805) 555-1
CA 93463 (805) 555-.
CA 93463 (805) 555-1
CA 93463 (805)555-:
CA 93464 (805) 555-‘
CA 93463 (805)555-:
CA 93463 (805)555-:
CA 93464 (805) 555-1
CA 93464 (805) 555-1
CA 93464 (805) 555-1
CA 93464 (805) 555-‘
CA 93463 (805) 555-1
CA 93463 (805) 555-.
CA 93464 (805) 555-f
CA 93463 (805) 555-:
CA 93464 (805| 555-!
CA 93463 (805) 5 5 5 – ‘ .
iiuaioct . N a I S K
Records sorted by
Last Name within
Neighborhood
Records sorted by
Neighborhood
F i g u r e 2
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Go To –
< S M O •
u •• -
N I A - H N . ,
Student ID
• 1061
• 1100
: « 1192
•»: 1306
* 1244
•' 1016
• 1311
• 1270
• 1025
: * 1 2 1 2
• 1296
• * 1155
. ; * • 1 1 7 3
• 1 2 0 5
t 1 0 8 1
• 1 1 7 9
; * 1 0 1 5
A I I 5 8
• 1 0 7 2
• 1 0 1 4
4 1 1 3 8
I 1 3 0 8
• 1 2 1 5
»' 1 0 3 8
• 1 1 9 3
DATAMRRT VINV
First Name
F n u
Last Name
'"Central
Street
18857 E Butterfly Av
CITY
Aspen Falls
State
CA
Zip
93464
p.-.r-.(- -
I805| 555-1
Pat Dietsche Central 97563 N Charles St Aspen Falls CA 93463 (805) 555-'
Ella Dnsklll Central 72609 N Church St Aspen Falls CA 93464 (805) 555-1
Roman Hunneyman Central 2544 S Dorr Dr Aspen Falls CA 93463 (805)555-1
Central Aspen Falls CA S3464 |S05| 555-1 Central 1 4 2 1 i uorr ur Aspen Falls CA S3464 |S05| 555-1
Dallas Norment Central 97935 E Cleveland Av Aspen Falls CA 93463 (805) 555-1
Bessie Pascorell Central 815SO E Carmen Or Aspen Falls CA 93463 (805) 5S5-.
Tia Pearl Central 9636 E Dartmouth St Aspen Falls CA 93463 (805) 555-1
cmillo ^Teare Central 88837 E Charter Hill Dr Aspen Falls CA 93463 (805) 555-1
Shera Acerra Northeast 76952 N Cardinal PI Aspen Falls CA 93463 (805) 555-:
Delmer Alvernai Northeast 39254 E Charter Hill Dr Aspen Falls CA 93463 (805) 555-:
Ruben Ashurst Northeast 5340 N Chestnut Av Aspen Falls CA 93464 (805) 555-r
Kofi Bejar Northeast 29570 E Adams St Aspen Falls CA 93463 (805) 555-1
Northeast Aspen Falls 93463 (805)555-: Northeast Z7300 c clover 5t Aspen Falls 93463 (805)555-:
Abdul Blanco Northeast 86848 NCOolidgeAv Aspen Falls CA 93464 (805) 555-:
Sudie Blind! Northeast 88350 E Clematis Av Aspen Falls CA 93464 (805) 555-:
Erwin Breach Northeast 88403 E Ash St Aspen Falls CA 93463 (805) 555-
Fabian Brusser Northeast 77126 E Crescent SI Aspen Falls CA 93464 (805) 555-:
Klara Bursik Northeast 4S437 E Brookfield Or Aspen Falls CA 93464 (805) SSS-I
Dusty Caper Northeast 18977 N Burnham Av Aspen Falls CA 93463 (805) 555-1
Brendon Cattell Northeast 84206 E Belden Rd Aspen Falls CA 93464 (805) 555-!
Ulliana Caya Northeast 89459 N Cardinal PI Aspen Falls CA 93463 (805)555-:
Bertram Clued Northeast 54337 E Adams St Aspen Falls CA 93464 1805) 555-!
Norrls Comher Northeast 9C581 N Division St Aspen Falls CA 93463 (805) 555-:
Rufma Cumbie Northeast 31631 N Clinton Av Aspen Falls CA 93463 1805)555-'
Simonne Oejar.tls Northeast 74470 E Billings C\ Aspen Falls Ok 93464 (805) 555-:
1 8 0 5 ) 5 5 5 - : . Cesar Oeshero ^Northeast 8S047 N Coolldge Av Aspen Falls CA 93464
(805) 555-:
1 8 0 5 ) 5 5 5 - : .
MEAT LET) B a c VC
342 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
http://fitrrr.il
http://Fr.rruti.nc
SKILL 2: Filter a n d Sort Datasheets
List of unique
values in the
Neighborhood
field
F i g u r e 3
Filters result in
two students
Toggle Filter
button
Filter button
selected (Filtered)
8. W i t h the N e i g h b o r h o o d c o l u m n still
selected, in the S o r t & Filter g r o u p , click
the Filter b u t t o n , a n d t h e n c o m p a r e y o u r
screen with F i g u r e 3.
T H E F I L T E R M E N U DISPLAYS EACH U N I Q U E VALUE
STORED IN T H E NEIGHBORHOOD FIELD. B Y DEFAULT,
EACH VALUE IS SELECTED.
9. F r o m the Filter m e n u , clear the (Select
All) check box t o clear all the check boxes.
Select the S o u t h w e s t check box, and t h e n
click O K to display t h e 68 students from
the Southwest n e i g h b o r h o o d .
10. Find the record with your n a m e . Click in
the B i r t h D a t e field, which has the value
10/16/1999.
1 1 . In the S o r t & Filter g r o u p , click the
Selection b u t t o n , a n d t h e n click O n o r
After 10/16/1999. C o m p a r e your screen
with F i g u r e 4 .
12. In the S o r t & Filter g r o u p , click the
Toggle Filter b u t t o n .
T H E FILTER I S NO LONGER A P P L I E D TO T H E
DATASHEET AND T H E F I L T E R BUTTON DISPLAYS T H E
TEXT Unfiltered. T U R N I N G A FILTER OFF DOES NOT
DELETE T H E FILTER.
13. In the Filter status bar, click the
Unfiltered b u t t o n to reapply the filter.
14. O n the File t a b , click P r i n t , a n d then click
t h e P r i n t b u t t o n . In the P r i n t dialog box,
u n d e r P r i n t R a n g e , click in the F r o m box,
and then type 1 Click in the To box, a n d
then type 1 If y o u r instructor asks you to
p r i n t your work, click OK to p r i n t the first
page of the datasheet. Otherwise, click
Cancel.
15. Click Save (H], a n d then Close E the
table. O p e n [»J the N a v i g a t i o n Pane.
• You have completed Skill 2 of 10
Diuihtet Ha Hu>ioa mutt i B’a .% M. F i g u r e 4
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 343
• T h e Simple Query Wizard quickly adds
fields to a new query.
• You can include fields from related tables
a n d all t h e fields will display in a single
datasheet.
1 . O n t h e C r e a t e t a b , in the Q u e r i e s g r o u p ,
click t h e Q u e r y W i z a r d b u t t o n .
2 . In t h e N e w Q u e r y dialog box, w i t h
S i m p l e Q u e r y W i z a r d selected, click OK.
3 . Click t h e T a b l e s / Q u e r i e s a r r o w , a n d then
click Table: Classes. Click C l a s s Title,
click t h e Move E>U b u t t o n , a n d then
c o m p a r e y o u r screen with F i g u r e 1.
4 .
5 .
6 .
7.
8.
Click the T a b l e s / Q u e r i e s a r r o w , a n d then
click Table: I n s t r u c t o r s . Click F i r s t N a m e ,
a n d then click the Move [±2 b u t t o n .
Repeat this t e c h n i q u e to move t h e Last
N a m e field into Selected Fields.
Click t h e T a b l e s / Q u e r i e s a r r o w , a n d then
click Table: S e c t i o n s . Move the S t a r t D a t e
a n d S t a r t T i m e fields i n t o Selected Fields.
C o m p a r e your screen with F i g u r e 2, a n d —
t h e n click Next two times.
In the W h a t title d o y o u w a n t for y o u r
q u e r y box, replace the existing text with
I n s t r u c t o r Assignments
Select t h e Modify t h e q u e r y d e s i g n option
b u t t o n , a n d t h e n click F i n i s h .
Continue to the next page to complete the skill ^
Simple Query
Wizard
Classes table
selected
Available fields
from selected table
Field selected
for query
F i g u r e 1
Five fields selected
from three tables
F i g u r e 2
344 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
SKILL 3 : Use the Simple Query Wizard
: D P J ! * ! – 1 • * ! J Pin-Thrcooh
^ M I M M M
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F i g u r e 3
it Access Objects
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Class Title
Art History
First Name
Mohamed
Mohamed
• U s t Name • Start Date • Stan r i m e -Class Title
Art History
First Name
Mohamed
Mohamed Lonzo 3/5/2012 3:00 PM
Art History Mohamed Lonzo 10/8/2012 7:00 PM
A n History Boyce Torgeson 6/1S/2012 1:00 PM
‘Basic Drawing Bradford Andrzejczylt 6/19/2012 1:00 P M
Basic Drawing Rey Hasse 3/6/2012 7:00 P M
Basic Drawing Lana Shane 1/10/2012 7:00 PM
Basic Drawing Shane 10/9/2012 7:00 PM
Beginning Watercolcrs Chasidy trcwery 6/20/2012 1:00 PM
Beginning Watercolcrs Chasldy Trowery 3/7/2012 7:00 PM
Beginning Water colors Chasidy Trcwery 10/10/2012 7:00 PM
Beginning Waterrclors Chasldy Trowery 1/10/2012 7:00 PM
Impressionism In Art Hazel Ekwall 3/8/2012 3:00 PM
Impressionism In Art Hazel Ekwall 1/12/2012 7:00 PM
Impressionism in Art tarry Moyerman 6/21/2012 1:00 PM
Perspective Drawing Anton Hcffelt 1/14/2012 3:00 PM
Perspective Crawmg Anton Hoffelt 6/22/2012 1:00 PM
Perspective Drawing Mohamed Lonzo 10/11/2012 M T M
Perspective Drawing Mohamed Lonzo 3/9/2012 7:00 PM
Portrait Drawing Larry Mcyerman 3/13/2012 1:00 P M
Portrait Drawing Larry Moyerman 6/l».’2012 7:00 PM
Portrait Drawing U n a Shane 10/12/2012 7:00 PM
Portrait Drawing Lana Shane 1/9/2012 M O M
Tour of Aspen Falls Beatriz Handlin 5/12/2012 l « l f > M
Tour of Aspen tails B e a t m HanOlln 10/13/2012 1 4 0 P M a
9. In the query design workspace, p o i n t to
t h e Classes table title bar and t h e n d r a g it
to the right of the S e c t i o n s table.
When you choose fields from multiple tables
in a query, the relationships defined in the
Relationships tab will also apply to the
query. Here, an instructor can be assigned
to teach many sections, and a class can be
assigned to many sections.
10. Click t h e Class Title c o l u m n S o r t box to
display its arrow. Click the Class Title
c o l u m n S o r t a r r o w , a n d then click
A s c e n d i n g .
1 1 . Repeat the t e c h n i q u e just practiced so
that the Last N a m e c o l u m n is sorted in
A s c e n d i n g order. C o m p a r e your screen
w i t h Figure 3 .
12. O n the D e s i g n t a b , in the Results g r o u p ,
click t h e R u n b u t t o n . Alternately, click t h e
View b u t t o n . C o m p a r e your screen with
Figure 4 .
Recall that queries show subsets of the data
to answer a question. Here, the query shows
fields from three related tables and answers
the question: When do classes start and who
is assigned to teach them?
13. Click Save [flj, a n d leave t h e query o p e n
for the next skill.
• You have completed Skill 3 of 10
Class instructors
and start times
F i g u r e 4
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 345
http://Stuo.nO
A 4 : Format Datasheets
• Datasheets—for tables or for q u e r i e s —
can be formatted to m a k e the data easier
t o read.
1 . If necessary, o p e n the I n s t r u c t o r
A s s i g n m e n t s query datasheet.
2 . O n the H o m e tab, in t h e Text F o r m a t t i n g
g r o u p , click t h e Font a r r o w . Scroll to the
t o p of the list of fonts, a n d t h e n click
A r i a l N a r r o w .
3 . O n the H o m e tab, in the Text F o r m a t t i n g
g r o u p , click the F o n t Size a r r o w , a n d then
click 12. C o m p a r e your screen with
F i g u r e 1.
I.CW*: T W ~ (Aco, JWIH LLENM* A
Font arrow
Font Size arrow
4.
5 .
W h e n you change the f o n t size or f o n t , the
changes are applied to the entire datasheet.
In the upper-left corner of the datasheet,
click t h e Select A l l b u t t o n • . Place t h e
p o i n t e r on the line between any t w o
c o l u m n headers. W i t h the \±\ pointer,
double-click to resize all the c o l u m n s
automatically.
Click in any cell to deselect t h e datasheet,
a n d t h e n c o m p a r e your screen with
F i g u r e 2 .
Continue to the next page to complete the skill ^
F i g u r e 1
Columns resized
Select All button
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Class Tile
Ail History
Art History
Art History
Basic Prating
Firs! Name
Mohamad
Mohamed
Boyce
Bradford
Last Name
Lonzo
Lcnzo
Lcnzo
Andrzeiczyk
StarDats –
1/9/2012
3/5/2012
10/8/2012
6/18/2012
6/19/2012
Start Time –
700 PM
3 00 PM
7 00 PM
100 PM
1 00 PM
Basic Draanng
Basic Drawing
Basic Drifting
Beginning Watercolors
Beginrjng Watercolors
Beginning Walercolors
Beginning Watercokxs
Impressionism in An
tnpressicnisni m Art
Impressicnum in Art
Perspect’.e Drifting
Perspective Drafting
Perspectve Drafting
Perspeca.e Drifting
Portra.1 Drafting
Portrat Drafting
Porta] Drafting
Portra.1 Drafting
Tour cf Aspen Falls
Lana
Lana
Chasidy
Chasidy
Chasidy
Chasidy
Hazel
Hazel
Lany
Artcn
Anton
Mohamed
Mohamed
Larry
Larry
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Lana
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BMB17
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Shane
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Lonzo
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3/8/2012
1/10/2012
10/9/2012
SAAM
3V7/2012
10/10/2012
1/11/2012
3/8/2012
1/12/2012
6/21/2012
1/14/2012
6/22/2012
10/11/2012
3/8/2012
3/13/2012
6/18/2012
10/12/2012
1/9/2012
S/12/2012
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7 00 PM
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7 00 PM
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Background
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6. In the Text F o r m a t t i n g g r o u p , click the
D a t a s h e e t F o r m a t t i n g D i a l o g Box
L a u n c h e r 0 .
7. In the D a t a s h e e t F o r m a t t i n g dialog box,
u n d e r Cell Effect, select the Raised o p t i o n
b u t t o n . C o m p a r e y o u r screen with
— Figure 3.
In the Datasheet Formatting dialog box, a
sample of the selected formatting displays.
In the D a t a s h e e t F o r m a t t i n g dialog box,
click the B a c k g r o u n d C o l o r a r r o w . In t h e
gallery, click A u t o m a t i c .
In the D a t a s h e e t F o r m a t t i n g dialog box,
click the A l t e r n a t e B a c k g r o u n d C o l o r
a r r o w . In the gallery, u n d e r T h e m e
C o l o r s , click the sixth color in the second
r o w — A q u a , Accent 2, L i g h t e r 8 0 % .
10. Click the G r i d l i n e C o l o r a r r o w . In the
gallery, u n d e r T h e m e C o l o r s , click the
eighth color in the first r o w — G r a y – 5 0 % ,
Accent 4. C o m p a r e your screen with
Figure 4 .
1 1 . Click OK to apply the changes and to
close the dialog box.
12. Click the Save IU] b u t t o n to save the
design changes that you m a d e . Leave
the query o p e n for t h e next skill.
• You have completed Skill 4 of 10
F i g u r e 4
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 347
http://Rrpo.li
http://Stua.nl
http://Atilorun.nl
In Access, dates a n d times are stored as
n u m b e r s . T h e underlying n u m b e r s display
as dates in database objects. For example,
the n u m b e r 37979 displays as 12/24/2003
if t h e S h o r t Date format is assigned to the
D a t e / T i m e field.
W h e n dates are used as query criteria, they
are s u r r o u n d e d by n u m b e r signs (#).
1 . W i t h t h e I n s t r u c t o r Assignments query
still o p e n , click the V i e w b u t t o n to switch
to Design view.
2 . Click in the Start T i m e c o l u m n C r i t e r i a
b o x , a n d t h e n t y p e 1:00 P M C o m p a r e
y o u r screen with F i g u r e 1 .
As you type in a date criteria box,
IntelliSense—Quick Info, ToolTips, and
AutoComplete—display. AutoComplete
is a menu of commands that match the
characters you type. The Quick Info box
explains the purpose of the selected
AutoComplete. Here, the suggested
command—Pmt—is not needed and
should be ignored.
3. O n t h e Design tab, in t h e Results group,
click t h e R u n b u t t o n . Verify t h a t the eight
classes that start at 1:00 P M display, and
t h e n switch to Design view. C o m p a r e y o u r
screen with F i g u r e 2.
When you do not type the number symbols
that surround dates or times, Access inserts
them before running the query.
Continue to the next page to complete the skill ^
INTELLISENSE
AUTOCOMPLETE BOX
INTELLISENSE
QUICK INFO BOX
F i g u r e 1
NUMBER SIGNS
SURROUND DATE
OR TIME CRITERION
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348 Manage Datasheets ana Create Queries | Microsoft Access Chapter 2
http://leorserrse.FesTneme_a5J_Clai.ei
http://En.eran.rm
SKILL 5: A d d Date a n d Time Criteria
C o m m o n C o m p a r i s o n O p e r a t o r s
Operator Purpose
= Is true when the field’s value is equal to the specified value
<> Is true when the field’s value does not equal the specified value
< Is true when the field's value is less than t h e specified value
<= Is true when the field's value is less than or equal "to the
specified value
> Is true when the field’s value is greater than the specified value
>= Is true when the field’s value is greater than or equal to the
specified value
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CLASS TITLE • FRIT NAME – LAST NAME •
E I E S BOYCE TORGESON
BASE DRAFTING BRADFCCD ANTAEJCZYK
3EGRV«NG WATERCOLORS CHSSIDY :TRS*?’>
IMPRESSTCNSM IN ARL LANY IMOYERMAN
PERSPECTVE DRAFTING ANTON HOSEH
START DALE • START
6/18/2012
6/19/2012
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TIME –
100 PM
I 00 PL.T
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June classes that
start at 1 PM
4 . IN THE Start D a t e COLUMN C r i t e r i a BOX,
TYPE > 4 / 1 / 2 0 1 2 R u n THE QUERY TO DISPLAY
THE SEVEN CLASSES THAT START AFTER APRIL 1,
2 0 1 2 AND START AT 1:00 P M .
DATES, TIMES, AND OTHER NUMERIC CRITERIA
OFTEN USE comparison operators—OPERATORS
USED TO COMPARE TWO VALUES—FOR EXAMPLE,
= (EQUAL TO) AND < (LESS THAN). COMMON
COMPARISON OPERATORS ARE LISTED IN THE TABLE
IN F i g u r e 3.
5. SWITCH TO DESIGN VIEW. IN THE Start D a t e
COLUMN C r i t e r i a BOX, REPLACE THE EXISTING
CRITERION WITH BETWEEN 6 / 1 / 2 0 1 2 AND
6 / 3 0 / 2 0 1 2 WITH THE \±\ POINTER, INCREASE
THE WIDTH OF THE Start D a t e COLUMN TO
DISPLAY ALL ITS CRITERIA.
THE Between...And operator FINDS ALL
NUMBERS OR DATES BETWEEN AND INCLUDING
TWO VALUES. HERE, ALL THE JUNE CLASSES THAT
START AT 1:00 PM WILL DISPLAY IN THE QUERY.
WHEN YOU WIDEN A QUERY COLUMN IN THE
DESIGN GRID, THE COLUMN WILL RETURN TO ITS
ORIGINAL WIDTH WHEN THE QUERY IS CLOSED.
6. Save |B|, AND THEN R u n THE QUERY TO DIS
PLAY THE JUNE CLASSES THAT START AT 1:00 P M .
— COMPARE YOUR SCREEN WITH F i g u r e 4 .
7. IN THE FIRST RECORD, CHANGE THE NAME Boyce
Torgeson TO YOUR OWN FIRST AND LAST NAME.
IF YOU ARE PRINTING YOUR WORK, PRINT THE
DATASHEET.
8. Close [xj THE QUERY.
• You have completed Skill 5 of 10
Record M lrjIS » H e Sencn
iiuroioci l a i j a - K F i g u r e 4
Microsoft Access Chapter 2 j Manage Datasheets and Create Queries 349
http://Reg.mjt.on
http://Enrcli.TKr.ti
SKILL 6: Create Queries in Design View
• To create a query in Design view, you first
a d d t h e tables you will need to t h e q u e r y
design workspace. You t h e n add the fields
you w a n t to use to the design grid. Finally,
y o u a d d criteria and r u n t h e query.
1 . O n t h e Create tab, in the Queries g r o u p ,
click the Q u e r y Design b u t t o n .
2 . I n t h e Show Table dialog box, d o u b l e
click Classes to a d d t h e table to t h e q u e r y
design workspace. Alternately, select the
table in t h e dialog box, a n d t h e n click the
Add b u t t o n .
3. Repeat t h e t e c h n i q u e just practiced to a d d
t h e Sections a n d Registrations tables.
C o m p a r e your screen w i t h F i g u r e 1 , a n d
t h e n Close the Show Table dialog box.
4 . In t h e N a v i g a t i o n Pane, p o i n t to the
Students table. Dr ag the table from
t h e N a v i g a t i o n Pane to the right of the
Registrations table in the q u e r y design
workspace. C o m p a r e y o u r screen with
F i g u r e 2 .
T A B L E S C A N B E A D D E D T O T H E Q U E R Y D E S I G N
W O R K S P A C E U S I N G T H E S H O W T A B L E D I A L O G B O X
O R B Y D R A G G I N G T H E M F R O M T H E N A V I G A T I O N
P A N E .
T H I S Q U E R Y N E E D S T O A S K T H E Q U E S T I O N : Which
students receive a discount? To A N S W E R T H I S
Q U E S T I O N , FIELDS F R O M T H R E E T A B L E S A R E N E E D E D .
T H E R E G I S T R A T I O N S T A B L E H A S B E E N A D D E D T O
T H E Q U E R Y T O J O I N S E C T I O N S A N D S T U D E N T S I N A
M A N Y - T O - M A N Y R E L A T I O N S H I P .
• Continue to the next page to complete the skill ^
Tables added to
design workspace
Show Table
dialog box
F i g u r e 1
Students table
added to design
workspace
APPTUTION
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350 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
SKILL 6 : Create Queries in Design View
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N a m e field to a d d it to the first c o l u m n of
t h e design grid. Alternately, drag the field
into the first c o l u m n Field box.
6. In the Students table, double-click Last
N a m e to a d d it to the second c o l u m n of
the design grid.
7. F r o m t h e Classes table, a d d t h e Class
T i t l e field. F r o m the Sections table, a d d
the Fee field.
8. In t h e Students table, scroll d o w n to
display the Discount field, a n d then a d d
t h e Discount field to the design grid.
C o m p a r e your screen with F i g u r e 3.
9 . Click Save Q . In the Save As dialog box,
t y p e Discounts a n d then press [Enter].
10. O n the Design tab, in the Results g r o u p ,
click R u n .
The query displays all students registered
for Art Center classes.
1 1 . Switch to Design view. In the D i s c o u n t
c o l u m n C r i t e r i a box, type >0 C o m p a r e
y o u r screen with F i g u r e 4 .
Here, only the students with a discount
greater than zero will display.
12. Run t h e q u e r y to display the 18 s t u d e n t s
with discounts, a n d then click Save | 3 ] .
13. Leave t h e q u e r y o p e n for the next skill.
• You hove completed Skill 6 of 10
Hum l o g • a a T V M S w F i g u r e 4
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 351
• A calculated field is a c o l u m n added to
a q u e r y t h a t derives its value from o t h e r
fields.
2 .
1 . If necessary, o p e n the Discounts q u e r y
d a t a s h e e t . Click the V i e w b u t t o n to switch
to Design view.
Close [«] the N a v i g a t i o n Pane. Click in
t h e first e m p t y Field box to the right of
t h e D i s c o u n t c o l u m n . Click the Field
a r r o w to display the field list.
C L I C K I N G F I E L D S I N T H E F I E L D L I S T I S A N A L T E R N A T E
M E T H O D O F S E L E C T I N G F I E L D S I N Q U E R I E S .
Press [Esc) to close the field list.
I N T H I S F I E L D B O X , Y O U W I L L C R E A T E A N E W F I E L D
T H A T D E R I V E S I T S V A L U E F R O M T W O D I F F E R E N T
FIELDS—FEE A N D D I S C O U N T .
W i t h t h e insertion p o i n t in the first blank
field box, type Discounted Fee followed by
a colon (:). C o m p a r e your screen with
F i g u r e 1 .
3 .
4 .
5.
I N A Q U E R Y , C A L C U L A T E D FIELDS B E G I N W I T H A
D E S C R I P T I V E L A B E L T H A T E N D S W I T H A C O L O N .
H E R E , D I S C O U N T E D F E E W I L L B E T H E C O L U M N
L A B E L W H E N T H E Q U E R Y I S R U N .
Point to the line to the right a n d slightly
above the Discounted Fee c o l u m n . W h e n
the \±\ pointer displays, drag to the right
to the m i d d l e of t h e second blank c o l u m n
a n d t h e n release the m o u s e b u t t o n .
C o m p a r e your screen with F i g u r e 2 .
Continue to the next page to complete the skill ^
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352 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
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SKILL 7 : A d d C a l c u l a t e d Fields to Queries
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the colon, type the foDowing expression:
[Fee]-[Fee]*[Discount] C o m p a r e your
screen w i t h Figure 3.
An expression is a combination of fields,
mathematical operators, and prebuilt
functions that calculates values in tables,
forms, queries, and reports.
In expressions, field names are always
enclosed between a left square bracket and
a right square bracket. Here, the expression
multiplies the fee by the discount to
determine the discount amount. To
determine the discounted fee, the discount
amount is subtracted from the original fee.
7. In the R e s u l t s g r o u p , click R u n . If the
Enter Parameter Value dialog box or any
o t h e r dialog b o x displays, close the dialog
box, a n d t h e n carefully check t h e
placement of the colon a n d square
brackets, a n d check that you spelled the
field n a m e s correctly. T h e n r u n t h e q u e r y
again.
8. W i t h t h e \±\ pointer, double-click to resize
t h e D i s c o u n t e d Fee c o l u m n automatically.
9. Click anywhere in the D i s c o u n t e d Fee
c o l u m n , a n d t h e n , o n t h e H o m e t a b , in
the S o r t & Filter g r o u p , click the
A s c e n d i n g b u t t o n .
10. Click File, click P r i n t , a n d then click P r i n t
P r e v i e w . In the Page Layout g r o u p , click
L a n d s c a p e . C o m p a r e your screen with
Figure 4.
1 1 . Click Save |Hj. If you are p r i n t i n g this
project, p r i n t t h e datasheet.
12. Close 0*3 the datasheet, a n d then
O p e n 0 the N a v i g a t i o n P a n e .
• You have completed Skill 7 of 10
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 353
fork with Logical Criteria
» W h e n criteria are in m o r e than one c o l u m n ,
the placement of the criteria in the design
grid rows determines if one or b o t h of the
criteria m u s t be t r u e for the record to display.
1 . O n t h e C r e a t e t a b , in t h e Q u e r i e s g r o u p ,
click t h e Q u e r y D e s i g n b u t t o n . In the
S h o w Table dialog box, add t h e Classes
table, a d d the S e c t i o n s table, a n d t h e n
C l o s e t h e dialog box.
2 . In t h e design workspace, p o i n t to the
b o t t o m edge of the S e c t i o n s table. W i t h
the (T| pointer, drag d o w n so that all t h e
table fields display, a n d then release the
m o u s e b u t t o n .
3. F r o m t h e Classes table, a d d the Class
T i t l e field to the design grid. F r o m the
S e c t i o n s table, add t h e S t a r t D a t e a n d
Live M o d e l s fields to the design grid.
4 . Click Save [ 5 J , type Adults Only Classes
a n d t h e n click OK.
5. In t h e R e s u l t s g r o u p , click t h e Run
b u t t o n , a n d then c o m p a r e y o u r screen
w i t h Figure 1.
6 .
Yes/No field
F i g u r e 1
T H E L I V E M O D E L S FIELD HAS B E E N ASSIGNED THE
Yes/No data type—A DATA TYPE USED TO STORE
VALUES THAT CAN HAVE O N E O F TWO POSSIBLE
VALUES—FOR E X A M P L E , YES A N D N O , OR TRUE
A N D FALSE.
Click the View b u t t o n to switch to Design
view. In the Live M o d e l s c o l u m n C r i t e r i a
box, t y p e =Yes R u n t h e query, a n d t h e n
c o m p a r e your results w i t h Figure 2.
W H E N A CHECK B O X I N A Y E S / N O FIELD IS
SELECTED, THE VALUE Yes IS STORED I N THE FIELD.
W H E N THE CHECK B O X IS CLEARED, THE VALUE No
IS STORED I N THAT FIELD.
Continue to the next page to complete the skill •
354 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
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C o m m o n A c c e s s W i l d c a r d C h a r a c t e r s
Character Description Example
* Matches any number of
characters.
D o n * matches Don and Donna,
but not Adonna.
? Matches any single alphabetic
character.
D?n matches Don and Dan,
but not Dean.
[] Matches any single character
in the brackets.
D[ao]n matches Dan and Don,
but not Den.
Matches any single numeric
character.
C-#PO matches C – 3 P 0 ,
but not C-DPO.
SKILL 9 : A d d Wildcards to Query Criteria 1
Four spelling
variations for
William Smith
F i g u r e 3
5. In the First N a m e c o l u m n C r i t e r i a box,
replace the existing criterion with L I K E
” ? I L L * ” R u n the q u e r y to display the four
duplicate records for William Smith.
— C o m p a r e y o u r screen with F i g u r e 3.
T H E question mark (?) wildcard C H A R A C T E R
M A T C H E S A N Y S I N G L E C H A R A C T E R . C O M M O N
W I L D C A R D C H A R A C T E R S S U P P O R T E D B Y A C C E S S A R E
S U M M A R I Z E D I N T H E T A B L E I N F i g u r e 4.
6. Save | 9 ] , a n d then Close f j ] the query.
7. In t h e N a v i g a t i o n P a n e , u n d e r R e p o r t s ,
double-click D u p l i c a t e E n t r i e s R e p o r t . If
you are p r i n t i n g this project, print t h e
report.
R E C A L L T H A T R E P O R T S A R E O F T E N U S E D T O D I S P L A Y
T H E R E S U L T S O F Q U E R I E S . H E R E , T H E R E P O R T
D I S P L A Y S T H E R E S U L T S O F T H E D U P L I C A T E E N T R I E S
Q U E R Y .
8. Close B the report.
B E C A U S E Y O U D I D N O T M A K E A N Y D E S I G N
C H A N G E S T O T H E R E P O R T , Y O U D O N O T N E E D T O
S A V E I T .
• You have completed Skill 9 of 10
F i g u r e 4
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 357
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. 1 0 : G r o u p a n d Total Queries 1 *
– A summary statistic is a calculation for a
g r o u p of data such as a total, an average, or
a c o u n t .
• W h e n s u m m a r y statistics are a d d e d to a
query, t h e q u e r y calculates statistics for a
g r o u p of data.
1 . In t h e N a v i g a t i o n Pane, u n d e r Queries,
right-click E n r o l l m e n t s , a n d t h e n , from
t h e s h o r t c u t m e n u , click Design V i e w .
2 . In t h e query design workspace, in the
Classes table, double-click Class T i t l e to
a d d it to t h e design grid. Repeat this
t e c h n i q u e to insert the Start D a t e ,
Student I D , a n d Fee fields.
C h a n g e the Start D a t e c o l u m n Sort box
to Ascending. R u n the query, and then
c o m p a r e y o u r screen with F i g u r e 1.
3 .
4 .
5 .
The query lists each class and its starting
date, the Student ID of each student
enrolled in the class, and the normal Fee
charged to each student.
Switch to Design view. O n the Design tab,
in t h e S h o w / H i d e g r o u p , click the Totals
b u t t o n t o insert t h e T o t a l row in t h e
design grid.
Click in the Student I D c o l u m n Total b o x
to display its arrow. Click t h e Student I D
c o l u m n Total a r r o w , a n d t h e n click
C o u n t . Repeat this t e c h n i q u e to change
the Fee c o l u m n Total box to S u m .
C o m p a r e y o u r screen with F i g u r e 2 .
The Total row is used to determine how
queries should be grouped and summarized.
Here, two columns have been designated as
columns to group by and the other two
columns have been designated to calculate
statistics—count and sum.
Continue to the next page to complete the skill ^
All students
enrolled in classes
and normal fees
F i g u r e 1
Total row
Group by Class Title
and Start Date
Count Student
ID and sum Fee
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Reports
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Art History
Art History
Art History
Art History
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Portrait Drawing
Portrait Drawing
Portrait Drawing
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Basic Drawing
Basic Drawing
Basic Drawing
Basic Drawing
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Basic Drawing
Basic Drawing
Basic Drawing
Basic Drawing
Basic Drawing
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Beginning Watercolors
Beginning Watercolors
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1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/9/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/10/2012
1/11/2012
1/11/2012
1/11/2012
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358 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
SKILL 1 0 : G r o u p a n d Total Queries
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Tour of Aspen Falls
Start Date • CountOIStudent ID
1/9/2012
1/9/2012
1/10/2012
1/11/2012
1/12/2012
1/14/2012
3/5/2012
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$90.00
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3/7/2012
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6. R u n t h e query. W i d e n t h e
C o u n t O f S t u d e n t I D c o l u m n to display
its entire n a m e , a n d t h e n c o m p a r e y o u r
screen with F i g u r e 3.
When you include summary statistics, the
column names change. Here, Student ID
changes to CountOfStudent ID and Fee
changes to SumOfFee. Summary queries
display a single row for each group. Here,
instead of showing the individual students
within each class, the query shows the
number of students in that class and the
total fees.
7. Switch to Design view. Click anywhere in
the Student I D c o l u m n . O n the Design
t a b , in the S h o w / H i d e g r o u p , click the
P r o p e r t y Sheet b u t t o n . O n the p r o p e r t y
sheet General tab, click in t h e C a p t i o n
box, a n d t h e n type Enrollment C o m p a r e
y o u r screen with F i g u r e 4.
Recall that a caption is the value that
displays in place of actual field names in
datasheets, forms, and reports.
8. In the design grid, click anywhere in the
Fee c o l u m n to display its properties in the
p r o p e r t y sheet. C h a n g e the C a p t i o n
p r o p e r t y to Total Fee
9. Close [x] the p r o p e r t y sheet, a n d then
click Save g .
10. Run t h e q u e r y to verify that t h e
E n r o l l m e n t a n d T o t a l Fee captions
display in the c o l u m n headers.
1 1 . If you are p r i n t i n g y o u r work, p r i n t t h e
datasheet.
12. Close [x] t h e query, a n d then Exit Access.
S u b m i t y o u r p r i n t o u t s o r database file as
directed by y o u r instructor.
D O N E ! You hove completed Skill 10 of 10 and
your databases are complete!
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 359
http://frti.es
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
More Skills ^ Export Queries to Other File Formats
There are times when you need to work with data in a table
or query using another application. Access can export database
tables and queries into several file formats that are used by other
applications. For example, you can export a table to a W o r d
document or an Excel spreadsheet, or to a web page.
In More Skills 11, you will export a query to an Excel
spreadsheet and to a file that can be opened with a web browser.
To begin, open your web browser, navigate to
www.pearsonhighcred.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s Q F i n d D u p l i c a t e R e c o r d s
The purpose of a relational database is to avoid duplicate
data. When tables contain many records, it is often difficult to
discover when duplicate data exists. The Find Duplicates Query
Wizard is used to find duplicate data quickly.
Tn More Skills 12, you will use the Find Duplicates Query
Wizard to locate duplicate data and then correct the records with
duplicate values. You will then run the query again to test your
changes.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
textbook, and then follow the instructions on the website.
More Skills Find Unmatched Records
W h e n two tables are related, each record in the table on the
many side of the relationship must have a corresponding value in
the table on the one side of the relationship. The Find Unmatched
Query Wizard compares the values from two tables and then lists
the records that do not have corresponding values.
Tn More Skills 13, you will use the Find Unmatched Query
Wizard to find records that are missing a value in a related table.
You will then correct the data and create a one-to-many
relationship between the two tables.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills Create Crosstab Queries
The Crosstab Query Wizard creates a special query that
calculates the results of two groupings. One group displays down
the left column and the other group displays across the top. Each
remaining cell in the query displays a total, average, or other
summary statistic for each pair of groupings.
In More Skills 14, you will create a crosstab query.
To begin, open your web browser, navigate to
wvw.pearsonhighercd.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
360 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
http://www.pearsonhighered.com/skills
http://www.pearsonhighcred.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://wvw.pearsonhighercd.com/skills
Key Terms
And logical operator 355
Asterisk (*) wildcard 356
AutoComplete 348
Between…And operator 349
Calculated field 352
Comparison operator 349
Expression 353
IntelliSense 348
Or logical o p e r a t o r 355
Question m a r k (?) wildcard . . 357
Quick Info 348
Simple Q u e r y Wizard 344
Summary statistic 358
Wildcard 356
Yes/No data type 354
Online Help Skills
1 . S t a r t 0 Access. In the upper-right corner of the Access window, click the Help
b u t t o n [©]. In the H e l p window, click the M a x i m i z e U=m\ b u t t o n .
2 . Click in t h e search box, t y p e query criteria a n d t h e n click t h e Search b u t t o n . In
the search results, click E x a m p l e s of q u e r y c r i t e r i a .
3 . Read the article’s i n t r o d u c t i o n , a n d t h e n , below I n t h i s t o p i c , click O v e r v i e w .
C o m p a r e y o u r screen with F i g u r e 1.
F i g u r e 1
4. Read the Overview section a n d watch t h e video to see if you can answer the
following: W h a t expression would you use to find all students w h o are over 30
years old? H o w would you change this expression to find students w h o are 18
or over?
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 361
A s s e s s m e n t
Matching
M a t c h each t e r m in the second c o l u m n with its correct definition in the
first c o l u m n by writing the letter of the t e r m o n t h e blank line in front of
the correct definition.
1 . A wizard that quickly adds fields to a new query.
2 . A t e c h n o l o g y that displays Q u i c k Info, ToolTips, a n d
A u t o C o m p l e t e as you type expressions.
3. Equal to (=) a n d greater t h a n (>) are examples of this type of
operator.
4 . This dialog box is used to add tables to an existing query.
5. In t h e query design grid, two criteria placed in the same row use
this logical operator.
6 . W h e n t w o criteria are placed in different rows in the query design
grid, this logical o p e r a t o r will b e applied.
7. This wildcard character can represent any c o m b i n a t i o n of
characters.
8 . This wildcard character can represent any single character.
9 . W h e n using a field n a m e in a calculated field, the field’s n a m e
m u s t start a n d e n d with this character.
1 0 . To a d d s u m m a r y statistics to a query, this row m u s t be a d d e d to
t h e query.
362 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
A And
B Asterisk (*)
C C o m p a r i s o n
D IntelliSense
E O r
F Question m a r k (?)
G Show Table
H Simple Q u e r y
1 Square bracket
J Total
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . In a query, criteria is added in this view.
A. Datasheet
B. Design
C. Workspace
2 . In a query, results are displayed in this view.
A. Datasheet
B. Design
C. Design grid
3. An IntelliSense m e n u of c o m m a n d s t h a t m a t c h t h e
characters you are typing.
A. AutoComplete
B. Q u i c k Info
C. ToolTips
4 . An IntelliSense box that explains the p u r p o s e of the
selected AutoComplete.
A. A ut oC om p lete
B. Q u i c k Info
C. ToolTips
5. In query criteria, dates are s u r r o u n d e d by this
character.
A. >
B. !
C. #
Topics for Discussion
1. You have created queries using the Simple Q u e r y
Wizard and using Design view. W h i c h m e t h o d d o you
prefer, and why? What situations m a y be better suited
to using the Simple Query Wizard? W h a t situations
may be better suited to using Design view?
6 . An o p e r a t o r that finds all n u m b e r s o r dates
between a n d i n c l u d i n g two values.
A. A n d . . . B e t w e e n
B. B e t w e e n . . . A n d
C . I n . . . B e t w e e n
7. A c o m b i n a t i o n of fields, m a t h e m a t i c a l o p e r a t o r s ,
a n d pre-built functions t h a t calculates values.
A. C o m p a r i s o n o p e r a t o r
B. Expression
C . Q u i c k Info
8 . A data t y p e used to store values that can have o n e
of two possible values.
A. Byte
B. Switch
C . Yes/No
9 . T h e o p e r a t o r that is placed at the b e g i n n i n g of
criteria that use wildcards.
A. Like
B. Similar
C . Wildcard
1 0 . A calculation for a g r o u p of data such as a total, an
average, or a c o u n t .
A. Calculated c o l u m n
B . G r o u p formula
C. S u m m a r y statistic
2 . Data that can be calculated from existing fields can be
entered manually into its o w n field, o r it can be
included as a calculated field in a query. Which m e t h o d
would p r o d u c e t h e most accurate results, a n d why?
Microsoft A c c e s s C h a p t e r 2 | M a n a g e Datasheets and Create Queries 3 6 3
Skill Check ( ^ I f e E . )
To complete this database, you will need the following file:
• a 0 2 _ O u t i n g s
You will save your database as:
• L a s t n a m e _ F i r s t n a m e _ a 0 2 _ O u t i n g s
1 . S t a r t Access, a n d then o p e n the student data file a 0 2 _ O u t i n g s . Save the database in
y o u r Access C h a p t e r 2 folder with the n a m e L a s t n a m e _ F i r s t n a m e_a02_ O u t i n g s
If necessary, enable the content.
2 . O p e n t h e P a r t i c i p a n t s table. Click t h e L a s t N a m e c o l u m n . In the F i n d g r o u p ,
click the F i n d b u t t o n . In t h e F i n d W h a t box, t y p e Binder a n d t h e n click t h e F i n d
N e x t b u t t o n . Close t h e dialog box, a n d t h e n change Freddie Binder to y o u r o w n
first a n d last n a m e .
3. W i t h t h e Last N a m e c o l u m n active, in t h e S o r t & F i l t e r g r o u p , click the
A s c e n d i n g b u t t o n .
4 . Select t h e N e i g h b o r h o o d c o l u m n , a n d t h e n , in the S o r t & Filter g r o u p , click t h e
F i l t e r b u t t o n . In the Filter p a n e , clear t h e (Select AH) check box, a n d t h e n select
t h e S o u t h e a s t check box. Click O K to apply the filter.
5. C l o s e t h e N a v i g a t i o n P a n e . In the Text F o r m a t t i n g g r o u p , click the F o n t Size
a r r o w , a n d t h e n click 9.
6. Select all the c o l u m n s , a n d then double-click to resize their widths automatically.
7. O n t h e File t a b , click P r i n t , a n d then click P r i n t P r e v i e w . In the P a g e L a y o u t
g r o u p , click t h e L a n d s c a p e b u t t o n . C o m p a r e y o u r screen w i t h F i g u r e 1 .
If y o u are p r i n t i n g this project, p r i n t the datasheet.
8. Save, a n d then Close t h e table. O n t h e C r e a t e t a b , in the Q u e r i e s g r o u p , click
Q u e r y W i z a r d . In t h e N e w Q u e r y dialog box, click OK.
9 . I n t h e S i m p l e Q u e r y W i z a r d , click t h e T a b l e s / Q u e r i e s a r r o w , a n d t h e n click
Table: O u t i n g s .
10. Click O u t i n g N a m e a n d t h e n click t h e M o v e b u t t o n . Repeat t h e p r o c e d u r e t o
m o v e O u t i n g D a t e into Selected Fields, a n d t h e n click F i n i s h .
1 1 . O n t h e H o m e t a b , click the View b u t t o n , a n d t h e n , in t h e O u t i n g D a t e c o l u m n
C r i t e r i a box, t y p e > 1 0 / 1 / 2 0 1 2
12. R u n t h e query, double-click to resize t h e O u t i n g N a m e c o l u m n automatically,
a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 2 .
• Continue to the next page to complete this Skill Check •
364 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
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13. If you are p r i n t i n g y o u r work, p r i n t t h e O u t i n g s Q u e r y datasheet. Save, and t h e n
Close the query.
14. O n the Create tab, in the Q u e r i e s g r o u p , click Q u e r y Design. Use the displayed
Show Table dialog box to a d d t h e following tables in this order: O u t i n g s ,
Registrations, a n d Participants. Close the dialog box.
15. Double-click to add the following fields in this order: O u t i n g N a m e , First N a m e ,
Last N a m e , Fee, a n d , from the b o t t o m of t h e Participants table, Discount.
16. In the Last N a m e c o l u m n C r i t e r i a box, type Sorens?n to show records for
Sorensen o r Sorenson. In the Last N a m e c o l u m n or box, type y o u r o w n last
n a m e .
17. In the first b l a n k c o l u m n , type t h e following label a n d expression: Discounted
Fee:[Fee]-[Fee]”[Discount ] If necessary, widen t h e c o l u m n for the calculated
field.
18. In the Last N a m e c o l u m n , click t h e Sort box. Click the displayed Sort a r r o w , a n d
then click Ascending.
19. Click Save. In t h e Save As dialog box, type Duplicate Records a n d t h e n press [Enter!.
2 0 . R u n the query, a n d then c o m p a r e y o u r screen w i t h F i g u r e 3. If t h e Enter
Parameter Value dialog box displays, r e t u r n to Design view and t h e n repeat step
17, taking care to spell field n a m e s correctly a n d to include the square brackets.
2 1 . If you are p r i n t i n g y o u r work, p r i n t the datasheet. Close the D u p l i c a t e Records
query.
22. O p e n t h e N a v i g a t i o n Pane. In t h e N a v i g a t i o n Pane, u n d e r Queries, right-click
Counts b y Category, a n d t h e n click Design V i e w .
2 3 . O n the D e s i g n tab, in the S h o w / H i d e g r o u p , click t h e Totals b u t t o n . Click in the
Registration I D c o l u m n T o t a l box, click the displayed Total a r r o w , a n d then
click C o u n t .
24. With the Registration I D c o l u m n still active, in t h e S h o w / H i d e group, click t h e
P r o p e r t y Sheet b u t t o n . Click in the p r o p e r t y sheet C a p t i o n box, type Category
C o u n t a n d t h e n Close the p r o p e r t y sheet.
25. Click Save, a n d then R u n t h e query. W i d e n the Category C o u n t c o l u m n so that
— the entire label displays, a n d t h e n c o m p a r e y o u r screen with F i g u r e 4 .
26. If you are p r i n t i n g y o u r work, p r i n t t h e datasheet. Save, a n d then Close t h e
C o u n t s by Category query.
27. Exit Access. Submit y o u r p r i n t o u t s o r database file as directed by your instructor.
Done! You have completed the Skill Check
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 365
Assess Your Skills 1
TO COMPLETE THIS DATABASE, YOU WILL
• a02_Reviews
YOU WILL SAVE YOUR DATABASE AS:
• Lastname_Firstname _ a 0 2 _Reviews
1 . S t a r t Access, a n d t h e n o p e n a02_Reviews.
Save t h e database in your Access Chapter 2
folder as Lastname_Firstname_a02_Reviews
If necessary, enable the content.
2 . O p e n the Employees table. F i n d the record
for Cyril Calta a n d replace his n a m e with
y o u r o w n first a n d last n a m e .
3. Filter t h e D e p a r t m e n t c o l u m n so only t h e
n i n e A r t Center employees display, a n d t h e n
sort t h e datasheet in alphabetical order by
Last N a m e . C h a n g e the datasheet’s font size
to 10.
4 . In P r i n t Preview, change o r i e n t a t i o n to
Landscape, a n d then Save the table. If you
are p r i n t i n g your work, p r i n t t h e datasheet.
Close t h e table.
5. Start t h e Simple Q u e r y W i z a r d . From t h e
Employees table, add First N a m e a n d Last
N a m e . From t h e Reviews table, a d d Review
D a t e , Attendance, and Customer Relations.
Use t h e wizard to n a m e the query Employee
Reviews a n d accept all o t h e r wizard defaults.
6. Switch to Design view. In the Last N a m e
c o l u m n C r i t e r i a box, add a criterion with a
wildcard that accepts all last names starting
w i t h B a n d e n d i n g with thin Use a wildcard
c h a r a c t e r that accepts any n u m b e r of
characters.
7. In the Last N a m e c o l u m n or box, type your
o w n last n a m e .
366 Manage Datasheets and Create Queries | Microsoft
THE FOLLOWING FILE:
8. Set the q u e r y to sort in alphabetical o r d e r by
Last N a m e . Add a criterion to t h e Review
D a t e c o l u m n so that reviews after
12/31/2009 display.
9. In t h e first blank c o l u m n , a d d a calculated
field with the label Review Total Have t h e
calculated field a d d the Attendance field to the
Customer Relations field.
10. In t h e Review Total c o l u m n just created, add
a criterion so that only totals that are greater
than or equal to 7 display. Save, a n d then R u n
the query. Verify that four records result as
shown in Figure 1 .
1 1 . If asked, print the datasheet. Close the query.
12. Create a new query in Design view. From the
Employees table, add Departments, and from
the Reviews table add Employee I D . Add the
Total row, g r o u p by D e p a r t m e n t , and Count
Employee I D .
13. For the Employee I D c o l u m n , set the C a p t i o n
p r o p e r t y to N u m b e r of Employees Save the
query with the n a m e D e p a r t m e n t Counts
14. R u n the query, widen the N u m b e r of
Employees column to display the entire
caption, a n d then c o m p a r e your screen with
Figure 2 .
15. If you are printing your work, print the
datasheet. Save, and then Close the query.
16. Exit Access, a n d then submit y o u r printouts
or database file as directed by your instructor.
D o n e ! You have completed Assess Your Skills 1
Chapter 2
Err •• M i anno
. . . . . . . . .
F i g u r e 1
L. LL 1 1 1 1 |
F i g u r e 2
A s s e s s m e n t
Assess Your Skills 2
Assess Your Skills 3 and 4 can be found at
vmw.pearsonhighered.com/skiils.
To complete this database, you will need the following file:
• a 0 2 _ C a m p s
You will save your database as:
• L a s t n a m e _ F i r s t n a m e _ a 0 2 _ C a m p s
1 . S t a r t Access, a n d then open a 0 2 _ C a m p s . Save
the database in your Access C h a p t e r 2 folder
as L a s t n a m e _ F i r s t n a m e _ a 0 2 _ C a m p s
2. O p e n t h e C a m p e r s table. F i n d t h e record for
Kurt Davion a n d replace his n a m e with your
o w n first a n d last n a m e .
3. Filter the P a r e n t / G u a r d i a n c o l u m n so t h a t
only (Blanks) display, a n d then sort t h e
datasheet in alphabetical order by Last
N a m e . C h a n g e the datasheet’s font size to 10.
4. In P r i n t Preview, change o r i e n t a t i o n to
L a n d s c a p e , a n d then Save t h e table. If you
are p r i n t i n g your work, p r i n t the datasheet.
Close the table.
5. Start the S i m p l e Q u e r y W i z a r d . F r o m the
C a m p s table, add C a m p N a m e a n d S t a r t
D a t e . F r o m the C a m p e r s table, add First
N a m e a n d Last N a m e . Use t h e wizard to
n a m e the query July C a m p e r s a n d accept all
o t h e r wizard defaults.
6. Switch to Design view. In the S t a r t D a t e
c o l u m n C r i t e r i a box, enter an expression
that will result in dates between 7/1/2012
a n d 7/31/2012.
7. In the First N a m e c o l u m n C r i t e r i a box, add
a criterion with a wildcard t h a t accepts all
first n a m e s starting with Carl
8. In the Last N a m e column o r box, type your
own last n a m e .
9. Set the query to sort in alphabetical o r d e r b y
Last N a m e .
10. In t h e first b l a n k c o l u m n , a d d a calculated
field with the label Discount A m o u n t
Calculate t h e a m o u n t by multiplying t h e
Discount field by 75.
1 1 . Click in t h e D i s c o u n t A m o u n t c o l u m n o r
box, a n d t h e n o p e n the p r o p e r t y sheet. O n
t h e p r o p e r t y sheet G e n e r a l tab, click t h e
F o r m a t box, click the displayed F o r m a t
a r r o w , a n d , from the list, click C u r r e n c y .
Close the p r o p e r t y sheet.
12. Save, a n d t h e n R u n the query. W i d e n t h e
D i s c o u n t A m o u n t c o l u m n to display the
entire c a p t i o n . Verily that three records
result, as s h o w n in Figure 1.
13. If asked, p r i n t the datasheet. Save, a n d t h e n
Close the query.
14. Create a new q u e r y in Design view. F r o m the
C a m p s table, a d d C a m p N a m e , a n d from the
R e g i s t r a t i o n s table, add R e g i s t r a t i o n
N u m b e r . A d d t h e Total row, a n d g r o u p by
C a m p N a m e a n d C o u n t by R e g i s t r a t i o n
N u m b e r .
15. Save the q u e r y with the n a m e C a m p C o u n t s
R u n the query, a n d then c o m p a r e your
screen with Figure 2.
16. If you are p r i n t i n g your work, p r i n t the
datasheet. Close the query.
17. Exit Access, a n d then s u b m i t your p r i n t o u t s
or database file as directed by your instructor.
Done! You have completed Assess Your Skills 2
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 367
http://vmw.pearsonhighered.com/skiils
A s s e s s m e n t
Assess Your Skills Visually
T o c o m p l e t e t h i s d a t a b a s e , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• a 0 2 _ I n s t r u c t o r s
Y o u w i l l s a v e y o u r d a t a b a s e a s :
• L a s t n a m e _ F i r s t n a m e _ a 0 2 _ I n s t r u c t o r s
O p e n the database a 0 2 _ I n s t r u c t o r s , a n d t h e n
using y o u r o w n n a m e , Save the database as
Last n a m e _ F i r s t n a m e _ a 0 2 _ I instructors
F o r m a t the A r t I n s t r u c t o r s table as s h o w n in
Figure 1 . C h a n g e the datasheet’s font size to 10,
a n d t h e n resize the c o l u m n s to fit their data.
Apply the R a i s e d cell effect with each row color
alternating between W h i t e , B a c k g r o u n d 1 a n d
t h e s t a n d a r d color G r e e n 2. F o r m a t the grid line
color to t h e s t a n d a r d color G r e e n 5.
Sort t h e datasheet by Last N a m e . In the first
record of the A r t I n s t r u c t o r s table, replace
Kacey Alkbsh with your o w n n a m e .
Save the datasheet changes. Print the datasheet
o r s u b m i t t h e database file as directed by your
instructor.
Done! You have completed Assess Your Skills Visually
Z J ART I
Instructor ID
A1C6
A121
A107
A113
A1C5
. First Name . Last Name – i City . State . Zip . . Click to Add
F i g u r e 1
•a
Mohamed
Soyce
Chasidy
N a r r e
Andrzejczyk
Chicharello
Cumrmsky
BEWAIL
Hoffelt
*.trenberg
LON20
Morey
M overman
Ryhal
Shane
Teeple
Termilus
Tcrgeson
Trowcry
82522 E Madison St CA
63734 W Meadow St
6 3 4 7 1 S High St
44705 SEarleSt
82075 NMahoney St
23812 EEastviev/Ct
23926 S Harrington Av
38789 E East St
SSC65 N Tempiewood Ct
19199 W Field Av
75732 S Porter P!
8 3 7 2 1 N Mayfield Rd
70416 5 Nelson P!
62877 N Strongs Av
60034 w Meadow Brook Rd
76117 W Second St
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Falls
Aspen Faiis
Aspen Fails
Aspen i
Aspen Falls
A s c e r Fa 5
Aspen ral:s
Aspen Fails
Aspen Fans
Aspen Falls
Aspen Falls
5396 S West ST A s c t n Fa s
8 1 2 1 S Plain St I Aspen Fails
42018 N Horton St ! Aspen Faiis
33533 S Lafayette St
5 8 4 3 1 S Mayfield Rd
81976 W E Washington St
Aspen Falls
Aspen Falls
9 5 – 6 3
93464
9 5 4 6 3
95463
93463
93464
93464
[ 9 3 4 6 4
93463
(8C5) 555-7170_
1805) 555-7316
(8051 555-6131
(805) 555-7475
(805) 555-5713
(805) 555-4683
[8051 555-3580
(805) 555-4704
•80S! 555-821C
(8051 555-4937
193463 1(8251 555-599″
93463
9 3 4 6 3
(805) 555-9831
35) 555-2287
(805] 555-9205
(805) 555-5281
(805) 555-3976
(805) 555-3817
(805) 555-4462
825) 555-6684
(805) 555-4134
( 8 0 9 555-::C2
1805) 555-3726
368 Manage Datasheets and Create Queries | Microsoft Access Chapter 2
Skills in Context
To complete this database, you will need the following file:
a 0 2 _ N e i g h b o r h o o d s
You will save your database as:
a L a s t a a m e _ F i r s t n a m e _ a 0 2 _ N e i g h b o r h o o d s
O p e n a 0 2 _ N e i g h b o r h o o d s a n d save the database in your Access
C h a p t e r 2 folder as L a s t n a m e _ F i r s t n a m e _ a 0 2 _ N e i g h b o r h o o d s
Create a s u m m a r y query n a m e d N e i g h b o r h o o d C o u n t s t h a t
counts t h e n u m b e r of registrations from each n e i g h b o r h o o d . T h e
N e i g h b o r h o o d field is in the S t u d e n t s table, a n d the Registration
ID field is in the Registrations table. T h e q u e r y will have five
rows, one for each n e i g h b o r h o o d . In t h e first c o l u m n , display t h e
neighborhood n a m e , and in t h e second c o l u m n , display t h e
n u m b e r of registered students. For the second c o l u m n , change the
caption t o N u m b e r of Students In t h e datasheet, w i d e n t h e
N u m b e r of Students c o l u m n to display the entire caption.
Print the datasheet or s u b m i t t h e database file as directed by y o u r
instructor.
D o n e ! You hove completed Skills in Context
Skills and You
To complete this database, you will need the following file:
a 0 2 _ C o n t a c t s
You will save your database as:
L a s t n a m e F i r s t n a m e a02 C o n t a c t s
O p e n a02_Contacts, and then save the database as
Lastname_Firstname_a()2_Contacts O p e n the C o n t a c t s table, a n d
then a d d at least 12 personal contacts to the table. In t h e C o n t a c t
Type field, enter either Family, Friend, o r Business for each
contact. Create a query that displays all the fields from the
Contacts table. Add criteria to display only the contacts that you
assigned as Family. F o r m a t the q u e r y datasheet as desired a n d
assign the Landscape o r i e n t a t i o n . Print o r s u b m i t the file as
directed by y o u r instructor.
D o n e ! You have completed Skills and You
Microsoft Access Chapter 2 | Manage Datasheets and Create Queries 369
C H A P T E R
C r e a t e F o r m s
• F o r m s are typically used to edit, delete, a n d a d d t h e records stored in database tables.
• M o s t forms show o n e record at a t i m e so that you can work with just that data.
Your starting screen will look similar to this:
t | d e a l t fjtetrul 0»l» OitabaieTool:
* Ctrl f \ \ AllCnqHl, 1
S i Copy
/ ‘ l i m i t Pout
* J d f l t l TR*S*«BItlB
}_,*•«••••” son •/ [ 0 0 3 ! . r . t t i : ” A I ‘ I ‘ 1 ” X D«i«E • 3 J L . i n i
Sort !i M M ( m o i d ;
1 »
B / a
r , n a a1 a .
TUTT RORMSTFLNQ
! Security Warning Some ictwe content has oecn ot»ol«d. Clkfc for mote d i t r t i . Enable Content
All ACCESS OBJECTS
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370 Create Forms | Microsoft Access Chapter 3
S K I L L S f ^ W ^ M
• • ” • » ‘ » * \ ^ Skills 1 – 1 0 Trainingy
A t t h e e n d of t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
Skill 1 Use t h e Form Wizard
Skill 2 Format Forms in Layout View
S k i l l 3 Use Forms t o Modify Data
Skill 4 Use t h e Blank Form Tool
Skill 5 Customize Form Layouts
Skill 6 A d d Input Masks
Skill 7 Apply Conditional Formatting
Skill 8 Create One-to-Many Forms
Skill 9 Enter Data Using One-to-Many Forms
Skill 10 Create Forms from Queries
M O R E S K I L L S
M o r e Skills 11 Validate Fields
M o r e Skills 12 Add Combo Boxes to Forms
M o r e Skills 13 Create Multiple Item Forms
M o r e Skills 14 Create Macros
Outcome
Using the skills listed to the left will enable you t o
create forms like these:
Class Schedule
CLASS I D
CLASS TIDE
CATEGORY
LENGTH
SECTIONS
TOUT OF ASPEN FALLS
ART HISTORY
i d a y
_ J S t u d e n t Entry F o n r i
S T U D E N T E N T R Y F O R M
STUDERIT I D
LAST NAME
FIRST NAME
NEIGHBORHO
STREET
CITY/STATE/Z
PHONE
BIRTH DATE
DISCOUNT
CORBET j
J
[SANTIAGO
! SOUTHEAST
13578 S BRIGHTVIEW AV
ASPEN FALLS J:CA II93463 1
[(804) 555-6S94
JO/26/1040 4k
S e c t i o n I D – ; S t a r t D a t e -t S t a r t T i m e – I n s t r u c t o r I D » F e e –
20121
20141
5/12/2012
10/13/2012
1:00 P M A103
1:00 P M A103
$5.00
S5.00
*
20147 12/4/2012 1:00 P M A101 S5.00
Record:” l o t 3 • M » I «,”. fie- Filter Search
You will save your files as:
L A S T N A M E _ F I R S T N A M E _ A 0 3 _ C L A S S E S
L A S T N A M E _ F I R S T N A M E _ A 0 3 _ C L A S S E S _ S N I P L
L A S T N A M E _ F I R S T N A M E _ A 0 3 _ C L A S S E S _ S N I P 2
L A S T N A M E _ F I R S T N A M E _ A 0 3 _ C L A S S E S _ S N I P 3
L A S T N A M E _ F I R S T N A M E _ A 0 3 _ C L A S S E S _ S N I P 4
Microsoft Access Chapter 3 I CREATE FORMS 371
In t h i s c h a p t e r , y o u will c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s of
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
s J
• F o r m s are often d e s i g n e d to e n t e r d a t a for specific n e e d s of t h e d a t a b a s e . For
e x a m p l e , o n e f o r m is u s e d to m a n a g e s t u d e n t r e c o r d s , a n o t h e r t o m a n a g e class
r e c o r d s , a n d a n o t h e r t o register s t u d e n t s i n t o classes.
• Access has m a n y m e t h o d s for b u i l d i n g f o r m s so t h a t y o u can c h o o s e t h e
m e t h o d t h a t b e s t creates t h e f o r m y o u n e e d .
• F o r m s can display t h e r e c o r d s from a single table o r display r e c o r d s f r o m t w o
related tables.
• F o r m s are d e s i g n e d t o b e v i e w e d o n a c o m p u t e r s c r e e n a n d are rarely p r i n t e d .
• F o r m s can b e b a s e d o n q u e r i e s so t h a t y o u can w o r k w i t h a s u b s e t of t h e d a t a
f r o m a single t a b l e o r several related tables.
372 Create Forms | Microsoft Access Chapter 3
T I M E TO C O M P L E T E ALL
1 0 SKILLS – 6 0 TO 9 0 M I N U T E S
Student data files needed
for this chapter:
a03_Classes
a03_Classes_Logo
a03_Classes_Picture
Find your student d a t a files here:
ORGANIZE » ‘ ZD 4
JL MUSIC » NAME DATE MODIFIED TJ
FCJ PICTURES
H VIDEOS * FILES CURRENTLY ON THE DISC (12) H VIDEOS
13] A03.CAMPJ 5/572010 2:34 PM !.’
f% HOMEGROUP IK A03.CAMPS.LOGO 12,16/200910:31 … PI
3 ] A03.CLASSES 5/6/2010 7:44 PM M
COMPUTER Q A03.CLASSES.LOGO 5/8/201011:21 AM JF
£ , LOCAL DISK (CO Q A03_CLASSES_PICTURE 5/1/20101:03 PM IF
1 | 8ACLCUP DRIVE (D:) ISJ A03.CONTACTS 5/5/2010 7:22 PM ‘.
: * DVD RW DRIVE (&) SFSOFFICELT] ! •3] A03.COUNCILS 5/5/2010 6:03 PM ‘.•
OL.STUDENT.DATA.FILES E J K- A03.COUNCILS.LOGO 5/3/20101:09 PM II
OL.COMMON.FEATURES •3J A03_MANAGERS sanaa 337 PM •••
. O2.WORD 3 ] A03.OUTINGS 5/2/20101-17 PM ‘.
03.EXCEJ E A03_OUTINGS_LOGO 5/B/20101:07 PM JF
04.ACCESS •3] A03_REVIEWS 5/16/2010 4.09 PM V
CHAPTER.01
CHAPTER_02
CHAPTER_03
CHAPTER_04
05_POVVERPOINT
_ USB DRIVE (FI)
FILEN – J ALL FILES
TOOLS » OPEN
” – ^ B
SWITCH
WINDOWS –
ndov.
READ/ MUM LOCK
Microsoft Access Chapter 3 | Create Forms 373
http://a03.Camps.Logo
http://a03.Classes.Logo
http://a03.Councils.Logo
• Access has several tools tor creating t o r m s .
T h e F o r m Wizard is used to select multiple
tables a n d specific fields for y o u r form.
1 . S t a r t © Access. If necessary,
M a x i m i z e fe^J the window.
2 . F r o m t h e s t u d e n t files that c a m e with this
b o o k , o p e n a03_Classes.
3. Click the File t a b , a n d t h e n click Save
D a t a b a s e As. In the Save As dialog box,
display t h e file list where you are saving
y o u r files. Click N e w folder, type
Access Chapter 3 a n d then press [Enter]
two times. N a m e the file Lastname_
Firstname_a03_Classes a n d then click Save.
4 . If t h e Security W a r n i n g message displays,
click t h e Enable C o n t e n t b u t t o n .
5. O n t h e C r e a t e t a b , in t h e F o r m s g r o u p ,
click t h e F o r m W i z a r d b u t t o n . Click the
T a b l e s / Q u e r i e s a r r o w , a n d then click
I n s t r u c t o r s . C o m p a r e your screen with
Figure 1 .
The first screen of the Form Wizard is used
to select the fields that you want your form
to display.
6. W i t h I n s t r u c t o r ID selected u n d e r
Available Fields, click the Move
b u t t o n 1 > 1 so that the field will be
included in the form.
Use the Move b u t t o n [ £ } to move First
N a m e a n d Last N a m e i n t o Selected
Fields.
Use either technique just practiced to
m o v e t h e following fields i n t o Selected
F i e l d s in this order: Street, City, State,
Z i p , a n d P h o n e . Do n o t m o v e the C u r r e n t
W – 4 field. C o m p a r e your screen with
Figure 2 .
7.
8 .
• Continue to the next page to complete the skill ^
Form Wizard
Selected table
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F i g u r e 1
Selected fields
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H U A I C O a i i k| F i g u r e 4
9. In the F o r m W i z a r d , click N e x t , and t h e n
c o m p a r e y o u r screen with Figure 3.
You can use the Form Wizard to pick
different layouts for your form. A layout
determines how data and labels are arranged
in a form or report. For example, the
columnar layout places labels in the first
column and data in the second column.
10. W i t h C o l u m n a r layout selected, click
Next. U n d e r W h a t title do y o u w a n t f o r
y o u r f o r m , replace Instructors with
Instructor C o n t a c t Form
1 1 . In the F o r m W i z a r d , click Finish, a n d
t h e n c o m p a r e your screen w i t h Figure 4.
The title that you type in the last screen of
the Form Wizard becomes the name of the
form in the Navigation Pane and the theme
last used in the database is applied. Here, the
Adjacency theme has been applied.
12. Leave the form o p e n for the next skill.
• You hove completed Skill 1 of 10
Microsoft Access Chapter 3 | Create Forms 375
Layout View
• Layout view is used to format a form or
r e p o r t while viewing a sample of the data.
1 . W i t h t h e I n s t r u c t o r Contact F o r m still
o p e n , o n the H o m e tab, in the Views
g r o u p , click the V i e w b u t t o n to switch to
Layout view. C o m p a r e your screen w i t h
F i g u r e 1 .
In Layout view, you can select individual
labels and text boxes. A label is an object on
a form or report that describes other objects
on the report or form. Here, the Instructor
ID text box is selected. A text box is an
object on a form or report that displays the
data from a field in a table or query.
O n t h e Design t a b , in t h e Themes g r o u p ,
click t h e Themes b u t t o n . Scroll to t h e
b o t t o m of the Themes gallery, a n d t h e n ,
in t h e t h i r d to last row, click t h e second
t h e m e — P a p e r .
3. In t h e H e a d e r / F o o t e r g r o u p , click the
D a t e a n d T i m e b u t t o n . C o m p a r e y o u r
screen with F i g u r e 2 .
2 .
In the D a t e a n d T i m e dialog box, accept
the default settings by clicking O K to
insert t h e date a n d t i m e into the form’s
header.
Continue to the next page to complete the skill ^
Labels
Text boxes
Selected text box
F i g u r e 1
Date and Time
dialog box
Date and Time
button
F i g u r e 2
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376 Create Forms | Microsoft Access Chapter 3
SKILL 2 : Format Forms in Layout View
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Stale
Carolyne
Teepit
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5. Click the S t a t e text box to select the
control—an object in a form or report
such as a label o r text box.
6. Point to the m i d d l e of the control’s right
b o r d e r to display the 0 pointer, and t h e n
c o m p a r e your screen with F i g u r e 3.
7. W i t h the 0 pointer, drag to the left so
that the State text box is approximately
the same width as t h e Z i p text box.
8. Click the I n s t r u c t o r I D text box. Press
a n d hold [Ctrl] while clicking the S t a t e , Z i p ,
and P h o n e text boxes. Be careful n o t t o
move the m o u s e while clicking.
9. With the four controls selected, o n t h e
D e s i g n t a b , in the Tools g r o u p , click t h e
P r o p e r t y Sheet b u t t o n .
10. If necessary, in the p r o p e r t y sheet, click
the F o r m a t t a b . In the W i d t h box, replace
t h e existing value w i t h 1.25 a n d then press
[Enter]. C o m p a r e y o u r screen with F i g u r e 4.
In this manner, you can select multiple con
trols and then format them the same.
1 1 . Close 0 t h e P r o p e r t y Sheet, and t h e n
Save ‘A_ the design changes. Leave the
form o p e n for the next skill.
• You have completed Skill 2 of 10
Microsoft Access Chapter 3 | Create Forms 377
• Recall that forms are designed to i n p u t data
into tables. You d o n o t need to use the
m o u s e as you key data into forms, a n d the
changes are stored automatically in the
u n d e r l y i n g table.
1 . W i t h t h e I n s t r u c t o r Contact F o r m o p e n ,
click t h e V i e w b u t t o n to switch to F o r m
view.
2 . O n t h e Navigation bar, click the Next
r e c o r d b u t t o n 0 to display record 2 of
2 2 — L a n a Shane.
3. Press [Enter) to select t h e value in t h e First
N a m e text box. Replace Lana w i t h y o u r
o w n first n a m e .
4 . Press [Enter], a n d t h e n c o m p a r e y o u r screen
w i t h Figure 1 .
Recall that you can move to the next text
box in a form by pressing [ENTER] or [Tab). In
this way, you can continue typing values
without having to use the mouse. Keeping
your hands over the keyboard speeds data
entry and increases accuracy.
5. In t h e Last N a m e text box, replace Shane
w i t h y o u r own last n a m e .
6 . Press [Enter!, to accept the change, a n d then
click in t h e Last N a m e text box to select it.
O n the H o m e tab, in the F i n d g r o u p , click
t h e F i n d b u t t o n .
7. In t h e F i n d a n d Replace dialog box F i n d
W h a t box, type M o y e r m a n a n d t h e n press
[Enter]. With t h e record for Celia M o y e r m a n
displayed, Close E | t h e F i n d a n d
Replace dialog box.
8. W i t h t h e Last N a m e Moyerman selected,
t y p e Stock C o m p a r e y o u r screen w i t h
Figure 2 .
• Continue to the next page to complete the skill
378 Create Forms | Microsoft Access Chapter 3
Value in next
field selected
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STATE CA
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380 Create Forms | Microsoft Access Chapter 3
SKILL 4 : Use the Blank Form Tool
Paper theme is
the current theme
F i g u r e 3
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C J Tuesday, May 0 8 , 2 0 1 : 8:iS:u AM
Student TO
F irsr Nttet
Last N u n c
N e i g h b o r h o c J
Street
C e y
Sratc
Zip fbl)Ot
B D t t Date
C i s c r u n t
i — Date and time
Title and logo
Santiago
Southeast
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Aspen Falls
CA
03463
•805) 555-4>=»
9 :6.1940
J
U a t v a – H lot310 a H a it. Ho M m taardi
Label column
widened
F i g u r e 4
5. Close H t h e Field List. In the Themes
g r o u p , click the Themes b u t t o n . In the
Themes gallery, u n d e r I n this Database,
p o i n t to t h e t h u m b n a i l , a n d then c o m p a r e
your screen with F i g u r e 3.
The ScreenTip should display Paper used by
Database—the theme applied to the previ
ous form.
6. Press [ Esc ] to close the gallery.
7. Click the N e i g h b o r h o o d label, a n d then
with the 0 pointer, d r a g to increase t h e
column’s width so that t h e entire label text
displays.
8. On the D e s i g n tab, in the H e a d e r / F o o t e r
g r o u p , click t h e T i t l e b u t t o n , a n d then
t y p e Student Entry F o r m
9. In the H e a d e r / F o o t e r g r o u p , click t h e
Logo b u t t o n . In the Insert Picture dialog
box, navigate to the s t u d e n t files, select
a03_Classes_Logo, a n d then click O K .
10. In the H e a d e r / F o o t e r g r o u p , click the
D a t e a n d T i m e b u t t o n . In the D a t e a n d
T i m e dialog box, click O K . C o m p a r e your
screen w i t h F i g u r e 4 .
1 1 . Click Save [fl]- In t h e Save As dialog box,
type Student E n t r y Form and then press
[Enter]. Leave t h e form o p e n for the next
skill.
• You have completed Skill 4 of 10
Microsoft Access Chapter 3 | Create Forms 381
F o r m a n d report layouts use control grids—
cells a r r a n g e d in rows a n d c o l u m n s i n t o
which controls are placed.
C o n t r o l grids work m u c h like tables. You
can a r r a n g e several fields in a single row a n d
m e r g e multiple cells across rows a n d
c o l u m n s .
2.
3 .
4 .
5 .
6 .
1 . Close [«] the N a v i g a t i o n Pane. W i t h t h e
Student E n t r y F o r m o p e n , click the State
text box to select the control.
Point to the State text box, a n d t h e n with
t h e [ 5 1 pointer, d r a g t h e control u p a n d to
t h e right. W h e n the o r a n g e line displays to
t h e right of t h e C i t y text box, as shown in
F i g u r e 1 , release the m o u s e b u t t o n .
P o i n t to the Z i p text box, a n d t h e n w i t h
t h e [ 3 pointer, d r a g t h e c o n t r o l t o t h e
r i g h t of the State text box, a n d t h e n
release the m o u s e b u t t o n t o m o v e t h e text
b o x a n d create a new c o l u m n .
Select the State text box, p o i n t to t h e right
border, a n d t h e n with t h e 0 pointer, drag
t o resize the c o l u m n approximately as
s h o w n in F i g u r e 2 . Repeat to resize t h e
Z i p text b o x as s h o w n in the figure.
Double-click in t h e C i t y label, select t h e
text City, a n d t h e n type City/State/Zip
In the First N a m e row, click the First
N a m e text box, press a n d hold [SHIFT] while
clicking the last e m p t y cell in the row.
W i t h the three cells selected, on t h e
A r r a n g e tab, in the M e r g e / S p l i t g r o u p ,
click the M e r g e b u t t o n .
Continue to the next page to complete the skill •
A . A •
| Mom Create WemalDatl DiljbiKToo
J * \ [XA[ B C o l o n –
View tnenei j X l r o r K i –
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F i g u r e 1 L , ‘ c u l
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3 '
STUDENT ENTRY F O R M TUESDAY, MAY OS. ion
8 : 3 9 : 4 3 AM
i Student I D toot
[ First N a m e Santiago
I Las: N a m e Corbet
ASPEN FAILS
; N e i g h b o r h o o d ;Sourheast
: Street ; ' 3 5 7 S S Brightview A v
j C i t y
•State
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Phone
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Discount
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t S o j ) 5 5 5 – 4 1 ”
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DitaCaceTec'j
State and Zip text
boxes moved to
new columns and
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F i g u r e 2
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1 S 0 5 1 m A : ;
9 : 6 1 0 4 0
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382 Create Forms | Microsoft Access Chapter 3
SKILL 5 : Customize Form Layouts
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Student Entry Form Tuesday, May oE. 20a
Student I D -1001
U s ; S'.uiie Colli-
First Name
Neighborhood Southeast
Street 13578 S Brightrieu- A v
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S u t e
Zip
Phone
Birth Date
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Merged cells
tiu.i.0 j a a tat F i g u r e 3
• «a-ra-^tW*3.da
Cieirc £.teinitCi' .ate Tee-It Deugn Arrange Four.*
• 1 J Title
Inieit —. Add Existing Property
• Image- •& Oate and Time r l l l d ,
m
Student Entry Form Tuesday. May 08.2012
9:04:46 AM
1001 S t u d e n t I D
Las! Name Corbet
first Narr.e Santiago
Netahbcrhocd Southeast
Street 1357S S Bnghtview Av
City .'State-Zip Aspen Falls
Phone (805") 555-4122
Birth Date 9/16/1940
Discount o*>
03463
Record l« lolSIO Seaicn
Picture inserted
into merged cells
7. In the Last N a m e row, repeat t h e
technique just practiced to merge the last
three cells in the row, a n d t h e n merge t h e
last three cells in the N e i g h b o r h o o d a n d
S t r e e t rows.
8. Click t h e Last N a m e label to select it.
Press a n d hold [Shift] while clicking the Last
N a m e text box.
9. O n t h e A r r a n g e t a b , in t h e Move g r o u p ,
click t h e Move U p b u t t o n o n e time to
move the Last N a m e row above the F i r s t
N a m e row. C o m p a r e y o u r screen w i t h
—— Figure 3 .
10. Click t h e State label. Press a n d hold [Shift],
while clicking the last e m p t y cell in t h e
Z i p row. W i t h t h e eight cells selected,
press [Delete) to remove the two e m p t y rows
from the layout.
1 1 . In the P h o n e row, click t h e first e m p t y
cell. Press a n d hold [Shift], a n d t h e n click t h e
last cell in the D i s c o u n t row. W i t h the six
cells selected, in t h e M e r g e / S p l i t g r o u p ,
click t h e M e r g e b u t t o n .
12. O n the D e s i g n t a b , in t h e C o n t r o l s
g r o u p , click the I n s e r t I m a g e b u t t o n , a n d
then click Browse. In the I n s e r t P i c t u r e
dialog box, navigate to your s t u d e n t files.
Click a 0 3 _ C l a s s e s _ P i c t u r e , a n d t h e n click
OK. Point f 3 to the cell in t h e lower-right
c o r n e r of the layout, a n d then click to
insert the picture. C o m p a r e y o u r screen
with Figure 4 .
13. Save H the form. Leave the form o p e n for
the next skill.
• You have completed Skill 5 of 10
Muanort’Vg’a’ml F i g u r e 4
Microsoft Access Chapter 3 | Create Forms 383
• An Input mask is a set of special characters
t h a t control what can a n d c a n n o t be entered
in a field.
1 . W i t h Student E n t r y F o r m o p e n in Layout
view, click t h e P h o n e text box. O n t h e
D e s i g n tab, in the Tools group, click the
P r o p e r t y Sheet b u t t o n .
2 . In the P r o p e r t y Sheet, click the D a t a tab.
O n t h e P r o p e r t y Sheet D a t a tab, click the
I n p u t M a s k box, a n d t h e n click the
displayed B u i l d b u t t o n [B] to start the
I n p u t M a s k W i z a r d . C o m p a r e your screen
with F i g u r e 1.
3. W i t h P h o n e N u m b e r selected in the
I n p u t M a s k W i z a r d , click Next. Click the
Placeholder character a r r o w , a n d t h e n
click t h e n u m b e r sign (#). Click in t h e T r y
I t box, a n d t h e n c o m p a r e your screen with
F i g u r e 2.
T h e T r y It b o x d i s p l a y s a s a m p l e o f t h e i n p u t
m a s k i n w h i c h y o u c a n t r y e n t e r i n g s a m p l e
d a t a . Placeholder characters are t h e s y m b o l s
in a n i n p u t m a s k t h a t a r e r e p l a c e d as
y o u t y p e d a t a i n t o t h e field. H e r e , t h e
p a r e n t h e s e s , s p a c e , a n d h y p h e n a r e i n
p l a c e , a n d n u m b e r s i g n s d i s p l a y w h e r e e a c h
n u m b e r c a n b e t y p e d .
4 . In the T r y I t box, click the first n u m b e r
sign, a n d then watch t h e box as you t y p e
10 digits.
Continue to the next page to complete the skill ^
Input Mask Wizard
Data tab
Input Mask Build
button
F i g u r e 1
Student I D
I Last N a m e
First N a m e
N e i g h b o r h o o d
‘• Street
City State/Zip Aspen F a l k
! P h o n e
B i r t h D M
– Discount
Corbet
Santiago
Southeast
1357S S Brightviese]
(•05) SSS-4111
0 -6-itjao
To see ho* a eeiected meat worts, TM the Try I I box.
To charge ehe Input Maek 1st. Ok* tie Edt ual button.
IroutHaaL Daaiocfc
SooaSeajnty rUrber 831-86-7180
ZpCodc 96052-6399
Extension
longtime
63215
1:13:00 PM
AIM I f
Control SOUICR
Trrf Fomut
hJLijtllpjt
Dcfiutt yiitu*
VI’lttiTion Rutt
Validation i « t
;Rtle» Lookup
trtibk d
Databair Default
Input M a i l V.earn Ihmlock 1 A A
Placeholder
character arrow
Placeholder
characters
F i g u r e 2
AAJ “J C ITS • ,2 LOGO
JMII 3
VLUDRT.L INUY FORN.
S i ? S t u d e n t Entry Foij
1001
Corbet
: S t u d e n t I D
j Last Name
j Fitst N a m e Santiago
. N e i g h b o r h o o d Southeast
Street 13578 S Brightviewl
; City State Zip A s p e n Falls
Phone [(805) S5S-4UI
Fjiitli Date 9/26/19-10
‘ Discount “0̂ 0
Do you want to charge “HERIXJLMABK’
Input I k a M t a laaoDefcri
LtaSMaaa.: ISHJ 000-0000
v.tiat raacehoaiet character do roui
FSaceheaden are replaced as you err
antr*Udtodacaay>
r data into tredeld.
J
SDAV.
Property Sheet
Selection tjpe Text E01
:.Tmatat: DaO I BTRT I OU>ei”f~*l
; Coritiol Source PTione
j TextFprjiat _ Bain Teat
I 1” ‘
I Default Value
Valuation Rule
. Validation Teat
I Fillet lookup Database Oelau«
l| enabled… IES
Slocked.. _ 110
•|SaaartTagi
L-J
Huaalwk • U
384 Create Forms | Microsoft Access Chapter 3
SKILL 6 : A d d Inpu
StuoVnt Entry loon
J>< Student Entry Foil
Student I D jiooi
• U i t Name Corbet
| First N u n c Santiago
Neighborhood
Street
'. City.. State 'Zip
! P h o n e
; Birth Date 9/26/1040
Discount 'rjflo
Southeast
13576 S Brightview]
Aspen Fails
(805) 555-41U
Mow do you want ts ftore TN data'
'.»!
( 6 5 ! ) 3 3 7 – 0 7 7 6
• JRVWSOUT the 5WTO»TritS»7RI».»t, fcg the
Format! D m ; teem | rather | ail
Control Source
text Format
Input Mailt
Deliurt Value
Validation Rule
validation Ted
Filter Lookup
enabled.
loceeo
Smart Tacjt
RECORD: I I 1 OL 3 1 0
tout M a i l WITAED
YIL
Option to include
symbols
Option to store
only the digits
2 i l F i g u r e 3
mm irri! Creale
A Cut
– – J Copy
‘ J FJRR.LT I.
CVPBOND
ITI DATIBAIITOOLI
* 1 r-:i*ndng ‘I*; Selection •
A l Defending ‘l~}aanncefl-
SON & FILTER
A F S N E SPERLING
M . X DELETE –
F.ECCRDL
Replace
OoTo •
j Select • >• i n jg
Tcatt rooMfHf>fl
£ 5 Student Entry Form Tueiday, May oS, ton 9:04:48 AM
l o c i Student I D
Last N a m e iCorbet
Fir,: Name iSantiago
Neighborhood Southeast
Street 13578 S Brightvitrw A v
C i t y . S t a t e , Z I P Aspen Falls_
Phone
Biith Dale
CA
I I I !
; 9 / l 6 / i 9 4 0
eVrcneot ”
Form View
101310 > N > . : – • SEERTN
Hum lou; now F i g u r e 4
5. Click N e x t , a n d t h e n c o m p a r e your screen
w i t h F i g u r e 3.
The Phone Number input mask has one
option that stores the parentheses, space,
and hyphen in the table; the other option
stores only the digits in the phone number.
6. Select the W i t h the s y m b o l s i n the m a s k
o p t i o n b u t t o n , click N e x t , a n d then click
Finish.
In the Property Sheet Input Mask box,
special characters have been inserted. These
characters are needed for the input mask to
perform correcdy.
7. Close 0 the P r o p e r t y Sheet, a n d t h e n
Save [H] t h e form.
8. Click t h e V i e w b u t t o n to switch to F o r m
view. If necessary, in the record for
Santiago C o r b e t , press [Tab] to select t h e
P h o n e value. C o m p a r e y o u r screen with
F i g u r e 4.
9. Watch the P h o n e field as you type the
following p h o n e n u m b e r : 8045556894
The input mask converts the digits to (804) 555-6894 and stores that value in the table.
10. Click Save jflj, a n d t h e n leave the form
o p e n for the next skill.
• You have completed Skill 6 of 10
Microsoft Access Chapter 3 | Create Forms 385
http://Fjrr.lt
• You can format values so that w h e n a
c o n d i t i o n is t r u e , the value will b e
f o r m a t t e d differently t h a n w h e n t h e
c o n d i t i o n is false.
1 . W i t h t h e S t u d e n t E n t r y F o r m o p e n , click
the View b u t t o n to switch to Layout view.
2 . Click t h e D i s c o u n t text box, and then, o n
the F o r m a t t a b , in the C o n t r o l
F o r m a t t i n g g r o u p , click the C o n d i t i o n a l
F o r m a t t i n g b u t t o n .
3. In the C o n d i t i o n a l F o r m a t t i n g Rules
M a n a g e r , click the N e w Rule b u t t o n . In
t h e N e w F o r m a t t i n g Rule dialog box,
u n d e r F o r m a t o n l y cells w h e r e t h e , click
t h e second a r r o w . C o m p a r e your screen
w i t h F i g u r e 1 .
4.
5 .
In t h e c o n d i t i o n s list, click g r e a t e r t h a n .
Click in the t h i r d box, a n d t h e n type 0
In the N e w F o r m a t t i n g Rule dialog box,
click t h e F o n t C o l o r b u t t o n a r r o w , a n d
t h e n click the sixth color in the last r o w —
G r e e n . Preview the conditional format
ting, as shown in F i g u r e 2.
Continue to the next page to complete the skill >
386 Create Forms I Microsoft Access Chapter 3
Conditions list
F i g u r e 1
Value is 0
Condition set to
greater than
Preview
Font Color button
arrow
F i g u r e 2
H DUcourt
!\J Stien an
Create eternal Cata CetaBlieToc
Ccnitantia PetalTI * 11 • j
B / u A • w m m
• • T ^ . f . r m ^ . c ‘ u ™ , : DataBase (Accen M, I
‘ Conditional
Formatting –
Centre* Fsiau!!-
-JĴ j, lhaot ria •
fj/Snipe Outline –
J > § STUDENT ENTRY FORM
EE-.
Tuesday. M a y 08. 2012
9:0448 A M
; Student I D
; U-T NANA
: f i r s t N a m e
: N e i g h b o r h o o d
; Street
‘ City’State, Zip
I Fhor.t;
J E i n h Date
iffl ANA
New FemtMiiftg Rule I e MAT!
Edit ene nie descrpaor:
Format Casey cefa where the:
.Frddvaajeti \JA :b»t«reeri
ftevtear: B 0 and I-‘telnet betv-vcen u @LE3 S Z L
R t t o n t M 101310
Uyeut Vtfey
Search
NuTllMk 3 • K
A] A I m *\iar*rr*Smnm*j03_anm Oitabotc (Access 2O07| 1/
I: DUceuM
sura 111
Creele trternsl Data OalsBair Tool: Design
– conitamu icetaia • 11 • J percent • * n A – J : –
Scwlrnt Entry >om
STUDENT ENTRY FORM
-fcl •
™ N*NIAIIRIIAWIN HANGE Concaianal
I ‘ . . ; Fcrcutting – • ” W – ‘ ‘ ‘ “•’
Tuesday. M a y oS, 2012
9:04:48 A M
Student I D
Last N a m e
f a s t N a m e
^ e i r t h t c r h j o d SJ
Sheet
. C i t y .’State. Zip IJQ
‘ Phone
New Formatting Rule ^BBJ-BW – . M
SrirdartJerrOe:
ErSt the nae desaoton: :
Ignnat on.V . r l s WHEIR Ihc- I
HeldVakjela [ » ] greater San H
B 1 ” ( S 3 TATT]
Record H 1 ot3io A M A
Hue, loci A A
SKILL 7: A p p l y C o n d i t i o n a l Formatting
A cut
– a cop, J, J Deicondtno f ^ J l o o n u d – ( I S M 7 Spu—a m Go to •
” J 1 Aicfdmg ‘»T/ Selection
Wrw M’,’ <.~r """ K f r i t n w --, Find , _ , _ _
Fraiuisca
3£G STUDENT ENTRY FORM
SRUDCR.C ID
LAST Hmm
FIRST .NAME
NDIJHBORHOOD JNUAUIMIIT
STREET .00S45 W DOGWOOD LN
QtflShttfffif |A>YENFAFC
PHONE ]8O5) 555̂ 8«*7
BINH DUE 9/14,1948
DISCOUNT .,” — — ^ _
Tuesday. M a y oS, ; o : a
9:54:14 A M
m*4
J M < i4i ot no
Last name is
Hainsey
Conditional
formatting applied
- a a * F i g u r e 3
STUDENT ENTRY FORM Tuesday. M a y 08, » i a 9:56:54 A M
STUDENT !D :74A
LAST .'CAME TTME
FIRST NAME .YOUR
NEIGHBORHOOD !
STREET {234 STREET
CITY STATE ZIP STUDENT CITY
PBCCE
SIRTH DATE
DIXCUNR
555» 5357555
:I/I/I»J91
Stare Zip
aj"i
i |Uu>d M < J l l ol 311 Mur.UA
New record
F i g u r e 4
6 . Click O K two times, a n d then Save |Q] t h e
form. O n the H o m e tab, click the V i e w
b u t t o n to switch to Form view.
7. Click in the Last N a m e text box. O n the
H o m e tab, in the F i n d group, click t h e
F i n d b u t t o n . In the F i n d W h a t box, t y p e
Hainsey a n d then press [Enter).
8. Close UM t h e F i n d a n d Replace dialog
box, a n d notice the conditional
formatting, as s h o w n in F i g u r e 3.
9. In the Navigation bar, click the N e w
( b l a n k ) record b u t t o n Q . In the Student
I D text box, type 740 a n d then, in Last
N a m e and First N a m e , enter your o w n
last a n d first n a m e . Leave N e i g h b o r h o o d
blank, a n d t h e n enter y o u r own contact
data a n d b i r t h date. In the D i s c o u n t text
box, t y p e 2 5 %
10. Click in the N e i g h b o r h o o d text box, a n d
t h e n c o m p a r e your screen with F i g u r e 4 .
1 1 . Start © the Snipping T o o l , click t h e N e w
b u t t o n a r r o w , a n d then click Full-screen
Snip.
12. Click the Save Snip b u t t o n B> m tne Save
As dialog box, navigate to your Access
Chapter 3 folder, Save the snip as
Lastname_Firstname_a03_Classes_Snip2
a n d then Close BGGF the Snipping Tool
w i n d o w .
13. Close [B] the form.
• You have completed Skill 7 of 10
Microsoft Access Chapter 3 | Create Forms 387
http://Mur.ua
• T h e F o r m Wizard can b e used to create
forms with fields from m o r e than one table.
• W h e n t h e data in a form has records that
are also in a related table, the related data
can b e displayed in a subform—a form
c o n t a i n e d within a n o t h e r form.
• A one-to-many form is a m a i n form and a
s u b f o r m that displays t h e related records for
the record displayed in t h e m a i n f o r m .
1 . O p e n [»] t h e N a v i g a t i o n P a n e . O n the
C r e a t e t a b , in the F o r m s g r o u p , click t h e
F o r m W i z a r d b u t t o n .
2 . Click the T a b l e s / Q u e r i e s a r r o w , a n d then
click Table: Classes to display t h e fields
from that table.
3 . Click the M o v e All b u t t o n [>>] to move all
the fields i n t o the Selected Fields list.
4 . Click the T a b l e s / Q u e r i e s a r r o w , a n d t h e n
click Table: S e c t i o n s .
5. Move the following fields to t h e Selected
Fields Ust in this order: Sect i on I D , S t a r t
D a t e , S t a r t T i m e , I n s t r u c t o r I D , a n d Fee.
6. C o m p a r e y o u r screen with Figure 1 , a n d
t h e n click N e x t .
7. In t h e F o r m W i z a r d , c o m p a r e y o u r
preview of the form a n d subform with
Figure 2 .
• Continue to the next page to complete the skill •
388 Create Forms | Microsoft Access Chapter 3
!.F«n.me_.CI’.AT,iei-Orteb.se (Access J
Fields from two
tables
F i g u r e 1
a mm m m • s*-r
—̂ _Jt*J*IC3TICN –
Foim Blink _
Design Form C3 Mare Formi •
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Sara.
~J Claim
U lnstruclon
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3 Sectioni
‘.D Student!
rwmVVlietrJ
s \ S * tees, do you went on your fcn»>
You o n choose from more then one tacte or query.
II«EV3UEN«
ree>>: SecSon, Q
jvatacfcfie*).: Selected ftekh:
Preview of
main form
Preview of
subform
Hp.eocnv/cird Application Table Tabti Snai.Point Quel) Query
Parti- Dentin Litis – w i u i d Design
Trmcugel Tab’ei >̂aa»aa
ESION FORM’ B More Foil
AIL ACCESS OBJECTS
Seprch-
TABLES
3 ami
Z} Initiuclois
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3 Section,
“i a n t
Queries
“_3 AMOUNT to Pry
Forms
3 anitluflct Contact Form
3 Student Entry Fotm
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SKILL 8: Create One-to-Many Forms
» C U T
– J C O P Y
• T – : I – –
J T J , I S E E N D I N C . ‘ < 7 SELEAION
' DFSTENO N G 'F^ADVONCETJ
R A N . ( . | R 1 ,
S i m T ' C - .
( J . X DELETE •
D / U I T I T * :
A - / . ! , C X I ! §
Ted f ftrtnjtlino
A L A C C E S S C C T « C F S
I _ 3 O N M
C D INILIURTON
I D B J ^ N R I L I A N I
• S E E W N ,
3 SLUCTNTI
Q U E R I E S IT
- ^ 3 AMOUNT TO PLY
FONWL * :
1 S C N T C V - E
3 0 » U S ; N R C U ' # SURROTR
3 1 TNITRUCTEI CONTACT F A N *
3 ] STUDENT ENTRY FCRA
Class Schedule
C L A S S I D
C L A S S T I T L E
C A T E G O R Y
L E N G T H
T O U T O F A S P E N F A L L S
A R T H I S T O R Y
S E C T I O N - S T A R T D A T E • S T A R T T I M E • I N S T R U C T O R 1 1 •
2 0 1 2 1 s / 1 2 / 2 0 1 2 L U W PM A M }
2 0 1 4 1 1 0 / 1 3 / 2 0 1 2 1 : 0 0 P M A 1 0 3
I P E E C I E . M L O T J > »1 » -: S E I R O , «
S C R O T I L< 1 0 1 7
Main form
Two related
records in subform
M > « I E T T 7 : n v a * Figure 3
H O M E CREATE ERFCRRULDIT* D E T S B S I E TOOTS 0 > : I E N ! A/LKNOE
• U N ^ U R – M E ^ J . C U S R . . 1 W . (A,„
, • > « ( RNERNEI | A ] F O N T S – is PSF An a i _ j FT _*| 3 A 17 S I ‘ – J A™*
ILL A C C E S S O B J E C T S & «
S E I E V R . ‘ ” I P
TAOICS
3 C U I M
! 3 K M N J A O N
Z 3 P E G I S U I I I O N I
2 1 SECTION!
3 STUDENTS
C{L>CRI>S
^ 3 AJNO’JRRLTOPLF
i
Farm*
3 C L J . I STNECULE
3 G J H SF I F – J I F SUCRONN
3 K N I R U A W CORTUCT F E N A
3 STUDENT ENTR, FONR
3 «
Class Schedule T U E S D A Y . M A Y O S . 2 0 1 2
1 0 4 2 3 2 A M ]
s— Date and time
C ! I $ ; I D
O T F . T I L J E
C A I E G I – *
L E = G T H
T O U R O F A S P E N FALLS
A R T H I S T O R Y
. D A Y
S C C B D J B I S E C T I O N • S T A R T D A L E – S T A N T U N E • I N S T R U C T O R I I –
2 0 1 2 1 *> 1 1 / 2 0 1 2 1 : 0 0 PM A 1 0 3
2 0 1 4 1 1 0 / 1 3 / 2 0 1 2 1 : 0 0 P M A 1 0 3
; « E C « F T M L O « 2 • H I , ‘ 1 . – 1 * 1 ! S C A N T ) M L ‘ : .
Subform label
M C S I A H \ctJ > M » S E N C N
F i g u r e 4
8. Click N e x t . U n d e r W h a t layout w o u l d
y o u like for y o u r s u b f o r m , b e sure that
Datasheet is selected, a n d t h e n click N e x t .
9. U n d e r W h a t titles do you w a n t for y o u r
f o r m s , replace the value in the F o r m b o x
with Class Schedule Press [Tab], a n d then
replace the value in the S u b f o r m box,
with Class Schedule Subform
1 0 . Click Finish, a n d t h e n c o m p a r e your
screen w i t h F i g u r e 3 .
The main form displays the data for one
record at a time, and all the related records
display in the subform datasheet. Here, the
Tour of Aspen Falls record has two sections
scheduled.
A form and subform are saved as two
separate forms. Here, both the main form—
Class Schedule—and the subform—Class
Schedule Subform—are listed in the
Navigation Pane.
1 1 . In the Views g r o u p , click the V i e w b u t t o n
to switch to Layout view.
12. O n the Design tab, in t h e H e a d e r / F o o t e r
group, click the D a t e a n d T i m e b u t t o n ,
a n d click O K .
13. Click t h e subform label, a n d then replace
t h e label text Class Schedule with Sections
14. Save (a] the design changes, a n d then
c o m p a r e y o u r screen with F i g u r e 4 .
You have completed Skill 8 of 10
Microsoft Access Chapter 3 | Create Forms 389
ny Forms
• In a o n e – t o – m a n y form, you can w o r k with
the d a t a from two tables o n a single screen.
1 . W i t h the Class S c h e d u l e form o p e n , click
the View b u t t o n to switch to F o r m view.
2. In the S e c t i o n s subform datasheet, click
the Select All b u t t o n Q . In the datasheet
h e a d e r row, p o i n t to a line between two
c o l u m n s , a n d then with t h e @ pointer,
double-click to resize the c o l u m n widths
automatically.
3 . Click in the S t a r t D a t e c o l u m n , a n d t h e n ,
o n the H o m e t a b , in the S o r t & Filter
g r o u p , click the A s c e n d i n g b u t t o n .
Save [y] the changes to the datasheet, a n d
t h e n c o m p a r e y o u r screen with Figure 1.
4. W i t h the Tour of Aspen Falls class
displayed in the m a i n form, click the
s u b f o r m ‘ s N e w ( b l a n k ) r e c o r d b u t t o n 0
t o m o v e to the subform’s a p p e n d row.
Type 20147 Press (Enter], a n d t h e n type
12/4/2012 Assign a T i m e of 1:00 PM an
I n s t r u c t o r I D of A101 a n d a Fee of $5.00
Press [Enter], a n d t h e n c o m p a r e y o u r screen
w i t h Figure 2.
5.
Continue to the next page to complete the skill ^
390 Create Forms | Microsoft Access Chapter 3
SKILL 9 : Enter Data Using One-to-Many Forms
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6. In t h e m a i n form’s Navigation bar, click
t h e N e w ( b l a n k ) record b u t t o n Q to
create a new class.
7. Use t h e form to a d d the following class
data: Class I D is 3001 Class T i t l e is
Landscapes in Watercolor Category is
Painting a n d Length is 10 weeks Press [Enter]
to m o v e to t h e subform a p p e n d row.
C o m p a r e y o u r screen with F i g u r e 3.
8. In the s u b f o r m , enter the sections s h o w n
in F i g u r e 4 .
9. Start # the S n i p p i n g T o o l , click the N e w
b u t t o n a r r o w , a n d then click Full-screen
Snip.
10. Click the Save Snip b u t t o n Q«J|- In the Save
As dialog box, navigate to your Access
C h a p t e r 3 folder, Save the snip as
Lastname_Firstname_a03_Classes_Snip3
a n d then Close MFA4 the Snipping T o o l
window.
1 1 . Close H t h e form.
• You hove completed Skill 9 of 10
F i g u r e 4
Microsoft Access Chapter 3 | Create Forms 391
1 0 : Create Forms f r o m Queries
• W h e n you need to edit data for a specific
subset of data, you can base the form o n a
query.
• A form based o n a query displays only the
records r e t u r n e d by the query’s criteria.
1 . In the N a v i g a t i o n Pane, u n d e r Queries,
right-click A m o u n t to Pay, a n d t h e n , from
the s h o r t c u t m e n u , click Design V i e w .
2 . In the D i s c o u n t c o l u m n C r i t e r i a box,
t y p e >0 Close [«] the N a v i g a t i o n Pane,
a n d t h e n c o m p a r e your screen with
Figure 1.
The query displays records from four related
tables and calculates the fee charged to
students who have a discount.
3 . Click Save Q . R u n the q u e r y to display 18
records, and then Close the query.
4 . O p e n [»] the N a v i g a t i o n Pane. If
necessary, u n d e r Queries, click o n e t i m e
to select A m o u n t to Pay.
5. O n t h e Create tab, in the Forms g r o u p ,
click t h e F o r m b u t t o n . Close [«] the
N a v i g a t i o n Pane, a n d then decrease
t h e w i d t h of the text box c o l u m n s
approximately, as s h o w n in Figure 2 .
• Continue to the next page to complete the skill •
392 Create Forms | Microsoft Access Chapter 3
SKILL 1 0 : Create Forms from Queries
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6. O p e n [»] the N a v i g a t i o n P a n e . O n the
D e s i g n t a b , in the H e a d e r / F o o t e r g r o u p ,
click the D a t e a n d T i m e b u t t o n , a n d t h e n
click OK.
7. Double-click the form’s T i t l e control,
select t h e text Amount to Pay, a n d t h e n
t y p e Discount F o r m
8. In t h e H e a d e r / F o o t e r g r o u p , click the
Logo b u t t o n . In t h e I n s e r t P i c t u r e dialog
box, navigate to the s t u d e n t files for this
chapter, click a03_Classes_Logo, a n d t h e n
click O K .
9 . Click Save Q . In the Save As box, t y p e
Discount Form a n d t h e n press [Enter],
1 0 . Click the View b u t t o n to switch to F o r m
view, a n d then c o m p a r e y o u r screen w i t h
Figure 3 .
1 1 . F i n d t h e record for Kisha Algeo, select t h e
D i s c o u n t 7 5 % , type 25 a n d t h e n press
). C o m p a r e your screen with Figure 4 .
1 2 . S t a r t O the S n i p p i n g Tool, click the N e w
b u t t o n a r r o w , and then click F u l l – s c r e e n
S n i p .
1 3 . Click the Save S n i p b u t t o n [U]. In the Save
As dialog box, navigate to your Access
C h a p t e r 3 folder, Save the snip as
Lastnamc_Firstname_a03_Classes_Snip4
a n d then C l o s e ma4 the S n i p p i n g Tool
window.
1 4 . Close [ E L the form, a n d then Exit Access.
Print t h e snips o r s u b m i t the database a n d
snip files as directed by your instructor.
D o n e ! You have completed Skill 10 of 10 and
your database is complete!
Microsoft Access Chapter 3 | Create Forms 393
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w v v . p e a r s o n h i g h e r e d . c o m / s k i l l s
More Skills (J) Validate Fields
D e s i g n i n g databases involves setting f i e l d properties so that
those w h o use the database enter data correctly. For example, the
data type, field size, a n d i n p u t mask properties all l i m i t the types
o f data that can be entered i n t o a field. V a l i d a t i o n rules are also
w r i t t e n so that the desired values are entered i n t o fields.
I n M o r e Skills 11, y o u w i l l set the Field Size a n d Format field
properties to validate data. You w i l l then add a v a l i d a t i o n rule that
l i m i t s w h a t can be t y p e d i n t o the field.
To b e g i n , o p e n y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills ^ Add Combo Boxes to Forms
W h e n y o u need t o enter I D fields i n f o r m s , y o u can change
the I D text box t o a c o m b o box that displays m o r e i n f o r m a t i o n
t h a n just an I D n u m b e r . For example, w h e n y o u need t o enter a
Student I D , y o u can use a c o m b o box t o show the n u m b e r s a n d
the student names.
I n M o r e Skills 12, y o u w i l l view a f o r m w i t h a Student I D
text b o x , a n d t h e n replace that text box w i t h a c o m b o box that
displays the student’s name. You w i l l t h e n use the c o m b o box to
add a student t o a class.
To b e g i n , open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
M o r e S k i l l s ^ C r e a t e M u l t i p l e I t e m F o r m s
A m u l t i p l e items f o r m displays records i n rows so that several I n M o r e Skills 13, y o u w i l l create a m u l t i p l e i t e m f o r m and
records may be viewed o n a single screen. M u l t i p l e i t e m f o r m s
appear s i m i l a r t o a datasheet, b u t offer the f o r m a t t i n g a n d layout
o p t i o n s o f f o r m s .
t h e n f o r m a t the f o r m i n Layout view. You w i l l use the property
sheet t o change c o n t r o l w i d t h a n d height o f the controls.
To b e g i n , open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the n a m e o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills Create Macros
M a c r o s are used to p e r f o r m a sequence o f steps w i t h a single
click o f the mouse. U s i n g macros in f o r m s a n d reports saves t i m e
and automates c o m m o n tasks.
I n M o r e Skills 14, y o u w i l l create two macros using t w o
different m e t h o d s , a n d t h e n use the macros to update a report
that is based o n a query.
To begin, open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d then f o l l o w the i n s t r u c t i o n s o n the website.
394 Create Forms | Microsoft Access Chapter 3
http://wwvv.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
Key Terms
Columnar layout 375
Control 377
Control grid 382
Input mask 384
Label 376
Layout 375
Layout view 376
One-to-many form 388
Placeholder character 384
Subform 388
Text box 376
Online Help Skills
1 . S t a r t <•* Access. In the upper-right corner of the Access window, click the H e l p
b u t t o n (©]. In the H e l p window, click the M a x i m i z e b u t t o n
2. Click in the search box, type I n t r o d u c t i o n to F o r m s a n d then click t h e Search
b u t t o n . In t h e search results, click I n t r o d u c t i o n t o F o r m s .
3 . Read the article's i n t r o d u c t i o n , and t h e n below I n t h i s a r t i c l e , click U n d e r s t a n d
Layout v i e w a n d D e s i g n view. C o m p a r e y o u r screen with F i g u r e 1.
4. Read the U n d e r s t a n d Layout view a n d Design view section to see if you can
answer the following: W h a t is the main advantage of using Layout view? W h a t
are the reasons for using Design view instead of Layout view?
Microsoft Access Chapter 3 | Create Forms 395
Matching
M a t c h each t e r m in the second c o l u m n w i t h its correct definition in t h e
first c o l u m n by w r i t i n g the letter of t h e t e r m o n t h e blank line in front of
t h e correct definition.
1 . T h e a r r a n g e m e n t of data and labels in a form or report.
2 . A tool used to create a f o r m w h e r e t h e desired fields are selected
before they are a d d e d to t h e form.
3 . A n Access feature that adds fields to t h e form w h e n you
double-click t h e m in t h e Field List.
4 . A small p i c t u r e that can b e a d d e d to a form header, typically to t h e
left of the title.
5. A form control that displays t h e n a m e of a form by default; the
actual text can b e edited later.
6 . Cells a r r a n g e d in rows a n d c o l u m n s into which controls are
placed.
7 . A set of special characters that control what can a n d c a n n o t be
entered in a field.
8 . A t y p e of form that has a subform that displays related records
from a n o t h e r table.
9 . This n a m e is often applied to the form that has a subform.
1 0 . By default, subforms display in this view.
396 Create Forms | Microsoft Access Chapter 3
A Blank F o r m tool
B C o n t r o l grid
C Datasheet
D F o r m W i z a r d
E I n p u t m a s k
F Layout
G Logo
H Main form
1 O n e - t o - m a n y form
J Title
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . An Access view used to f o r m a t a form or rep o rt
while viewing a sample of t h e data.
A. Design view
B. Form view
C. Layout view
2 . A layout that places labels in the first c o l u m n a n d
data in the second column.
A . C o l u m n a r
B. Datasheet
C. Tabular
3 . An Access view used to enter data in a form.
A. Data view
B. Form view
C. Layout view
4 . Objects on a form or report that describe each field.
A . IntelliSense Quick Info boxes
B. Labels
C. Text boxes
5. Objects on a form or report that display the data
from fields.
A . Labels
B. Text boxes
C. Titles
Topics for Discussion
1 . You have created forms using three different m e t h o d s :
the Form tool, the Form Wizard, a n d the Blank Form
tool. Which m e t h o d do you prefer a n d why? W h a t are
the primary advantages of each method?
6 . This p r o p e r t y sheet tab contains the I n p u t Mask
property.
A. Data
B. F o r m a t
C. O t h e r
7. T h e symbol in an i n p u t m a s k that is replaced as
you t y p e data into t h e field.
A . Data character
B. I n p u t character
C. Placeholder character
8 . F o r m a t t i n g that evaluates t h e values in a field a n d
formats that data according to the rules you specify;
for example, only values over 1000 will have bold
applied.
A . C o n d i t i o n a l formatting
B. Logical formatting
C. Rules-based formatting
9 . A form contained within a n o t h e r form t h a t
displays records related to t h e o t h e r form.
A . Parent form
B. Relationship form
C. Subform
1 0 . W h e n you w a n t to build a form for a subset of
data, you can base the form o n this.
A. Blank F o r m tool
B. Filtered table Q u e r y
C. Q u e r y
2 . Recall that forms are used to enter data into a database.
Consider the types of data businesses might store in
a database. For example, a school needs a class
registration form to enter students into classes. W h a t
type of forms might other businesses need to enter
data?
Microsoft Access Chapter 3 | Create Forms 397
Skill Check @ § § [ )
TO C O M P L E T E THIS D A T A B A S E , YOU WILL N E E D THE FOLLOWING FILES:
• a 0 3 _ O u t i n g s
• a 0 3 _ O u t i n g s _ L o g o
YOU WILL S A V E YOUR FILES A S :
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ O u t i n g s
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ O u t i n g s _ S n i p 1
E L a s t n a m e _ F i r s t n a m e _ a 0 3 _ O u t i n g s _ S n i p 2
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ O u t i n g s _ S n i p 3
1 . S t a r t Access, and then open the student data file a 0 3 _ O u t i n g s . Save the database in
y o u r Access C h a p t e r 3 folder with the n a m e L a s t n a m e _ F i r s t n a m e _ a 0 3 _ O u t i n g s If
necessary, enable the content.
2 . O n t h e C r e a t e t a b , in t h e F o r m s g r o u p , click the F o r m W i z a r d b u t t o n . In the
F o r m W i z a r d , select the P a r t i c i p a n t s table, a n d t h e n move P a r t i c i p a n t I D , First
N a m e , a n d Last N a m e into Selected Fields.
3. In t h e F o r m W i z a r d , select the R e g i s t r a t i o n s table, a n d then move the
R e g i s t r a t i o n I D a n d O u t i n g I D fields into Selected Fields. Click Next three
t i m e s . N a m e the F o r m Registrants Accept the S u b f o r m n a m e by clicking F i n i s h .
4. In t h e s u b f o r m , double-click to adjust the width of b o t h c o l u m n s automatically,
a n d t h e n click Save.
5. In the m a i n form Navigation bar, click the Last r e c o r d b u t t o n . In the subform for
Julia Saxton, enter a R e g i s t r a t i o n I D of 1301 a n d an O u t i n g I D of LOO Enter
a n o t h e r record with a R e g i s t r a t i o n I D of 1502 a n d an O u t i n g I D of 101
C o m p a r e your screen w i t h F i g u r e 1.
6. Create a Full-screen Snip, and then save it in your Access C h a p t e r 3 folder as
Lastname_Firstname_a03_Outings_Snip 1 Close the S n i p p i n g Tool window.
7. C l o s e the form. In the N a v i g a t i o n P a n e , right-click O u t i n g s Q u e r y , a n d t h e n
click D e s i g n View. In the O u t i n g D a t e c o l u m n C r i t e r i a box, type > 9 / l / 2 0 1 2
Save, R u n , a n d then Close the query.
8. W i t h the query selected in the N a v i g a t i o n P a n e , on t h e C r e a t e t a b , in the F o r m s
g r o u p , click the F o r m b u t t o n .
9. C l o s e t h e N a v i g a t i o n P a n e , a n d t h e n decrease the width of the right c o l u m n
approximately, as shown in F i g u r e 2 .
• Continue to the next page to complete this Skill Check •
398 Create Forms | Microsoft Access Chapter 3
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13. Use the F o r m tool to create a form based o n
the D i s c o u n t e d Fees query.
14. Apply conditional formatting to the
D i s c o u n t e d Fee text box so that the text will
be Red when the field value is greater t h a n 100
15. Decrease the width of the text box column to
approximately 3 inches. Switch to F o r m view,
a n d then c o m p a r e your screen with F i g u r e 2 .
16. Create a Full-screen s n i p . Save the snip in
your Access C h a p t e r 3 folder as
Lastname_Firstname_a03_Camps_Snip3
17. Save t h e form as Discounted Fees Close the
form, a n d then Exit Access. Print the snips o r
submit the files as directed by your instructor.
D O N E ! You have completed Assess Your Skills 1
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To complete this database, you will need the following file:
• a03_Reviews
You will save your files as:
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ R e v i e w s
• Las l m a m e _ F i r s t n a m e _ a 0 3 _ R e v i e w s _ S n i p 1
1 . S t a r t Access, a n d then open a03_Reviews.
Save the database in your Access C h a p t e r 3
folder as Lastnamc_Firstname_a03_Reviews
If necessary, enable the content.
2 . Start the B l a n k F o r m tool, a n d then a d d t h e
10 fields from the H e a l t h P l a n P r o v i d e r s
table in the order that they are listed in the
Field List p a n e . Save t h e form as Health
Plans
3. Apply the C o m p o s i t e theme, and then add a
Title with the n a m e of the form. Increase the
width of the label column so Provider N a m e
displays in its label control.
4. Add P h o n e N u m b e r i n p u t masks to the
P h o n e a n d Fax text boxes using t h e default
wizard settings.
5. Move the S t a t e text box in a new c o l u m n to
the r i g h t of t h e C i t y text box, a n d then move
the Z i p text b o x into a new c o l u m n to the
right of the State text box. Delete the two
e m p t y rows, a n d t h e n change the C i t y label
to City/State/Zip
6. Decrease the w i d t h of the State a n d Z i p text
boxes approximately, as shown in F i g u r e 1.
7. Switch to F o r m view, a n d then change the
C o m m u n i t y Health C o n t a c t N a m e to y o u r
n a m e .
8. Create a Full-screen s n i p , a n d then save it in
your Access C h a p t e r 3 folder as
Lastname_Firstname_a03_Reviews_Snipl
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ R e v i e w s _ S n i p 2
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ R e v i e w s _ S n i p 3
9. Save, a n d t h e n Close the form. Start t h e
F o r m W i z a r d . From the Employees table,
a d d the F i r s t N a m e , Last N a m e , a n d
D e p a r t m e n t fields. From the Reviews table,
a d d all b u t t h e E m p l o y e e I D field. Accept all
o t h e r F o r m Wizard defaults.
10. In the first record, change the n a m e fields to
y o u r own first a n d last name. In the s u b f o r m ,
automatically resize the c o l u m n widths.
1 1 . Create a F u l l – s c r e e n S n i p , a n d then save it in
y o u r Access C h a p t e r 3 folder as
Lastname_Firstname_a03_Reviews_Snip2
12. Save, a n d then Close the form. O p e n t h e
M i s s i n g Reviews query in Design view. In
the A t t e n d a n c e c o l u m n O r box, below t h e
existing Is Null criterion, type Is Null Save,
R u n , a n d t h e n Close the query.
13. Use the F o r m tool to create a form based o n
t h e M i s s i n g Reviews query.
14. Decrease the width of the text box c o l u m n to
approximately 3 inches. In F o r m view,
change t h e first record’s A t t e n d a n c e value to
4 a n d the C u s t o m e r R e l a t i o n s value to 4
C o m p a r e y o u r screen with F i g u r e 2.
15. Create a F u l l – s c r e e n S n i p . Save the snip in
your Access C h a p t e r 3 folder as
Lastname_Firstname_a03_Reviews_Snip3
16. Save the form as Missing Reviews Close t h e
form, and then Exit Access. Print the snips o r
submit the files as directed by your instructor.
D O N E ! You have completed Assess Your Skills 2
Microsoft Access Chapter 3 | Create Forms 401
http://www.pearsonhighere
Assess Your Skills Visually
To complete this database, you will need the following files:
• a03__Councils
• a03_Councils_Logo
You will save your database as:
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ C o u n c i l s
• LastnameJFirstname_a03_Councils_Snip
O p e n t h e database a03_Councils, a n d t h e n
using y o u r o w n n a m e , save the database
in y o u r Access Chapter 3 folder as
L a s t n a m e _ F i r s t n a m e _ a 0 3 _ C o u n c i l s
Use t h e F o r m Wizard to create t h e form s h o w n
in Figure 1 . Include t h e C o u n c i l N a m e field, a n d
from t h e M e m b e r s table, include the First N a m e
a n d Last N a m e fields. T h e form uses the M e t r o
t h e m e . T h e t i d e provided by t h e F o r m Wizard
has b e e n deleted a n d a new title inserted with
t h e text C o u n c i l M e m b e r s T h e logo is from the
s t u d e n t file a03_Councils_Logo. Arrange t h e
s u b f o r m a n d controls approximately as s h o w n in
the figure.
Use t h e form to enter the following m e m b e r s to
t h e P l a n n i n g Council:
Cyril Shore
Richie Bona
Hisako Lavoy
Octavio C o o g a n
Barton Bicrschbach
Jung O r t o l a n o
Jerrold C a l h a u n
G w y n e t h R o n d e a u
T a m m i Markewich
Save t h e form and subform. Create a Full-Screen
Snip n a m e d a03_Councils_Snip Print the snip or
s u b m i t t h e files as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills Visually
402 Create Forms I Microsoft Access Chapter 3
CoWKflS
C o u n c i l M e m b e r s
Council Name
Members
Planning Council
Figure 1
First Name Last Name
Cyril Shore
Richie Bona
Hisako Lavoy
Octavio Coogan
Barton Bierschbach
Jung Ortolano
Jerrold
Gwyneth
Calhaun
Rondeau
Tammi Markewich
Record: M 4 9 of 9 • M • j Mo Filter Search
Skills in Context
T o c o m p l e t e t h i s d a t a b a s e , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• a 0 3 _ M a n a g e r s
Y o u w i l l s a v e y o u r f i l e s a s :
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ M a n a g e r s
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ M a n a g e r s _ S n i p
O p e n a 0 3 _ M a n a g e r s a n d save t h e database in your Access
C h a p t e r 3 folder as Lastname_Firstname_a03_Managers Create a
form that displays all the records from the Managers table, b u t
only those managers from the Parks a n d Recreation D e p a r t m e n t .
Base t h e form on a query, and in t h e q u e r y criterion, t y p e “Parks
and Recreation” Be sure to include the q u o t a t i o n m a r k s in the
criterion. Apply an appropriate t h e m e a n d a tide with the text
Parks and Recreation Managers Use t h e form to a d d yourself as a
manager with the position of Health and Wellness C o o r d i n a t o r
a n d an office n u m b e r of 424 a n d a p h o n e n u m b e r of
(805) 555-8492
Create a full-screen snip of the record w i t h your n a m e . Save the
snip in y o u r Access C h a p t e r 3 folder as a03_Managers_Snip Print
the snip or s u b m i t the database file as directed by y o u r instructor.
D o n e ! You have completed Skills in Context
Skills and You
T o c o m p l e t e t h i s d a t a b a s e , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• a 0 3 _ C o n t a c t s
Y o u w i l l s a v e y o u r f i l e s a s :
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ C o n t a c t s
• L a s t n a m e _ F i r s t n a m e _ a 0 3 _ C o n t a c t s _ S n i p
O p e n a 0 3 _ C o n t a c t s , and then save the database as L a s t n a m e _
Firstname_a03_Contacts Create a form to enter contacts into the
Contacts table. Format the form as a p p r o p r i a t e , a n d t h e n use the
form to enter at least 10 personal contacts. Create a full-screen
snip of the form. Save t h e snip in your Access C h a p t e r 3 folder as
a03_Contacts_Snip Print or s u b m i t the file as directed by your
instructor.
D o n e ! You have completed Skills and You
Microsoft Access Chapter 3 | Create Forms 403
C H A P T E R
C r e a t e R e p o r t s
• Access reports are designed to present i n f o r m a t i o n o n t h e screen or t o be p r i n t e d o n paper.
• T h e r e are several m e t h o d s that y o u can use to a d d fields to reports. You can t h e n format a n d arrange
the fields to m a k e the i n f o r m a t i o n m o r e meaningful.
Your starting screen will look similar to this:
Itl C l a i m : D i u b i
\ 9 M HH
ncoie ; Cm,
A Q*
-.1
l l O l U BlUbK«T»als
FELNLLLTLLLT YTECFLIAFIITTF X QaJet
SE LL
TIBIA
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E9 INSTNJCTCIL
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Z3 SECTIONS
3 SIUTUNTT
3] CENTRA! ITUAENTI
3] IITLNJCTARI .”INCUT 1 AM
S K I L L S MYIJSAB
V Skills 1-10 Training
AT THE END OF THIS CHAPTER, YOU WILL BE
ABLE TO:
SKILL 1 Create Reports and Apply Themes
SKILL 2 Modify Report Layouts
SKILL 3 Prepare Reports for Printing
SKILL 4 Use the Blank Report Tool
SKILL 5 Group and Sort Reports
SKILL 6 Format and Filter Reports
SKILL 7 Create Label Reports
SKILL 8 Use the Report Wizard
SKILL 9 Modify Layouts in Design View
SKILL 10 Add Totals and Labels t o Reports
MORE SKILLS
MORE SKILLS 11 Export Reports t o Word
MORE SKILLS 12 Export Reports as HTML
Documents
MORE SKILLS 13 Create Parameter Queries
MORE SKILLS 14 Create Reports for Parameter
Queries
404 Create Reports | Microsoft Access Chapter 4
A c c e s
Outcome
Using the skills listed to the left will enable you to create
reports like these:
FiitiOagal
16857 EBMlertyAv
Aapen “(I: CA OMM
Instructor Assignments
trstnjcs=r
AIOI
Pol tna Drawing
Basic Drawing
A l l !
Tour of Aspen Fa!is
AIOS
Impn
Impressis
Lana Shane
10137 innnii
20123 I/ICV20I2
Beatrix Handlin
20121 5712/201!
Hazel Ekwall
20125 1/12/2012
20131 373/201!
Wodn««Jir. Ma, 14,2012
9.0Z04 AM
3.00 PM
7O0PM
Pal Dietscne
97503 N Chants 9
Aspen FlUj.CA 93483
BeauNstacka
1421 SOoirDr
Aspan Fa». CA 93464
B«ssie pascoren
81580 E Cannon Dr
Aspen Fass. CA 93463
Impressionism In Art
7:00 PM
1/12/2011
Ptcmona
Wtrajolvn
EKaOmklll
72809 N Church SI
Aspen Fans, CA 93484
Your Nam*
14824 WCWgwoodUi
Aspon Fans, CA 93483
Tla P u n
9638 E Dartmoutn a
Aspen Fan, CA 93463
Sprmgat.
DjnrrJtt
Vattdenburg
rami
Bre.cn
Vane
AErgra
redness
Urda
DrisSui
Luckow
Mdna
Harland
RJrneharor
Barl-o
7Jv
(80S)SSS-4IOI
(80S) SSS-9494
(805)555-4211
(605) 555-5945
(BOS) SSS-7IS9
(SOS) 5SS-7753
(805)555-7388
(SOS) 555-5847
(805)555-2130
(80S) SSM972
(805) 555-4837
(805) 555-4787
(80S) SSS.8302
(BOS) 555-3718
(905)555-7194
(805)SSS-4243
(805) 5S5-37SS
(805) 55S-S9SS
(805) 555-8581
(80S) SS5-274I
(60S) 5SS-7J33
(BOS) 555-5945
A I 0 9
Portrait Drawing
Celia Moyerman
20133 3/13/201!
AIIO
Beg; lining Wjlercotert
Begi\nmg Warereolors
Chasidy Trowery
20124 l/l 112012
20130 3/7/201!
7.O0PM
7.O0PM
Al 12
Perspective Drawing
20124 1/141201!
A l 14 Mohamed Lonzo
ArrKslorr 20122 1/9/201! 7:00 PM
Artrtjmry 20128 3/5/701! 3:00 PM
Perspective Drawmg 20132 1″9/20I2 7:00 PM
All?
Baik Draw-ng
Rev
20129 1/4/2011
You will save your database as:
Lastname Firstname a04 Classes
Microsoft Access Chapter 4 | Create Reports 405
http://Bre.cn
In t h i s c h a p t e r , y o u will c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• R e p o r t s p r e s e n t t h e results of a q u e r y o r t h e d a t a from a table. T h e fields c a n
b e f o r m a t t e d a n d a r r a n g e d in a v a r i e t y of ways.
• T h e r e c o r d s in r e p o r t s c a n be g r o u p e d , s o r t e d , a n d filtered t o m a k e t h e
i n f o r m a t i o n m o r e m e a n i n g f u l .
• You can b u i l d a r e p o r t w i t h fields from an e n t i r e table o r q u e r y using t h e
R e p o r t t o o l .
• W h e n y o u w a n t to select c e r t a i n fields from o n e o r m o r e tables, y o u can create
t h e r e p o r t u s i n g t h e R e p o r t W i z a r d o r Blank R e p o r t t o o l .
• W h e n y o u n e e d to p r i n t a d d r e s s e s o n self-adhesive labels, y o u can create a
labels r e p o r t .
• R e p o r t s are m o d i f i e d in Layout o r D e s i g n view. R e p o r t v i e w s h o w s t h e screen
v e r s i o n r e p o r t s , a n d P r i n t P r e v i e w is used to view r e p o r t s before p r i n t i n g .
406 Create Reports | Microsoft Access Chapter 4
T I M E TO C O M P L E T E ALL
1 0 SKILLS – 6 0 TO 9 0 M I N U T E S
Find your student d a t a files here:
Student d a t a files n e e d e d
for this chapter:
a04_Classes
a04_Classes_Logo
• chapterJM
Organize *
Homegroup
FILES CURRENTLY ON THE DISC (12)
Computer •3} a04_Camps 5/15 AAO 6:45 PM M
S I Local Disk (C:) I k e04_Camps_Logo 12/16/2009 10:31… P!
Backup Drive (D:) -5] a04_Classes 5/16,-2010 5:17 AM 1/
0 OVD RW Drive (T) sfsofficelt B a04_CLASSE5_Logo 5/8/2010 11:21 AM JF
. 01_student_data.files 3 ] a04_Contacts 5/15/2010 6:01 AM IV
. 01_common_features 3 ] a04_Councils 5/15/2010 5:31 AM •••
. 02_word a04_Ccuncils_Logo 5/3/2010 1:09 PM JF
. 03_excel -3] a04_Outings 5-15/2010 4:45 PM 1’
04_access £ a04_OUTING5_Logo 5,-8/20101-.07 PM JF
chapter_01 3 ] a04_Participants 5/15.-2010 4*5 PM M
chapter_02 3 j a04.Reviev.ii 5/15/2010 6:55 PM
chapteM)3 w a04_ReviewsJ_ogo 5/3/20101 KB PM
. ehapter.04
05_powerpoint
_ USB DRIVE (F:)
Network
J L J
Tools » J Open • Cancel
Microsoft Access Chapter 4 | Create Reports 407
http://a04.Reviev.ii
• Reports are often based o n queries. You can
a d d t h e fields t h a t you need t o the query,
a d d criteria, a n d t h e n use t h e R e p o r t t o o l to
create a r e p o r t to display t h e results of t h e
query.
• After selecting a t h e m e for y o u r database,
you can apply fonts o r colors from a
different t h e m e .
1 . S t a r t Access. If necessary,
M a x i m i z e U=W! t h e w i n d o w .
2 . F r o m t h e s t u d e n t files t h a t came with
this b o o k , o p e n a04_Classes.
3 . Click t h e File t a b , a n d t h e n click Save
D a t a b a s e As. In t h e Save As dialog box,
display t h e file list w h e r e you are saving
y o u r files. Click N e w folder, t y p e Access
C h a p t e r 4 a n d then press [Enter] two times.
N a m e t h e file L a s t n a m e _ F i r s t n a m e _
a04_Classes a n d t h e n click Save.
4 . If t h e Security W a r n i n g message displays,
click t h e Enable C o n t e n t b u t t o n .
5 . I n t h e N a v i g a t i o n P a n e , double-click
I n s t r u c t o r s w i t h o u t a W – 4 t o view t h e
q u e r y datasheet. Close 0 t h e N a v i g a t i o n
P a n e , a n d then c o m p a r e y o u r screen w i t h
F i g u r e 1. —
When you are working with an Access
object, the status bar contains buttons for
switching views.
6. O n the status bar, click t h e D e s i g n V i e w
b u t t o n @ – In the C u r r e n t W – 4 c o l u m n
C r i t e r i a box, t y p e No C o m p a r e your
screen w i t h F i g u r e 2 .
7. Save [Hj, R u n , a n d t h e n Close
query.
t h e
Continue to the next page to complete the skill
408 Create Reports | Microsoft Access Chapter 4
ALL ART CLASS
INSTRUCTORS
F i g u r e 1
First Name
Carclyne
Lana
• Last N a m e
Teeple
Shane
street
42013 N Honon St
5396 S West St
City
Aspen Falls
Aspen Falls
State
CA
CA
O p
93464
93463
Phone
(805)555-6684
(805) 555-3817
Current W-J
9
Carlie Litzenberg 75732 S Porter PI Aspen Fails CA 93463 1805) 555-3997 SB Beatrli Handlin 23926 S Harrington Av Aspen Falls CA 93464 (805)555-3580 E Mitchell Screen 76117 W Second St Aspen Fails CA 93463 (805) 555-3976 •
Hazel Ekwall 82075 N Mahoney St Aspen Falls CA 93463 (805)555-5713 •
Kacey Alkbsh
82522 E Madison St
Aspen Falls CA 93463 (805)555-7170 i Carrol Chicharello 63471 S High St Aspen Falls CA 93463 (805) 555-6131 i M a d e Ryhal 60034 W Meadow Brook Rd Aspen Falls CA 93464 (805) 555-5281 si celia Moyerman 62877 N Strongs Av Aspen Falls CA 93463 (805) 555-9205 •
Chasidy Trowery
81976 W E Washington S!
Aspen Falls CA 93463 (805) 555-8726
Cortez Herke 58065 N Templewood Ct Aspen Falls CA 93464 (805) 555-8010
A n t o n Holfelt 19199 W Field Av Aspen Falls CA 93463 (805) 55S-1937 Sfi Faustino Cummisky 44705 SEarleSt Aspen Falls CA 93463 (805) 555-7475
M o h a m e d Lonzo S3721 N Mayfield Rd Aspen Falls CA 93463 (805) 555-9831 •
Dustin Termllus 33533 S Lafayette St Aspen Falls CA 93463 (805) 555-4134 H Brant Floerke 23812 E Eastview Ct Aspen Falls CA 93463 (805) 555-4633 B Rey Hasse 38789 E East St Aspen Fails CA 93464 (805) 55S-4704 •
Sherman Stobb 8121 S Plain St Aspen Falls CA 93463 |805)55S-S462 B
Ron Morey 70416 S Nelson PI Aspen Falls CA 93464 (805) 555-22S7 H Boyce Torgeson 38431 S Mayfield Rd Aspen Falls CA 93463 (805) 555-2202 •
Bradford Andrzejczyk 63734 W Meadow St Aspen Fails CA 93464 (805) 555-7316
•
Datathcrl ..<.-.•
Hun Lock 3 l i S » s !
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DESIGN VIEW BUTTON
ON THE STATUS BAR
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oy
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Sett:
Show: £___.! .12 : . a. Bfl
Mo
t of type Date tpecifyina the cumrnt lyitcm elate and i [&J2JJ|
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SKILL 1 : Create Reports a n d A p p l y Themes
J
Themet
EITFINALOETA
.A1. E TOL.LL U IPET Aa
A:. :|A«J
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Luclda Sans Unicode
PALATINO LINOTYPE PARANA LINOTYPE
EOHTY
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rarparm
El m l Lai
ARLAL BLACK
MIL
Eieimnie
Century Gothic
Palatino Linotype
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S !-..-. ILUMOA.I II DALE AND TIM.
a W-4 W«DI»ESDAV. MAR16.2012
D:44:DOAM
• 5 3 9 6 S West Si
I S 2 0 7 5 N ‘ M a h o n e v S t
: A s p e n Falls
A s p e n Falls
6 2 8 7 7 N* Strongs A v • A s p e n FaUs C A
IS3721 N MAS-FIELD RD | A s p e n Falls
! 3S7S9 E East St ; A s p e n Falls
Create Hew Therae Fonti.
H U B LOET A N O *
Fonts button
Elemental
theme fonts
F i g u r e 3
\-:\ I n s t r u c t o r s w i t h o u t a W – 4
U i t N i m e
Shane
Wednesday. May 1 6 . 3 0 1 2
5 ^ 5 0 A M
Street City
S396 S W e s t St
Hazel Ekwan
| Casta Moyernun
8207S N Mahoney St
Aspen F a *
Aspen Flits
6 2 8 7 7 N Stronjs A v
FTIY
6 3 7 2 1 N M a y f i e l d R d
! 3 8 7 8 9 E East St
Aspen Falls
Atpen M s
: Aspen Falls
SOT]
C A
C A
NUAUCT aa. a «
Elemental color
theme
Original theme
font
F i g u r e 4
8. O p e n [»] the N a v i g a t i o n Pane. In the
N a v i g a t i o n Pane, be sure t h e Instructors
w i t h o u t a W – 4 is selected. O n the Create
tab, in the Reports group, click the
R e p o r t b u t t o n .
When a report is based on a query, the
query criteria are applied to the report.
Here, only the five instructors without a
W-4 form on file are listed.
9. Close [«] t h e N a v i g a t i o n Pane. O n t h e
D e s i g n tab, in t h e Themes g r o u p , click
t h e Themes b u t t o n , a n d t h e n click the
second t h u m b n a i l in the fourth r o w —
E l e m e n t a l .
10. In t h e T h e m e s g r o u p , click t h e Fonts
b u t t o n . Scroll d o w n the list t o display the
Elemental font set, a n d t h e n c o m p a r e
y o u r screen with Figure 3.
When you select a theme, you are applying a
set of fonts and a set of colors. Here, the
Elemental font set includes Palatino
Linotype for both labels and text boxes.
1 1 . In the list of font sets, scroll d o w n to
locate a n d t h e n click O r i g i n . C o m p a r e
y o u r screen with Figure 4.
In this manner, you can combine your
current theme with a color or font set from
a different theme. Here, the report’s fonts
have changed to Bookman Old Style for the
report header controls and Gill Sans MT for
the values in the text boxes. The colors from
the Elemental theme are still applied.
12. Click Save Ifl]. In the Save As dialog box,
click O K to save the report as I n s t r u c t o r s
w i t h o u t a W – 4 . Leave the report o p e n for
the next skill.
• You hove completed Skill 1 of 10
Microsoft Access Chapter 4 | Create Reports 409
http://Tol.ll
Recall that forms a n d reports use l a y o u t s —
cells a r r a n g e d in rows a n d c o l u m n s into
which controls are placed. You can resize,
delete, a n d merge these rows a n d c o l u m n s
so t h e report can be viewed on a screen
w i t h o u t scrolling.
1 . W i t h the Instructors w i t h o u t a W – 4
r e p o r t still o p e n in Layout view, click the
First N a m e label. W i t h t h e 0 p o i n t e r
over t h e right b o r d e r of the label,
d r a g to the left to resize t h e c o l u m n ,
approximately as s h o w n in F i g u r e 1.
2.
3 .
When you resize one text box or label in a
report’s layout, all the label text boxes in that
column are also resized. In this report, the
First Name text box repeats five times—one
row for each record in the query.
Click t h e Last N a m e label. O n the Design
t a b , in the Tools g r o u p , click t h e P r o p e r t y
Sheet b u t t o n . O n the p r o p e r t y sheet
F o r m a t tab, replace the W i d t h value w i t h
1.5″
Click t h e Street c o l u m n to display its
p r o p e r t i e s , a n d t h e n change the column’s
W i d t h to 2″ C o n t i n u e in this m a n n e r to
set the r e m a i n i n g c o l u m n widths using
the values in F i g u r e 2 . Scroll as needed to –
select each c o l u m n .
4 . Click t h e C u r r e n t W – 4 label. O n the
A r r a n g e tab, in the Rows & C o l u m n s
g r o u p , click Select C o l u m n . Press |Delete]
to remove the c o l u m n from t h e report.
• Continue to the next page to complete the skill
ST’
First Name column
width decreased
F i g u r e 2
F i g u r e 1
Mm Themes [g Fonts- Grous Qi ii’isr Aa s • H m
• :”‘*| a*JW
a . — 1 UU mm
Plat _
NumDru i j Data and time
nstructors without a W-4
| last N i
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Wednesday, May 1 6 . 2 0 1 2
5:44:50 A M
City
Elcwa.
‘ M o y c m u n
.Lonzo
; ! R e y
5 3 9 6 5 W e s t St
8 2 0 7 5 N Mahoney St
6 2 8 7 7 N S t r o n g A v
8 3 7 2 1 N Mayfield Rd
Aspen Falls
Aspen Fait
: Aspen Fats
Aspen Fats
38789 E East St
Hum Lock . ‘ C
Column Width
City 1.5″
State 0.5″
Zip 0.75″
Phone 1.5″
410 Create Reports | Microsoft Access Chapter 4
SKILL 2 : Modify Report Layouts
x z \ I n s t r u c t o r s w i t h o u t A W – 4 Wednesday. May 16,2012
—J 607:30 A M
First N I T O Last Name StTMt C t y Sute RIP Ptione
Urs! S H J N E 53?6 S West Si Aspen Fafc ‘ C A : 91-163 I (80S) 5 5 5 – 3 8 17
H u e ) iElcwai 82075 N MahoneySl j A i p e n r a l j I C A 93463 |: ( 8 0 5 ) 5 5 5 – 5 7 1 3
Cera ; Moyerman 62877 NSlronrs A – Aspen Fafc 1|93463 ( 8 0 5 ) 5 5 5 – 9 2 0 5
MohameeJ L O N 2 0 8 3 7 2 1 NMayfltJdRd :JAspenFals H E * 93463 1^805) SSS-9631
Re, F U S S ! 3S7S-V t F J S : Si Aspen Fafc C A 193464 (80S) s s s – 4 ; 0 4
Huralatk • 3 Q • *
Second page if
report is printed
First page if
report is printed
F i g u r e 3
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:rs« Giste E»t«-nalCj!a Ditabast Tests
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I n s t r u c t o r s w i t h o u t a W – 4 Wednesday. May 16. 2 0 1 2
6:13:15 A M
State Zip
C A 93463
PTICNE
! ( 8 0 5 ) 5 5 5 – 3 8 1 7
C A 93463 ( 8 0 5 ) 5 5 5 – 5 7 1 3
C A 93463 (80S) 5 5 5 – 9 2 0 5
C A 9 3 4 6 3 ( 8 0 5 ) 5 5 5 – 9 8 3 1
C A 9 3 4 6 4 ( 8 0 5 1 5 5 5 – 4 7 0 4
llannCTg_fystn4me_i04_Ciasses Pas* I of I
File name typed
into merged cells
5. Scroll t o the right as needed t o display the
text box w i t h the value Page 1 of 1. W i t h
the pointer, drag the control into the
e m p t y cell below the Phone c o l u m n .
6. With t h e Page 1 of 1 text b o x still selected,
o n t h e p r o p e r t y sheet F o r m a t tab, change
the Height value to .25″
7. Close [*] the p r o p e r t y sheet, scroll the
report all the way to the left, a n d t h e n
— c o m p a r e y o u r screen with F i g u r e 3.
The entire report now displays within the
width of a typical computer screen. The
report is wider than a single sheet of paper,
as indicated by the dashed vertical line.
8. O n the layout’s b o t t o m r o w — t h e Totals
row—click the text box that displays t h e
value 5. O n the Design tab, in the
G r o u p i n g & Totals g r o u p , click t h e Totals
b u t t o n , a n d t h e n click C o u n t Records t o
remove the C o u n t Records control from
the report.
In the Totals row, click the first e m p t y
cell. Press a n d hold [Shift] while clicking t h e
t h i r d e m p t y cell in the row.
With the three cells selected, o n the
.Arrange tab, in the M e r g e / S p l i t g r o u p ,
click the M e r g e b u t t o n .
1 1 . Click t h e cell just merged, a n d t h e n using
your own n a m e , type Lastname_
Firstname_a04_Classes Press [Enter), a n d
t h e n c o m p a r e y o u r screen with F i g u r e 4 .
12. Click Save |Q|. Leave the report open for
the next skill.
• You have completed Skill 2 of 10
9 .
10.
J £ I L I I I J F i g u r e 4
Microsoft Access Chapter 4 | Create Reports 411
• SKILL 3 : Prepare Reports for Printing
• W h e n you need to p r i n t a r e p o r t , you can
adjust its m a r g i n s a n d o r i e n t a t i o n to fit t h e
size of a sheet of paper. You m a y also n e e d
t o r e m o v e extra space from the r epor t to
prevent p r i n t i n g blank pages.
1 . W i t h the I n s t r u c t o r s w i t h o u t a W – 4
r e p o r t still o p e n in Layout view, d o u b l e
click t h e report title to enter Edit m o d e .
To t h e right of W-4, add a space a n d t h e n
t y p e Form
2 . Click a blank area below t h e layout to
leave Edit m o d e . O n the D e s i g n t a b , in
the H e a d e r / F o o t e r g r o u p , click the Logo
b u t t o n . In t h e I n s e r t P i c t u r e dialog box,
navigate to t h e s t u d e n t files, select
a 0 4 _ C l a s s e s _ L o g o , a n d then click OK.
3. O n t h e status bar, click the P r i n t P r e v i e w
b u t t o n In the Z o o m g r o u p , click the
Two Pages b u t t o n , a n d t h e n c o m p a r e your
screen w i t h F i g u r e 1.
The first column is very close to the edge of
the paper and the Phone column is on
another sheet of paper.
4. In t h e Page Size g r o u p , click the M a r g i n s
b u t t o n , a n d then click N o r m a l .
5. In the Page Layout g r o u p , click the
L a n d s c a p e b u t t o n , a n d t h e n c o m p a r e
y o u r screen with F i g u r e 2 .
When you modify a report so that all the
controls fit within a single sheet of paper,
some report elements may still extend to a
second sheet of paper. When this happens, a
warning displays that the second sheet will
be empty.
• Continue to the next page to complete the skill ^
Narrow margin
Phone column
on second
sheet of paper
F i g u r e 1 «•><»
• J Q" ~3 J ~ V J;JJ:IL £ % & 3) & • B
M M SOI Marpm Q f,M OHi On*
Undiupe Coknm F"»S« loom Ont KM Men -•••!•- l»cel tvt (OF E-«*l Mere Cldie Print
Setup - Ptot r»c«i ' • ! « : • « < » « • Ftn
For n a n * . tSe report M M «»v be aider than trie peot »«Bi.
mwio* a s u K sn. –
412 Create Reports | Microsoft Access Chapter 4
SKILL 3 : Prepare Reports for Printing
ExtemtlDlti D l t i b j w Took Of. g Irrtnyt Format Pioe Setup • ^ 1
Ccmmsn Report Error
Report width n greite* thjn f i g * width
Edit Margins
Bemove E*tn Report Space
Select the Ccntiol Farthert to the Right
H-Hpon This Error
Ignore Errcf
Ejrcr Checking fiptions–
LTA W-̂ i FONRI
0̂ ‘
Error indicator
Error options
Error Options
burton
u« i a a B’g” F i g u r e 3
J Q J J& A A L I ^ A I . A L a
Report will print
on a single sheet
of paper
F i g u r e 4
6 . Read t h e message, a n d then click OK.
Notice that all t h e controls are o n t h e first
page, b u t that the report still extends to a
second sheet of paper.
7. O n the status bar, click the D e s i g n V i e w
b u t t o n @ . In t h e upper-left corner of t h e
r e p o r t , a green e r r o r indicator j§£| displays.
8 . Click t h e error indicator JH, a n d t h e n
click t h e displayed E r r o r O p t i o n s
b u t t o n HI. C o m p a r e your screen with
F i g u r e 3.
The Error Message describes the problem
and lists commands with possible solutions
to the problem.
9 . I n the E r r o r M e s s a g e list, click R e m o v e
E x t r a R e p o r t Space. O n the status bar,
click t h e P r i n t P r e v i e w b u t t o n @, a n d
t h e n c o m p a r e y o u r screen with F i g u r e 4 .
When extra space is removed, blank pages
will not be printed. Here, the entire report
displays on a single page.
10. If you are p r i n t i n g this project, click t h e
Print b u t t o n , click OK, a n d t h e n retrieve
the p r i n t o u t from t h e printer.
11. Click Save [5], a n d then Close \*\ the
r e p o r t .
• You have completed Skill 3 of 10
Microsoft Access Chapter 4 | Create Reports 413
• T h e Blank Report tool is used w h e n you
w a n t to build a report by a d d i n g fields o n e
at a t i m e o r to arrange the fields in a
different layout.
1 . O n t h e Create tab, i n the Reports g r o u p ,
click t h e B l a n k Report b u t t o n .
2 . I n t h e Field List pane, click Show a l l
tables. In the Field List, to the left of
I n s t r u c t o r s , click the E x p a n d b u t t o n [§.
3 . In t h e F i e l d List, double-click I n s t r u c t o r
I D t o a d d the field to the report. C o m p a r e
y o u r screen with F i g u r e 1.
A S Y O U A D D F I E L D S W I T H T H E B L A N K R E P O R T
T O O L , T H E O T H E R T A B L E S M O V E T O T H E L O W E R
S E C T I O N S O F T H E F I E L D L I S T P A N E . H E R E , T H E
S E C T I O N S T A B L E I S A R E L A T E D T A B L E — I T C O N T A I N S
I N S T R U C T O R I D A S A F O R E I G N K E Y .
4 . In t h e F i e l d List, double-click First N a m e
a n d Last N a m e to add them to the r e p o r t .
5. In t h e F i e l d List, u n d e r Fields available i n
related tables, E x p a n d the Sections
table.
6. Double-click Section I D , a n d then
c o m p a r e y o u r screen with F i g u r e 2 .
W H E N Y O U A D D A F I E L D F R O M A N O T H E R T A B L E ,
T H A T T A B L E M O V E S T O T H E U P P E R P A N E O F T H E
F I E L D L I S T A N D A N Y T A B L E S R E L A T E D T O T H I S
T A B L E B E C O M E A V A I L A B L E . H E R E , C L A S S E S
A N D R E G I S T R A T I O N S B E C O M E A V A I L A B L E A S
R E L A T E D T A B L E S .
Continue to the next page to complete the skill ^
Tables currently
used
Related tables
Other tables
F i g u r e 1
THOMEI
I i . C O I O . I – Z R O W ,
[S F O N T I – 0 ‘ » ” P J J H I D E D E T A I N k P B T A a L ~ L • Q , i3 _ 3 N 1
LOGO
A I M .
I M S M S d * ”
H E » 3 E * R O C T E I
m m
A I 0 0
* 5 T
A I 0 2
A I 0 3
H E W U A
J J T S T W ART, W C H N THE OARER* N
F I E L D I . . . LATLE LOR TRUI N E W
A 1 0 5
| A I 0 6
A I 0 7
A I 0 8
J A I M
; A I I O
A M I
INUNJCTOF I D
F I N T m m
U R T L A N E
STIEEL
O R
: A I 1 2
; A 1 1 3
; J A I 1 4
A I I S
A L 1 6
a 1 1 7
• A I I E
A I I 9
«
\t,cu V . E . V
FIEIDL AVAILABLE IN .ELATED TABLE*
ffl SECTION!
F I E ‘ D I AVTJATLC IN OTTIEI TABLE A.
$ C L A I I E *
• REFLRSTRATIA
[ O H TABU
EDD TABLE
I D * TABLE
N U N L O T T Q 5 Q «C
Sections table
Two tables related
to Sections table
F i g u r e 2
H O M E O E J T * C – L E M A I C ^ L J O S U A I I * T E O L I
m * m ” IS Fen*» ‘
T H I L L C F C I I O T O J T IOTA
I J aepo-U M A T T *
[ I F * SHWRORTFARID, N THE CARENT.ECORDS
F R E I M J , I . I I L I< LOI URN N E W
INITNICTOI I D
Itat N A M E
L A I T L L L N E
STREET
C T R
STATE
B P
PHONE
CUUENT W J
S SECBONL
S E C T I O N S }
START OATE
START T I N E
IMTRURTOR IT)
F E E
FJEIDL EVAJAMC I N ICLETED T A T L E I
$ C L T T I E I
REGITLIATJONI
F W I D I )•.A.IAR. i I N OTNEI TABLET.
ILUMLOEA. Q C A Q IT
4 1 4 Create Reports | Microsoft Access Chapter 4
http://Ii.coio.i-
SKILL 4 : Use t h e Blank Report Tool
Cteale liltnil Data DltaOlie Teell
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A I 0 3 Beatrtz
J
20121
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5/12/201*
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Aspen F i b
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A l M Mohamed Lonzo 2012a 3 5-2012 3O0 PM A r t History
A120 Boyce Torpeson 20134 6/18/2012: 1:00 PM A r t Hrstory
A I M Mohamed Lonzo 20142 I 0 U 2 0 I 2 7:00 P M A r t History
A I 0 5 : Hazel” Bcwjl 20125 l/l2/20l2i 7:00 PM Impressionism
in Art
A I D S Hutt E k w U 20131
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A I 0 9 Cclu M o y e m i n M I 3 7 J 6/21/2012:
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‘in A r t
j A I O I Lara Shine 2 0 I 2 J 1/10.2012 7 O 0 P M Basic Drawing
A l 17 Rer Hjsse 20129 3 6 2 0 1 2 7.-00 PM Basic Drawing
A I 2 ! Bradford Andrafczyk 20135 6.19/2012 I O 0 P M Basic Drawing
AI0I lanj Shane 20143; 10*9 2012
7.00 PM Bisk Drawing
AII2 Anton H o f l e * 20126
:
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F i g u r e 3
Instructc ID First Name List Nans’ Sectnin ID Stan Date S a r t Trnie Class TiU*
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Aspen Fab
Al 14 Molumed Lonzo 20122 1 9 2 0 1 2 7:00 PM ;Art History
A l 14 •Mohamed Lomo 201213 3 / 5 / 2 0 1 2 3.00 PM A r t Hrstory
A I 2 0
A l 14
;Boyce
Mohamed
Torgeson
Lonzo
20134
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tVia/2012
I O 1 V 2 0 I 2 .
1:00 P M A r t History
7:00 P M JAn History
A I 0 S Hizcs Ekwal 20125 I / I 2 / 2 0 I 2 J 7.-00 P M impressionism
i n A r t
A I 0 5
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20131 3 , t V 2 0 l 2 :
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m A n
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1:00 P M Impressionism ‘
in A r t
A I 0 I Shane 20123 1 / 1 0 2 0 1 2 7:00 PM, Basic Drawing
A l 1 7 Key Hasse 20129 3/6 2 0 1 2 7:00 PM; Basic Drawing
A I 2 I Bradlord Andrcetczyk 20135 6 ‘ I 9 2 0 I 2 I.-00 P M Basic Drawing
A I O I U n a Shane 20143 10.’? 2 0 1 2 7 O 0 PM! Basic Drawint
Controls added to
report header
7. In the F i e l d List, u n d e r Sections, d o u b l e
click Start D a t e a n d Start T i m e to a d d t h e
two fields to t h e report.
8. In the Field List, u n d e r Fields available i n
related tables, E x p a n d [§ the Classes
table. Double-click Class Title to add it to
the r e p o r t .
9. Close @ the Field List, a n d then compare
y o u r screen with Figure 3.
10. In the H e a d e r / F o o t e r g r o u p , click the
Logo b u t t o n . In t h e Insert Picture dialog
box, navigate to the s t u d e n t files, select
a04_Classes_Logo, a n d then click O K .
1 1 . O n t h e D e s i g n tab, in the H e a d e r / Footer
g r o u p , click the T i t l e b u t t o n , t y p e
Instructor Assignments a n d then press
12. In the H e a d e r / F o o t e r group, click the
D a t e a n d T i m e b u t t o n . In t h e D a t e a n d
T i m e dialog box, click O K .
13. Click Save [flj. In the Save As dialog box,
type Instructor Assignments a n d then
press [Biter]. C o m p a r e your screen with
Figure 4.
14. Leave the r e p o r t o p e n for the next skill.
• You hove completed Skill 4 of 10
F i g u r e 4
Microsoft Access Chapter 4 | Create Reports 415
• SKILL 5: G r o u p a n d Sort Reports
• Report data can be g r o u p e d a n d sorted to
a d d m e a n i n g to it.
1 . If necessary, o p e n the Instructor
A s s i g n m e n t s report in Layout view.
In t h e G r o u p i n g & Totals g r o u p ,
click t h e G r o u p & Sort b u t t o n to display
the G r o u p , Sort, a n d Total p a n e .
2 . In the G r o u p , Sort, a n d T o t a l p a n e , click
t h e A d d a group b u t t o n . In the list of
fields, click the I n s t r u c t o r I D field to
g r o u p t h e classes by instructor.
3 . Click o n e of the First N a m e text boxes,
a n d t h e n , w i t h the SI pointer, d r a g t h e
c o n t r o l u p t o the e m p t y cell to the right of
the I n s t r u c t o r I D text box.
4 . Repeat the t e c h n i q u e just practiced to
m o v e t h e Last N a m e text b o x t o the
e m p t y cell to the right of the First N a m e
text box. C o m p a r e your screen with
Figure 1 .
A ri
5 .
6 .
Because the instructor names do not change
within each group of Instructor IDs, they
can be in the same row as the Instructor ID.
In this way, the instructor name is not
repeated in each section row.
At t h e t o p of the I n s t r u c t o r I D c o l u m n ,
double-click the I n s t r u c t o r I D label to
e n t e r Edit m o d e . Change the label text to
I n s t r u c t o r a n d then press [Enter],
Click t h e First N a m e label, a n d then press
[Delete] to remove the label from the report.
Repeat this t e c h n i q u e to delete the Last
N a m e and Section I D labels. C o m p a r e
y o u r screen w i t h Figure 2 .
Continue to the next page to complete the skill ^
Otfttr f j t r m a l D l l i Catatatr to,li cr Am>ner
Fields moved to
group row
Group of classes
assigned to
instructor A101
Group, Sort, and
Total pane
F i g u r e 1
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RVR INSTRUCTOR ASSIGNMENTS Wednesday. May 16.2012
8 3 4 : 0 6 A M
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2 0 1 2 7 I/M0I2JI 3«0M;LFT>roit iDrawing
V 20123 1/1072012 7:00 PM Basic Drawing
A I 0 3 Beatriz riiruftn
2 0 1 4 1
10/1372012:1
II
1:00 PM T o u r o l
10/1372012:1
II
Aspen Fals
2 0 1 2 1 S / I 2 / 2 0 I 2 1:00 PM Tour of
Aspen F a h
Group on Instructor ID * a on ttc * . Uzrr •
I s Add a GROUP p i Add a SORT
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Labels removed
F i g u r e 2
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INSTRUCTOR ASSIGNMENTS
– I n s t r u c t o r
A I O I
Wednesday. May 1 6 . 2 0 1 2
8 2 9 : 2 0 A M
SUN D j t e STAN T m e CUss TrJe
2 0 1 4 3 1 0 * 2 0 1 2 : 7 0 0 PM Box Drawing
2 0 1 4 6 10/12/20121 7 O 0 P M Portrait
Drawing
3:00 PM Portrait
Drawing
A103
2 0 T 2 3 J 1/10/2012J7:00 PM Basic Drawing”!
10/13/2012! l : 0 0 P M | T o u r o l Aspen Falls
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416 Create Reports | Microsoft Access Chapter 4
http://Deta.li
SKILL 5: G r o u p a n d Sort Reports
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Start Date
7. Click o n e of t h e Class T i t l e text boxes.
With t h e (51 pointer, d r a g t h e text box
into t h e left-most e m p t y cell in that row.
8 . Click o n e of t h e Section ED text boxes,
press a n d hold [Shift], a n d t h e n click o n e of
t h e Start T i m e text boxes. W i t h the t h r e e
c o l u m n s selected, d r a g t h e selected
Section I D text b o x i n t o t h e left-most
e m p t y cell in t h a t row. C o m p a r e y o u r
screen with Figure 3 .
9. Click a n e m p t y cell below t h e Start D a t e
label. O n t h e A r r a n g e t a b , in the Rows &
C o l u m n s g r o u p , click t h e Select C o l u m n
b u t t o n . Press (Delete] to r e m o v e t h e c o l u m n
from the r e p o r t .
10. Repeat t h e technique just practiced t o
delete t h e two e m p t y c o l u m n s on t h e r i g h t
side of the layout.
1 1 . Select o n e of t h e Class T i t l e text boxes,
a n d t h e n , o n t h e Design tab, in t h e Tools
g r o u p , click the P r o p e r t y Sheet b u t t o n .
Set t h e control’s W i d t h p r o p e r t y t o 1.5″
12. Close H t h e property sheet. In t h e
G r o u p , S o r t , a n d Total p a n e , click the
A d d a sort b u t t o n . I n t h e list of fields,
click S t a r t D a t e . Compare y o u r screen
w i t h Figure 4 .
1 3 . O n t h e D e s i g n t a b , in the G r o u p i n g &
Totals g r o u p , click the G r o u p & Sort
b u t t o n t o close t h e p a n e .
14. Save |9] the r e p o r t . Leave t h e report o p e n
for t h e n e x t skill.
• You hove completed Skill 5 of 10
Microsoft Access Chapter 4 | Create Reports 417
• SKILL 6: Format a n d Filter Reports
• R e p o r t s can b e formatted to clarify t h e
i n f o r m a t i o n that they c o n t a i n . For e x a m p l e ,
g r o u p headings should b e f o r m a t t e d to
s t a n d o u t from the details w i t h i n each
g r o u p .
• You can filter a r e p o r t to show a subset of
t h e data.
1 . W i t h t h e I n s t r u c t o r Assignments r e p o r t
o p e n in Layout view, click t h e I n s t r u c t o r
I D text b o x w i t h the value A101. O n the
F o r m a t tab, in the Font g r o u p , click t h e
B o l d b u t t o n ® .
2 . W i t h t h e I n s t r u c t o r I D text b o x still
selected, in the Font g r o u p , click the
F o n t Size a r r o w , a n d t h e n click 12.
3. W i t h the I n s t r u c t o r I D text b o x still
selected, in t h e Font g r o u p , double-click
t h e F o r m a t Painter b u t t o n W i t h
t h e [ § | pointer, click the First N a m e text
b o x w i t h the value Lana. W i t h t h e [ § |
pointer, click the Last N a m e text b o x w i t h
t h e value Shane. C o m p a r e y o u r screen
w i t h Figure 1.
In this manner, the Format Painter can be
used to copy all the formatting of one
control to other controls. When the Format
Painter is on, its button displays in gold on
the Ribbon.
4 . In t h e F o n t g r o u p , click the F o r m a t
Painter b u t t o n 0 o n e t i m e to t u r n it off.
5. O n t h e F o r m a t tab, in t h e Selection
g r o u p , click t h e Object a r r o w , a n d t h e n
click G r o u p HeaderO. C o m p a r e your
screen with Figure 2.
You can use the Selection group to select
different objects in your report. Here, the
entire header row for each group of
instructors is selected.
• Continue to the next page to complete the skill
Format Painter
button
Format Painter
pointer
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SKILL 6: Format a n d Filter Reports
Top padding
Top Padding
property
F i g u r e 3
Filtered report
6. O n t h e F o r m a t tab, in the B a c k g r o u n d
g r o u p , click the Alternate R o w C o l o r
b u t t o n a r r o w , a n d t h e n click N o C o l o r .
7. Click the I n s t r u c t o r I D text box with t h e
value AIOI. O n the Design tab, in t h e
Tools g r o u p , click the P r o p e r t y Sheet
b u t t o n .
8. Scroll to the b o t t o m of the p r o p e r t y sheet
F o r m a t tab. C h a n g e t h e Top P a d d i n g
p r o p e r t y to .25″ Press [Enter], and t h e n
c o m p a r e y o u r screen w i t h Figure 3.
Padding is the amount of space between a
control’s border and other controls on the
form or report.
9. Close @ the p r o p e r t y sheet. On t h e
status bar, click the Report V i e w
b u t t o n @. Scroll d o w n to view the list of
i n s t r u c t o r s a n d their assigned classes.
10. Scroll to the t o p of the r e p o r t . In the
classes for Beatriz H a n d l i n , click the text
b o x w i t h the value 5/12/2012.
1 1 . I n the Sort & Filter group, click t h e
Selection b u t t o n , a n d then click O n or
Before 5 / 1 2 / 2 0 1 2 to filter the r e p o r t .
12. O n the status bar, click the P r i n t P r e v i e w
b u t t o n C o m p a r e your screen with
Figure 4. If necessary, click t h e O n e Page
b u t t o n .
13. If y o u are p r i n t i n g your work, p r i n t the
r e p o r t .
14. Click Save [5], a n d t h e n Close S the
r e p o r t . O p e n S t h e N a v i g a t i o n Pane.
You have completed Skill 6 of 10
F i g u r e 4
Microsoft Access Chapter 4 | Create Reports 4 1 9
• SKILL 7: Create Label Reports
• A label report is a r e p o r t f o r m a t t e d so t h a t
t h e d a t a can be p r i n t e d o n a sheet of labels.
1 . In t h e N a v i g a t i o n P a n e , u n d e r Q u e r i e s ,
double-click C e n t r a l S t u d e n t s to display
t h e records for students from the C e n t r a l
n e i g h b o r h o o d .
2 . In t h e first record, change Eliseo a n d
Brennan to your o w n first a n d last n a m e s .
3. C l o s e [x] t h e query, and t h e n o n the
C r e a t e t a b , in t h e R e p o r t s g r o u p , click t h e
Labels b u t t o n .
4 . In the L a b e l W i z a r d , be sure that t h e
F i l t e r b y m a n u f a c t u r e r box displays t h e
text Avery. U n d e r W h a t label size w o u l d
y o u like, select the label size w h e r e
P r o d u c t n u m b e r is C2160, as s h o w n in
F i g u r e 1 .
Each manufacturer identifies its label sheets
using a product number. Access formats the
report to match the dimensions o f the
selected sheet.
Click N e x t . If necessary, change t h e Font
n a m e to Arial a n d the Font weight to
Light. C h a n g e the F o n t size to 10.
Click N e x t . U n d e r Available fields, click
F i r s t N a m e , a n d then click the Move I > 1
b u t t o n t o a d d the field to the P r o t o t y p e
label.
W i t h t h e insertion p o i n t in the P r o t o t y p e
l a b e l a n d to t h e right of {First Name}, a d d
a space, a n d then Move 1 > 1 t h e Last
N a m e field into t h e first line of t h e
P r o t o t y p e label.
Press IBiter), a n d then Move [>D t h e S t r e e t
field i n t o t h e second line of the P r o t o t y p e
l a b e l . C o m p a r e y o u r screen with F i g u r e 2 . –
• Continue to the next page to complete the skill ^
5.
6 .
7 .
8.
Label Wizard
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9. Press [Enter), a n d t h e n Move [ T ] the C i t y
field i n t o the third line of the label. A d d a
c o m m a followed by a space, a n d t h e n a d d
t h e State field. Add a space, a n d t h e n a d d
t h e Z i p field. C o m p a r e your screen w i t h
Figure 3.
10. Click N e x t two times. U n d e r W h a t n a m e
w o u l d y o u like for y o u r r e p o r t , replace
t h e existing n a m e with Central Mailing
Labels
1 1 . Click F i n i s h to o p e n the report in Print
Preview. In the Z o o m g r o u p , click O n e
Page. Close [«] the N a v i g a t i o n P a n e , a n d
t h e n c o m p a r e y o u r screen with Figure 4.
1 2 . If you are p r i n t i n g your work for this
project, p r i n t the labels.
When printing a label report, your printer
may require additional steps. Most printers
will not print until a sheet of labels or sheet
of paper is placed in the manual feed tray.
Many printers, however, can print the
report on plain paper. If you are working
in a computer lab, check with your lab
technician or instructor for what is required
in your situation.
1 3 . Close [ * j the report.
• You hove completed Skill 7 of 10
Microsoft Access Chapter 4 | Create Reports 421
• SKILL 8 : Use the Report Wizard
• T h e R e p o r t W i z a r d can be used w h e n you
n e e d fields from m u l t i p l e tables. In t h e
wizard, you can preview different g r o u p i n g s .
• After you create a r e p o r t using the Report
W i z a r d , it displays in P r i n t Preview. W h e n
y o u close Print Preview, the r e p o r t displays
in Design view.
1 . O n t h e Create t a b , in t h e Reports g r o u p ,
click t h e R e p o r t W i z a r d b u t t o n .
2 . Click t h e Tables/Queries a r r o w , a n d t h e n
click Table: Classes to display the fields
from t h a t table.
3 . Click Class T i t l e , a n d t h e n click the M o v e
b u t t o n 1 > 1 to m o v e t h e field into t h e
Selected Fields list.
4 . Click t h e Tables/Queries a r r o w , a n d t h e n
click Table: Sections. Move t h e Start D a t e ,
a n d t h e n the Start T i m e fields i n t o
Selected Fields.
5. Click t h e Tables/Queries a r r o w , a n d t h e n
click Table: Students. Move the following
fields in this order: First N a m e , Last
N a m e , a n d Phone. C o m p a r e y o u r screen
w i t h F i g u r e 1 . —
6. In t h e R e p o r t W i z a r d , click N e x t , a n d
t h e n c o m p a r e y o u r screen w i t h F i g u r e 2 . —
The Report Wizard has screens in which you
can change how the report will be viewed
and grouped. Here, the report is grouped by
Class Title—each section of a class will be
listed under its Class Title. Within each
section, the students in that section will
be listed.
• Continue to the next page to complete the s k i t ^
2 mm I m # P ~ …. m U ” J R
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from three tables
F i g u r e 1
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422 Create Reports | Microsoft Access Chapter 4
SKILL 8 : Use the Report Wizard
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7. Click N e x t four times to accept the default
R e p o r t Wizard settings for g r o u p i n g ,
s o r t i n g , a n d layout.
8. U n d e r W h a t title d o y o u w a n t for y o u r
r e p o r t , replace the value w i t h Class Lists
9. Click F i n i s h . In t h e Z o o m g r o u p , click t h e
Two Pages b u t t o n . C o m p a r e your screen
w i t h Figure 3 .
A report header IS AN AREA AT THE BEGINNING
OF A REPORT THAT CONTAINS LABELS, TEXT BOXES,
AND OTHER CONTROLS. HERE, THE REPORT TITLE,
Class Lists, IS IN THE REPORT HEADER.
Page headers ARE AREAS AT THE TOP OF EACH
PAGE THAT CONTAIN LABELS, TEXT BOXES, AND
OTHER CONTROLS. HERE, THE LABELS FOR EACH
COLUMN ARE IN THE PAGE HEADER.
Page footers ARE AREAS AT THE BOTTOM OF EACH
PAGE THAT CONTAIN LABELS, TEXT BOXES, AND
OTHER CONTROLS. HERE, THE DATE AND PAGE
NUMBER TEXT BOXES ARE IN THE PAGE FOOTER.
10. Click the Close P r i n t P r e v i e w b u t t o n , a n d
t h e n c o m p a r e your screen with Figure 4 .
IN DESIGN VIEW, EACH REPORT SECTION HAS A BAR
ABOVE IT WITH THAT SECTION’S NAME, AND EACH
GROUP HAS ITS OWN HEADER.
IN THE DETAIL SECTION, TEXT BOXES DISPLAY IN
ONE ROW, AND A SAMPLE OF THE DATA IS NOT
DISPLAYED OR REPEATED FOR EACH RECORD.
A report footer IS AN AREA AT THE END OF A
REPORT THAT CONTAINS LABELS, TEXT BOXES, AND
OTHER CONTROLS. HERE, THE REPORT HAS NO
REPORT FOOTER AND THE AREA BELOW ITS BAR IS
COLLAPSED.
1 1 . Leave the r e p o r t o p e n for the next skill.
• You have completed Skill 8 of 10
Microsoft Access Chapter 4 | Create Reports 423
http://MHO.ni
• SKILL 9: Modify Layouts in Design View
• Design view can be used when you w a n t
m o r e control over your layout.
1 . If necessary, o p e n the Class Lists r e p o r t
in Design view. In the Report Header,
click the T i t l e control o n e t i m e , a n d t h e n
press [Delete].
Just above the Page H e a d e r bar, p o i n t
to t h e lower edge of t h e Report Header.
W h e n the \±\ pointer displays, drag u p ,
as s h o w n in Figure 1.
2.
You can remove report headers and footers
by deleting their controls and decreasing the
section’s height to zero.
3. In t h e Page Header, click the Class T i t l e
label. Press a n d hold [Shift] a n d then, in t h e
Page Header, click each of the r e m a i n i n g
labels. With the six labels selected, press
[Delete] to remove the labels.
4. Point t o the lower edge of the Page
H e a d e r , a n d then with the [+] pointer,
d r a g u p to set the Page Header height
t o zero.
5. In the Class ID H e a d e r , click the Class
T i t l e text box. Press 0 approximately five
t i m e s to move t h e control o n e grid d o t
from the left edge of the report.
6. W i t h the Class T i t l e text box still selected,
o n t h e F o r m a t tab, in the Font g r o u p ,
click t h e B o l d b u t t o n . In the Font
g r o u p , click the Font Size a r r o w , a n d
then click 14.
7. W i t h t h e 0 pointer, increase the width
of the Class T i t l e text box so that t h e
control’s right edge is o n the 4 inch
vertical grid line. C o m p a r e your screen
w i t h Figure 2.
Continue to the next page to complete the skill >
Report Header
height set to zero
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D a t e text box. Press a n d hold (Shift) while
clicking t h e Start T i m e text box. W i t h t h e
two controls selected, repeatedly press Q
until t h e left edge of t h e Start D a t e
control is four grid dots from t h e left edge
of t h e r e p o r t .
9 . In t h e D e t a i l section, repeat the t e c h n i q u e
just practiced t o select all t h r e e controls.
Move the three selected controls so t h a t
the left edge of the First N a m e control is
four grid dots from t h e left edge of t h e
report.
10. Click a blank area of the r e p o r t t o deselect
t h e controls. W i t h t h e 0 pointer, increase
the w i d t h of t h e P h o n e text box so that
t h e control's right edge is on t h e 5 i n c h
vertical grid line.
1 1 . Double-click the Class I D H e a d e r bar to
select t h e section a n d to display its
p r o p e r t i e s .
12. In the p r o p e r t y sheet F o r m a t tab, click t h e
Force N e w Page box. Click t h e displayed
a r r o w , a n d then click Before Section.
C o m p a r e your screen w i t h Figure 3.
13. Close H the p r o p e r t y sheet. O n the status
bar, click t h e P r i n t P r e v i e w b u t t o n @,
a n d t h e n c o m p a r e y o u r screen w i t h
Figure 4 .
Forcing a new page before a report header
starts a new page for each new value in the
header. Here, a new page starts with each
class title.
14. Click Save Q , a n d then click t h e Close
P r i n t P r e v i e w b u t t o n . Leave t h e r e p o r t
o p e n for t h e next skill.
• You hove completed Skill 9 of 10
F i g u r e 4
Microsoft Access Chapter 4 | Create Reports 425
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• SKILL 1 0 : A d d Totals a n d Labels t o Reports
• I n D e s i g n view, you can w o r k directly w i t h
calculated controh—text boxes t h a t display
t h e results of expressions.
2.
1 . If necessary, o p e n t h e Class Lists r e p o r t in
Design view. Point to t h e lower edge of
t h e Page Footer. W h e n t h e \±\ p o i n t e r
displays, use t h e vertical ruler t o drag t h e
b a r d o w n approximately half an inch.
C o m p a r e your screen w i t h F i g u r e 1.
O n t h e D e s i g n tab, in t h e Controls
g r o u p , click t h e Label b u t t o n \Aa\.
Position t h e ( 3 p o i n t e r approximately t w o
grid d o t s below t h e = N o w ( ) text b o x a n d
a p p r o x i m a t e l y 1 grid d o t from the left
edge of t h e r e p o r t . Click one t i m e to insert
t h e label.
In t h e label j u s t inserted, using y o u r
o w n n a m e , t y p e Lastname_Firstname_
a04_Classes a n d t h e n press [Enter!. Click t h e
E r r o r O p t i o n s b u t t o n @ that displays,
a n d t h e n c o m p a r e your screen with
F i g u r e 2 .
3.
When you insert a label in a page footer
that does not describe a text box, an error
message displays.
4 . In t h e E r r o r O p t i o n s list, click I g n o r e
E r r o r .
5. In t h e D e t a i l section, click the P h o n e text
box. O n the Design tab, in t h e G r o u p i n g
& Totals g r o u p , click t h e Totals b u t t o n ,
a n d t h e n click C o u n t Records.
When you add a summary statistic, a
calculated control is inserted for each group.
Here, the expression =Count(*) counts the
number of phone numbers within each
section, within each class, and for the entire
report.
• Continue to the next page to complete the skill ^
426 Create Reports | Microsoft Access Chapter 4
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F i g u r e 4
6. In the Class I D Footer, click the
= C o u n t ( * ) text box, a n d t h e n press [Delete].
Drag to set the Class I D Footer height to
zero. In the R e p o r t Footer, delete the
= C o u n t ( * ) text box. C o m p a r e y o u r screen
w i t h F i g u r e 3.
7. Click the Class I D H e a d e r bar to select
the header. O n the F o r m a t tab, in the
Background group, click the Alternate
R o w Color b u t t o n arrow, and then click
N o Color.
8 . Click the Section I D H e a d e r bar, a n d t h e n
repeat the technique just practiced to set
t h e A l t e r n a t e Row C o l o r to N o Color.
Repeat to remove t h e alternating row
color from the Section I D Footer.
9. O n the status bar, click the P r i n t P r e v i e w
b u t t o n @. O n the Navigation bar, click
the N e x t Page b u t t o n 0 to display page
three a n d four. C o m p a r e your screen w i t h
F i g u r e 4.
10. Click the P r i n t b u t t o n . In t h e P r i n t dialog
box, u n d e r P r i n t Range, click in the F r o m
box, a n d t h e n type 3 Click in the To box,
a n d then type 3 If you are p r i n t i n g this
project, click OK. Otherwise, click Cancel.
1 1 . Click Save M, a n d t h e n Close H the
r e p o r t .
12. O p e n [»] the N a v i g a t i o n Pane, a n d t h e n
E x i t Access. S u b m i t y o u r p r i n t o u t s or
t h e database file as directed by your
instructor.
DENE! You have completed Skill 10 of 10 and
your database is complete.
Microsoft Access Chapter 4 | Create Reports 427
M o r e S k i l l s
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ E x p o r t R e p o r t s t o W o r d
You can e x p o r t reports t o o t h e r file f o r m a t s so that y o u can I n M o r e Skills 1 1 , y o u w i l l e x p o r t a report to another file
w o r k w i t h the data in o t h e r applications. For example, y o u can f o r m a t a n d then open that file in W o r d ,
e x p o r t a r e p o r t so that i t can be opened i n W o r d o r sent as an To b e g i n , o p e n y o u r web browser, navigate t o
e m a i l attachment. www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
M o r e S k i l l s ^ E x p o r t R e p o r t s a s H T M L D o c u m e n t s
You can e x p o r t reports so t h a t they can be opened i n a web
browser. I n this manner, reports can be p u b l i s h e d a n d shared o n
the W o r l d W i d e Web.
I n M o r e Skills 12, y o u e x p o r t a r e p o r t as a H y p e r t e x t M a r k u p
Language ( H T M L ) d o c u m e n t a n d view the report i n your web
browser.
To b e g i n , open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , and t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills Create Parameter Queries
You can b u i l d a query that asks y o u t o t y p e the c r i t e r i o n that
s h o u l d be applied. I n this way, a single q u e r y can r e t u r n several
different data subsets d e p e n d i n g o n the values y o u type w h e n the
q u e r y is r u n .
I n M o r e Skills 13, y o u w i l l create a parameter q u e r y that asks
f o r a c r i t e r i o n . You w i l l t h e n r u n the q u e r y several times and type
a different c r i t e r i o n each t i m e . Each t i m e , the q u e r y w i l l display
o n l y the records that m a t c h the c r i t e r i o n that y o u type.
To b e g i n , open y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
M o r e S k i l l s Q C r e a t e R e p o r t s f o r P a r a m e t e r Q u e r i e s
You can use reports based o n parameter queries. W h e n the
r e p o r t is opened, it asks f o r a c r i t e r i o n a n d the r e p o r t w i l l display
a subset o f the data based o n the value y o u t y p e . I n this manner,
y o u can use a single report to display a variety o f results w i t h o u t
h a v i n g t o create m u l t i p l e queries a n d reports.
I n M o r e Skills 14, create a report based o n a parameter
query. You w i l l t h e n r u n the r e p o r t to display t w o different sets o f
data.
To b e g i n , open y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
428 Create Reports | Microsoft Access Chapter 4
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
Key Terms
Calculated control 426
Label r e p o r t 420
Padding 419
Page footer 423
Page header 423
Report footer 423
Report header 423
A s s e s s m e n t
Online Help Skills
1. S t a r t 0 Access. In the upper-right corner of the Access window, click the H e l p
b u t t o n [©). In the H e l p window, click the M a x i m i z e M=MI b u t t o n .
2 . Click in the search box, t y p e I n t r o d u c t i o n to Controls a n d t h e n click t h e Search
b u t t o n . In the search results, click I n t r o d u c t i o n t o c o n t r o l s .
3 . Read t h e article's i n t r o d u c t i o n , a n d t h e n below I n t h i s article, click U n d e r s t a n d
l a y o u t s . C o m p a r e y o u r screen w i t h F i g u r e 1.
4. Read the U n d e r s t a n d l a y o u t s section to see if you can answer the following:
H o w are tabular control layouts different t h a n stacked control layouts?
H o w are they the same?
Microsoft Access Chapter 4 | Create Reports 429
Matching
M a t c h each t e r m in t h e second c o l u m n with its correct definition in the
first c o l u m n by writing the letter of t h e t e r m o n the blank line in front of
t h e correct definition.
1 . Cells arranged in rows a n d c o l u m n s into which controls are
placed.
2 . To c o m b i n e two o r m o r e cells in a tabular layout.
3 . T h i s is used when you want to build a r epor t b y a d d i n g fields o n e
a t a t i m e or a r r a n g e t h e m in a different layout.
4 . A small picture that can be a d d e d to a r e p o r t header, typically to
t h e left of the title.
5. To display a subset of records o n a r e p o r t t h a t m a t c h a given
criterion.
6 . T h e a m o u n t of space between a control's b o r d e r a n d o t h e r
controls o n the form or r e p o r t .
7. An area at t h e b e g i n n i n g of a r epor t that contains labels, text
boxes, a n d o t h e r controls.
8 . An area at the t o p of each page that contains labels, text boxes, a n d
o t h e r controls.
9 . A n area at t h e b o t t o m of each page that contains labels, text boxes,
a n d other controls.
1 0 . A n area at t h e e n d of a r epor t that contains labels, text boxes, a n d
o t h e r controls.
430 Create Reports | Microsoft Access Chapter 4
A Blank Report t o o l
B Filter
C Layout
D Logo
E Merge
F Padding
G Page Footer
H Page H e a d e r
I Report Footer
J R e p o r t Header
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . A tool that can create a r e p o r t w i t h a single click.
A. Blank Report tool
B . Report tool
C. Report Wizard
2 . A page orientation where the page is wider t h a n it
is tall.
A. Landscape
B. Portrait
C. Wide
3. This can be removed from a r e p o r t to prevent
p r i n t i n g blank pages.
A. Alternating row colors
B . Extra space
C. W h i t e space
4 . This p a n e is used to add fields to a rep o rt in Layout
view.
A. Add Fields
B . Blank Report
C. Field List
5. This p a n e is used to group a n d sort reports.
A. G r o u p p a n e
B . G r o u p a n d Sort pane
C. Group, Sort, and Total p a n e
Topics for Discussion
1 . You have created reports using three different m e t h o d s :
the Report tool, the Report Wizard, a n d the Blank
Report tool. Which method d o you prefer a n d why?
What are the primary advantages of each method?
A s s e s s m e n t
6 . A r e p o r t f o r m a t t e d so that t h e data can be p r i n t e d
o n a sheet of labels.
A. Label r e p o r t
B . Mail r e p o r t
C. Merge r e p o r t
7 . This view is used w h e n you w a n t the m o s t control
over your report layout.
A. Design view
B . Layout view
C. Print Preview
8. This p r o p e r t y is changed w h e n you need to a d d
page breaks before r e p o r t headers.
A. Force New Page
B . P a d d i n g
C. Page Break
9 . A text box that displays t h e result of an expression.
A. Calculated c o n t r o l
B . Expression box
C. Label
1 0 . W h e n n o alternating row color is desired, select this
value.
A. Blank
B . N o n e
C. N o Color
2. Consider the types of data that businesses might store
in a database. For example, each instructor at a school
needs a class roster listing each student in the class.
W h a t type of reports m i g h t other businesses need?
Microsoft Access Chapter 4 | Create Reports 431
Skill Check ( ^ j f c b )
To complete this d a t a b a s e , you will need the following files:
• a 0 4 _ O u t i n g s
• a 0 4 _ O u t i n g s _ L o g o
You will save your d a t a b a s e as:
• L a s t n a m e _ F i r s t n a m e _ a 0 4 _ O u t i n g s
1 . S t a r t Access, a n d then o p e n t h e student data file a 0 4 _ O u t i n g s . Save t h e database
in y o u r Access C h a p t e r 4 folder with the n a m e L a s t n a m e _ F i r s t n a m e _ a 0 4 _ O u t i n g s
If necessary, enable the content.
2 . O n t h e C r e a t e t a b , in the R e p o r t s g r o u p , click the B l a n k R e p o r t b u t t o n . In t h e
Field List p a n e , click S h o w all t a b l e s , a n d then e x p a n d the P a r t i c i p a n t s table.
Double-click to add the following fields: F i r s t N a m e , Last N a m e , a n d
N e i g h b o r h o o d . C o m p a r e your screen with F i g u r e 1.
3 . C l o s e t h e Field List p a n e . In t h e T h e m e s g r o u p , click t h e F o n t s b u t t o n , a n d t h e n
click the first t h e m e font—Office.
4 . In the H e a d e r / F o o t e r g r o u p , click the Logo b u t t o n . In the I n s e r t P i c t u r e dialog
box, navigate to the s t u d e n t files for this chapter, click a 0 4 _ O u t i n g s _ L o g o , a n d
t h e n click OK.
5 . In t h e H e a d e r / F o o t e r g r o u p , click the Title b u t t o n , type Central N e i g h b o r h o o d
Participants a n d then press [Enter].
6. In the G r o u p i n g & Totals g r o u p , click the G r o u p & S o r t b u t t o n . In the G r o u p ,
S o r t , a n d Total p a n e , click A d d a g r o u p , a n d t h e n click N e i g h b o r h o o d .
7. Click the R e p o r t View b u t t o n . In the S o r t & Filter g r o u p , click t h e Selection
b u t t o n , a n d t h e n click E q u a l s " C e n t r a l " .
8. Click Save, type Central Report a n d t h e n click OK. Click the P r i n t P r e v i e w
b u t t o n , a n d then c o m p a r e y o u r screen w i t h F i g u r e 2 . If necessary, click the
O n e Page b u t t o n .
9. If you are p r i n t i n g this project, p r i n t the report. Close the report.
10. O n t h e C r e a t e t a b , in t h e R e p o r t s g r o u p , click t h e R e p o r t W i z a r d b u t t o n . If
necessary, in t h e Report Wizard, click the Tables/Queries b u t t o n , a n d click Table:
O u t i n g s . Move the O u t i n g N a m e a n d O u t i n g D a t e fields into Selected Fields.
Select t h e P a r t i c i p a n t s table, m o v e First N a m e a n d Last N a m e , a n d t h e n
click F i n i s h .
• Continue to the next page to complete this Skill Check •
432 Create Reports | Microsoft Access Chapter 4
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1 1 . Click t h e Close P r i n t Preview b u t t o n . In t h e Report H e a d e r , click t h e T i t l e
control, a n d t h e n press [Delete], D r a g t h e lower edge of t h e R e p o r t H e a d e r to set
t h e section's height to zero.
12. In the Page Header, click the First N a m e label. Press a n d hold [Shift), while clicking
the Last N a m e label, a n d then press [Delete).
13. In the Page Header, click t h e O u t i n g D a t e label. In t h e O u t i n g I D H e a d e r , press
[Shift) while clicking the O u t i n g D a t e text box. Press Q repeatedly to place the
right edge of t h e two controls o n the 5 i n c h vertical grid line.
14. In the O u t i n g I D Header, click the O u t i n g N a m e text box. Drag to increase t h e
width of the text box so that its right edge is o n t h e 3 i n c h vertical grid line.
15. Click t h e O u t i n g I D Header. On t h e F o r m a t tab, in t h e B a c k g r o u n d g r o u p , click
t h e A l t e r n a t e R o w C o l o r b u t t o n a r r o w , a n d t h e n click N o Color.
16. Double-click t h e O u t i n g LD H e a d e r , a n d t h e n , in the p r o p e r t y sheet F o r m a t tab,
change the Force N e w Page p r o p e r t y to Before Section. Close the p r o p e r t y sheet.
17. Click the O u t i n g N a m e text box, a n d then, o n the F o r m a t tab, in t h e Font
g r o u p , click t h e B o l d b u t t o n . In t h e Font group, click t h e Font C o l o r b u t t o n
a r r o w , a n d then click the last color in the first r o w — B l u e - G r a y , Accent 6.
18. In the Font g r o u p , click t h e F o r m a t Painter b u t t o n o n e t i m e , a n d t h e n , in t h e
O u t i n g I D Header, click the O u t i n g D a t e text box to apply the formatting.
19. In the D e t a i l section, click the First N a m e text box. Press [Shift] while cHcking t h e
Last N a m e text box. Press 0 to place the left edge of the First N a m e field o n t h e
1 i n c h vertical grid line.
2 0 . Point to the lower edge of t h e Page Footer, a n d then d r a g d o w n to increase its
height by approximately half an inch.
2 1 . O n the Design tab, in the Controls g r o u p , click the L a b e l b u t t o n . In t h e Page
Footer, click approximately 1 grid d o t below the = N o w ( ) calculated control
a n d 1 grid dot from the left edge of the r e p o r t . Using your own n a m e , type
Lastname_Firstname_a04_Outings Click Save, and then c o m p a r e your screen
— w i t h F i g u r e 3.
2 2 . O n the File tab, click P r i n t , a n d then click the P r i n t b u t t o n . U n d e r P r i n t Range,
in the F r o m box, type 1 In the To box, t y p e 1 C o m p a r e y o u r screen w i t h
— Figure 4. If you are p r i n t i n g this project, click OK. O t h e r w i s e , click Cancel.
2 3 . Click Save, Close the report, and then Exit Access. S u b m i t as directed.
D o n e ! You hove completed the Skill Check
Microsoft Access Chapter 4 | Create Reports 433
Assess Your Skills 1
To complete this database, you will need the following files:
• a 0 4 _ C a m p s • a04_Camps_Logo
You will save your file as:
a L a s t n a m e _ F i r s t n a m e _ a 0 4 _ C a m p s
1 . Start Access, a n d then o p e n t h e s t u d e n t data
file a 0 4 _ C a m p s . Save the database in y o u r
Access C h a p t e r 4 folder with the n a m e
L a s t n a m e _ F i r s t n a m e _ a 0 4 _ C a m p s
2 . Use the B l a n k Report b u t t o n to add these
fields from the Directors table: Director I D ,
First N a m e , a n d Last N a m e . F r o m the Camps
table, a d d C a m p N a m e a n d then Start Date.
3. Apply t h e E q u i t y t h e m e , a n d t h e n apply the
Angles t h e m e font.
4 . Add a logo using t h e file a04_Camps_Logo,
a n d t h e n a d d a title with the text C a m p
Directors
5 . G r o u p t h e report by D i r e c t o r I D , a n d t h e n
sort by Start D a t e .
6 . Move t h e First N a m e text b o x u p o n e row in
t h e layout, a n d then move the Last N a m e
text box u p o n e row. Move the C a m p N a m e
text b o x to t h e row's first cell a n d the Start
D a t e text b o x to the row's second cell.
7. Use the R i b b o n to select GroupHeaderO, a n d
then remove t h e header's alternate row color.
8. Delete t h e two e m p t y c o l u m n s o n the right
of t h e r e p o r t . Select the Director ID label,
a n d t h e n change its Top Padding p r o p e r t y to
0.25" Close t h e p r o p e r t y sheet, a n d t h e n
c o m p a r e y o u r screen with Figure 1.
9 . Save the report as C a m p Directors a n d then
Close t h e report.
10. Use the Report W i z a r d button to add these
fields from the Camps table: C a m p N a m e a n d
Start Date. From the Campers table, a d d the
First N a m e , Last N a m e , a n d Parent/
G u a r d i a n fields. Accept all other wizard
defaults.
1 1 . I n Design view, delete the report title, and then
set the height of the Report Header to zero.
12. In the Page Header, delete the First N a m e ,
Last N a m e , a n d P a r e n t / G u a r d i a n labels.
13. Increase the w i d t h of the Start D a t e text b o x
so that its right edge is on the 3 inch vertical
grid line.
14. In the D e t a i l section, select the three text
boxes, a n d then move the First N a m e text box
approximately six grid dots from the left edge
of the report.
15. Select the C a m p LD Header, remove the alter
nate row color, a n d then change its property
to start a new page before each section.
16. Increase the height of the Page Footer by
approximately half an inch. Below the
= N o w ( ) calculated control, add a label with
the file n a m e as its text.
17. Filter the report to display only the campers
registered in the Yurok c a m p . Click Save, a n d
then c o m p a r e your screen with Figure 2 .
18. Close the report. If you are printing this
project, print the two reports.
19. Click Save, a n d then Exit Access. Submit as
directed by your instructor.
D e n e ! You have completed Assess Your Skills 1
Figure 1
- • " T i M I M M W M M J H
1
Figure 2
434 Create Reports | Microsoft Access Chapter 4
Figure 2
Assess Your Skills 2
A s s e s s m e n t
To complete this database, you will need the following files:
• a 0 4 _ R e v i e w s
• a04_Reviews_Logo
You will save your file as:
• L a s t n a m e F i r s t n a m e a 0 4 Reviews
1 . S t a r t Access, and then o p e n the student data
file a04_Reviews. Save the database in y o u r
Access C h a p t e r 4 folder with t h e n a m e
Lastname_Firstname_a04_Reviews
2. Use the B l a n k R e p o r t b u t t o n t o a d d these
fields from t h e E m p l o y e e s table: E m p l o y e e
I D , F i r s t N a m e , a n d Last N a m e . F r o m t h e
Reviews table, a d d Review D a t e ,
A t t e n d a n c e , a n d C u s t o m e r R e l a t i o n s .
3. Apply the A p e x t h e m e , a n d t h e n apply t h e
Office t h e m e font.
4 . Add a logo using the file a04_Reviews_Logo,
a n d t h e n a d d a tide with t h e text Employee
Reviews
5. G r o u p t h e rep o rt by E m p l o y e e I D , and t h e n
sort by Review D a t e .
6. Move t h e First N a m e text b o x u p o n e row in
the layout, a n d then move the Last N a m e
text b o x u p o n e row. Move the Review D a t e
text b o x o n e cell to the left, a n d t h e n delete
t h e e m p t y c o l u m n .
7. Filter t h e r e p o r t so that only the records for
Marylin Mintor display. C o m p a r e y o u r
screen w i t h F i g u r e 1.
8. Save t h e r e p o r t as Employee Reviews If you
are p r i n t i n g this project, p r i n t t h e r e p o r t .
Close the r e p o r t .
9. Use t h e R e p o r t W i z a r d b u t t o n to a d d the
P r o v i d e r N a m e field from the H e a l t h P l a n
P r o v i d e r s table: From t h e E m p l o y e e s table,
a d d t h e First N a m e , Last N a m e , a n d
D e p a r t m e n t fields. Accept all o t h e r wizard
defaults.
10. In the Page H e a d e r , delete all four labels,
a n d then decrease t h e section height to zero.
1 1 . In the D e t a i l section, select the three text
boxes, a n d then move t h e First N a m e text
box approximately six grid dots from t h e left
edge of t h e report.
12. Increase the width of the D e p a r t m e n t text
b o x so that the right b o r d e r is o n t h e 6 i n c h
vertical grid line.
13. For t h e P r o v i d e r I D H e a d e r , remove the
alternate row color. Select the P r o v i d e r
N a m e text box, apply Bold, a n d t h e n set t h e
F o n t Size to 14.
14. Increase t h e height of the Page F o o t e r by
approximately half an inch. Below the
= N o w ( ) calculated control, add a label with
the file n a m e as its text.
15. Filter t h e report to show only the employees
enrolled in Southwest Health.
16. Save, a n d then switch to Print Preview,
a n d t h e n c o m p a r e y o u r screen with
F i g u r e 2 . If you are p r i n t i n g this project,
p r i n t the report.
17. Close the report. Click Save, a n d then Exit
Access. Submit as directed by your instructor.
D e n e ! You hove completed Assess Your Skills 2
Microsoft Access Chapter 4 | Create Reports 435
Assess Your Skills 3 and 4 c a n be found at
w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s .
http://www.pearsonhighered.com/skills
Assess Your Skills Visually
To complete this database, you will need the following files:
i a04_Councils
• a04_Councils_Logo
You will save your database as:
• L a s t n a m e _ F i r s t n a m e _ a 0 4 _ C o u n c i l s
O p e n t h e database a04_Councils, a n d then,
using y o u r o w n n a m e , save the database in
y o u r Access Chapter 4 folder as L a s t n a m e _
F i r s t n a m e _ a 0 4 _ C o u n c i l s
Use t h e Blank Report tool to create t h e r e p o r t
s h o w n in F i g u r e 1 . Include three fields: C o u n c i l
N a m e , First N a m e , a n d Last N a m e , a n d g r o u p
b y C o u n c i l N a m e . Arrange the fields as s h o w n .
T h e Page H e a d e r has been removed. T h e three
cells in the C o u n c i l N a m e row have been
m e r g e d a n d the top p a d d i n g has been set to
0.25" T h e C o u n c i l N a m e has been formatted
b o l d a n d size 14. T h e logo uses t h e file
a04_Councils_Logo a n d t h e title has the text
City Councils T h e r e p o r t has t h e C l a r i t y t h e m e
a n d t h e A p e x t h e m e font.
Save t h e r e p o r t as City Council List Print t h e
r e p o r t or s u b m i t the database file as directed by
y o u r instructor.
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D O N E ! You have completed Assess Your Skills Visually
436 Create Reports | Microsoft Access Chapter 4
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A s s e s s m e n t
Skills in Context
To complete this database, you will need the following file:
• a04_Participants
You will save your database as:
• Lastname_Firstname_a04_Participants
O p e n a04_Participants a n d save t h e database in y o u r Access
Chapter 4 folder as Lastname_Firstname_a04_Participants Create
a query that can be used to create a mailing labels r e p o r t . In t h e
query, include t h e necessary n a m e a n d address fields from t h e
Participants table, a n d then filter t h e q u e r y so t h a t o n l y
participants from the Central n e i g h b o r h o o d display. Use the
Label W i z a r d to create a label r e p o r t . Arrange the fields in t h e
s t a n d a r d mailing address format. I n c l u d e space a n d p u n c t u a t i o n
w h e r e a p p r o p r i a t e . D o n o t include t h e N e i g h b o r h o o d field.
P r i n t the r e p o r t o r s u b m i t t h e database file as directed by y o u r
instructor.
D o n e ! You have completed Skills in Context
Skills and You
To complete this database, you will need the following file:
• a04_Contacts
You will save your database as:
• Lastname_Firstname_a04_Contacts
O p e n Lastname_Firstname_a03_Contacts that you created
in a previous chapter. If you do n o t have this database, o p e n
a04_Contacts, a n d then add at least 10 personal contacts to
the Contacts table. Save the database as L a s t n a m e _ F i s t n a m e _
a04_Contacts Create a report for t h e Contacts table. F o r m a t a n d
a r r a n g e t h e r e p o r t as a p p r o p r i a t e . P r i n t the r e p o r t or s u b m i t t h e
database file as directed by your instructor.
D o n e ! You have completed Skills and You
Microsoft Access Chapter 4 | Create Reports 437
C H A P T E R
G e t t i n g S t a r t e d w i t h
P o w e r P o i n t 2 0 1 0
• Microsoft Office PowerPoint is a p r e s e n t a t i o n graphics software p r o g r a m that you
i n f o r m a t i o n effectively to y o u r audience.
• You can use PowerPoint to create electronic slide presentations a n d h a n d o u t s .
Your starting screen will look similar to this:
438 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
use to present
S K I L L S ( mY'$ab ^
« J I V I k k < U y Skills 1-10Training
At the end of this chapter, you will be
able to:
Skill 1 Open, View, and Save Presentations
Skill 2 Edit and Replace Text in Normal View
Skill 3 Format Slide Text
Skill 4 Check Spelling and Use the Thesaurus
Skill 5 Insert Slides and Modify Slide Layouts
Skill 6 Insert and Format Pictures
Skill 7 Organize Slides Using Slide Sorter View
Skill 8 Apply Slide Transitions and View Slide Shows
Skill 9 Insert Headers and Footers and Print
Presentation Handouts
Skill 10 Add Notes Pages and Print Notes
MORE SKILLS
More Skills 11 Type Text in the Outline Tab
More Skills 12 Use Keyboard Shortcuts
More Skills 13 Move and Delete Slides in Normal
View
More Skills 14 Design Presentations for Audience
and Location
Outcome
Using the skills listed to the left will enable you
to create a presentation like this:
( ) n r M i s s i o n
LumamO''f"vimc_p<)l_ln!crn»
PowerPoi i
Lutnamc_J-"ir»in.imc_p(M_lnitTiu 2
You will save this presentation as:
L a s t n a m e _ F i r s t n a m e _ p O i _ I n t e r n s
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 439
In this chapter, you will create documents for the Aspen Falls City
Hall, which provides essential services for the citizens and visitors of
Aspen Falls, California. .
I n t r o d u c t i o n
• T h e r e a r e four views in P o w e r P o i n t — N o r m a l , Slide Sorter, Slide Show, a n d
R e a d i n g .
• N o r m a l v i e w is u s e d t o edit a n d f o r m a t y o u r p r e s e n t a t i o n .
• In Slide S o r t e r view, y o u can o r g a n i z e y o u r p r e s e n t a t i o n b y m o v i n g a n d
d e l e t i n g slides.
• In Slide S h o w view, y o u r p r e s e n t a t i o n displays as a n e l e c t r o n i c slide show.
• R e a d i n g v i e w is o p t i m i z e d for v i e w i n g p r e s e n t a t i o n s o n a c o m p u t e r s c r e e n —
for e x a m p l e , d u r i n g a n o n l i n e c o n f e r e n c e .
440 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
T i m e t o c o m p l e t e a l l
10 skills - 6 0 m i n u t e s
Student data files needed
for this chapter:
«" p O M n t e r n s
= p01_Interns_Logo
• p 0 1 _ I n t e r n s _ C i t y _ H a l l
Find your student d a t a files here:
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Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 441
http://p01_Intems.Crty.Hall
• W h e n you start PowerPoint 2010, a new
b l a n k presentation displays.
• Save y o u r changes frequently so that you d o
n o t lose any of y o u r editing or f o r m a t t i n g
changes.
1 . Click the Start b u t t o n 0 . From the Start
m e n u , locate, a n d t h e n start M i c r o s o f t
P o w e r P o i n t 2010.
2 . Take a m o m e n t to identify the m a i n parts
of t h e PowerPoint w i n d o w as s h o w n in
F i g u r e 1 a n d described in the table in
F i g u r e 2 .
3 .
T h e P o w e r P o i n t w i n d o w is d i v i d e d i n t o
t h r e e p a r t s — t h e Slide p a n e , the left p a n e
c o n t a i n i n g t h e Slides a n d O u t l i n e tabs, a n d
t h e N o t e s p a n e . T h e status bar displays t h e
V i e w a n d Z o o m b u t t o n s a n d i n d i c a t e s t h e
p r e s e n t a t i o n d e s i g n , t h e d i s p l a y e d slide
n u m b e r , a n d the n u m b e r o f slides i n t h e
p r e s e n t a t i o n .
In t h e u p p e r left corner of the PowerPoint
w i n d o w , click the File tab, and then click
O p e n . In the O p e n dialog box, navigate to
y o u r s t u d e n t data files. Select p 0 1 _ I n t e r n s
a n d t h e n click the O p e n b u t t o n — o r press
[Enter]—to display Slide 1 in the Slide p a n e .
A slide is a n i n d i v i d u a l page i n a p r e s e n t a
t i o n a n d c a n c o n t a i n t e x t , p i c t u r e s , tables,
c h a r t s , a n d o t h e r m u l t i m e d i a o r g r a p h i c
o b j e c t s .
Continue to the next page to complete the skill ) •
OptCJi-J
Slides tab —-s**
Outline tab
Slide pane
View buttons
Notes pane
Status bar
F i g u r e 1
M i c r o s o f t P o w e r P o i n t S c r e e n E l e m e n t s
F i g u r e 2
Screen Element Description
Notes pane An area of the Normal View window used to type notes
t h a t can be printed below a picture of each slide.
Outline tab An area of the Normal View window that displays the
presentation o u t l i n e .
Slide pane An area of the Normal View window that displays a large
image of t h e active s l i d e .
Slides tab An area of the Normal View window that displays all of the
slides in the presentation in the form of miniature images.
Status bar A horizontal bar at the bottom of the presentation window
t h a t displays the current slide number, number of slides
in a presentation, View buttons, Theme, and Zoom slider.
The status bar can be customized to include other
i n f o r m a t i o n .
View buttons Buttons t h a t change the presentation window view.
442 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
SKILL 1: C
Aspen Falls Internship Orientation
EG
Presented By
[onello Lorons
IS 38 J 7 TR» - •
Slide thumbnails
— Scroll box
— Scroll bar
Next Slide
button
Previous Slide
button
Presentation
- contains eight
slides
F i g u r e 3
ScreenTip
\ — Scroll box
5 .
4 . C o m p a r e y o u r screen w i t h F i g u r e 3.
At the left side of the PowerPoint window,
on the Slides tab, the slide thumbnails—
miniature images of presentation slides—
and slide numbers display. A scroll bar to
the right of the slide thumbnails is used to
view additional slides. You can click a slide
thumbnail to display it in the Slide pane. At
the right side of the window, another scroll
bar displays a scroll box and the Next Slide
and Previous Slide buttons used to navigate
in your presentation.
At t h e left of the PowerPoint window, o n
the Slides tab, click Slide 2 to display it in
the Slide p a n e . Click the slide t h u m b n a i l s
for Slides 3 t h r o u g h 5 to view each slide.
As you view each slide, notice that the
vertical scroll b a r at t h e right side of t h e
PowerPoint w i n d o w moves, indicating t h e
relative location in t h e presentation of t h e
slide t h a t you are viewing.
At t h e right side of the PowerPoint
window, p o i n t to the vertical scroll box,
a n d t h e n hold d o w n the m o u s e b u t t o n . A
ScreenTip displays the slide n u m b e r a n d
— slide title, as s h o w n in F i g u r e 4 . Drag
d o w n to display Slide 8.
7. Drag the scroll box u p to display Slide 1.
8. O n t h e File tab, click Save As. Navigate to
the location where you are saving your
files, create a folder n a m e d PowerPoint
C h a p t e r 1 a n d t h e n using your o w n
n a m e , save t h e presentation as
Lastname_ Firstname_pO 1 _ I n t e r n s
• You have completed Skill 1 of 10
6 .
F i g u r e 4
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 443
BUILD YOUR RESUME
IMPROVE YOUR SKILLS
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text in N o r m a l View
• In Normal view, the PowerPoint w i n d o w is
divided into three areas—the Slide p a n e , t h e
left p a n e c o n t a i n i n g t h e Slides a n d O u t l i n e
tabs, a n d t h e Notes p a n e .
• Individual lines of bulleted text o n a slide
are referred to as bullet points.
• Bullet p o i n t s are organized in list levels
similar to an outline. A list level is identified
by the i n d e n t a t i o n , size of text, a n d bullet
assigned to that level.
• You can use the Replace c o m m a n d to
change multiple occurrences of t h e same
text in a presentation.
1 . Display Slide 3, which contains two
placeholders—boxes with d o t t e d b o r d e r s
t h a t are p a r t of m o s t slide layouts a n d that
h o l d text or objects such as charts, tables,
a n d pictures.
2 . Near the e n d of the p a r a g r a p h , click to
t h e left of the letter c in the w o r d
community so that the insertion p o i n t
displays before the word community, as
s h o w n in Figure 1.
3. Type family-oriented a n d t h e n press
[Spacebar) to insert the text to the left of the
w o r d community.
4. Display Slide 2, click at the e n d of t h e last
bullet point—Expand your network—and
t h e n press [Enter].
5. Press (M) to create a second-level,
i n d e n t e d bullet point. Type Professional
contacts a n d then press [Enter). Type
Mentors and friends a n d t h e n c o m p a r e
your slide with Figure 2 .
Pressing [ENTER] at the end of a bullet point
results in a new bullet point at the same list
level.
Continue to the next page to complete the skill ^
Content
placeholder
Insertion point
F i g u r e 1
OUR MISSION
IT IS THE CONTINUING MISSION OF THE CITV OI ASPEN FALLS TO
MAINTAIN AN ENVIRONMENT THAT IS DEDICATED TO THE
SECURITY OI OUR RESIDENTS AND THAT TOSTERS THE GROWTH
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Find what box
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box
j j g F i g u r e 4
6. Click anywhere in the second bullet
point—Apply your educational experiences
to the real world. O n the H o m e t a b , in the
P a r a g r a p h g r o u p , click the I n c r e a s e List
Level b u t t o n \&\.
T H E SELECTION IS FORMATTED AS A SECOND-LEVEL
BULLET P O I N T , I N D I C A T E D B Y THE I N D E N T , SMALLER
FONT SIZE, A N D N E W BULLET S Y M B O L .
7. Display Slide 4. Click anywhere in t h e
second bullet point—Staff parking. O n t h e
H o m e tab, in t h e P a r a g r a p h g r o u p , click
the D e c r e a s e List Level b u t t o n [SJ.
C o m p a r e y o u r screen with Figure 3.
A FIRST-LEVEL BULLET P O I N T IS A P P L I E D TO Staff
parking AT THE S A M E LEVEL AS THE OTHER BULLET
P O I N T S O N THIS SLIDE, AS I N D I C A T E D B Y THE
BULLET S Y M B O L A N D THE INCREASED FONT SIZE.
8. Display Slide 2 a n d notice the w o r d
Volunteering in t h e title placeholder.
T H E R E I S M O R E THAN O N E INSTANCE I N THE
PRESENTATION I N W H I C H THE WORD Volunteering
IS USED INSTEAD O F THE WORD Interning.
9 . O n the H o m e tab, in the E d i t i n g g r o u p ,
click t h e Replace b u t t o n . In the Find w h a t
box, t y p e V O L U N T E E R I N G a n d then click in
t h e Replace w i t h box. Type I N T E R N I N G a n d
then c o m p a r e y o u r screen with Figure 4 .
10. In the Replace dialog box, click the
Replace All b u t t o n to display a message
box indicating that two replacements
were m a d e . Click OK to close the message
box, a n d t h e n in the Replace dialog
box click t h e Close b u t t o n . Save [d] the
presentation.
• You have completed Skill 2 of 10
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 445
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• A font, which is measured in points, is a set
of characters with t h e same design a n d
s h a p e .
>• F o n t styles a n d effects emphasize text a n d
include bold, italic, u n d e r l i n e , shadow, small
caps, a n d outline.
• T h e h o r i z o n t a l placement of text within a
placeholder is referred to as text alignment.
Text can be aligned left, centered, aligned
right, or justified.
1 . Display Slide 1 a n d drag to select the title
text—Aspen Falls Internship Orientation
2 . O n the Mini toolbar, click the F o n t Size
arrow \ u -\, a n d t h e n click 32.
3 . W i t h the title text still selected, o n the
H o m e t a b , in the F o n t g r o u p , click the
F o n t a r r o w j *..«>«• • |. Scroll the F o n t
gallery, a n d t h e n p o i n t to C o n s o l a s to
display the Live Preview of the selected
text in the font t o which you are p o i n t i n g ,
as s h o w n in Figure 1.
In the F o n t gallery, click C o n s o l a s .
W i t h t h e title text still selected, in the F o n t
g r o u p , click the D i a l o g Box L a u n c h e r [ 7 ]
to display t h e Font dialog box, as s h o w n in
Figure 2 .
6 .
T h e F o n t d i a l o g b o x p r o v i d e s a d d i t i o n a l
f o n t s t y l e a n d e f f e c t f o r m a t t i n g o p t i o n s .
Under Effects, select Small C a p s , a n d t h e n
click OK.
W i t h s m a l l c a p s , l o w e r c a s e c h a r a c t e r s a r e
c a p i t a l i z e d b u t are s m a l l e r t h a n c h a r a c t e r s
that w e r e t y p e d a s c a p i t a l l e t t e r s .
Continue to the next page to complete the skill
Selected font
Live Preview
displays text
in Consolas
F i g u r e 1
Font Dialog Box
Launcher
Font dialog box
F i g u r e 2
446 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
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8.
9 .
7. With t h e title still selected, in the Font
g r o u p , click the B o l d b u t t o n [B], a n d t h e n
click the Italic b u t t o n \T\.
If necessary, select the title. O n the H o m e
tab, in the Font g r o u p , click the Italic
b u t t o n 0 to t u r n off the italic f o r m a t t i n g .
C o m p a r e your slide with F i g u r e 3 .
Y O U CAN USE THE M I N I TOOLBAR, THE R I B B O N , OR
THE F O N T DIALOG B O X TO APPLY FONT STYLES A N D
EFFECTS.
Display Slide 3 a n d click the title text to
select the title placeholder.
10. O n the H o m e tab, in the P a r a g r a p h
g r o u p , click t h e C e n t e r b u t t o n [5] to
center align t h e title text.
1 1 . Click anywhere in the c o n t e n t placeholder
that contains the paragraph. In t h e
P a r a g r a p h g r o u p , click the C e n t e r
b u t t o n \*\ to center align the p a r a g r a p h
within the c o n t e n t placeholder.
12. In the P a r a g r a p h g r o u p , click the Line
S p a c i n g b u t t o n [SR. In the displayed list,
click 1.5 t o increase the space between
lines in t h e p a r a g r a p h . C o m p a r e your
— slide with F i g u r e 4.
Save HH the presentation. 13.
You hove completed Skill 3 of 10
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2 0 1 0 447
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• PowerPoint c o m p a r e s slide text with the
w o r d s in the O F F I C E 2010 main dictionary.
Words that are not in t h e main d i c t i o n a r y
are m a r k e d with a red wavy underline.
• You can correct spelling errors using t h e
s h o r t c u t m e n u or the spell check feature.
• T h e thesaurus is a research tool that p r o
vides a list of synonyms—words with the
s a m e m e a n i n g — f o r text that you select.
1 . Display Slide 5. Notice that the w o r d
ablity is flagged with a red wavy u n d e r l i n e ,
indicating that it is misspelled.
2 . P o i n t t o ablity and click the right m o u s e
b u t t o n t o display the s h o r t c u t m e n u w i t h
suggested solutions for correcting t h e
misspelled word, as shown in Figure 1 .
3. F r o m t h e s h o r t c u t m e n u , click a b i l i t y t o
correct the spelling of the word.
4 . Display Slide 1 . In t h e subtitle, notice that
t h e n a m e Lorens is flagged as misspelled,
a l t h o u g h it is a p r o p e r n a m e and is spelled
correctly.
P R O P E R N A M E S ARE S O M E T I M E S FLAGGED AS
M I S S P E L L E D EVEN THOUGH T H E Y ARE CORRECTLY
S P E L L E D .
5. Right-click L o r e n s , a n d from the s h o r t c u t
m e n u , click I g n o r e All. C o m p a r e y o u r
slide w i t h Figure 2 .
T H E IGNORE ALL OPTION INSTRUCTS POWERPOINT
TO IGNORE ALL OCCURRENCES OF A WORD THAT IS
NOT I N T H E M A I N DICTIONARY B U T THAT I S
SPELLED CORRECTLY. T H U S , T H E RED WAVY
UNDERLINE I S REMOVED.
Continue to the next page to complete the skill •
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spelling correction
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— List of synonyms
F i g u r e 4
6. On t h e Review t a b , in the P r o o f i n g
g r o u p , click the Spelling b u t t o n t o
display the Spelling dialog box as s h o w n
in Figure 3.
The Spelling dialog box checks the spelling
of an entire presentation. Here, the first
spelling error—wheh—is highlighted on
Slide 2 and is also displayed in the Spelling
dialog box. The Spelling dialog box provides
options for correcting spelling, ignoring
spelling, and adding words to the custom
dictionary.
7. Under S u g g e s t i o n s , be sure that w h i c h
is selected, a n d t h e n click the C h a n g e
b u t t o n .
8. C o n t i n u e using t h e Spelling dialog box in
this m a n n e r to correct the spelling of
two m o r e w o r d s . W h e n a message b o x
indicates that t h e spell check is c o m p l e t e ,
click O K .
9 . Scroll the presentation as necessary, a n d
t h e n display Slide 3 . In t h e t h i r d line of
t h e p a r a g r a p h , p o i n t to t h e w o r d security,
a n d t h e n click t h e right m o u s e b u t t o n to
display the s h o r t c u t m e n u .
10. Near t h e b o t t o m of the s h o r t c u t m e n u ,
p o i n t to S y n o n y m s to display t h e
t h e s a u r u s list of suggested w o r d s to
replace security. Click safety, as shown in
Figure 4 , to replace security with safety.
1 1 . Save 0 the p r e s e n t a t i o n .
• You have completed Skill 4 of 10
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 449
T h e a r r a n g e m e n t of t h e text a n d graphic
elements o r placeholders o n a slide is
referred to as its layout.
PowerPoint includes several predefined
layouts used to a r r a n g e slide elements.
To insert a new slide, display t h e slide that
will c o m e before t h e slide that you want to
insert.
1 . W i t h Slide 3 displayed, on t h e H o m e t a b ,
in the Slides g r o u p , click the N e w Slide
b u t t o n to add a new slide with the same
layout as t h e previous slide. If several slide
layouts display, click Title a n d C o n t e n t .
Click in the title placeholder, a n d t h e n
type Your Role as a City Intern
Select t h e title text, a n d t h e n change t h e
F o n t Size \u -| to 4 8 .
4 . Click in t h e c o n t e n t placeholder. Type Job
descriptions a n d t h e n press [Enter]. Type
Performance standards a n d t h e n press
[Enter]. Type Evaluations a n d t h e n press [Enter].
Type Full-time o p p o r t u n i t i e s a n d t h e n
c o m p a r e y o u r slide with F i g u r e 1 .
2 .
3 .
5 .
6.
Bullet points
created
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Performance standards
Evaluations
Full-time opportunities
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Layout button ,.A
W i t h Slide 4 still active, o n t h e H o m e t a b ,
in t h e Slides g r o u p , click the Layout b u t
t o n to display t h e Layout gallery—a visual
r e p r e s e n t a t i o n of several c o n t e n t layouts
t h a t y o u can apply to a slide.
Click Two C o n t e n t as s h o w n in Figure 2 . —
The slide layout is changed to one
that includes a title and two content
placeholders. The existing text is arranged
in the placeholder on the left side of the
slide. For now, the placeholder on the right
will remain blank.
• Continue to the next page to complete the skill ^
450 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
Layout gallery
Two Content
layout
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7. If necessary, use the scroll b o x to display
Slide 7. On t h e H o m e t a b , in the Slides
g r o u p , point to the N e w Slide b u t t o n a n d
notice that it is divided i n t o two parts as
— s h o w n in Figure 3.
When you click the upper part of the New
Slide button, a new slide is inserted with the
same layout as the previous slide. When
you click the lower part of the New Slide
button—the New Slide button arrow—a
gallery displays in which you can select a
layout for the slide that you want to insert.
8. Click the N e w Slide b u t t o n a r r o w to
display the Layout gallery, a n d then click
C o n t e n t w i t h C a p t i o n as s h o w n in
Figure 4. If you inserted a n e w slide
w i t h o u t displaying t h e gallery, on the
H o m e tab, in the Slides g r o u p , click
Layout, a n d then click C o n t e n t with
C a p t i o n .
9. Click in the title placeholder, and t h e n
t y p e Interning at City Hall
10. Select the title, a n d t h e n change the F o n t
Size EI) to 24 a n d C e n t e r g the text.
1 1 . Click in t h e placeholder below the title.
Type As an Aspen Falls intern, you will
learn a b o u t municipal government and
expand your horizons by applying your
business m a n a g e m e n t skills
12. Select the sentence that you typed, and
then C e n t e r [S] t h e text, change the F o n t
Size ED to 18, a n d apply Italic 0 . In the
P a r a g r a p h g r o u p , click t h e Line S p a c i n g
b u t t o n [EFJ, a n d then click 1.5.
13. Save |Jj the presentation.
• You have completed Skill S of 10
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 451
• In PowerPoint, clip art refers to images
included with Microsoft Office o r from
Microsoft Office O n l i n e .
• Pictures are images created with a scanner,
digital camera, or graphics software saved
w i t h a graphic file extension such as ,
.tif, o r . b m p .
1 . Display Slide 4. In the c o n t e n t placeholder
o n t h e right, click the Insert Picture f r o m
File b u t t o n § as shown in F i g u r e 1 .
2 .
3 .
In the Insert Picture dialog box, navigate
to y o u r student files for this chapter, click
p 0 1 _ I n t e r n s _ L o g o , a n d t h e n click Insert.
The inserted picture is selected, as indicated
by the sizing handles—circles or squares
surrounding a selected object that are used
to adjust its size. When you point to a circu
lar sizing handle, a diagonal resize pointer—
fs] or 0 — d i s p l a y s , indicating that you
can resize the image proportionally, both
vertically and horizontally. When you point
to a square sizing handle, a vertical resize
pointer [T] or horizontal resize pointer 0
displays, indicating the direction in which
you can size the image.
Notice t h e Picture Tools contextual tool
displays as shown in F i g u r e 2.
Contextual tools enable you to perform
commands related to the selected object,
and they display one or more contextual
tabs that contain related groups of com
mands used for working with the selected
object. The Format contextual tab contains
four groups.
Continue to the next page to complete the skill ^
Content
placeholder
Insert Picture
from File button
F i g u r e 1
Picture Tools
contextual tool
Format
contextual tab
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452 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
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Picture Styles
gallery
Reflected Bevel,
– Black picture
style selected
F i g u r e 3
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Line spacing
changed
Picture style
applied
4 . O n the F o r m a t tab, in t h e Picture Styles
g r o u p , click the M o r e b u t t o n 0 to
display t h e Picture Styles gallery.
A picture style is a prebuilt set of formatting
borders, effects, and layouts applied to a
picture.
5. In t h e Picture Styles gallery, move y o u r
p o i n t e r over several of t h e p i c t u r e styles
a n d use Live Preview to see t h e effect of
the style o n y o u r picture a n d to display
t h e ScreenTip identifying t h e style.
6. Using the ScreenTips to verify y o u r selec
t i o n , p o i n t to the p i c t u r e style—Reflected
Bevel, B l a c k — a s s h o w n in Figure 3.
7. Click Reflected Bevel, Black to apply t h e
style to the picture.
8. In the left placeholder, select t h e four
bullet p o i n t s . O n the H o m e tab, in the
P a r a g r a p h g r o u p , click the Line Spacing
b u t t o n [IF], a n d t h e n click 2.0. C o m p a r e
y o u r slide w i t h Figure 4 .
The additional line spacing balances the text
with the picture.
9. Display Slide 8. In t h e c o n t e n t placeholder
o n the left, click the Insert Picture from
File b u t t o n HQ. In t h e Insert Picture dia
log box, navigate to y o u r s t u d e n t files for
this chapter, click p 0 1 _ I n t e r n s _ C i t y _ H a l l ,
a n d then click Insert.
10. O n t h e F o r m a t t a b , in t h e Picture Styles
g r o u p , click t h e t h i r d s t y l e — M e t a l F r a m e .
1 1 . Save [5] the p r e s e n t a t i o n .
• You have completed Skill 6 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 453
Slide Sorter view displays all of the slides in
y o u r presentation as t h u m b n a i l s .
Slide Sorter view is used to rearrange a n d
delete slides, to apply formatting to multiple
slides, a n d to get an overall impression of
y o u r p r e s e n t a t i o n .
In Slide Sorter view, you can select multiple
slides by holding d o w n (Shift] or [Ctrl,.
1 . In the lower right corner of the
PowerPoint window, locate the V i e w
b u t t o n s as s h o w n in F i g u r e 1 , a n d t h e n –
click the Slide Sorter b u t t o n @ to display
all of the slide t h u m b n a i l s .
2 . If necessary, scroll the p r e s e n t a t i o n so
that Slides 7 t h r o u g h 10 are visible. Click
Slide 7 a n d notice that a thick outline
s u r r o u n d s the slide, indicating that it is
selected. Hold d o w n (Shift] a n d click Slide
10 so that Slides 7 t h r o u g h 10 are selected.
Using (Shift] enables you to select a group of
sequential slides.
3. With t h e four slides selected, hold d o w n
[Ctrl] a n d t h e n click Slides 7 a n d 8. Notice
that only Slides 9 a n d 10 are selected, as
s h o w n in F i g u r e 2.
Using (Ctrl) enables you to select or deselect
individual slides.
Continue to the next page to complete the skill •
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454 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
4. Press [Delete) to delete Slides 9 a n d 10 a n d
notice that y o u r presentation contains
eight slides.
5. If necessary, use the scroll bar so that
Slide 3 is visible. Click Slide 3 to select it.
6. Point to Slide 3, hold d o w n the left m o u s e
b u t t o n , a n d t h e n drag t h e slide to the
left until the displayed vertical b a r is
positioned to the left of Slide 2, as shown
— in F i g u r e 3 . Release t h e m o u s e b u t t o n to
m o v e the slide.
7. Point to Slide 8, a n d then drag so that
the vertical b a r is displayed to t h e left of
Slide 6. Release the m o u s e b u t t o n to m o v e
the slide, a n d t h e n c o m p a r e y o u r screen
— w i t h F i g u r e 4 .
8. Double-click Slide 1 to r e t u r n the
presentation t o N o r m a l view w i t h Slide 1
displayed.
9. Save M the p r e s e n t a t i o n .
• You have completed Skill 7 of 10
PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 4 5 !
• W h e n a presentation is viewed as a n
electronic slide show, the entire slide fills the
c o m p u t e r screen, a n d w h e n y o u r c o m p u t e r
is connected to a projection system, an
a u d i e n c e can view y o u r presentation o n a
large screen.
• Slide transitions are m o t i o n effects that
occur in Slide Show view when you move
from o n e slide to the next d u r i n g a
p r e s e n t a t i o n .
• You can choose from a variety of transi
t i o n s , a n d you can control the speed a n d
m e t h o d with which t h e slides advance
d u r i n g a presentation.
1 . W i t h Slide 1 displayed, click the
Transitions tab. In t h e T r a n s i t i o n t o This
Slide g r o u p , click t h e M o r e b u t t o n 0 to
display the Transitions gallery as shown
in F i g u r e 1 .
The slide transitions are organized in three
groups—Subtle, Exciting, and Dynamic
Content.
2 . Click several of the transitions to view
t h e transition effects, using the M o r e b u t
t o n 0 as necessary to display t h e gallery.
3 . In t h e T r a n s i t i o n to This Slide g r o u p ,
click t h e M o r e b u t t o n 0, a n d t h e n u n d e r
E x c i t i n g , click Z o o m .
4 . In the T r a n s i t i o n to T h i s Slide g r o u p ,
click the Effect O p t i o n s b u t t o n , a n d then
c o m p a r e your screen with F i g u r e 2 .
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Zoom transition
selected
Effect Options
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The Effect Options menu lists the directions
from which a slide transition displays.
5. Click O u t to change the direction from
which the slide transitions.
• Continue to the next page to complete the skill ^
456 Getting Started with PowerPoint 2010 | Microsoft PowerPoint Chapter 1
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458 Getting Started with PowerPoint 2010
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6. O n the File t a b , click P r i n t .
T h e Print page has tools you can use to
select y o u r desired print settings and
displays a preview o f y o u r presentation
exactly as it will print.
7. O n t h e P r i n t p a g e , u n d e r Settings, click
Full Page Slides, a n d then in t h e gallery,
u n d e r H a n d o u t s , p o i n t to 4 Slides
H o r i z o n t a l as shown in F i g u r e 3.
D e p e n d i n g u p o n the type of printer
connected to y o u r computer, y o u r slides
may display in color, grayscale, or black
and white.
8. Click 4 Slides H o r i z o n t a l , a n d then
c o m p a r e y o u r screen with F i g u r e 4.
Y o u r presentation includes eight slides, a n d
the first h a n d o u t displays the first four
slides. T h e footer displays o n the handouts,
not o n the slides.
9. At the right side of the window, drag t h e
scroll box d o w n to display the second page
of slide h a n d o u t s , containing Slides 5
t h o u g h 8.
10. If you are instructed to p r i n t your work
for this project, click the Print b u t t o n .
1 1 . Click the H o m e t a b to r e t u r n to the
presentation, a n d then Save [Of the
p r e s e n t a t i o n .
• You hove completed Skill 9 of 10
Microsoft PowerPoint Chapter 1 | Getting Started with PowerPoint 2010 459
• T h e Notes pane is an area of the N o r m a l
View w i n d o w used to type notes that can be
p r i n t e d below a picture of each slide.
• Notes pages are p r i n t o u t s that contain the
slide image in the t o p half of the page a n d
speaker notes typed in the Notes p a n e in the
lower half of t h e page.
• D u r i n g a presentation, refer to your notes to
review i m p o r t a n t points that you want to
m a k e while r u n n i n g a slide show.
1 . Display Slide 3. Below the slide, click in
t h e N o t e s p a n e and type There arc
n u m e r o u s advantages to completing an
i n t e r n s h i p with the Aspen Falls City Hall.
Browse the city website to view c o m m e n t s
m a d e by interns from previous years.
C o m p a r e your screen w i t h Figure 1.
2 . Select the text that you typed in the N o t e s
p a n e , a n d then change the F o n t Size to 18.
In the Notes pane, the size of the text does
not change. When you print the notes, the
increased font size displays so that you can
easily view the printed notes during the
presentation.
3. Display Slide 6. Click in the N o t e s p a n e
a n d type Ask your advisor lor additional
i n f o r m a t i o n on o p p o r t u n i t i e s in o t h e r city
d e p a r t m e n t s . C o m p a r e your screen with
Figure 2 .
4 . O n Slide 6, select the text that you typed
in t h e N o t e s p a n e , a n d then change the
F o n t Size to 18.
• Continue to the next page to complete the skill )•
Text typed in
Notes pane
F i g u r e 1
I n t e r n i n g for t h e City of
A s p e n Falls
L _ c g
G A I N VALUABLE WORK EX PER IEN C E
A P P L Y VOUR EDUCATIONAL EXPERIENCES TO TIN; REAL WORLD
LEARN ABOUT THE UTV IN W H I C H YOU LIVE
E X P A N D VOUR NETWORK
PROFESSIONAL i ONTACTS
M E N T O I S . I I K I FRIENDS
There are numerous advantages to completing an Internship with the Aspen Falls Oty Hall. Browse the city
website to view comments made by Interns from previous years.
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SLIDE LOLL ; “OFFICE THEME’ J i CB S D G 70% • – Q – – { j f |g”
Microsoft PowerPoint Chapter 2 | Format a Presentation 475
• W h e n you start PowerPoint, a new, blank
p r e s e n t a t i o n displays.
• I n a new, blank presentation, black o r grey
text displays o n a white b a c k g r o u n d .
1 . Start PowerPoint. O n t h e File tab, click
t h e N e w tab to display t h e N e w page as
s h o w n in Figure 1.
The New page displays available templates,
themes, and templates that you can
download from Ofnce.com. A template is a
file upon which a presentation can be based.
On the right side of the New page, a preview
of the selected template displays. Here, a
preview of the Blank presentation template
displays.
2 . U n d e r Available Templates a n d T h e m e s ,
click Sample templates, a n d t h e n click
several templates to display t h e preview of
each o n t h e right side of t h e N e w page.
3. U n d e r Available Templates a n d Themes,
click t h e H o m e b u t t o n , a n d t h e n click
B l a n k presentation. O n t h e right side of
t h e N e w page, click t h e Create b u t t o n to
display a n e w blank p r e s e n t a t i o n .
4 . Click in t h e title placeholder, a n d t h e n
t y p e Aspen Falls Utilities D e p a r t m e n t
5. Click in t h e subtitle placeholder. Type
C u s t o m e r Service Training a n d t h e n
c o m p a r e your screen w i t h Figure 2 .
• Continue to the next poge to complete the skill ^
Available
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F i g u r e 2
476 Format a Presentation | Microsoft PowerPoint Chapter 2
http://Ofnce.com
http://Office.com
On t h e H o m e t a b , in the Slides g r o u p ,
click the N e w Slide b u t t o n a r r o w . In t h e
gallery, click the Two C o n t e n t t h u m b n a i l
to insert a slide with t h e Two C o n t e n t
layout. In the title placeholder, type
C u s t o m e r Care Representatives
Click in the placeholder o n t h e left, a n d
t h e n type the following four bullet p o i n t s :
Assist customers with billing questions
Research c u s t o m e r questions
Schedule service calls
Provide connection information
In t h e placeholder o n t h e right, click t h e
I n s e r t P i c t u r e f r o m File b u t t o n H , a n d
then from your s t u d e n t files, insert the
picture p 0 2 _ C S _ R e p r e s e n t a t i v e . C o m p a r e
your slide w i t h F i g u r e 3 .
O n the H o m e t a b , in t h e Slides g r o u p ,
click t h e N e w Slide b u t t o n a r r o w . In t h e
gallery, click P i c t u r e w i t h C a p t i o n . In t h e
title placeholder, type Areas in Which
I m p r o v e m e n t Is Needed In t h e text
placeholder, type Oral a n d written
c o m m u n i c a t i o n s a n d telephone etiquette
10. In the picture placeholder, from your
student files, insert p02_CS_Telephone,
a n d then compare your slide with F i g u r e 4 .
O n the Quick Access Toolbar, click Save.
Navigate to the location w h e r e you are
saving your files, create a folder n a m e d
PowerPoint Chapter 2 a n d then using
your own n a m e , save t h e d o c u m e n t as
L a s t n a m e _ F i r s t n a m e _ p 0 2 _ C S
You hove completed Skill 1 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 2 I Format a Presentation 47J
• T h e presentation theme is a set of
unified design elements—colors, fonts,
a n d g r a p h i c s — t h a t provides a u n i q u e look
for y o u r presentation.
• T h e status bar displays the n a m e of the
t h e m e applied to the presentation. T h e
Office t h e m e is t h e default t h e m e applied to
n e w presentations.
• To give the presentation a consistent design,
choose o n e t h e m e for all of t h e slides in t h e
p r e s e n t a t i o n .
1 . Display Slide 1. O n t h e D e s i g n t a b , in the
T h e m e s g r o u p , click the M o r e b u t t o n 0
to display the T h e m e s gallery.
2 . U n d e r B u i l t – i n , p o i n t t o t h e second
theme—Adjacency—and notice that Live
Preview displays t h e c u r r e n t slide with the
selected t h e m e as s h o w n in F i g u r e 1 .
Under Built-in, the default theme—Office—
displays first. After the Office theme, the
themes are arranged alphabetically and are
identified by their ScreenTips.
3. U n d e r B u i l t – i n , p o i n t t o several t h e m e s
a n d view the changes to the first slide.
Each theme includes background colors,
font styles, colors, sizes, and slide layouts
specific to the theme.
4 . U n d e r B u i l t – i n , locate and click M e d i a n
t o apply the t h e m e to all of t h e slides in
t h e p r e s e n t a t i o n . C o m p a r e y o u r screen
w i t h F i g u r e 2 .
• 3 •
• Continue to the next page to complete the skill ^
Adjacency theme
Themes gallery
Slide displays in
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F i g u r e 1
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applied to
all slides
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F i g u r e 2
478 Format a Presentation | Microsoft PowerPoint Chapter 2
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5. Display Slide 3, a n d t h e n select t h e title
Areas in Which Improvement Is Needed.
O n the Mini toolbar, click t h e Center
b u t t o n @ .
6 . Select t h e caption text Oral and written
communications and telephone etiquette.
7. O n t h e M i n i toolbar, click the Increase
Font Size b u t t o n 0 two times to change
t h e font size to 20. O n t h e M i n i toolbar,
click the Center b u t t o n [3], a n d then click
t h e Italic b u t t o n 0 – C o m p a r e y o u r slide
w i t h F i g u r e 3.
After applying a new theme to a
presentation, you should review each slide
and make formatting changes as necessary.
The fonts, layouts, and spacing associated
with one theme may require that existing
text and objects be resized or moved to
display in a manner that is consistent and
attractive in the newly applied theme.
8. Insert a N e w Slide w i t h t h e T i t l e a n d
C o n t e n t layout. In t h e title placeholder,
t y p e Make a Lasting Impression and t h e n
in t h e c o n t e n t placeholder, type the
following three bullet p o i n t s :
O u t s t a n d i n g c u s t o m e r service is our
first p r i o r i t y
Excellent c o m m u n i c a t i o n improves
c u s t o m e r satisfaction
Exceptional attention to detail results
in improved accuracy
9. C o m p a r e y o u r slide w i t h F i g u r e 4 , a n d
t h e n Save [u0 t h e p r e s e n t a t i o n .
• You have completed Skill 2 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 2 | Format a Presentation 47’
• C u s t o m i z e the presentation t h e m e b y
changing the colors, fonts, effects, and
b a c k g r o u n d styles applied to a p r e s e n t a t i o n .
• W h e n you are using several pictures in a
p r e s e n t a t i o n , choose t h e m e colors that
c o m p l e m e n t t h e pictures you selected.
1 . Display Slide 1 . O n t h e D e s i g n t a b , in t h e
T h e m e s g r o u p , click t h e C o l o r s b u t t o n t o
display a list of color t h e m e s as s h o w n in
Figure 1 .
Colors button
Theme colors are composed of a set of
coordinated colors that are applied to
the backgrounds, objects, and text in a
presentation. The Median theme color is
selected because the Median theme is
applied to the presentation.
2 . Point to each of t h e t h e m e colors, a n d as
you d o so, notice the colors applied to
Slide 1 .
3. Click F o u n d r y to change t h e t h e m e colors
of t h e presentation, a n d then c o m p a r e
y o u r screen with Figure 2 .
You can apply a design theme to the
presentation—in this case Median—and
then change the colors by applying a
different theme color. Although the
presentation colors change, the overall
design of the presentation and the slide
layouts continue to be formatted using the
Median theme.
Continue to the next page to complete the skill ^
Theme colors
F i g u r e 1
Foundry theme
color applied
to all slides
F i g u r e 2
480 Format a Presentation | Microsoft PowerPoint Chapter 2
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' E N F A L L S U T I L I T I E S
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Sliot 1 cl 4 Utdun- .Ji
Theme fonts
F i g u r e 3
Fonts button
. A S P E N F A L L S U T I
D E P A R T M E N T
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Oick to add notes
SUCH e n i M«ilan- 3 3 J ! 70S -
Median
thumbnail
selected
F i g u r e 4
4 . O n Slide 1, click anywhere in the tide
placeholder. Click t h e H o m e tab, a n d t h e n
in the Font group, click the Font b u t t o n
a r r o w | "»••»—-»• |. Notice that at the t o p of
t h e Font list, u n d e r T h e m e Fonts, Tw Cen
MT (Headings) a n d Tw Cen MT (Body)
— display, as shown in F i g u r e 3 .
E V E R Y P R E S E N T A T I O N T H E M E I N C L U D E S theme
fonts THAT D E T E R M I N E T H E F O N T A P P L I E D TO T W O
T Y P E S O F S L I D E T E X T — H E A D I N G S A N D B O D Y . T H E
headings font I S A P P L I E D TO S L I D E TITLES, A N D
T H E body font I S A P P L I E D TO ALL O T H E R T E X T .
S O M E T I M E S T H E H E A D I N G A N D B O D Y F O N T S A R E
T H E S A M E , B U T T H E Y ARE D I F F E R E N T S I Z E S . I N
O T H E R F O N T T H E M E S , T H E H E A D I N G A N D B O D Y
F O N T S A R E D I F F E R E N T .
5. Click t h e D e s i g n tab to close the Font list,
a n d t h e n in the Themes g r o u p , click t h e
Fonts b u t t o n .
T H E GALLERY D I S P L A Y S F O N T S I N P A I R S . T H E FIRST
F O N T I N E A C H P A I R I S T H E H E A D I N G S F O N T , A N D
T H E S E C O N D F O N T I S T H E B O D Y F O N T .
6. Scroll the T h e m e Fonts gallery, a n d notice
t h a t the Median t h e m e font is selected as
— s h o w n in F i g u r e 4 .
7. Point to several of the themes to view t h e
changes to the slide text. Click the
Adjacency theme, a n d t h e n scroll t h r o u g h
t h e presentation. Notice that t h e font
changes have been applied to every slide.
W H E N Y O U A P P L Y A N E W T H E M E F O N T TO T H E
P R E S E N T A T I O N , T H E TEXT O N E V E R Y S L I D E I S
U P D A T E D W I T H T H E N E W H E A D I N G A N D B O D Y
F O N T S .
8. Save [a] the presentation.
• You hove completed Skill 3 of 10
Microsoft PowerPoint Chapter 2 | Format a Presentation 48
• Customize the presentation design by
applying a b a c k g r o u n d style to y o u r slides.
A background style is a slide b a c k g r o u n d
fill variation that c o m b i n e s t h e m e colors in
different intensities o r p a t t e r n s .
• B a c k g r o u n d styles can be applied to a
single slide or to all of the slides in t h e
p r e s e n t a t i o n .
• After you apply a b a c k g r o u n d style, you
can reset the b a c k g r o u n d so that t h e
original b a c k g r o u n d associated with the
p r e s e n t a t i o n is applied to t h e slide.
1 . Display Slide 2. O n the D e s i g n t a b , in the
B a c k g r o u n d g r o u p , click t h e B a c k g r o u n d
Styles b u t t o n to display t h e B a c k g r o u n d
Styles gallery as shown in F i g u r e 1 .
2 .
3 .
T h e styles t h a t d i s p l a y are d e s i g n e d t o
c o o r d i n a t e w i t h d i e t h e m e c o l o r a p p l i e d
t o t h e p r e s e n t a t i o n .
Point t o each b a c k g r o u n d a n d view the
style applied to the slide, a n d then click
Style 10.
T h e Style 10 b a c k g r o u n d style is a p p l i e d t o
e v e r y slide i n the p r e s e n t a t i o n .
Display Slide 1. O n the D e s i g n t a b , in t h e
B a c k g r o u n d g r o u p , click the B a c k g r o u n d
Styles b u t t o n . Point t o the last style—
Style 1 2 — a n d t h e n right-click to display
t h e s h o r t c u t m e n u as s h o w n in Figure 2 . -
Continue to the next page to complete the skill f
BaCkCjrOUnd Hom« H l W 0 t : . ; r Tunilticm Jm:-n«icni Sl.atshcw
Styles button
Background
Styles gallery
F i g u r e 1
3 A a Aa AS?
SMtt OwOM X
CUSTOMER CARE REPR̂
Assist c u s t o m e r s w i t h
billing questions
Research c u s t o m e r
questions
Schedule service calls
Provide connection
i n f o r m a t i o n
dick to add notes
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Shortcut menu
Style 12 selected
F i g u r e 2
ASPEN FALLS UTILITIES
DEPARTMENT
Customer Service Training
dick to add notes
S i d 1=11 -i.ua.»r 1 3 3 3 7 70% -
482 Format a Presentation | Microsoft PowerPoint Chapter 2
Background
Style 3 applied
Figure 3
Reset Slide
Background
command
4. O n t h e s h o r t c u t m e n u , click A p p l y to
Selected Slides.
The background style is applied only to
Slide 1. To apply a background style to
multiple slides, at the left side of the
PowerPoint window, select the slides by
using [Ctrll, and then on the shortcut menu,
click Apply to Selected Slides.
5. Display Slide 4, and then insert a N e w
Slide with the Section Header layout.
Notice that the new slide has the same
b a c k g r o u n d as Slides 2 t h r o u g h 4.
6. Leave the title placeholder blank. In the
text placeholder, t y p e P r o v i d i n g
O u t s t a n d i n g C u s t o m e r Service to the
Aspen Falls C o m m u n i t y
7. With Slide 5 selected, on the Design
tab, in the B a c k g r o u n d group, click t h e
B a c k g r o u n d Styles b u t t o n . Right-click
Style 3, a n d t h e n click A p p l y to Selected
Slides. C o m p a r e y o u r screen with
Figure 3 .
8. With Slide 5 displayed, o n the Design
tab, in t h e B a c k g r o u n d group, click the
B a c k g r o u n d Styles b u t t o n . Below the
gallery, p o i n t to Reset Slide B a c k g r o u n d ,
as s h o w n in Figure 4 .
9 . Click Reset Slide Background.
The slide background is modified to
match the background style applied to
the presentation. You can use this feature
to reset the background of a slide easily so
that it is consistent with the other slides in
your presentation.
10. Save [A: t h e p r e s e n t a t i o n .
You have completed Skill 4 of 10
Figure 4
Microsoft PowerPoint Chapter 2 | Format a Presentation 483
• A slide can be formatted by inserting
a p i c t u r e or a texture o n the slide
b a c k g r o u n d .
1 . Display Slide 4, a n d then insert a N e w
Slide with the T i t l e O n l y layout.
2 . O n t h e Design tab, in the B a c k g r o u n d
g r o u p , click t h e B a c k g r o u n d Styles b u t
t o n , a n d t h e n click F o r m a t Background.
C o m p a r e y o u r screen with F i g u r e 1.
3. In the F o r m a t B a c k g r o u n d dialog box, if
necessary, select the Picture or texture fill
o p t i o n b u t t o n , a n d then u n d e r Insert
f r o m , click t h e File b u t t o n .
4 . In t h e Insert Picture dialog box, navigate
to y o u r s t u d e n t files for this chapter,
a n d t h e n click p 0 2 _ C S _ B u i l d i n g . Click
I n s e r t to insert the picture o n t h e slide
background.
5. At t h e left side of the F o r m a t B a c k g r o u n d
dialog box, click Picture C o l o r to display
o p t i o n s for changing p i c t u r e color.
6 . U n d e r Recolor, click t h e Presets b u t t o n
a r r o w , a n d t h e n click any of t h e color
o p t i o n s . Notice t h e change to the picture.
7. U n d e r Recolor, click t h e Presets b u t t o n
a r r o w again, a n d t h e n p o i n t to the second
color o p t i o n — G r a y s c a l e — a s s h o w n in
F i g u r e 2 . Click t h e Grayscale t h u m b n a i l . —
The background picture displays in
grayscale—a black-and-white effect
achieved through a series of shades of gray
from white to black.
8. In t h e F o r m a t B a c k g r o u n d dialog box,
click Close.
• Continue to the next page to complete the skill •
Format
Background
dialog box
Slide with
Title Only layout
F i g u r e 1
Picture Color
selected
Presets
button arrow
Grayscale
color mode
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F i g u r e 2
484 Format a Presentation | Microsoft PowerPoint Chapter 2
SKILL 5 : Format Slide Backg
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Hide Background
Graphics check
box selected
F i g u r e 3
Texture button
Newsprint texture
9. O n the Design tab, in the Background
group, select the H i d e Background
Graphics check box, and then c o m p a r e
y o u r screen with F i g u r e 3 .
W h e n graphics that are a part o f die t h e m e
interfere w i t h a background picture, hide the
background graphics.
10. With Slide 5 displayed, insert a N e w Slide
with the Picture w i t h C a p t i o n layout. In
the picture placeholder, click the I n s e r t
Picture from File b u t t o n Q . From your
s t u d e n t files, insert t h e p i c t u r e
p02_CS_Headset. In the title placeholder,
type Or By Phone a n d t h e n change the
Font Size to 36 a n d Center [5] the text.
1 1 . In the text placeholder, type Be
Professional, Patient, and C o u r t e o u s
a n d then change the Font Size to 28.
Center [5] the text.
12. O n the Design tab, in the Background
g r o u p , click the B a c k g r o u n d Styles b u t
t o n , a n d t h e n click F o r m a t B a c k g r o u n d .
13. In the F o r m a t Background dialog box, if
necessary, select t h e Picture or texture f i l l
o p t i o n b u t t o n , and then click the Texture
b u t t o n to display the Texture gallery. Use
the ScreenTips to locate the N e w s p r i n t
– texture as s h o w n in F i g u r e 4 .
W h e n applying a texture to the slide
b a c k g r o u n d , be sure to choose a texture that
coordinates with the background colors o n
the rest o f your slides.
14. Click N e w s p r i n t , a n d then in the F o r m a t
B a c k g r o u n d dialog box, click Close.
15. Save [5] the presentation.
• You have completed Skill 5 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 2 | Format a Presentation 485
• WordArt is a text style used to create
decorative effects in your presentation.
• You can insert new WordArt, or you can
convert existing text to WordArt.
4.
1 . Display Slide 1, a n d then select the title
text. O n the F o r m a t t a b , in the W o r d A r t
Styles g r o u p , click the M o r e b u t t o n 0
to display the WordArt gallery.
2 . Point to several WordArt styles a n d notice
that Live Preview displays the title with
t h e WordArt effect applied.
3 . U n d e r Applies t o Selected Text, in t h e
first row, p o i n t to t h e fourth WordArt
style—Fill – W h i t e , O u t l i n e – Accent 1—
as s h o w n in Figure 1. Click the t h u m b n a i l –
a n d C e n t e r @ t h e title text.
Select the subtitle text. O n the F o r m a t
t a b , in the W o r d A r t Styles g r o u p , click
t h e M o r e b u t t o n 0 . In the W o r d A r t
gallery, u n d e r Applies t o All Text i n t h e
S h a p e , click the second WordArt style—
Fill – Black, B a c k g r o u n d 1, Metal Bevel—
a n d t h e n C e n t e r [»] the text.
Display Slide 5. O n the H o m e t a b , in t h e
Slides g r o u p , click the Layout b u t t o n , a n d
t h e n click the B l a n k t h u m b n a i l to change
t h e slide layout.
O n the I n s e r t t a b , in the Text g r o u p , click
the W o r d A r t b u t t o n . In the W o r d A r t
gallery, click the third WordArt style—
Fill – W h i t e , D r o p S h a d o w . C o m p a r e y o u r
screen w i t h F i g u r e 2.
5.
6.
7 .
On the slide, a WordArt placeholder displays
Your text here.
W i t h the WordArt text selected, t y p e
W h e t h e r you assist c u s t o m e r s on-site
The placeholder expands to accommodate
the text.
Continue to the next page to complete the skill 1
mm
Selected
WordArt style
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WordArt font size
changed to 40
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F i g u r e 3
Shape Fill button
Theme colors
Color variations
Selected color
8 . Select the W o r d A r t text. O n the M i n i
toolbar, click the F o n t Size a r r o w I” -|,
a n d then click 40 to resize the WordArt.
9. Point to t h e o u t e r edge of the WordArt
placeholder to display t h e [5] move
p o i n t e r as s h o w n in Figure 3.
10. While holding d o w n t h e left m o u s e
b u t t o n , drag d o w n a n d to the left so
that the lower left c o r n e r of t h e WordArt
placeholder aligns w i t h the lower left
corner of t h e slide, a n d then release the
m o u s e b u t t o n to m o v e the WordArt.
1 1 . With the WordArt still selected, p o i n t to its
square, center-right sizing handle to display
the 0 pointer. Drag to the right so that the
right edge of the WordArt placeholder
aligns with the right edge of the slide.
12. O n the F o r m a t t a b , in t h e S h a p e Styles
g r o u p , click the S h a p e Fill b u t t o n to
display t h e Fill gallery.
The colors in the top row of the Fill gallery
are the Foundry theme colors. The colors in
the rows below the first row are light and
dark variations of the theme colors and
coordinate with the color theme. These
colors can be used to change the fill color—
the inside color of text or an object—so that
the WordArt text displays prominently
against the picture on the background.
13. U n d e r T h e m e C o l o r s , in the last row, click
t h e sixth c o l o r — L i g h t G r e e n , Accent 2,
D a r k e r 5 0 % — a s s h o w n in Figure 4 .
The WordArt text contrasts with the green
fill color and the title is clearly visible on
the slide.
14. Save [5] the p r e s e n t a t i o n .
• You have completed Skill 6 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 2 | Format a Presentation 481
• W h e n a selected font displays text that
appears crowded in a placeholder, e x p a n d
t h e horizontal spacing between characters.
• W h e n a selected font displays text w i t h
excessive horizontal spacing, condense the
spacing between characters.
• C h a n g e font colors to create contrast a n d
emphasis o n a slide.
1 . If necessary, display Slide 5, a n d then
select t h e WordArt text at the b o t t o m of
the slide. O n the H o m e t a b , in the F o n t
g r o u p , click t h e Bold b u t t o n [»1
The bold text contrasts well with the dark
background of the placeholder, but the
characters are spaced tightly together.
With t h e text still selected, on the
H o m e t a b , in the F o n t g r o u p , click the
C h a r a c t e r Spacing b u t t o n \&\, a n d then in
the list, click M o r e Spacing. In the F o n t
dialog box, click the Spacing arrow, and
t h e n click E x p a n d e d . In the By box, type
1.6 to expand the spacing between
characters by 1.6 points. C o m p a r e your
dialog box with F i g u r e 1 , a n d then click —
O K to apply the character spacing.
Display Slide 3, a n d t h e n select the title.
In t h e F o n t g r o u p , click t h e C h a r a c t e r
S p a c i n g b u t t o n E , a n d t h e n click T i g h t
to r e d u c e t h e a m o u n t of space between
each character. C o m p a r e y o u r slide w i t h
2.
3 .
F i g u r e 2 .
• Continue to the next page to complete the skill I
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F i g u r e 2
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488 Format a Presentation I Microsoft PowerPoint Chapter 2
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Make a Lasting Impression
Outstanding customer service is our first priority
Excellent communication improves customer
Exceptional attention to detail results in improved
accuracy c,
Olckto add notes
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490 Format a Presentation | Microsoft PowerPoint Chapter 2
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Custom
Assist cus
billing qu(;= l M m m t a > M a m ^
Research customer
questions
Schedule service calls
Provide connection
i n f o r m a t i o n
Bullets button
arrow
Star Bullets
thumbnail
Figure 3
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Filled Square
Bullets selected
Size changed
to 90%
Bullet color
changed
5. Display Slide 2. In t h e c o n t e n t
placeholder, select the four bullet points.
6. With the four bullet points selected, o n
t h e H o m e t a b , in t h e P a r a g r a p h g r o u p ,
click t h e Bullets b u t t o n a r r o w dUi to
display the Bullets gallery. If your bullets
disappeared, click the Bullets b u t t o n
again, a n d t h e n repeat Step 6, m a k i n g sure
to click t h e Bullets button arrow instead of
t h e Bullets button.
The gallery displays several bullet characters
that you can apply to the selection.
7. Point to the S t a r Bullets t h u m b n a i l as
shown in Figure 3 , a n d t h e n click the
t h u m b n a i l to change t h e bullet style for
the selection.
8. With the four bullet p o i n t s selected, click
the Bullets b u t t o n a r r o w a n d t h e n
below the gallery, click Bullets a n d
N u m b e r i n g .
In the Bullets a n d N u m b e r i n g dialog b o x ,
on the B u l l e t e d t a b , in the first row of the
bullet gallery, click Filled S q u a r e Bullets.
Click the C o l o r b u t t o n . Under T h e m e
C o l o r s , in the last row, click the seventh
color—Sky Blue, Accent 3, D a r k e r 5 0 % .
In t h e Size box, replace the n u m b e r with
90 a n d then c o m p a r e your dialog box with
Figure 4 .
1 1 . Click OK to apply t h e bullet style,
color, a n d size, a n d then Save [9] the
presentation.
• You have completed Skill 8 of 10
9.
10.
Figure 4
Microsoft PowerPoint Chapter 2 | Format a Presentation 491
T h e C u t c o m m a n d removes selected text o r
graphics from y o u r p r e s e n t a t i o n a n d places
the selection in t h e Clipboard.
T h e C l i p b o a r d is a t e m p o r a r y storage area
m a i n t a i n e d by y o u r o p e r a t i n g system.
T h e C o p y c o m m a n d duplicates a selection
a n d places it in the Clipboard.
1 . Display Slide 4. In the c o n t e n t
placeholder, position t h e p o i n t e r over
t h e n u m b e r 3, a n d notice t h e p o i n t e r that
displays as s h o w n in Figure 1 .
2 . With the pointer positioned over the
n u m b e r 3, click the mouse b u t t o n , a n d
notice that the n u m b e r a n d the related text
are selected.
Clicking a list number or bullet symbol is an
efficient way to select the entire point.
3. O n t h e H o m e t a b , in the C l i p b o a r d g r o u p ,
click the C u t b u t t o n |T] to remove the item
from t h e slide and send it t o t h e Clipboard.
4 . In the second n u m b e r e d list item, click in
front of the E in t h e w o r d Excellent. In the
C l i p b o a r d g r o u p , click the Paste b u t t o n
to paste the selection t o t h e new location.
Notice t h a t below the pasted text, t h e
Paste O p t i o n s b u t t o n displays as s h o w n in
Figure 2 , providing o p t i o n s for formatting –
pasted text. Also notice t h a t t h e p o i n t s are
automatically r e n u m b e r e d w h e n t h e o r d e r
is changed.
• Continue to the next page to complete the skill ^
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492 Format a Presentation | Microsoft PowerPoint Chapter 2
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formatted
5. Click the Paste O p t i o n s b u t t o n Q ) to view
the o p t i o n s .
Keep Source Formatting applies the original
formatting of the pasted text. Use
Destination Theme applies the formatting of
the slide to which the text is pasted. Picture
pastes the text as a picture. Keep Text Only
removes all formatting from the selection.
The Paste Options button remains on the
screen until you perform another action.
6. Display Slide 1, and t h e n select the title
text. Point to the selection, a n d then
right-click to display the shortcut m e n u .
O n t h e s h o r t c u t m e n u , click Copy.
There are multiple methods you can use
to cut, copy, and paste text, including the
shortcut menu and the buttons in the
Clipboard group. You can also use the
keyboard shortcuts—(CtrQ+fx] to cut,
[CtrQ+QT] to copy, and I W M V L to paste.
7. Display Slide 7. Right-click in the title
placeholder to display the shortcut m e n u
as s h o w n in Figure 3 , a n d then notice the
four paste o p t i o n s .
On the shortcut m e n u , u n d e r Paste
O p t i o n s , point to each button to view h o w
each paste option displays the text, and then
click the last b u t t o n — K e e p Text Only.
Select the title text. Apply Bold H ,
change t h e F o n t C o l o r IA -| to Black,
B a c k g r o u n d 1, a n d t h e n change the F o n t
Size to 36. C o m p a r e y o u r slide with
Figure 4.
10. Save HH t h e presentation.
• You have completed Skill 9 of 10
8.
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Providing Outstanding Customer Service to the
Aspen Falls Community
Microsoft PowerPoint Chapter 2 | Format a Presentation 4 9
• Format Painter copies formatting from o n e
selection of text to another, thus ensuring
f o r m a t t i n g consistency in your presentation.
• Use the Clear All F o r m a t t i n g b u t t o n t o
revert to the font formatting associated with
t h e original slide layout.
1 . Display Slide 3, a n d then select the
w o r d Oral. O n the H o m e t a b , in t h e
C l i p b o a r d g r o u p , click t h e F o r m a t
P a i n t e r b u t t o n [7], a n d then position the
p o i n t e r anywhere in the Slide p a n e .
C o m p a r e your screen w i t h F i g u r e 1.
T H E P O I N T E R D I S P L A Y S W I T H A S M A L L P A I N T B R U S H
A T T A C H E D TO IT, I N D I C A T I N G THAT F O R M A T P A I N T E R
I S A C T I V E .
2 . Display Slide 6. Drag the | 3 | p o i n t e r over
the c a p t i o n text—Be Professional, Patient,
and Courteous.
T H E S E L E C T E D TEXT I S N O W F O R M A T T E D I N ITALIC,
2 0 P O I N T , A S W A S T H E TEXT O N S L I D E 3 . N O T I C E
THAT O N L Y T H E F O R M A T T I N G W A S A P P L I E D ; T H E
TEXT W A S N O T C O P I E D . T H E [ 2 ] P O I N T E R I S N O
L O N G E R A C T I V E .
3. If necessary, select the caption text—Be
Professional, Patient, and Courteous. O n
t h e H o m e t a b , in the F o n t g r o u p , click
the C l e a r All F o r m a t t i n g b u t t o n 0 to
revert to the default font formatting for
this slide layout.
U S E T H E C L E A R ALL F O R M A T T I N G B U T T O N T O
REVERT TO T H E O R I G I N A L F O R M A T T I N G O N A S L I D E .
4 . W i t h t h e caption text still selected,
change the F o n t Size to 28, a n d t h e n apply
B o l d E and Italic 0 . C o m p a r e your
slide with F i g u r e 2.
Continue to the next page to complete the skill •
Format Painter
button
Format Painter
pointer
Selected text
F i g u r e 1
Caption text
formatted
F i g u r e 2
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1. OUTSTANDING customer service is our first priority
2. Exceptional attention to detail results in improved
accuracy
3. Excellent communication improves customer
satisfaction
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1. OUTSTANDING customer service is our first priority
2. EXCEPTIONAL attention to detail results in
improved accuracy
3. EXCELLENT communication improves customer
satisfaction
L dick to add notes
Sloe l e t ? ‘Melon’ ji a y 7 Jos .-
Same formatting
applied
5. Display Slide 4. In the first item, select t h e
text Outstanding. O n the H o m e t a b , in
the F o n t g r o u p , click the Bold b u t t o n h ,
the Italic b u t t o n \Z\, and the S h a d o w
b u t t o n [•). C o m p a r e y o u r slide with
F i g u r e 3.
6 . W i t h t h e text Outstanding still selected,
o n the H o m e t a b , in the C l i p b o a r d
g r o u p , double-click the F o r m a t P a i n t e r
b u t t o n ® .
T o apply formatting to multiple selections,
double-click the F o r m a t Painter b u t t o n .
7. In the second n u m b e r e d item, click the
word Exceptional to apply the selected
formatting to the text. Notice that the [js]
pointer is still active.
8. In the t h i r d n u m b e r e d item, click the
w o r d Excellent. If you were unable to
apply the f o r m a t t i n g to the w o r d Excellent,
repeat Step 6, a n d t h e n try again.
9. To t u r n off F o r m a t Painter, on the H o m e
t a b , in t h e C l i p b o a r d g r o u p , click the
F o r m a t P a i n t e r b u t t o n [_/]. Alternately,
press |Esc]. C o m p a r e your slide with
F i g u r e 4.
10. Apply the W i p e transition with the Effect
O p t i o n s changed to F r o m Top to all of the
slides, a n d then view the slide show from
the beginning.
1 1 . Insert a H e a d e r & F o o t e r on the Notes a n d
H a n d o u t s that includes the D a t e a n d t i m e
u p d a t e d automatically, a Page n u m b e r , a n d
the F o o t e r Lastname_Firstname_p02_CS
12. Save |@] t h e presentation. Print your
p r e s e n t a t i o n or s u b m i t electronically, as
directed by y o u r instructor. Exit
PowerPoint.
D o n e ! You have completed Skill 10 of 10 and
your presentation is complete!
F i g u r e 4
Microsoft PowerPoint Chapter 2 | Format a Presentation 49
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s E d i t S l i d e M a s t e r s
When you are formatting a presentation and want to change
the format for every slide in the presentation, modify the slide
master. The slide master holds information about the colors,
fonts, and other objects that display on your slides.
I n M o r e Skills 11, you will edit a slide master by changing its
font and bullet styles.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s S a v e a n d A p p l y P r e s e n t a t i o n T e m p l a t e s
You can design your own custom presentation and save it as
a template so that you can easily apply the template to another
presentation.
In More Skills 12, you will save a presentation as a template
and then apply the template to another presentation.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ C r e a t e S l i d e s f r o m M i c r o s o f t W o r d O u t l i n e
The bullet points in a PowerPoint presentation are based on
an outline in which the list levels are assigned to varying outline
levels. An outline based on paragraph styles in Microsoft W o r d
can be imported into PowerPoint to create slides.
Contrast is an important element of slide design because it
enables the audience to clearly view presentation text, images, and
objects.
In More Skills 13, you will import a Microsoft Word outline
to create slides in a PowerPoint presentation.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
In More Skills 14, you will review design principles that will
assist you in creating contrast on your slides. You will view two
slides and compare the difference in contrast created by using
color and images.
To begin, open your web browser, navigate to
www.pearsonhighcred.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ D e s i g n P r e s e n t a t i o n s w i t h C o n t r a s t
496 Format a Presentation | Microsoft PowerPoint Chapter 2
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighcred.com/skills
Key Terms
Background style 482
Body font 481
Fill color 487
Format Painter 494
Grayscale 484
Headings font 481
Template 476
Theme 478
Theme color 480
Theme font 481
W o r d A r t 486
Online Help Skills
1 . Start f * PowerPoint. In the u p p e r right corner of the PowerPoint window, click the
H e l p b u t t o n [©]. In the H e l p window, click the M a x i m i z e E I 3 button.
2. Click in the search box, t y p e Overview of themes a n d t h e n click t h e Search
b u t t o n In t h e search results, click W h a t is a theme?
3. Below I n this article, click O v e r v i e w o f Office themes. C o m p a r e y o u r screen
with Figure 1.
F i g u r e 1
4. Scroll d o w n to read the entire article a n d t h e n see if you can answer t h e
following: H o w does modifying a p r e s e n t a t i o n t h e m e color result in a d r a m a t i c
change in a presentation?
Microsoft PowerPoint Chapter 2 | Format a Presentation 49
Matching
M a t c h each t e r m in t h e second c o l u m n with its correct definition in t h e
first c o l u m n by writing t h e letter of the t e r m o n t h e blank line in front of
t h e correct definition.
1 . A file u p o n which a p r e s e n t a t i o n can b e based.
2 . A set of unified design elements t h a t provides a look for y o u r
p r e s e n t a t i o n , using colors, fonts, a n d graphics.
3 . A t h e m e that d e t e r m i n e s t h e font applied to two types of slide
t e x t — h e a d i n g s a n d body.
4 . A font applied to slide tides.
5 . A font applied to all slide text except titles.
6 . A slide b a c k g r o u n d fill v a r i a t i o n that c o m b i n e s t h e m e colors in
different intensities o r p a t t e r n s .
7 . A text style used t o create decorative effects in a presentation.
8 . T h e inside color of text o r a n object.
9 . A c o m m a n d that removes selected text o r graphics from a
p r e s e n t a t i o n a n d t h e n moves t h e selection to t h e Clipboard.
1 0 . A t e m p o r a r y storage area m a i n t a i n e d by t h e o p e r a t i n g system.
498 Format a Presentation | Microsoft PowerPoint Chapter 2
A Background style
B Body font
C C l i p b o a r d
D C u t
E Fill color
F Headings font
G Template
H T h e m e
1 T h e m e font
J W o r d A r t
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . T h e process of changing the a p p e a r a n c e of t h e text,
layout, or design of a slide.
A. Editing
B. Designing
C. Formatting
2 . T h e area of the PowerPoint w i n d o w in which the
n a m e of the applied t h e m e displays.
A. Status bar
B. Task p a n e
C. Slide p a n e
3 . T h e default t h e m e in PowerPoint.
A. Apex
B. Office
C. U r b a n
4 . T h e coordinating set of colors applied to
presentation backgrounds, objects, a n d text.
A. T h e m e color
B. Color palette
C. Color gallery
5 . A black-and-white effect achieved t h r o u g h a series of
shades of gray from white to black.
A. Sepia
B. Gradient fill
C. Grayscale
Topics for Discussion
1. PowerPoint 2010 includes several themes that you can
apply to your presentations. W h a t should you consider
when choosing a design theme for the presentations
that you create?
6 . A format that you can change to create contrast
a n d emphasis o n a slide.
A. A l i g n m e n t
B. Font color
C. Layout
7. T h e c o m m a n d used to duplicate a selection.
A. F o r m a t Painter
B. Cut
C . C o p y
8. T h e c o m m a n d used to copy formatting from one
selection t o another.
A. F o r m a t Painter
B. C u t
C . C o p y
9. A c o m m a n d used to revert to font formatting
associated with t h e original slide layout.
A. Clear All F o r m a t t i n g
B. Reset F o r m a t
C. Reset Slide Layout
1 0 . T h e m o u s e action necessary w h e n F o r m a t Painter
is used o n m u l t i p l e selections.
A. Single-click
B. Double-click
C. Triple-click
2 . Format Painter is an i m p o r t a n t tool used to maintain
consistent formatting in a presentation. Why is
consistency i m p o r t a n t when you format the slides in
your presentations?
Microsoft PowerPoint Chapter 2 | Format a Presentation
Skill Check ^ / I g k
To complete this presentation, you will need the following files:
• N e w b l a n k presentation
p 0 2 _ P l a z a _ F o u n t a i n
You will save your presentation as:
• Lastname_Firstname_p02_Plaza
1 . Start PowerPoint. In the new presentation, type the slide tide T h e Plaza at Aspen
Falls a n d the subtide O p e n i n g C e r e m o n y Save the file in your PowerPoint
C h a p t e r 2 folder as Lastname_Firstnamc_p02_Pla/.a
2 . Insert a N e w Slide with the T i t l e a n d C o n t e n t layout. In the title placeholder,
t y p e Event Activities In the text placeholder, t y p e four bullet p o i n t s : Ribbon
c u t t i n g a n d Welcome address a n d C o n t i n e n t a l breakfast a n d G r a n d prize raffle
3. O n the Design tab, in t h e Themes g r o u p , click the M o r e b u t t o n . Under B u i l t – i n ,
click U r b a n . In the Themes g r o u p , click the Fonts b u t t o n , a n d t h e n click M e t r o .
Click the Colors b u t t o n , a n d t h e n click Equity. In the B a c k g r o u n d g r o u p , click
t h e B a c k g r o u n d Styles b u t t o n , a n d then click Style 10. C o m p a r e your screen
with F i g u r e 1.
4. Insert a N e w Slide with t h e B l a n k layout. O n t h e Design tab, in t h e Background
g r o u p , click the B a c k g r o u n d Styles b u t t o n , and then click F o r m a t B a c k g r o u n d .
In the F o r m a t Background dialog box, select Picture or texture fill, t h e n u n d e r
I n s e r t from, click the File b u t t o n . F r o m your student files, insert
p 0 2 _ P l a z a _ F o u n t a i n . Click Close.
5. Insert a N e w Slide with the C o n t e n t w i t h C a p t i o n layout. Type the slide title loin
the Celebration! In the left placeholder, type four bullet p o i n t s : July 25 at 10 a.m.
a n d Free events a n d Retail locations a n d park will be o p e n a n d Raffle at 6 p.m.
6. Select the bullet points a n d change t h e Line Spacing to 1.5. In the Paragraph
g r o u p , click the Bullets b u t t o n a r r o w , and then click Bullets a n d N u m b e r i n g .
Click A r r o w Bullets, a n d then click the C o l o r b u t t o n . In the last row, click the
fifth c o l o r — O r a n g e , Accent 1 , D a r k e r 5 0 % . In the Size box, type 80 a n d then
click O K . Compare your screen w i t h F i g u r e 2 .
Continue to the next page to complete this Skill Check ^
500 Format a Presentation | Microsoft PowerPoint Chapter 2
F i g u r e 2
7. O n the D e s i g n t a b , in the B a c k g r o u n d g r o u p , click the B a c k g r o u n d Styles
b u t t o n , a n d t h e n click F o r m a t B a c k g r o u n d . Select P i c t u r e o r t e x t u r e fill, and
then click the T e x t u r e b u t t o n . Click N e w s p r i n t , a n d then click Close.
8. Display Slide 2, a n d then select t h e four bullet p o i n t s . O n the H o m e t a b , in t h e
P a r a g r a p h g r o u p , click the N u m b e r i n g b u t t o n .
9. Display Slide 3 . O n the D e s i g n t a b , in the B a c k g r o u n d g r o u p , select t h e H i d e
B a c k g r o u n d G r a p h i c s check box. O n the I n s e r t t a b , in the Text g r o u p , click
W o r d A r t . Click the t h i r d WordArt style—Fill – W h i t e , D r o p S h a d o w — a n d t h e n
replace the W o r d A r t text with Ribbon cutting to take place at the fountain
10. Change the F o n t Size to 36, a n d then p o i n t to the o u t e r edge of the WordArt
placeholder. Drag to align the placeholder with the lower left corner of the slide.
Size the WordArt so that it extends from t h e left to the right edge of the slide.
1 1 . On the F o r m a t t a b , in the S h a p e Styles g r o u p , click the S h a p e Fill b u t t o n .
U n d e r T h e m e C o l o r s , in the last row, click the sixth c o l o r — D a r k Red, Accent 2,
D a r k e r 5 0 % .
12. Select the WordArt text. O n t h e H o m e t a b , in the F o n t g r o u p , click t h e
C h a r a c t e r S p a c i n g b u t t o n , a n d then click M o r e Spacing. Click the S p a c i n g
— arrow, click E x p a n d e d , a n d then click OK. C o m p a r e your screen with Figure 3 .
13. Display Slide 1. O n t h e D e s i g n t a b , in the B a c k g r o u n d g r o u p , click t h e
B a c k g r o u n d Styles b u t t o n , right-click Style 4, a n d t h e n click A p p l y t o Selected
Slides. Select t h e title. O n the F o r m a t t a b , in the W o r d A r t Styles g r o u p , click the
M o r e b u t t o n , a n d t h e n u n d e r Applies t o Selected Text, click the last style—
G r a d i e n t Fill – B r o w n , Accent 4, Reflection.
14. O n the H o m e t a b , in the C l i p b o a r d g r o u p , click the C o p y b u t t o n . Display Slide
4, and then click in the text placeholder below the title. In the C l i p b o a r d g r o u p ,
click the P a s t e b u t t o n . C h a n g e the F o n t Size to 40, a n d then C e n t e r t h e text.
15. Display Slide 1. Select t h e subtitle. Apply Bold a n d Italic, a n d t h e n o n t h e H o m e
t a b , in the C l i p b o a r d g r o u p , click the F o r m a t P a i n t e r b u t t o n .
16. Display Slide 4, a n d t h e n drag t h e F o r m a t P a i n t e r p o i n t e r over the title—Join the
Celebration!—Center the title a n d change the F o n t C o l o r to Black, Text 1.
17. Insert a H e a d e r & F o o t e r on the N o t e s a n d H a n d o u t s with the D a t e a n d t i m e ,
the Page n u m b e r , a n d the F o o t e r Lastname_Firstname_p02_Plaza
18. Save the presentation, a n d then c o m p a r e your presentation with Figure 4 . P r i n t
or s u b m i t electronically.
D o n e ! You hove completed the Skill Check
Microsoft PowerPoint Chapter 2 | Format a Presentation 5C
Assess Your Skills 1
To complete this presentation, you will need the following files:
N e w b l a n k p r e s e n t a t i o n • p 0 2 _ A F D _ F i r e m a n
p 0 2 _ A F D _ E n g i n e s
You will save your presentation as:
L a s t n a m e _ F i r s t n a m e _ p 0 2 _ S t a t i o n
1 . S t a r t PowerPoint a n d display a blank
p r e s e n t a t i o n . Apply the Verve t h e m e . C h a n g e
the t h e m e color to Aspect, a n d the t h e m e
font to O r i g i n . Save the file in your
P o w e r P o i n t C h a p t e r 2 folder as
Lastname_Firstname_p02_Slation
2. In t h e title placeholder, type Aspen Falls Fire
District a n d then in the subtitle placeholder,
t y p e New Station Proposal C h a n g e the s u b
title F o n t Size to 36, and the F o n t C o l o r to
O r a n g e , Accent 1, D a r k e r 2 5 % .
3. Insert a N e w Slide with the Title a n d C o n t e n t
layout. In the content placeholder, type the
following bullet points: Add 3 engines and 15
firefighters a n d Locate in southern area of city
a n d Fund by municipal bonds
4. Display Slide 1. C o p y t h e subtitle a n d P a s t e
the selection to the title placeholder on Slide
2. Delete any extra blank lines.
5. Insert a N e w Slide with the B l a n k layout.
O n the slide b a c k g r o u n d insert from your
s t u d e n t files the picture p 0 2 _ A F D _ E n g i n e s .
H i d e b a c k g r o u n d graphics.
6 . Insert t h e third WordArt style—Fill – W h i t e ,
D r o p S h a d o w — w i t h the text Proposed
Engine Additions Drag t h e WordArt to the
u p p e r left corner of the slide. Size the
W o r d A r t so that it extends from t h e left to
the right edge of the slide. C h a n g e the shape
fill color to Black, B a c k g r o u n d 1.
7. Insert a N e w Slide with the Title a n d
C o n t e n t layout. In the title placeholder, t y p e
Rationale In t h e text placeholder, type four
bullet p o in ts: Reduced emergency response
time a n d Increased p o p u l a t i o n growth a n d
Expanded city b o u n d a r i e s a n d Increased
commercial density
8. To the Slide 4 title, apply the fourth WordArt
style—Fill – W h i t e , O u t l i n e – Accent 1. Use
F o r m a t P a i n t e r to apply the same style to
t h e Slide 1 subtitle. C h a n g e t h e subtitle text
F o n t Size to 36. If necessary, Align Right the
subtitie.
9. Display Slide 4, and then insert a New Slide
with the P i c t u r e w i t h C a p t i o n layout. Display
Slide 1, a n d then C o p y the tide and Paste it in
the Slide 5 tide. In the text placeholder, type
Dedicated to serving our c o m m u n i t y C e n t e r
the text, a n d change the F o n t Size to 32. In
the picture placeholder, from y o u r student
files, insert p 0 2 _ A F D _ F i r e m a n . Apply the
Soft Edge Rectangle picture style.
10. Insert a H e a d e r & Footer o n the Notes
a n d H a n d o u t s . Include the date, page
number, a n d the footer
Lastname_Firstname_p02_Station
1 1 . C o m p a r e your presentation with Figure 1.
Save and then submit the file as directed.
Dene! You have completed Assess Your Skills 1
502 Format a Presentation | Microsoft PowerPoint Chapter 2
A s s e s s m e n t
To complete this presentation, you will need the following file:
p 0 2 _ L o a n s
You will save your presentation as:
• L a s t n a m e _ F i r s t n a m e _ p 0 2 _ L o a n s
1. S t a r t PowerPoint. From your student files,
o p e n p 0 2 _ L o a n s . Change the t h e m e color to
Trek, a n d change the t h e m e font to Verve.
Apply b a c k g r o u n d Style 12 to the entire
presentation, and then Save the file in your
P o w e r P o i n t C h a p t e r 2 folder as
Lastname_Firstname_p02_Loans
2. O n Slide 1, select the title, a n d t h e n apply
t h e last W o r d A r t style—Fill – O r a n g e , Accent
1, M e t a l Bevel, Reflection. C h a n g e the font
size to 40. Use F o r m a t P a i n t e r to apply t h e
same f o r m a t t i n g to the title o n Slide 4.
3 . Display Slide 1, a n d t h e n select t h e subtitle.
Apply Bold, a n d then expand t h e character
spacing by 1 point. Use F o r m a t P a i n t e r t o
apply t h e same formatting to t h e subtitle on
Slide 4 .
4. Display Slide 2. C h a n g e t h e bullet style to
S t a r Bullets, and then change t h e Size to
90 % of text. Move the last bullet p o i n t so
that it is the first bullet p o i n t . Apply the
R o t a t e d , W h i t e picture style to t h e picture.
5 . Display Slide 3, a n d then in the first bullet
point, select the first word—Apply. C h a n g e
the F o n t C o l o r to the fifth color in the first
r o w — O r a n g e , Accent 1. Apply Bold a n d
Italic, a n d then use F o r m a t P a i n t e r to apply
the same formatting t o the first w o r d of each
of t h e r e m a i n i n g bullet p o i n t s . Convert the
bullets to a n u m b e r e d list, a n d change the
C o l o r of the n u m b e r s to W h i t e , Text 1.
6. Display Slide 1, a n d then format the slide
b a c k g r o u n d by applying the G r a n i t e
texture. Apply t h e same b a c k g r o u n d style to
Slide 4.
7. With Slide 4 displayed, apply t h e D o u b l e
F r a m e , Black picture style t o the picture.
8. Apply t h e W i p e transition to all of t h e slides
in t h e presentation. View the slide show from
t h e beginning.
9. Insert a H e a d e r & F o o t e r on the N o t e s
a n d H a n d o u t s that includes the page
n u m b e r a n d a footer with the text
L a s t n a m e _ F i r s t n a m e _ p 0 2 _ L o a n s
10. C o m p a r e your completed presentation
with F i g u r e 1. Save your presentation, a n d
then p r i n t or s u b m i t the file as directed b y
your instructor.
D o n e ! You have completed Assess Your Skills 2
Microsoft PowerPoint Chapter 2 | Format a Presentation 50
Assess Your Skills 3 and 4 can be found at
w v m . p e a r s o n h i g h e r e d . c o m / s k i l l s .
http://wvm.pearsonhighered.com/skills
s e
Assess Your Skills Visually
T o c o m p l e t e t h i s p r e s e n t a t i o n , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• N e w b l a n k p r e s e n t a t i o n
• p 0 2 _ N a t u r a l _ H i s t o r y _ M u s e u m
Y o u w i l l s a v e y o u r p r e s e n t a t i o n a s :
L a s t n a m e _ F i r s t n a m e _ p 0 2 _ M u s e u m
Start a new, blank presentation, a n d create the
first two slides of a presentation as s h o w n in
Figure 1. To complete these two slides, apply the
P u s h p i n t h e m e . On Slide 1, change the title font
size to 54, a n d change the subtitle font size to 32.
O n Slide 2, format the slide b a c k g r o u n d by
using t h e picture found in y o u r s t u d e n t files—
p 0 2 _ N a t u r a l _ H i s t o r y _ M u s e u m . Insert the
a p p r o p r i a t e WordArt style, type the text, a n d
change the WordArt font size to 48. Move a n d
format the S h a p e Fill color as indicated in the
figure. Save your presentation as
L a s t n a m e _ F i r s t n a m e _ p 0 2 _ M u s e u m a n d t h e n
insert the date, file n a m e , and page n u m b e r in
the N o t e s a n d H a n d o u t s footer. Save the
p r e s e n t a t i o n , and then print or s u b m i t the file
as directed by y o u r instructor.
D o n e ! You hove completed Assess Your Skills Visually
5 / 1 0 / 2 0 1 0
M u s e u m T o u r s
Catch a Historical Glimpse of
Aspen Falls
h
Museum of Natural History
L a s t n a m e _ F l r s t n a m e _ p 0 2 _ M u s e u m
Figure 1
504 Format a Presentation | Microsoft PowerPoint Chapter 2
A s s e s s m e n t
Skills in Context
To complete this presentation, you will need the following file:
• N e w blank presentation
You will save your presentation as:
• Lastname_Firstname _ p 0 2 _Celebration
Each year the City of Aspen Falls hosts a F o u r t h of July
celebration at the Aspen Falls C o m m u n i t y Park. Using the skills
you practiced in this chapter, create a presentation with five slides
that describes the city’s Fourth of July events, which include a
parade, barbecue, games, arts and crafts fair, a n d fireworks. Create
an appropriate title slide, and t h e n o n the second a n d t h i r d slides,
provide a description of the event location a n d the celebration
schedule. O n t h e fourth slide, format t h e b a c k g r o u n d with a
picture that depicts t h e event, a n d include WordArt text that
briefly describes t h e picture. O n the fifth slide, provide a
s u m m a r y using the Section Header layout.
Apply an a p p r o p r i a t e t h e m e , a n d change fonts a n d
colors as necessary. Save the presentation as Lastname_
Firstname_p02_Celebration a n d t h e n insert t h e file n a m e a n d
page n u m b e r in the Notes a n d H a n d o u t s footer. Save the
presentation, a n d then p r i n t o r s u b m i t the file as directed by
your instructor.
D o n e ! You hove completed Skills in Context
Skills and You
To complete this presentation, you will need the following file:
• N e w b l a n k p r e s e n t a t i o n
You will save your presentation as:
• L a s t n a m e _ F i r s t n a m e _ p 0 2 _ C i t y
Using the skills you have practiced in this chapter, create a
presentation with six slides describing a city that you would like
to visit. Apply an appropriate t h e m e , a n d change the fonts a n d
colors themes. On at least one slide, format the slide b a c k g r o u n d
with a picture that depicts the city that you choose. O n the first
slide, format the slide title by using a WordArt style. Include in
your presentation a numbered list that indicates at least four
things that you would like to d o o r see in the city that you choose
The remaining slides may include information a b o u t the people,
culture, a n d activities of the city.
Format the last slide with the Section Header layout, a n d enter
text that briefly s u m m a r i z e s your p r e s e n t a t i o n . Add a footer to
the notes a n d h a n d o u t s with t h e file n a m e and page n u m b e r ,
a n d then check spelling in the presentation. Save the presentation
as Lastname_Firstname_p02_City a n d then p r i n t or s u b m i t
electronically as directed by your instructor.
D o n e ! You hove completed Skills and You
Microsoft PowerPoint Chapter 2 | Format a Presentation 50!
C H A
E n h a n c e P r e s e n t a t i o n s
w i t h G r a p h i c s
• A p p r o p r i a t e presentation graphics visually c o m m u n i c a t e your message a n d help your audience
u n d e r s t a n d the points you want to convey.
• Review the graphics that you use, the text o n your slides, a n d your spoken words to ensure that y o u r
presentation is coherent, precise, a n d accurate.
Your starting screen will look similar to this:
” ~ S M B ~ OW»NT X , . . . , . . . « 3 2 ! • • •
•ft :=•.= g W£ZZ„ J
* Seitrt –
tatting
Click to add title
Click t o add s u b t i t i e
S:KM 1 of 1 Cflict nwnc’
Click to add notes
S K I L L S SKILLS 1 – 1 0 TRAINING At the end of this chapter, you will be able to:
Skill 1 Insert Slides from Other Presentations
Skill 2 Insert, Size, and Move Clip Art
Skill 3 Modify Picture Shapes, Borders, and Effects
Skill 4 Insert, Size, and Move Shapes
Skill 5 Add Text t o Shapes and Insert Text Boxes
Skill 6 Apply Gradient Fills and Group and Align
Graphics
Skill 7 Convert Text to SmartArt Graphics and Add
Shapes
Skill 8 Modify SmartArt Layouts, Colors, and Styles
Skill 9 Insert Video Files
Skill 10 Apply Video Styles and Adjust Videos MORE SKILLS
M o r e Skills 11 Compress Pictures
M o r e Skills 12 Save Groups as Picture Files
M o r e Skills 13 Change Object Order
M o r e Skills 14 Design Presentations Using
Appropriate Graphics
506 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
Outcome
Using the skills listed to the left will enable you
to create a presentation like this:
Ail rfi»|-4f*Ŷ-. Mr *ttjpl4*
I ••*< nif>riU«i Jv,. ‘•*•
i lit* ti • th| l •*.•<* - |.. ,.
I *\, M*n up
ItCUft wtbut* Uw r>ui(h«i«- U«m«tt-nii
5 / 1 3 / 2 0 1 0
Que-.tion*?
fiini.nl .111 Employee Alliance Atfocliitp
( 8 0 r . ) r . ‘ ; r . – 1 0 H 7
L«itn«mt_Flntn«m«_p03_AIII»nc» 1
PowerPoi
You will save this presentation as:
L a s t n a m e _ F i r s t n a m e _ p 0 3 _ A l l i a n c e
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 50
http://fiini.nl
In t h i s c h a p t e r , y o u will c r e a t e p r e s e n t a t i o n s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• In m a n y o r g a n i z a t i o n s , t e a m m e m b e r s c o m m o n l y s h a r e p r e s e n t a t i o n s u s i n g
slide l i b r a r i e s a n d file s h a r i n g p r o c e d u r e s .
• W h e n effective a n d illustrative d i a g r a m s are n e e d e d , y o u c a n use S m a r t A r t
g r a p h i c s t o list i n f o r m a t i o n a n d s h o w p r o c e s s a n d r e l a t i o n s h i p s .
• W h e n y o u h a v e slides w i t h m a n y bullet p o i n t s , c o n s i d e r i n s e r t i n g slides w i t h
S m a r t A r t g r a p h i c s t o a d d i n t e r e s t a n d variety.
508 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
TIME TO COMPLETE ALL
10 SKILLS-60 MINUTES
Find your student d a t a files here:
Student data files needed
for this chapter:
• N e w blank presentation
• p 0 3 _ A l l i a n c e _ O r i e n t a t i o n
• p03_Alliance_Canyon
• p03_AUiance_Director
• p03_Alliance_Boat
• p03_AUiance_Park
HOME J INSERT DESIGN
—.-1 3 LAYOUT –
‘ 1 §1 RESET
NEW
SLIDE- ŜECTION*
SLIDES
ORGANIZE
MICROSOFT POWERPOINT BLFT>*
W FAVORITES
3| LIBRARIES
•J HOMEGROUP
!*JI COMPUTER
% NETWORK
LOOAT
:_CANYON
S P03_ALLIANCE_DIRERTOR
P03_ALFIANCE_ORIENTATION
£;P03.AIRRANCE.PARK
A]P03.FITNE«
IHJ P03_FRTNESS_C LASSES
M P03_FRTNESS_INFORMATION
B P03_FRTNESS2
i.” P03_RTNESS3
^:P03.FITNESS4
S}P03_PATHS
~] P03_P«THS_GREENWAY
JQP03.PN.CTK
TS]P03_VENDORS
SJ P03_VENDORS_EVENTS
TOOLS – | OPEN | CANCEL
Click to add notes
SLIDE LOLL I “OFFICE THEME” I EG A A ? 70% IP/ – N • ;+’. F5
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 50
http://JQp03.Pn.ctK
• Presentation slides can be shared using the
Reuse Slides c o m m a n d so that frequently
used content does n o t need to be recreated.
1 . S t a r t PowerPoint to display a new presen
tation. In t h e title placeholder, type Aspen
Falls Employee Alliance a n d then in t h e
subtitle placeholder, t y p e loin the Club!
2 . O n the D e s i g n t a b , in the B a c k g r o u n d
g r o u p , click B a c k g r o u n d Styles. Click
Style 3, and then c o m p a r e y o u r slide with
Figure 1 .
3. O n the Q u i c k Access Toolbar, click Save.
Navigate to the location where you are
saving your files, create a folder n a m e d
PowerPoint C h a p t e r 3 a n d t h e n using
y o u r o w n n a m e , save t h e d o c u m e n t as
Lastname_Firstname_p03_Alliance
4 . O n the H o m e t a b , in the Slides g r o u p ,
click t h e New Slide b u t t o n a r r o w , a n d
t h e n in the Office T h e m e gallery, click
Two C o n t e n t . In the title placeholder, type
Employee Fitness Events
In the left placeholder, type Team sports
a n d t h e n press [Enter]. Press [Tab] to increase
the list level. Type Soccer a n d then press
[Enter]. Type Basketball and then press [Enter).
Press [Shift] + [Tab] to decrease the list level.
Type Weekly classes a n d then press (Enter).
Press [Tab|. Type Kickboxing a n d then
press (Enter]- Type Boot c a m p a n d then press
[Enter). Type Water aerobics C o m p a r e y o u r
slide w i t h Figure 2 .
5.
6 .
• Continue to the next page to complete the skill ^
F i g u r e 1
Aspen Falls Employee Alliance
Join t h e Club!
Click to add notes
TJ X U 7 rex
y S U F L F J W C L I O N •
SbdM
F i g u r e 2
?I»M«»M L/WUTIINI S U T S H W
• / U • «*» JX- A.- A • » 1
tat *;
H • _ ‘ ‘. ‘ I Arcing* QuUl
‘ . – ‘,t,it. • – MM entrh • 4 iciict •
ft O W M F T F BFT^L-
Employee Fitness Events
TEAM SPORTS
– Soccer
– BASKETBALL
W E E K L Y CLASSES
– KICKBOXING
– BOOT CAMP
– WATER AEROBICS
CLICK TO ADD TEXT
Click to add notes
0 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
I N T J U U OTIM M.«< s
- : • « . M F T M
A S P E N F A L L S E M P L O Y E E A L L I A N C E
J O I N T H E C L U B !
PBPIIAACIFL-RY
KRCL Emit P I T N N
IS R I L L ' ' I i1
GAR » A * rtn
AIDE to add notes
S M F T « ] J OMIC^MFM
: : A A I A 7 57% ,•. g F i g u r e 3
Reuse Slides pane
Your pane may
display a
different list
^^^H RIN» LM*1*. OFLLON TRIMMER!
M ] ,i • * « •
- - J ^ j - 1 — 1
M L . I M . N / II • . A * . • * • II V. s*«H
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A S P E N F A L L S E M P L O Y E E A L L I A N C E
Slide preview
PDI.MUN™.OLLLL«L»IM»TL
J O I N T H E C L U B !
•flfli.
0 1 * to add notes
••'.1-1 - . . • • ! . . , > « » » – |
O A . : I 7 S^. -i
Keep source
formatting check
box cleared
F i g u r e 4
8.
9 .
7. Display Slide 1. O n t h e H o m e tab, in the
Slides g r o u p , click t h e N e w Slide b u t t o n
arrow. Below the gallery, click Reuse
Slides to display t h e Reuse Slides p a n e as
— s h o w n in F i g u r e 3.
In the Reuse Slides pane, click Browse,
a n d then click Browse File. Navigate to
the location where y o u r s t u d e n t files are
stored, click p 0 3 _ A U i a n c e _ O r i e n t a t i o n ,
a n d t h e n click O p e n .
I N T H E R E U S E S L I D E S P A N E , Y O U C A N I N S E R T ALL
O F T H E S L I D E S F R O M A N O T H E R P R E S E N T A T I O N , O R
Y O U C A N I N S E R T O N L Y T H E S L I D E S T H A T Y O U N E E D .
At the b o t t o m of the Reuse Slides p a n e ,
verify that the Keep source f o r m a t t i n g
check box is cleared. Point to the second
slide thumbnail—Employee Alliance
Membership Information—to preview the
slide as s h o w n in F i g u r e 4.
10. Click the Employee Alliance M e m b e r s h i p
I n f o r m a t i o n slide to insert it in the
c u r r e n t p r e s e n t a t i o n .
W I T H T H E Keep source formatting O P T I O N
C L E A R E D , T H E F O R M A T T I N G O F T H E C U R R E N T
P R E – S E N T A T I O N I S A P P L I E D T O T H E I N S E R T E D S L I D E .
1 1 . Display Slide 3. In the Reuse Slides pane,
right-click the t h i r d slide—Vacation
Discounts.
O N T H E S H O R T C U T M E N U , Y O U H A V E T H E O P T I O N
T O I N S E R T O N L Y T H E S E L E C T E D S L I D E O R T O I N S E R T
ALL O F T H E S L I D E S I N T H E C U R R E N T P R E S E N T A T I O N .
Click Insert Slide, a n d then in t h e u p p e r
right corner of the Reuse Slides p a n e ,
click the Close b u t t o n [x).
Save [ 9 | T H E P R E S E N T A T I O N .
You have completed Skill 1 of 10
12.
13.
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 5 1 ‘
• Recall that clip art refers to images included
w i t h Microsoft Office, whereas pictures are
images that are saved as a file with a n
extension such as , . b m p , o r .tif.
1 . Display Slide 3. In the placeholder on the
right, click the C l i p A r t b u t t o n to
display the Clip Art pane.
2. In t h e C l i p A r t p a n e , in t h e Search for
box, replace any existing text with soccer
sports e q u i p m e n t to search for images
that contain t h e keywords soccer, sports,
a n d equipment.
3. Click t h e Results should be arrow, a n d
t h e n clear or select the check boxes so that
o n l y Photographs is selected, as s h o w n in
Figure 1 .
WHEN THE PHOTOGRAPHS CHECK BOX IS
SELECTED, ONLY IMAGES THAT WERE CREATED WITH
A DIGITAL CAMERA OR A SCANNER WILL BE
SEARCHED.
4 . Click the Results should be a r r o w to close
the list, a n d t h e n select the I n c l u d e
Office.com content check box.
5. In t h e C l i p A r t pane, click G o to display
the pictures t h a t match t h e search criteria.
6 . In t h e C l i p A r t p a n e , scroll as necessary to
locate a n d then click the p i c t u r e of the
soccer ball in the net with the blue sky
b a c k g r o u n d , shown in Figure 2 . If you
are u n a b l e to locate the picture, insert a
similar picture.
Continue to the next page to complete the ski
soccer sports
equipment
keywords typed
in Search for box
Only the
Photographs check
box is selected
F i g u r e 1
Check box selected
Selected picture
F i g u r e 2
EMPLOYEE FITNESS EVENTS
T e a m s p o r t s
— Soccci
— Basketball
W e e k l y classes
— KkkhoxiiiR
— Boot camp
— Water aerobics
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512 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
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Picture height
and width
modified
Picture
positioned
:R, : J V SR. – F i g u r e 4
8 .
9 .
7. Display Slide 1. In t h e C l i p A r t p a n e , in
the Search for box, replace the existing
text with handshakes, global
Click t h e Results s h o u l d be arrow, a n d if
necessary, select only t h e P h o t o g r a p h s
check box. Click G o , a n d then locate a n d
click the picture shown in Figure 3. If you
are unable to locate the same picture,
choose a similar picture.
O n the F o r m a t tab, in the Size group,
click in the Shape H e i g h t b o x H to select
its displayed n u m b e r . Type 1.75 a n d then
press [Enter].
W H E N Y O U CHANGE T H E HEIGHT O F A PICTURE
I N THIS M A N N E R , THE W I D T H IS ADJUSTED
PROPORTIONATELY.
10. Point to the picture to display the \%\
pointer. Drag the picture to the center of
the slide so that the subtitle and p a r t of
t h e title are covered as shown in Figure 4.
1 1 . Close [x] the C l i p A r t pane, a n d then
Save §3] the presentation.
• You hove completed Skill 2 of 10
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 5*
http://’raetreelCice.com
• Inserted pictures are usually rectangular, b u t
they can be changed to a n u m b e r of
different shapes available in PowerPoint.
• Picture effects are picture styles that include
shadows, reflections, glows, soft edges,
bevels, a n d 3-D rotations.
1 . O n Slide 1 , if necessary, select t h e picture.
2 . O n t h e F o r m a t tab, in the Size g r o u p ,
click t h e lower p a r t of the C r o p b u t t o n —
t h e C r o p b u t t o n arrow. Point to C r o p to
Shape to display the Shape gallery, a n d
t h e n c o m p a r e your screen with F i g u r e 1 . —
3 . U n d e r Basic Shapes, click the first
s h a p e — O v a l — t o change the shape of the
p i c t u r e from a rectangle to an oval.
4 . In the Picture Styles g r o u p , click the
Picture Effects b u t t o n . Point to Soft
Edges, a n d then p o i n t to each o p t i o n a n d
notice that the edges of the picture are
b l u r r e d a n d softened.
5. Click 50 Point, a n d then c o m p a r e your
screen w i t h F i g u r e 2 . If necessary, p o i n t to –
t h e picture to display the § ] pointer, a n d
d r a g to position the picture as s h o w n in
F i g u r e 2 .
6. Display Slide 3, and t h e n select the
p i c t u r e . O n the F o r m a t tab, in t h e Picture
Styles g r o u p , click the Picture Effects
b u t t o n . Point to Shadow, a n d then p o i n t
to, b u t d o n o t click, several of the o p t i o n s
to view the shadow effects on the picture.
• Continue to the next page to complete the skill
Crop button
arrow
Shape gallery
Picture selected
Crop to Shape
F i g u r e 1
Soft Edges
effect applied
F i g u r e 2
514 Enhance Presentations with Graphics I Microsoft PowerPoint Chapter 3
Aspen FaKs Employee’Alliance
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• I J 7 ™s
Diamond shape
positioned
M F i g u r e 3
Height changed
to 5.5
Width changed
to 10
Rectangle
positioned
S F i g u r e 4
7. Point to the d i a m o n d t o display the [jfj
pointer, a n d then drag the d i a m o n d so
that it is positioned o n the line below t h e
M in Membership as s h o w n in F i g u r e 3.
8. Display Slide 4. O n the H o m e tab, in t h e
Slides g r o u p , click the N e w Slide b u t t o n
a r r o w , a n d t h e n click Reuse Slides to
display the p 0 3 _ A l l i a n c e _ O r i e n t a t i o n
slides in the Reuse Slides pane. If the slides
from p03_Alliance_Orientation d o n o t
display in the Reuse Slides p a n e , click t h e
Browse b u t t o n , click Browse File, navigate
to y o u r s t u d e n t files, and then o p e n
p03_Alliance_Orientation.
9. In the Reuse Slides p a n e , click Slide 4 to
insert it in the presentation, a n d then
Close [x] the p a n e .
10. O n the I n s e r t tab, in the Illustrations
g r o u p , click the Shapes b u t t o n . Under
Rectangles, click the first s h a p e —
Rectangle. W i t h the E0 pointer, drag from
the u p p e r left corner of the slide to the
right edge of the slide a n d d o w n to
2 inches below zero o n t h e vertical ruler.
1 1 . W i t h the rectangle selected, o n the
F o r m a t tab, in the Size g r o u p , change the
Shape H e i g h t 0 value to 5.5 a n d then in
the Shape W i d t h box d , t y p e 10 Press
[ENTER] to resize the rectangle.
12. C o m p a r e y o u r slide with F i g u r e 4 , a n d if
necessary, drag t h e rectangle so that it is
positioned as s h o w n in the figure.
The rectangle will overlap some of the
pictures.
13. Save H the presentation.
• You have completed Skill 4 of 10
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 5
http://f-.ii
• A text box is an object used to position text
anywhere o n a slide.
• In a d d i t i o n to being used as design
elements, shapes can b e used as containers
for text.
1 . O n Slide 5, if necessary, select the
rectangle.
T O INSERT TEXT I N A S H A P E , SELECT THE S H A P E ,
A N D T H E N B E G I N TO T Y P E .
2 . Type Questions? Press [ENTER], a n d then t y p e
C o n t a c t an Employee Alliance Associate
Press (ENTER), type (805) 555-1087 a n d then
c o m p a r e your slide with Figure 1 .
When you type text in a shape, it is centered
both horizontally and vertically within the
shape.
3. Select t h e three lines of text, a n d then
change t h e Font Size to 40.
4 . W i t h the three lines of text still selected,
o n the F o r m a t tab, in the W o r d A r t Styles
g r o u p , click the M o r e b u t t o n 0. U n d e r
Applies to A l l Text i n the Shape, click the
t h i r d t h u m b n a i l in the first r o w — F i l l –
Red, Accent 2, W a r m M a t t e Bevel.
5. In the W o r d A r t Styles g r o u p , click the
Text F i l l b u t t o n a r r o w \A\ to display the
gallery. U n d e r T h e m e Colors, in the sec
o n d c o l u m n , click the first c o l o r — W h i t e ,
Text 1. Click in the gray area outside t h e
slide so that n o t h i n g is selected, a n d t h e n
c o m p a r e your slide with Figure 2 .
W O R D A R T STYLES CAN B E A P P L I E D TO THE TEXT I N
A S H A P E .
Continue to the next page to complete the skill •
TYPED TEXT
CENTERED
IN SHAPE
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F i g u r e 1
Oickto add notes
SlaSe 5 e» s Oflm I M «
FORMATTED TEXT
F i g u r e 2
QUESTIONS?
CONTACT AN EMPLOYEE ALLIANCE ASSOCIATE
(805) 555-1087
. Oickto add notes
u3 S J 7 .-OS –
518 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
http://5iSMc.out.rf
Guide at 1.5
inches after zero
. C L I C K T O A D D N O T E S
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Pointer
Guide at 2.5
inches below zero
LM Figure 3
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– K I C K B O X I N G
– B O O T C A M P
– W A T E R A E R O B I C S
C L I C K T O A D D N O T E S
7 : C . –
Text box
positioned
J2 Figure 4
6. Display Slide 3. O n the Insert t a b , in t h e
Text g r o u p , click the Text Box b u t t o n .
Position t h e pointer o n the slide aligned at
1.5 inches after zero o n the horizontal
ruler a n d at 2.5 inches below zero on the
— vertical ruler as s h o w n in Figure 3.
7. W i t h o u t m o v i n g the pointer, click one
time to insert a text box. Type Join a
Team! If the text box displays one
character at a t i m e in a vertical line, o n
the Quick Access Toolbar, click U n d o , a n d
t h e n repeat Steps 6 a n d 7.
Click anywhere o n the slide so that the
text box is n o t selected.
8 .
Unlike shapes, when a text box is inserted, it
does not include borders or fill colors. Text
inserted in a text box appears to be floating
on the slide and is formatted in the same
font as the body font used in content
placeholders.
9. C o m p a r e your slide with Figure 4. If y o u r
text box is n o t positioned as s h o w n in the
figure, select t h e text b o x and then use t h e
E> E> @> o r @ keYs o n your keyboard
to nudge—move an object in small
i n c r e m e n t s using the directional arrow
keys—the text box so that it is positioned
as shown.
10. Save | H the p r e s e n t a t i o n .
• You hove completed Skill 5 of 1 0
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 51
• A group is a collection of multiple objects
treated as one unit that can be copied,
moved, or formatted.
1 . Display Slide 5, a n d then select the
rectangle. O n the F o r m a t t a b , in the
S h a p e Styles g r o u p , click the S h a p e
Effects b u t t o n . Point t o Bevel, a n d
t h e n click the second-to-last bevel—
H a r d Edge.
2 . In the S h a p e Styles g r o u p , click t h e S h a p e
Fill b u t t o n . Point to G r a d i e n t , a n d then
u n d e r D a r k V a r i a t i o n s , in the second row,
click t h e second t h u m b n a i l — F r o m
C e n t e r — a s shown in Figure 1 to apply a —
g r a d i e n t fill to the shape.
A gradient fill is a gradual progression of
colors and shades, usually from one color to
another, or from one shade to another shade
of the same color, to add a fill to a shape.
3. Display Slide 2 . Select t h e d i a m o n d . Hold
d o w n (Shiftl, a n d then click the line so that
b o t h objects are selected as s h o w n in
Figure 2 . If you selected o n e of the place- —
h o l d e r s , click anywhere o n the slide to
deselect the objects, a n d t h e n t r y again.
4 . O n the F o r m a t t a b , in the A r r a n g e g r o u p ,
click the Align b u t t o n , and t h e n click
Align C e n t e r . In the A r r a n g e g r o u p , click
the A l i g n b u t t o n , a n d then click Align
M i d d l e to align the shapes.
The line and the diamond move so that
their center points are aligned.
5. W i t h t h e objects selected, o n the F o r m a t
t a b , in t h e A r r a n g e g r o u p , click the
G r o u p b u t t o n , a n d t h e n click G r o u p .
Sizing handles enclose t h e objects as one
u n i t .
• Continue to the next page to complete the skill >
520 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
From Center
gradient fill
F i g u r e 1
Diamond
selected
Line selected
F i g u r e 2
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- Retired employees: $25 per year
• Easy sign up
• Secure website f o r purchase transactions B J
- Retired employees: $25 per year
• Easy sign up
• Secure website f o r purchase transactions
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> i j * .’-7 TOS n •
SKILL 6: A p p l y
Pictures aligned
on bottom
slide edge
F i g u r e 3
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JJCEIE.
Soft Edges
applied and
pictures
distributed
horizontally
6. Display Slide 5. Hold d o w n (Shift), and t h e n
click each picture at the b o t t o m of t h e
slide so that all six of the pictures are
selected. If you selected the rectangle, h o l d
d o w n (Shift), a n d then click the rectangle so
that it is n o t selected.
7. O n the F o r m a t tab, in the A r r a n g e g r o u p ,
click the A l i g n b u t t o n QD, a n d t h e n click
A l i g n t o Slide. Click the A l i g n b u t t o n [JD,
and then click A l i g n B o t t o m . Compare
— your slide with Figure 3.
The combination of the Align to Slide and
Align Bottom options aligns the selected
objects along the bottom of the slide.
With t h e pictures selected, o n the F o r m a t
tab, in the Picture Styles group, click t h e
Picture Effects b u t t o n . Point to Soft
Edges, a n d t h e n click 2.5 Point.
With the pictures selected, o n the F o r m a t
tab, in the A r r a n g e g r o u p , click the A l i g n
b u t t o n [SJ. Click A l i g n Selected Objects.
Click the A l i g n b u t t o n ®> a n d then click
D i s t r i b u t e H o r i z o n t a l l y . C o m p a r e y o u r
slide with Figure 4.
With Align Selected Objects selected, the
pictures distribute evenly between the left
edge of the left picture and the right edge of
the right picture.
10. With the pictures selected, in the A r r a n g e
group, click the G r o u p b u t t o n (H, and
then click G r o u p . In the Arrange g r o u p ,
click the A l i g n b u t t o n [B|. Click A l i g n
Center to center t h e g r o u p o n the slide.
1 1 . Save [D] the p r e s e n t a t i o n .
• You hove completed Skill 6 of 10
8 .
9 .
QUESTIONS?
CONTACT AN EMPLOYEE ALLIANCE ASSOCIATE
(805) 555-1087
5 a ? TO
SMI I e f t OH«etlvei»e > J 3 J 7 W > M F i g u r e 4
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 5
• A SmartArt graphic is a designer-quality
visual representation of information that
you can use to c o m m u n i c a t e y o u r message
o r ideas effectively.
• You can include text and pictures in a
S m a r t A r t graphic, a n d you can apply colors,
effects, a n d styles that coordinate with the
presentation t h e m e .
• You can convert text that you have already
t y p e d — s u c h as a list—into a S m a r t A r t
graphic.
1 . Display Slide 4, a n d then click anywhere
in t h e bulleted list. O n t h e H o m e tab, in
the Paragraph g r o u p , click t h e C o n v e r t to
S m a r t A r t Graphic b u t t o n ^ . Below the
gallery, click M o r e S m a r t A r t Graphics to
display the Choose a S m a r t A r t G r a p h i c
dialog box. C o m p a r e y o u r screen with
Figure 1.
The Choose a SmartArt Graphic dialog
box is divided into three sections. The left
section lists the SmartArt graphic types.
The center section displays the layouts for
the selected type. The third section displays
a preview of the selected layout, along with a
description of the layout.
2 . O n the left section of the dialog box, click
each of the SmartArt graphic types to
view the layouts in each category, a n d
t h e n in the center section of t h e dialog
box, click several layouts to view their
descriptions.
The eight types of SmartArt graphics are
summarized in Figure 2 .
• Continue to the next page to complete the skill •
Preview of
selected layout
SmartArt
graphic types
Layouts for
selected type
F i g u r e 1
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M i c r o s o f t P o w e r P o i n t S m a r t A r t L a y o u t T y p e s
F i g u r e 2
Type Purpose
List Illustrates nonsequential information.
Process Illustrates steps in a process or t i m e l i n e .
Cycle Illustrates a continual process.
Hierarchy Illustrates a decision tree or creates an organization chart.
Relationship Illustrates connections.
Matrix Illustrates how parts relate to a whole.
Pyramid Illustrates proportional relationships, with the largest
component on the t o p or b o t t o m .
Picture Communicates messages and ideas using pictures in each
layout.
522 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
SKILL 7: Conver
Selected layout
F i g u r e 3
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Text Pane button
not selected
Text typed in
SmartArt Graphic
3. In the left section of the dialog box, click
List, a n d then scroll the center section of
t h e dialog box a n d use the ScreenTips to
locate Vertical Block List. C o m p a r e y o u r
screen w i t h Figure 3.
4 . Click Vertical Block List, a n d t h e n click
O K to convert t h e bulleted list to a
SmartArt graphic.
T H E T E X T P A N E BUTTON M A Y B E SELECTED ON T H E
R I B B O N , AND T H E T E X T PANE M A Y DISPLAY TO
T H E LEFT OF T H E S M A R T A R T GRAPHIC.
5. If t h e Text Pane displays, o n the SmartArt
Tools Design tab, in the Create G r a p h i c
g r o u p , click the Text Pane b u t t o n so t h a t
t h e p a n e does n o t display.
6. Click anywhere in t h e text National Parks.
O n the S m a r t A r t Tools Design tab, in the
Create G r a p h i c g r o u p , click the A d d
Bullet b u t t o n to insert a shape to t h e right
of National Parks. Type G r a n d Canyon,
Yellowstone, Yosemite
7. Click in t h e Theme Parks shape, a n d t h e n
in the Create G r a p h i c g r o u p , click the
A d d Bullet b u t t o n . Type Nationwide
8. Click in t h e Theme Parks shape, a n d t h e n
in t h e Create G r a p h i c g r o u p , click the
A d d Shape b u t t o n to add a shape below
Theme Parks. If you clicked the Add Shape
b u t t o n arrow a n d a m e n u displays, click
Add Shape After.
9. Type H o u s e b o a t s a n d t h e n add a bullet.
Type Lake Powell a n d Lake Mead
10. C o m p a r e your screen with Figure 4 , a n d
then Save [B] t h e presentation.
• You have completed Skill 7 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 5
• W h e n you create a SmartArt graphic,
c h o o s e a layout that provides t h e best visual
r e p r e s e n t a t i o n of y o u r i n f o r m a t i o n .
• T h e colors that you apply to a SmartArt
g r a p h i c are coordinated with t h e
p r e s e n t a t i o n color t h e m e .
«• S m a r t A r t styles include gradient fills a n d
3 - D effects.
1 . O n Slide 4, if necessary, select t h e
S m a r t A r t graphic. Under S m a r t A r t Tools,
click the D e s i g n t a b . In t h e L a y o u t s
g r o u p , click t h e M o r e b u t t o n 0 , a n d t h e n
click M o r e L a y o u t s to display the C h o o s e
a S m a r t A r t G r a p h i c dialog box. Click
P i c t u r e scroll u p or d o w n as necessary,
a n d t h e n click C a p t i o n e d P i c t u r e s as
s h o w n in F i q u r e 1 .
2 .
3.
4 .
Click O K to convert the SmartArt to the
C a p t i o n e d Pictures layout.
In t h e SmartArt, in t h e first rectangle,
click the I n s e r t P i c t u r e from File
b u t t o n Q . Navigate to the location where
y o u r s t u d e n t files are stored, click
p 0 3 _ A l l i a n c e _ C a n y o n , a n d t h e n click
I n s e r t .
In t h e m i d d l e rectangle, use the
t e c h n i q u e just practiced to insert
p 0 3 _ A l l i a n c e _ P a r k , and t h e n in the last
rectangle, insert p 0 3 _ A l l i a n c e _ B o a t .
C o m p a r e your slide with F i g u r e 2. If you -
m o v e d the m o u s e w h e n you clicked the
Insert Picture from File b u t t o n , the shape
m a y have moved. If this h a p p e n e d , click
U n d o to reposition the shape, a n d t h e n
try again.
Continue to the next page to complete the skill •
Selected SmartArt
F i g u r e 1
Click to add notes
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524 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
SKILL 8:
5.
Selected SmartArt
color
i M . Figure 3
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Click to add notes
3 3 J 7 K>\ –
Color and
SmartArt style
applied
13 Figure 4
O n t h e Ribbon, u n d e r S m a r t A r t Tools,
click the D e s i g n tab. In the S m a r t A r t
Styles g r o u p , click t h e Change Colors
b u t t o n to display the C o l o r gallery.
The colors that display in the gallery
coordinate with the color theme.
6 . Point to several of the color o p t i o n s to
view t h e effect o n the d i a g r a m . T h e n ,
u n d e r C o l o r f u l , p o i n t to the fourth
s t y l e — C o l o r f u l Range – Accent Colors 4
— t o 5—as shown in Figure 3 .
7. Click C o l o r f u l Range – Accent Colors 4 to
5 to apply the color change to t h e
SmartArt g r a p h i c .
8. O n t h e Design tab, in the S m a r t A r t Styles
g r o u p , click the M o r e b u t t o n 0 to display
the S m a r t A r t Styles gallery. Point to
several of the styles to view their effects o n
the d i a g r a m . T h e n , u n d e r Best M a t c h for
D o c u m e n t , click the fourth style—
M o d e r a t e Effect. Click in a blank area of
the slide, and then c o m p a r e your screen
— with Figure 4 .
9. Save ED the presentation.
• You hove completed Skill 8 of 10
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 525
• You can insert, size, a n d move video files in
a p r e s e n t a t i o n , a n d you can control when
t h e video will begin to play d u r i n g a slide
show.
1 . Display Slide 1, a n d then insert a N e w
Slide with die Title a n d C o n t e n t layout.
In the title placeholder, type Justin
T a m a r i , AFEA Director
2 . In the c o n t e n t placeholder, click the I n s e r t
M e d i a C l i p b u t t o n a n d then navigate
to the location where your s t u d e n t files
are stored. Click p 0 3 _ A l l i a n c e _ D i r e c t o r ,
a n d then click I n s e r t . Alternately, o n the
Insert tab, in the Media g r o u p , click t h e
Video b u t t o n . C o m p a r e y o u r screen with
Figure 1 .
T h e v i d e o displays i n t h e center o f the s l i d e ,
a n d p l a y b a c k a n d v o l u m e c o n t r o l s d i s p l a y i n
t h e c o n t r o l p a n e l b e l o w t h e v i d e o . V i d e o
f o r m a t t i n g a n d e d i t i n g t o o l s d i s p l a y o n t h e
R i b b o n .
3. If speakers are available, be sure that they
are o n , or insert h e a d p h o n e s into the
c o m p u t e r . O n the control panel below the
video, p o i n t to the P l a y / P a u s e b u t t o n 0
so t h a t it is highlighted as shown in
Figure 2 .
4 . Click the P l a y / P a u s e b u t t o n 0 to view
the video. Alternately, press [AF) + (p).
If necessary, o n the control panel, click
the M u t e / U n m u t e b u t t o n to adjust the
v o l u m e o n your system.
As the v i d e o plays, the c o n t r o l panel displays
t h e t i m e t h a t has elapsed since t h e s t a r t o f
t h e v i d e o .
• Continue to the next page to complete the skill ^
Video Tools
Mute/Unmute
button
Video inserted
Move Forward
0.25 Seconds
button
Move Back 0.25
Seconds button
Control panel
Play/Pause button
F i g u r e 1
Play/Pause button —
ScreenTip —
F i g u r e 2
526 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
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Justin Tamari, AFEA Director
:
Video height
changed to 4
Video centered
horizontally on
the slide
F i g u r e 3
Link select
pointer displays
Control panel
displays
5. O n t h e F o r m a t t a b , in the Size g r o u p ,
click in t h e V i d e o H e i g h t box 0 . Type 4
a n d t h e n press (Enter]. Notice that the video
w i d t h adjusts p r o p o r t i o n a t e l y . O n the
F o r m a t t a b , in the A r r a n g e g r o u p , click
the Align b u t t o n [»]> a n d t h e n click Align
C e n t e r t o center the video horizontally o n
the slide. C o m p a r e your screen with
— Figure 3.
6. O n t h e right side of the status bar, in t h e
View b u t t o n s , click the Slide Show
b u t t o n @ to display Slide 2 in the slide
show. Point to the video to display the \b\
pointer, a n d t h e n c o m p a r e your screen
— w i t h Figure 4 .
W h e n y o u p o i n t t o t h e v i d e o d u r i n g the
slide s h o w , the c o n t r o l p a n e l displays.
7. With the \b\ p o i n t e r displayed, click the
m o u s e b u t t o n t o view the video. W h e n the
video is finished, press flic] to exit the
slide show.
8. If necessary, select the video. O n the
Playback t a b , in the V i d e o O p t i o n s
g r o u p , click the S t a r t arrow, a n d then
click A u t o m a t i c a l l y . In the View b u t t o n s ,
click the Slide S h o w b u t t o n @ to display
Slide 2 in the slide show. W h e n the video
is finished, press [Esc] to exit the slide
show.
T h e Start A u t o m a t i c a l l y o p t i o n begins t h e
v i d e o w h e n the slide displays i n the slide
show. You can use t h i s o p t i o n i f y o u w a n t
t h e v i d e o t o b e g i n p l a y i n g w i t h o u t c l i c k i n g
t h e m o u s e b u t t o n .
9. Save M the presentation.
• You have completed Skill 9 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 527
• You can apply styles a n d effects to a video
a n d c h a n g e the video shape a n d border.
• You can recolor a video so that it
c o o r d i n a t e s with the p r e s e n t a t i o n t h e m e .
1 . O n Slide 2, if necessary, select t h e video.
O n t h e F o r m a t tab, in the V i d e o Styles
g r o u p , click the M o r e b u t t o n 0 . In the
V i d e o Styles gallery, u n d e r M o d e r a t e ,
click the seventh style—Snip D i a g o n a l
C o r n e r , Gradient. Click o n a blank area
of the slide, a n d t h e n c o m p a r e your screen
w i t h F i g u r e 1.
2.
3 .
4.
5.
Select t h e video. O n the F o r m a t tab, in
the V i d e o Styles group, click the V i d e o
Effects b u t t o n . Point to Shadow, a n d then
if necessary, scroll d o w n to display the
Perspective o p t i o n s .
U n d e r Perspective, click the second
t h u m b n a i l — Perspective D i a g o n a l U p p e r
Right.
With t h e video selected, o n the Format
tab, in the Adjust g r o u p , click the Color
b u t t o n .
The Recolor gallery displays colors from the
presentation theme that you can apply to
the video.
Point to several of the t h u m b n a i l s to view
t h e color change, a n d then click the
second t h u m b n a i l — G r a y s c a l e — t o change
t h e color of the video. C o m p a r e your
screen with F i g u r e 2.
6 . O n t h e F o r m a t tab, in the Adjust g r o u p ,
click the C o l o r b u t t o n , and then click the
first t h u m b n a i l — N o R e c o l o r — t o change
the video color back to the original.
Continue to the next page to complete the skill >
Video style
applied
F i g u r e 1
Justin Tamari, AFEA Director
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528 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
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Brightness and
Contrast gallery
Brightness and
Contrast option
selected
3 F i g u r e 3
Click to add notes
33 J7 m
Brightness and
Contrast applied
to video
U S F i g u r e 4
7. With the video selected, o n the F o r m a t
tab, in the Adjust g r o u p , click the
Corrections b u t t o n t o display t h e
Brightness a n d C o n t r a s t gallery.
The Brightness and Contrast gallery displays
combinations of brightness and contrast
adjustments that you can apply to a video to
improve color and visibility.
8. In the fourth c o l u m n , p o i n t to the f o u r t h
t h u m b n a i l to display the ScreenTip
Brightness: + 2 0 % Contrast: + 2 0 % as
shown in Figure 3.
9 . Click Brightness: + 2 0 % Contrast: + 2 0 %
to apply the correction to the video, a n d
then click anywhere o n the slide so that t h e
video is n o t selected. C o m p a r e your screen
w i t h Figure 4 .
10. O n the Transitions tab, in t h e T r a n s i t i o n
to This Slide g r o u p , click the M o r e
b u t t o n 0- U n d e r Exciting, click Switch.
In the T i m i n g g r o u p , click A p p l y To A l l .
O n the Slide Show tab, in the Start Slide
Show g r o u p , click F r o m Beginning, a n d
then click the m o u s e b u t t o n to advance
the presentation. W h e n the black slide
displays, click o n e m o r e time to return to
your slides.
1 1 . Insert a H e a d e r & Footer o n t h e Notes
a n d H a n d o u t s that includes the D a t e a n d
t i m e , a Page n u m b e r , a n d the Footer
Lastname_Firstname_p03_Alliance
12. Save [J] the presentation. Print your
pre-sentation or submit the file, as directed
by your instructor. Exit PowerPoint.
Done! You hove completed Skill 10 of 10 and
your presentation is complete!
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 529
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
More Skills ^ Compress Pictures
T h e large file sizes o f pictures f r o m d i g i t a l cameras o r
scanners can slow the delivery o f a presentation a n d make y o u r
presentation files large. You can compress the presentation
pictures so that the file size is smaller.
I n M o r e Skills 1 1 , y o u w i l l open a presentation, view the file
size, compress the pictures i n the presentation, a n d t h e n view the
changes to the file size.
To b e g i n , open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f y o u r
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills Save Groups as Picture Files
A g r o u p can be saved as a p i c t u r e file so that y o u can insert i t
o n another slide, insert i t in another presentation, o r use i t i n
other programs. I n t h i s way, saving a g r o u p as a p i c t u r e facilitates
easy s h a r i n g a m o n g presentations a n d applications.
I n M o r e Skills 12, y o u w i l l open a presentation, create a
g r o u p , a n d t h e n save the g r o u p as a p i c t u r e . You w i l l then insert
the p i c t u r e i n t o o t h e r slides in the presentation.
To b e g i n , open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f y o u r
t e x t b o o k , a n d then f o l l o w the instructions o n the website.
M o r e S k i l l s C h a n g e O b j e c t O r d e r
W h e n objects such as shapes a n d pictures are inserted o n a
slide, they often overlap. T h e first object inserted is p o s i t i o n e d at
the b o t t o m o f the stack, a n d the next object inserted is above the
first object. You can change the order i n w h i c h objects overlap b y
m o v i n g t h e m b a c k w a r d a n d f o r w a r d in the stack.
I n M o r e Skills 13, y o u w i l l o p e n a presentation and change
the order o f inserted objects.
To b e g i n , open y o u r web browser, navigate t o
w m v . p e a r s o n h i g h e r e d . c o m / s k i l l s , locate the name o f your
t e x t b o o k , a n d then f o l l o w the instructions o n the website.
More Skills Design Presentations Using Appropriate Graphics
W h e n y o u are creating a presentation, the graphics that y o u
choose affect h o w y o u r message is perceived b y y o u r audience.
Thus, i t is i m p o r t a n t to choose appropriate graphics f o r every
presentation that y o u create.
I n M o r e Skills 14, y o u w i l l review design p r i n c i p l e s that w i l l
assist y o u i n choosing appropriate graphics for y o u r slides. You
w i l l view t w o slides a n d compare the different messages conveyed
w h e n different graphics are used.
To b e g i n , open your web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
530 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://wmv.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
A s s e s s m e n
Key Terms Online Help Skills
Gradient fill 520 1 . S t a r t © PowerPoint. In the u p p e r right corner of the PowerPoint window, click
Group 520 the H e l p b u t t o n [©]. In t h e H e l p window, click the M a x i m i z e fl| b u t t o n .
Guides 516 2 . Click in the search box, t y p e video play o p t i o n s a n d then click the Search
Nudge 519 b u t t o n \fi\. In the search results, click T u r n y o u r p r e s e n t a t i o n i n t o a v i d e o .
Picture effects 514 3. Below I n t h i s a r t i c l e , click W h y t u r n y o u r p r e s e n t a t i o n i n t o a video? C o m p a r e
SmartArt graphic 522 Y o u r s c r e e n w i t h F i 9 u r e 1 •
Text box 518
Figure 1
4. Read the entire article and then see if you can answer t h e following: W h a t are
s o m e of the advantages of t u r n i n g y o u r presentation into a video?
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 531
Matching
M a t c h each t e r m in t h e second c o l u m n with its correct definition in the
first c o l u m n by w r i t i n g the letter of the term on the blank line in front of
t h e c o r r e c t definition.
1 . A c o m m a n d used to insert slides from a n o t h e r p r e s e n t a t i o n into
a n existing p r e s e n t a t i o n so that c o n t e n t does n o t need to be
recreated.
2 . F o r m a t t i n g o p t i o n s applied to pictures that in clu d e shadows,
reflections, glows, soft edges, bevels, a n d 3 – D r o t a t i o n s .
3 . Lines that display in the rulers to give you a visual indication of
w h e r e t h e pointer is p o s i t i o n e d .
4 . Objects such as lines a n d circles that can be used as design
elements o n a slide.
5. An object used to position text anywhere o n a slide.
6 . T h e action of m o v i n g an object in small i n c r e m e n t s by using the
directional a r r o w keys.
7. Multiple objects treated as o n e unit t h a t can be copied, moved, or
formatted.
8 . A fill effect in which o n e color fades into another.
9 . A designer-quality visual representation of i n f o r m a t i o n that you
can use to c o m m u n i c a t e your message o r ideas effectively by
choosing from a m o n g m a n y different layouts.
1 0 . A c o m m a n d used to change a list into a SmartArt graphic.
532 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
A C o n v e r t to SmartArt G r a p h i c
B G r a d i e n t fill
c G r o u p
D Guides
E Nudge
F Picture effects
G Reuse Slides
H Shapes
1 SmartArt graphic
J Text box
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . T h e task p a n e that is used t o insert slides from
another presentation.
A. Insert Slides
B . Browse Slides
C . Reuse Slides
2 . T h e n a m e of the box in which t h e height of a
picture can be changed.
A. Height Size
B . Shape Height
C . Crop Height
3 . T h e default alignment applied to text ty p ed in a
shape.
A. Left
B . Center
C . Right
4 . A SmartArt layout type that illustrates
nonsequential information.
A. Process
B . Cycle
C . List
5. A SmartArt layout type that illustrates a continual
process.
A. Hierarchy
B . Cycle
C . Process
Topics for Discussion
1 . Some PowerPoint presenters advocate using only slides
that consist of a single statement a n d a graphic so that
the presentation reads like a story. O t h e r presenters
advocate using slides that combine the “single state
ment and graphics” approach with slides that include
detail in the form of bullet points, diagrams, a n d
pictures. What is the advantage of each of these
approaches? Which approach would you prefer to use?
6 . A S m a r t A r t layout t y p e that illustrates a decision
tree or creates an o r g a n i z a t i o n c h a r t .
A. Relationship
B . H i e r a r c h y
C . P y r a m i d
7. A SmartArt layout t y p e that illustrates c o n n e c t i o n s .
A. Relationship
B . Hierarchy
C . P y r a m i d
8 . T h e t a b in which video Start o p t i o n s are f o u n d .
A. F o r m a t
B . Playback
C . Design
9 . T h e b u t t o n that displays video Brightness a n d
C o n t r a s t o p t i o n s .
A. Color
B . Design
C . C o r r e c t i o n s
1 0 . T h e b u t t o n that displays the video Recolor gallery.
A. Color
B . Design
C . C o r r e c t i o n s
2. Sharing presentation slides a m o n g employees in an
organization is a c o m m o n practice. What types of
information a n d objects d o you think should be
included on slides that are shared within an
organization?
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 533
Skill Check ( r w j g g f c )
T o c o m p l e t e t h i s p r e s e n t a t i o n , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• p 0 3 _ F i t n e s s • p03_Fitness2
p03_Fitness_Classes p03_Fitness3
p 0 3 _ F i t n e s s _ l n f o r m a t i o n p03_Fitness4
Y o u w i l l s a v e y o u r p r e s e n t a t i o n a s :
L a s t n a m e _ F i r s t n a m e _ p 0 3 _ F i t n e s s
1 . Start PowerPoint, open p 0 3 _ F i t n e s s , a n d then display Slide 3. O n the H o m e tab,
in the Slides g r o u p , click the N e w Slide b u t t o n a r r o w . Click Reuse Slides.
2. In t h e Reuse Slides pane, click the Browse b u t t o n , a n d then click Browse File.
F r o m your s t u d e n t files, click p03_Fitness_Classes, a n d t h e n click O p e n . In
t h e Reuse Slides p a n e , click Slide 2 to insert it, a n d then Close t h e pane.
Save y o u r presentation in y o u r P o w e r P o i n t C h a p t e r 3 folder as Lastname_
Firstname_p03_Fitness
3. Display Slide 2. In the c o n t e n t placeholder, click the C l i p A r t b u t t o n . In t h e C l i p
A r t task p a n e , in the Search for box, type exercise bicycle Click the Results
s h o u l d be a r r o w , a n d then select only the P h o t o g r a p h s check box. Click G o .
Click the picture of several exercise bicycles in a row, a n d t h e n Close t h e task
p a n e . C o m p a r e y o u r screen w i t h Figure 1.
4. W i t h the picture selected, o n the F o r m a t tab, in the Size g r o u p , change the
Shape H e i g h t to 3.75 a n d t h e n press (Enter). Drag the p i c t u r e to center it within t h e
b l u e rectangle o n the right side of the slide.
5. O n the F o r m a t tab, in the Size g r o u p , click the C r o p b u t t o n a r r o w , and t h e n
click C r o p to Shape. U nder Rectangles, click R o u n d e d Rectangle. In the P i c t u r e
Styles g r o u p , click the P i c t u r e Effects b u t t o n , p o i n t to Bevel, a n d then u n d e r
Bevel, click the first effect—Circle.
6. O n the I n s e r t tab, in the Text g r o u p , click Text Box. Align the pointer at 0.5
i n c h e s after zero on the horizontal ruler a n d at 2 i n c h e s below zero o n the vertical
ruler, a n d then click. Type loin a Class! Click in a blank area of the slide, a n d then
c o m p a r e your slide w i t h Figure 2.
7. O n Slide 3, in the content placeholder, click t h e I n s e r t M e d i a C l i p b u t t o n . From
y o u r student files, insert p 0 3 _ F i t n e s s _ I n f o r m a t i o n . O n the F o r m a t tab, in the
Size group, change the V i d e o H e i g h t to 3.5 a n d t h e n drag the video so that it is
centered in the dark blue rectangle.
• Continue to the next page to complete this Skill Check •
534 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
F i g u r e 2
A s s e s s m e n t
NVw S u m m e r Fitness Classes
n
H e l p Your H e a r t
F i g u r e 3
^ j H f l p four Heart
8. O n the P l a y b a c k t a b , in t h e V i d e o O p t i o n s g r o u p , click t h e S t a r t a r r o w , a n d
then click A u t o m a t i c a l l y . O n t h e F o r m a t t a b , in the V i d e o Styles g r o u p , click
t h e M o r e b u t t o n , and then u n d e r S u b t l e , select G l o w Rectangle.
9. O n Slide 4, click the bulleted Ust. O n t h e H o m e t a b , in the P a r a g r a p h g r o u p ,
click the C o n v e r t t o S m a r t A r t G r a p h i c b u t t o n . Click M o r e S m a r t A r t G r a p h i c s ,
a n d then click P i c t u r e . Scroll t h e gallery, a n d then locate a n d click Vertical
P i c t u r e List. Click OK.
10. O n the D e s i g n t a b , in the C r e a t e G r a p h i c g r o u p , click the A d d S h a p e b u t t o n ,
a n d t h e n type Water W o n d e r s
11. In t h e first shape, click t h e I n s e r t P i c t u r e from File b u t t o n . F r o m your s t u d e n t
files, insert p 0 3 _ F i t n e s s 2 . In the second shape, insert p 0 3 _ F i t n e s s 3 . In the last
shape, insert p 0 3 _ F i t n e s s 4 .
12. C h a n g e the SmartArt colors to Colorful – Accent C o l o r s , a n d then apply the first
— 3-D SmartArt style—Polished. C o m p a r e your slide w i t h Figure 3 .
13. Display Slide 5. Hold d o w n (Shift), a n d then click each picture. O n t h e F o r m a t t a b ,
in the A r r a n g e g r o u p , click t h e Align b u t t o n , a n d t h e n click Align t o Slide. Click
the Align b u t t o n , and t h e n click Align Top.
14. W i t h the pictures selected, click the Align b u t t o n , and then click Align Selected
O b j e c t s . Click the Align b u t t o n , and then click D i s t r i b u t e H o r i z o n t a l l y .
15. In the P i c t u r e Styles g r o u p , click the P i c t u r e Effects b u t t o n . Point to Soft Edges,
a n d then click 25 P o i n t . In the A r r a n g e g r o u p , click t h e G r o u p b u t t o n , a n d t h e n
click G r o u p .
16. O n the I n s e r t t a b , in the I l l u s t r a t i o n s g r o u p , click S h a p e s . Under Rectangles,
click R o u n d e d Rectangle. Align the pointer with 4 i n c h e s before zero on the
horizontal ruler a n d with 2 i n c h e s above zero o n the vertical ruler. Drag to d r a w
a rectangle that extends to 4 i n c h e s after zero o n the horizontal ruler and to
2 i n c h e s below zero o n the vertical ruler.
17. In the shape, type Contact t h e Aspen Falls Recreation D e p a r t m e n t a n d then press
(Enter). Type (805) 555-7895 a n d t h e n change the F o n t Size to 40 for all of the text
in the shape. Apply the Flip transition to all of the slides.
18. View the slide show. Insert a H e a d e r & F o o t e r o n the N o t e s a n d H a n d o u t s with
a Page n u m b e r a n d the F o o t e r Lastnamc_Firstname_p03_Fitness C o m p a r e y o u r
— presentation with Figure 4 , a n d then Save. Print or s u b m i t the file as directed.
Done! You hove completed the Skill Check
Unn«m«.FIr«n»rn«_pOJ_Fflrm,
F i g u r e 4
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 535
Assess Your Skills 1
T o c o m p l e t e t h i s p r e s e n t a t i o n , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• p 0 3 _ V e n d o r s
• p03_Vendors_Events
Y o u w i l l s a v e y o u r p r e s e n t a t i o n a s :
• L a s t n a m e _ F i r s t n a m e _ p 0 3 _ V e n d o r s
1 . Start PowerPoint, a n d then from y o u r stu
d e n t files, o p e n p03_Vendors. With Slide 1
displayed, display the Reuse Slides p a n e , a n d
t h e n insert Slide 3 — S u m m e r Events—from
t h e s t u d e n t data file p03_Vendors_Events.
Save y o u r presentation in your
P o w e r P o i n t Chapter 3 folder as
L a s t n a m e _ F i r s t n a m e _ p 0 3 _ V e n d o r s
2 . O n Slide 2, convert the text to a H o r i z o n t a l
B u l l e t List SmartArt. C h a n g e t h e SmartArt
c o l o r to C o l o r f u l Range – Accent Colors 4 to
5, a n d t h e n apply the 3 – D C a r t o o n SmartArt
style.
3. O n Slide 4, insert a Bevel basic shape. D r a w
the shape so that it extends from 4.5 inches
before zero o n the horizontal ruler a n d 0
inches o n the vertical ruler to 4.5 inches
after zero on the horizontal ruler a n d 2.5
inches below zero o n the vertical ruler.
4. In the shape, type S u m m e r events in Aspen
Falls garner large tourist n u m b e r s . D u r i n g
the past five years, overall a t t e n d a n c e has
increased by 19 percent, a n d tourist s p e n d i n g
has increased b y 23 percent.
5. Increase the Font Size to 24, and then
change the Font C o l o r to Black, Text 1.
Apply a G l o w shape effect—Orange, 18 pt
glow, Accent color 5.
6. O n Slide 1, insert a C l i p A r t by searching for
a P h o t o g r a p h using keywords s u m m e r sun
b a c k g r o u n d Insert t h e picture of the yellow
sun b a c k g r o u n d . If you c a n n o t locate the
picture, choose a n o t h e r a p p r o p r i a t e picture.
7. C h a n g e the H e i g h t of the picture to 3.5 a n d
t h e n change the shape to a 3 2 – P o i n t S t a r —
the last shape in the first row u n d e r Stars
and Banners. Apply the 25 Point Soft Edges
picture effect. Using the A l i g n to Slide
o p t i o n , change the alignment to A l i g n
Center a n d A l i g n B o t t o m .
8. Insert a H e a d e r 8c Footer on the Notes a n d
H a n d o u t s . Include a Page n u m b e r a n d the
Footer Lastname_Firstname_p03_Vendors
Save the presentation, a n d p r i n t or s u b m i t as
directed. C o m p a r e your completed presenta
tion with F i g u r e 1.
Done! You have completed Assess Your Skills 1
536 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
Assess Your Skills 2
Assess Your Skills 3 and 4 can be found al
www.pearsonhighered.com/skills
Figure 1
To complete this presentation, you will need the following files:
• p03_Paths
• p03_Paths_Greenway
You will save your presentation as:
• Lastname_Firstname_p03_Paths
1 . Start PowerPoint, and then from your student
files, o p e n p03_Paths. Save your presentation
in your P o w e r P o i n t C h a p t e r 3 folder as
L a s t n a m e _ F i r s t n a m e _ p 0 3 _ P a t h s
2. Display Slide 2 , a n d then change t h e picture
shape to the last shape u n d e r R e c t a n g l e s —
R o u n d e d D i a g o n a l C o r n e r Rectangle. Apply
t h e first Bevel effect—Circle—and t h e n
apply an O r a n g e , 8 pt glow, Accent color 2
p i c t u r e effect.
3. Insert a Text Box positioned just below t h e
lower left c o r n e r of the picture. Type View
from Hacienda Point a n d t h e n change the
Font Size to 24 a n d the Font C o l o r to Light
Yellow, Text 2. Select the slide title, t h e
picture, a n d the text box, a n d t h e n align t h e
selected objects using the Align C e n t e r
o p t i o n .
4. Display Slide 3, a n d then in the c o n t e n t
placeholder, from your s t u d e n t files, insert
the video p 0 3 _ P a t h s _ G r e e n w a y . Apply the
I n t e n s e , Reflected Perspective R i g h t video
style, a n d then change t h e V i d e o O p t i o n s so
that the video starts A u t o m a t i c a l l y d u r i n g
the slide show.
5. Adjust the video by changing the
C o r r e c t i o n s o p t i o n to B r i g h t n e s s : 0 %
( N o r m a l ) C o n t r a s t : + 2 0 % .
6. Display Slide 4, a n d then convert t h e
bulleted list to a SmartArt Graphic w i t h the
A l t e r n a t i n g F l o w layout located in t h e
Process types. C h a n g e the SmartArt color to
C o l o r e d O u t l i n e – Accent 3, a n d then apply
the 3 – D Inset S m a r t A r t style.
7. O n Slide 5, insert a Wave Stars a n d Banners
shape that extends from 4 inches before zero
o n the h o r i z o n t a l ruler a n d 2 inches above
zero o n t h e vertical ruler to 4 inches after
zero on t h e h o r i z o n t a l ruler a n d 0 on t h e
vertical ruler. Type G r a n d O p e n i n g on
March 20 a n d t h e n change the Font Size
to 40.
8. Apply a Preset shape effect—Preset 8 — a n d
then apply a Bevel shape effect—Angle.
9. Display Slide 6, a n d then align the four
pictures by using t h e A l i g n B o t t o m o p t i o n .
With the A l i g n to Slide option selected,
distribute the pictures horizontally. Apply a
50 Point Soft Edges effect, a n d then G r o u p
t h e pictures. View the slide show from the
beginning.
10. Insert a Header & Footer on the Notes a n d
H a n d o u t s . Include a Page n u m b e r a n d t h e
Footer Lastname_Firstname_p03_Paths
1 1 . C o m p a r e your completed presentation with
Figure 1. Save t h e presentation, a n d then
print or submit electronically.
Done! You hove completed Assess Your Skills 2
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 537
http://www.pearsonhighered.com/skills
Assess Your Skills Visually
T o c o m p l e t e t h i s p r e s e n t a t i o n , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
p03_Process
Y o u w i l l s a v e y o u r p r e s e n t a t i o n a s :
Lastname_Firstname_p03_Process
Start PowerPoint, and then from y o u r s t u d e n t
files, o p e n p03_Process. Format a n d edit the
slide as s h o w n in Figure 1. Save the file as
L a s t n a m e _ F i r s t n a m e _ p 0 3 _ P r o c c s s in your
P o w e r P o i n t C h a p t e r 3 folder.
To c o m p l e t e this slide, apply the Office t h e m e
a n d apply t h e U r b a n t h e m e colors. T h e c o n t e n t
placeholder text is sized at 22 p o i n t s . For the
S m a r t A r t graphic, use the Repeating Bending
Process layout. After you create the SmartArt,
d r a g the Improve shape so that it is centered as
s h o w n in Figure 1. Add a footer to the Notes a n d
H a n d o u t s w i t h the file n a m e and page n u m b e r ,
a n d t h e n p r i n t or s u b m i t electronically, as
directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
E m p l o y e e D e v e l o p m e n t Process
R e c r u i t H i r e
• R e c r u i t a n d h i r e b a s e d o n w e l l –
c o n s t r u c t e d j o b d e s c r i p t i o n s
• P r o v i d e o r i e n t a t i o n a n d
p r o f e s s i o n a l d e v e l o p m e n t
o p p o r t u n i t i e s
• E v a l u a t e a n d p r o v i d e f e e d b a c k
p r o m p t l y t o i m p r o v e
p e r f o r m a n c e
538 Enhance Presentations with Graphics | Microsoft PowerPoint Chapter 3
A s s e s s m e
Skills in Context
To complete this presentation, you will need the following file:
• N e w blank PowerPoint presentation
You will save your presentation as:
• Lastname_Firstname_p03_Programs
Using the following information, create a presentation with a n
appropriate theme, and then create four slides that describe new
p r o g r a m s offered to City employees. T h e presentation will be p a r t
of a larger presentation on employee benefits. O n o n e slide,
convert the text to a SmartArt g r a p h i c describing the p r o g r a m s ,
and then format the SmartArt appropriately. Insert a n d format at
least one Clip Art image illustrating the p r o g r a m s .
To improve employee health and productivity, t h e City of Aspen
Falls is offering several voluntary p r o g r a m s to City employees.
T h e first p r o g r a m — A City in Motion—offers a free p e d o m e t e r so
that employees can record the n u m b e r of steps taken each day.
H u m a n Resources will provide m a p s of walking routes adjacent
to various city offices for those w h o want to walk with colleagues
before o r after work o r d u r i n g l u n c h . T h e second p r o g r a m is Fit
in Aspen Falls. All city employees are eligible to receive discounts
o n individual a n d family m e m b e r s h i p s at local fitness centers.
T h e third program—Wellness through the Week—is a series of
classes held d u r i n g l u n c h h o u r s o r immediately after work,
including yoga, preventive health care, stress r e d u c t i o n , health
a n d n u t r i t i o n , a n d m o r e .
Save t h e p r e s e n t a t i o n as L a s t n a m e _ F i r s t n a m e _ p 0 3 _ P r o g r a m s
Add a footer to t h e Notes and H a n d o u t s with the file n a m e a n d
page n u m b e r , a n d t h e n p r i n t or s u b m i t electronically as directed
by your instructor.
D o n e ! You have completed Skills in Context
Skills and You
To complete this presentation, you will need the following file:
• N e w blank PowerPoint presentation
You will save your presentation as:
• Lastname_Firstname_p03_Careers
Using the skills you have practiced in this chapter, create a
presentation with an appropriate t h e m e that includes four to six
slides describing a career in which you are interested. O n o n e
slide, convert the text to a SmartArt graphic that either lists the
credentials that you need or demonstrates the process that you
must follow to be successful in this career. Insert a n d format
pictures o n at least two slides that illustrate people w h o have
chosen this career.
Save the presentation as Lastname_Firstname_p03_Careers
Add a footer to the Notes a n d H a n d o u t s with t h e file n a m e a n d
page n u m b e r , a n d then check spelling in t h e presentation. Print
or submit electronically, as directed by y o u r instructor.
D o n e ! You have completed Skills and You
Microsoft PowerPoint Chapter 3 | Enhance Presentations with Graphics 539
C H A P T E R
P r e s e n t D a t a U s i n g T a b l e s ,
C h a r t s , a n d A n i m a t i o n
• Tables and charts are used to present information in an organized m a n n e r that enables the audience
to u n d e r s t a n d i m p o r t a n t data with ease.
• A n i m a t i o n effects e n h a n c e a presentation by d r a w i n g attention to i m p o r t a n t slide elements,
particularly w h e n the t i m i n g of a n i m a t i o n effects is precisely controlled d u r i n g a slide show.
— • – J •
Your starting screen will look like this:
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S K I L L S ( mytjlab Skills 1 – 1 0 Training
AT THE END OT THIS CHAPTER, YOU WILL B E
ABLE TO:
Skill 1 Insert Tables
Skill 2 Modify Table Layouts
Skill 3 Apply Table Styles
Skill 4 Insert Column Charts
Skill 5 Edit and Format Charts
Skill 6 Insert Pie Charts
Skill 7 Apply Animation Entrance and Emphasis
Effects
Skill 8 Modify Animation Timing and Use
A n i m a t i o n Painter
Skill 9 Remove Animation and Modify Duration
Skill 10 Navigate Slide Shows
M O R E S K I L L S
More Skills 11 Prepare Presentations to Be Viewed
Using Office PowerPoint Viewer
More Skills 12 Insert Hyperlinks in a Presentation
More Skills 13 Create Photo Albums
More Skills 14 Design Presentations with
Appropriate Animation
C i t y o f A s p e n F a l l s
Retirement Fund Summary Report
540 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
O u t c o m e
Using the skills listed to the left will enable you
to create a presentation like this:
City of Aspen Falls
P r e p a r i n g For Y o u r F u t u r e
Comprehensive programs
Fliunctil security through pension Income
Planning services
Scheduled meetings wn* retirement counselor.
Portfolio management
Allkcmcc with aSoceooo » low. medium, end high
rttk funds
Last na me_Fi rstn a me_p04_Fu nd 1
PowerPoint
You will save the presentation as:
L a s t n a m e _ F i r s t n a m e _ p 0 4 _ F u n d
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 541
In this chapter, you will create presentations for the Aspen Falls City
Hall, which provides essential services for the citizens and visitors of
Aspen Falls, California.
I n t r o d u c t i o n
V )
• Tables a n d c h a r t s c a n b e u s e d t o p r e s e n t d a t a in a n o r g a n i z e d m a n n e r . W h e n
p o s s i b l e , use c h a r t s t o display n u m e r i c d a t a , p a r t i c u l a r l y w h e n m a k i n g
c o m p a r i s o n s b e t w e e n t h e d a t a .
• Use c h a r t a n d table styles to a p p l y f o r m a t t i n g in a m a n n e r t h a t c o m p l e m e n t s
t h e p r e s e n t a t i o n t h e m e .
• Use a n i m a t i o n in a m a n n e r t h a t focuses a u d i e n c e a t t e n t i o n o n i m p o r t a n t slide
i n f o r m a t i o n .
542 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
Time t o c o m p l e t e all
10 skills – 60 minutes
Student data files needed
for this chapter:
s p 0 4 _ F u n d
Find your student d a t a files here:
Insert Design Transitions Animations Slide Show Review View
3 l 4 y o u I ‘ • * A” A * t * ! > : = • i = – JS-
2) Reset
I I I.I S .!-
« PowerPoint • chapter.04
O r g a n a e » N e w f o l d e
Microsoft PowerPoint
ft Favorites
• H o m e g r o u p
– S } pCU.Benefrts
p 0 4 . C i t y . H a l l
p W . F u n d
Q p04_Report
Date m o d i f i e d
515/2010 6:51 P M
515/2010 3Jo” P M
516/2010 in P M
5.15/2010 3:55 P M
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T o o l s » | O p e n | ^ |
Click to add notes
Slide 1 of 1 I •Office Theme” ‘IB 33 • 7
Microsoft PowerPoint Chapter 4 | Present Data Using Tables, Charts, and Animation 543
http://p04.City.Hall
• In a p r e s e n t a t i o n , a table is used to organize
a n d p r e s e n t i n f o r m a t i o n in c o l u m n s a n d
rows.
• In tables, text is typed i n t o a cell—the
intersection of a c o l u m n a n d row.
1 . Start PowerPoint. From y o u r s t u d e n t files,
O p e n p 0 4 _ F u n d . O n the File t a b , click
Save As. Navigate to the location where
you are saving y o u r files, create a folder
n a m e d PowerPoint C h a p t e r 4 a n d
then Save the presentation as
L a s t n a m e _ F i r s t n a m e _ p 0 4 _ F u n d
2 . Display Slide 2, a n d then insert a N e w
Slide with the T i t l e a n d C o n t e n t layout.
In the title placeholder, type Active
M e m b e r s h i p a n d then Center [5] the title.
3. In t h e c o n t e n t placeholder, click t h e Insert
Table b u t t o n Q .
4 . In t h e Insert Table dialog box, in the
N u m b e r o f c o l u m n s box, type 3 a n d then
press (Tab). In the N u m b e r o f rows box,
t y p e 2 a n d t h e n c o m p a r e your screen with
F i g u r e 1 .
5. Click O K T O C R E A T E A T A B L E W I T H T H R E E
C O L U M N S A N D T W O R O W S .
6 . In T H E FIRST R O W , C L I C K I N T H E S E C O N D C E L L .
Type 2 0 1 1 A N D T H E N P R E S S [ T A B ] .
P R E S S I N G ( T A B ! M O V E S T H E I N S E R T I O N P O I N T T O
T H E N E X T C E L L I N T H E S A M E R O W .
7. Type 2012 A N D T H E N C O M P A R E Y O U R T A B L E
W I T H F I G U R E 2 .
• Continue to the next page to complete the skill ^
Insert Table
dialog box
Number of columns
Number of rows
F i g u r e 1
Text typed in
two cells
Table with
three columns
and two rows
F i g u r e 2
544 Present Data Using Tables. Charts, and Animation | Microsoft PowerPoint Chapter 4
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Text typed in
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Text typed in
third row
8. Press I Tab I to move the insertion p o i n t to
the first cell in the second row. With t h e
insertion p o i n t positioned in t h e first cell
of t h e second row, t y p e C o n t r i b u t i n g
M e m b e r s a n d then press [ T A B ] . Type 854
a n d then press (Tab). Type 982 a n d then
press [ T A B ] to insert a new blank row.
C o m p a r e your table w i t h F i g u r e 3.
When the insertion point is positioned in
the last cell of a table, pressing (Tab] inserts a
new blank row at the bottom of the table.
9. In the first cell of the third row, type
Average Years of Service a n d t h e n press
(Tab]. Type 18 and then press ( L I B ) . Type 19
a n d then c o m p a r e your screen with
F i g u r e 4 . If you inadvertently inserted a
blank row in the table by pressing [ T A B ] , o n
the Quick Access Toolbar, you can click
U n d o to remove it.
10. Save (fl| the presentation.
• You have completed Skill 1 of 1 0
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 545
• You can modify t h e layout of a table by
i n s e r t i n g o r deleting rows a n d c o l u m n s a n d
by c h a n g i n g the height a n d width of rows
a n d c o l u m n s .
• T h e height a n d width of t h e entire table can
also be modified.
1 . Click in any cell in the second c o l u m n ,
a n d t h e n click the L a y o u t t a b . In the Rows
& C o l u m n s g r o u p , click the I n s e r t Left
b u t t o n .
A new second column is inserted, and the
width of every column is adjusted so that all
four columns are the same width.
2 . Click in t h e first cell in t h e second
c o l u m n . Type 2 0 1 0 a n d t h e n click in the
s e c o n d cell in the second c o l u m n . Type
763 a n d t h e n click in the last cell in the
s e c o n d c o l u m n . Type i 2 and t h e n
c o m p a r e your table with F i g u r e 1.
3. W i t h the insertion p o i n t pos i t i oned in the
t h i r d row, o n the Layout t a b , in the Rows
& C o l u m n s g r o u p , click the I n s e r t Above
b u t t o n to insert a new third row.
4 . In t h e first cell of the row you inserted,
t y p e New M e m b e r s a n d then press [Tab).
Type t h e r e m a i n i n g three entries, pressing
[Tab] to move from cell to cell: 125 a n d 182
a n d 1 56 C o m p a r e your screen with
F i g u r e 2.
Insert Left button
New column
inserted
Text typed in
second column
F i g u r e 1
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: i aick to add notes
S M t – S * M , -Ctmauru* I Q S I 3 3 J 7 ran –
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When you need to delete a row or column, inserted row
click in the row or column that you want to
delete, and then in the Rows & Columns
group, click Delete. A list will display with
the option to delete columns, rows, or the
entire table.
Continue to the next page to complete the skill >
F i g u r e 2 .
546 Present Data Using Tables. Charts, and Animation | Microsoft PowerPoint Chapter 4
S E I . A V W * C E U T I I M E N „ • ‘ • JR S P U FLU,- • T 1 1 J _ L T E N C M « • ” ” ” ” ‘ – ~^ EJCEVRIRD
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• New M e m b e r s 1 2 5 1 8 2 1 5 6
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Average Years of
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Pointer positioned
over sizing handle
dick to add notes
I ” . F i g u r e 3
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Oickto add notes
in us j v * s – •M
Text centered
horizontally and
vertically
Table resized
5. At t h e center of the lower b o r d e r
s u r r o u n d i n g the table, p o i n t to the four
d o t s — t h e sizing h a n d l e — t o display
— t h e [T| pointer, as s h o w n in F i g u r e 3.
6. W i t h the [T] pointer, drag d o w n until t h e
lower edge of the table extends to the
2 i n c h m a r k below zero o n the vertical
ruler, a n d t h e n release the m o u s e b u t t o n
t o size the table.
7. Click in the first cell of the table. O n t h e
Layout tab, in the C e l l Size group, click
the D i s t r i b u t e Rows b u t t o n
The Distribute Rows button adjusts the
height o f the rows in the table so that they
are equal. I f you do not select any rows, all
o f the table rows are adjusted. When you
want to distribute certain table rows equally,
select only the rows that you want to
distribute. To distribute the w i d t h o f
columns equally, use the Distribute
Columns button.
8. O n t h e Layout tab, in the Table group,
click the Select b u t t o n , a n d then click
Select Table. In the A l i g n m e n t g r o u p ,
click the Center b u t t o n [SJ, a n d t h e n click
t h e Center Vertically b u t t o n [§).
A l l o f the text in the table is centered
horizontally and vertically w i t h i n the cells.
9 . C o m p a r e your table with F i g u r e 4, a n d
then Save Q your presentation.
• You hove completed Skill 2 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 547
http://ti.jnn.nt
» A table style applies b o r d e r s a n d fill colors
to t h e entire table in a m a n n e r consistent
w i t h t h e p r e s e n t a t i o n t h e m e .
• T h e r e are four color categories within the
table styles—Best Match for D o c u m e n t ,
Light, M e d i u m , a n d Dark.
1 . Click in any cell in the table. U n d e r the
Table Tools tab, click the Design tab, a n d
t h e n in the Table Styles g r o u p , click the
M o r e b u t t o n 0. In the Table Styles
gallery, p o i n t to several styles a n d watch as
Live Preview displays the table with the
selected style.
2 . U n d e r M e d i u m , in the third row, p o i n t to
t h e second s t y l e — M e d i u m Style 3 –
Accent 1—as s h o w n in F i g u r e 1 .
3. Click M e d i u m Style 3 – Accent 1.
The cells i n the first table row are filled w i t h
a blue color. In the remaining rows, the fill
color alternates between white and light
gray.
4 . O n the Design tab, in the Table Style
O p t i o n s group, clear the Banded Rows
check box.
The Table Style Options group controls
where table style formatting is applied. For
example, when the Banded Rows check box
is cleared, the alternating fill colors are
cleared from the table rows, and only the
header row contains a fill color.
5. In the Table Style O p t i o n s group, select
the Banded Rows check box to reapply
the light gray fill color to alternating rows.
C o m p a r e your slide with F i g u r e 2 .
Continue to the next page to complete the skill •
Table Styles
gallery
Selected style
F i g u r e 1
Style applied
to table
F i g u r e 2
548 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
WMmm
‘J. Ccw | 1 ‘nit Column
7 »>n«
ibMid -v J U F I PENT ; P W A Y I P H j M M M
ACTIVE MEMBERSHIP
Right-pointing
Select Row pointer
Click to add notes
. O l d ? Jos
F i g u r e 3
Cell bevel applied
and font size
increased
Outside border
applied
Text formatted
with bold and
italic
7.
8.
6 . Move the p o i n t e r to the left of the first
row in the table to display the Select
— Row 0 pointer, as s h o w n in F i g u r e 3 .
With the Select Row 0 p o i n t e r p o i n t i n g
to t h e first row in the table, right-click to
select the entire row a n d to display the
Mini toolbar a n d s h o r t c u t m e n u . O n t h e
Mini toolbar, change the Font Size [FT]
to 24.
W i t h the first row still selected, u n d e r t h e
Table Tools tab, on t h e Design tab, in
the Table Styles g r o u p , click the Effects
b u t t o n 0 – Point to C e l l Bevel, and t h e n
u n d e r Bevel, click the first bevel—
C i r c l e — t o apply the effect to the first
table row.
In the first c o l u m n , drag to select the
second, third, a n d fourth cells. O n the
H o m e tab, in t h e Font g r o u p , apply
Bold H, a n d then apply Italic 0 .
10. O n the Layout tab, in the Table g r o u p ,
click Select, a n d then click Select Table.
O n the Table Tools Design tab, in the
Table Styles g r o u p , click the Borders
b u t t o n a r r o w F-H, a n d then click O u t s i d e
Borders.
1 1 . Click in a blank area of the slide, and t h e n
verify that a thin b o r d e r displays on the
outside edges of the table as shown in
— F i g u r e 4 . Save [3] the presentation.
9 .
You have completed Skill 3 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 549
• A chart is a graphic r e p r e s e n t a t i o n of
n u m e r i c data.
• A column chart is useful for illustrating
c o m p a r i s o n s a m o n g related categories.
1 . W i t h Slide 3 displayed, insert a N e w Slide
w i t h t h e T i t l e a n d C o n t e n t layout. In the
title placeholder, type Fund Rate of
Return by Risk Factor a n d t h e n change
t h e F o n t Size ( S 3 to 36. C e n t e r @ the
title.
2 . In the c o n t e n t placeholder, click t h e I n s e r t
C h a r t b u t t o n 9 < O n t h e left side of t h e
I n s e r t C h a r t dialog box, click several of
the c h a r t types to view the chart gallery.
T h e n , click C o l u m n , as s h o w n in Figure 1.
Click t h e first c h a r t — C l u s t e r e d
C o l u m n — a n d then click O K . C o m p a r e
y o u r screen with Figure 2 .
3 .
Chart gallery
Column selected
Chart types
F i g u r e 1
Legend data
Category
label data
On the one side of your screen, the
PowerPoint window displays a column
chart. On the other side of your screen, an
Excel worksheet displays columns and rows
that intersect to form cells. A cell is identi
fied by its column letter and row number.
The worksheet contains sample data in a
data range oudined in blue, from which the
chart in the PowerPoint window is
generated. The column headings—Series 1,
Series 2, and Series 3—display in the chart
legend, which identifies the patterns or
colors that are assigned to the data in the
chart. The row headings—Category 1,
Category 2, Category 3, and Category 4—
display along the bottom of the chart as
category labels—labels that identify the
categories of data in a chart.
Continue to the next page to complete the skill •
F i g u r e 2
550 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
-1 :—i Luc** S*m un*>vi
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ml ^ – 1 m\\ .1 ^
A C T O R
1 Oi<* to add notes
Legend
Category labels
C o l u m
4. In the Excel w i n d o w , click in cell B l ,
c o n t a i n i n g the text Series 1. Type High
a n d then press [tab] to m o v e to cell C I . In
t h e PowerPoint window, notice that the
c h a r t legend is u p d a t e d to reflect the
change in the Excel worksheet.
5. In cell C I , c o n t a i n i n g t h e text Series 2,
type M e d i u m Press ( W ) . In cell D l , t y p e
Low a n d t h e n press [Tab]. C o m p a r e y o u r
— screen with F i g u r e 3, a n d verify that cell
A2 is selected.
When the rightmost cell in a blue, outlined
range of data is selected, pressing [Tab] makes
the first cell in the next row active.
6. Beginning in cell A2, type t h e following
data, pressing [Tab) to m o v e from cell to
cell:
High M e d i u m Low
Q T R 1 2 2 . 6 1 2 . 6 8 . 5
Q T R 2 2 1 . 8 1 6 . 2 6 . 7
Q T R 3 2 5 . 4 1 4 . 3 9 . 5
Q T R 4 1 8 . 7 1 6 . 3
7. In cell D 5 , which contains t h e n u m b e r 5,
type 5.9 a n d then press [Enter]. C o m p a r e
your screen w i t h F i g u r e 4. If you have
m a d e any t y p i n g errors, click in the cell
that you want to change, and then retype
the data.
8. In the Excel window, click t h e Close
b u t t o n EM.
You are not prompted to save the Excel
worksheet because the worksheet data is
part of the PowerPoint presentation. When
you save the presentation, the Excel data is
saved with it.
9. Save [ D ] the presentation.
• You have completed Skill 4 of 10
Chapter 4 | Present Data Using Tables. Charts, and Animation 551
• After a c h a r t is created, you can edit t h e data
values in the Excel worksheet. C h a n g e s
m a d e in the Excel worksheet immediately
display in the PowerPoint chart.
' C h a r t s are formatted by applying predefined
styles a n d by modifying chart elements.
1 . O n Slide 4, if necessary, click t h e chart so
t h a t it is selected. O n the C h a r t Tools
D e s i g n tab, in the D a t a g r o u p , click Edit
D a t a to display the Excel worksheet.
Each of the twelve cells containing the
numeric data that you entered are data
points—individual data plotted in a chart.
Each data point is represented in the chart
by a data marker—a column, bar, or other
symbol that represents a single data point.
Related data points form a data series and
are assigned a unique color or pattern
represented in the chart legend. Here there is
a data series for High, one for Medium, and
one for Low.
2. In the Excel worksheet, click cell B2,
which contains the value 22.6. Type 18.5
a n d t h e n watch the chart as you press [Enter).
C o m p a r e your screen with F i g u r e 1.
3 .
In the chart, the first data marker in Qtr 1 is
decreased to reflect the change to the data.
In t h e Excel worksheet, click cell D 5 ,
which contains the value 5.9. Type 7.2 a n d
t h e n press (Enter). C o m p a r e y o u r screen with
F i g u r e 2 .
4. In the Excel window, click the Close
b u t t o n
Continue to the next page to complete the skill ^
« I i • « • : . • o .
• 2 . J . 4 . |
New value pa -
entered
Data markers
Column marker
size decreased
Data series colors
defined in legend
F i g u r e 1
New value
entered
Data marker
displays
new value
F i g u r e 2
552 Present Data Using Tables. Charts, and Animation | Microsoft PowerPoint Chapter 4
Chang* laveAi Swntrn Select EdR
OuflTrp* TraptMr Rck.'Cc*mui Data C*»j
OF <* O
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* 2 L 8
High Medium Low
18-5 12.6
I 7 1 . S J 1 6 J 6.7
25.4 14.3 9 J
18.7 16.3
G —
To resile chart cUU range, drag lower nght comer of range.
I I Oidc to add notes
M L
; i3 3 L 3 I O O K ©
Chart title
placeholder
Axis title
placeholders
I J A F i g u r e 3
Chart title typed
Axis title typed
5. If necessary, click t h e chart so that it is
selected. U n d e r C h a r t Tools, on the
Design tab, in the C h a r t Styles g r o u p ,
click the M o r e b u t t o n 0 to display the
C h a r t Styles gallery.
A chart style is a prebuilt set of effects,
colors, and backgrounds designed to work
with the presentation theme. For example,
you can have flat or beveled columns, colors
that are solid or transparent, and
backgrounds that are dark or light.
6. T h e t h u m b n a i l s in t h e C h a r t Style gallery
are n u m b e r e d sequentially. In the second
c o l u m n , locate a n d click Style 26.
7. O n the D e s i g n tab, in t h e C h a r t L a y o u t s
g r o u p , click the M o r e b u t t o n 0 to display
the C h a r t Layout gallery, which provides
o p t i o n s for a d d i n g a n d positioning chart
elements such as titles. Click t h e n i n t h
l a y o u t — L a y o u t 9 — a n d then c o m p a r e
— your screen w i t h Figure 3.
Placeholders for the chart title and axis titles
display.
8. Click the C h a r t T i t l e placeholder, a n d
then type As of June 30, 2 0 1 2 Below t h e
chart, click t h e Axis Title placeholder, a n d
the press [Delete] to remove the category axis
title. To the left of the chart, click the Axis
T i t l e placeholder. Type Percent a n d then
click o n a blank area of the slide so that
the chart is n o t selected. C o m p a r e your
— screen w i t h Figure 4.
9. Save [ D ] the presentation.
• You have completed Skill 5 of 10
Category axis
title deleted
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 553
• A pie chart is used to illustrate percentages
o r p r o p o r t i o n s a n d includes only o n e data
series.
• W h e n creating a chart, you may need to
delete u n w a n t e d data from t h e Excel work
sheet so that it does n o t display in the chart.
1 . Display Slide 3, a n d t h e n a d d a N e w Slide
w i t h t h e T i t l e a n d C o n t e n t layout. In the
title placeholder, type Fund Allocation by
Risk Factor a n d t h e n Center @ t h e title.
2 .
3.
4 .
In t h e c o n t e n t placeholder, click t h e Insert
C h a r t b u t t o n j j l . O n the left side of the
I n s e r t C h a r t dialog box, click Pie. O n t h e
right side of the dialog box, u n d e r Pie,
click t h e second c h a r t — P i e i n 3 - D — a n d
t h e n click O K .
In t h e displayed Excel worksheet, click cell
B l , which contains t h e w o r d Sales. Type
A m o u n t a n d t h e n press [Tab]. Type High
a n d t h e n press [Tab]. Type 293 a n d t h e n
press [Tab). Type Medium a n d t h e n press
(Tab). Type 562 a n d t h e n press [Tab]. Type
Low a n d t h e n press [TabI. Type 388 a n d
t h e n press [tab]. C o m p a r e your screen with
F i g u r e 1 .
The sample data in the worksheet contains
two columns and five rows as defined by the
blue outline in the worksheet. In this chart,
the 4th Qtr data in row 5 is unnecessary.
In t h e Excel worksheet, position the
p o i n t e r over t h e row heading 5 so that
t h e 0 pointer displays as shown in
F i g u r e 2 .
Continue to the next page to complete the skill ^
Chart data
Unnecessary row
F i g u r e 1
Right-pointing
Select Row pointer
F i g u r e 2
554 Present Data Using Tables. Charts, and Animation | Microsoft PowerPoint Chapter 4
Fund Allocation by Risk Factor
Oick to add notes
. 1 ! _
: Amount
'High SI
H M e d i u m S62 Low M l
• s |4!h Qtr
G —
To restte chart CI-.I range, drag lower right corner of range.
S h e e t ! %l
•Iff $
FUND ALLOCATION BY RISK FACTOR
A m o u n t
dick to add notes
FUND ALLOCATION BY RISK FACTOR
dick to add notes
5.
Chart title
Data labels
F i g u r e 3
Chart title replaced
Data labels
centered within
each slice
With the 0 p o i n t e r displayed, click t h e
right m o u s e b u t t o n to select the row a n d
to display the s h o r t c u t m e n u . In the s h o r t
cut m e n u , click Delete to delete the extra
row from the worksheet.
8.
9 .
6. Close |Uaj the Excel window.
7. U n d e r C h a r t Tools, click the Design t a b ,
and then in the C h a r t Layouts group,
click the first l a y o u t — Layout 1 . C o m p a r e
— y o u r screen w i t h Figure 3.
Recall that a pie chart includes one data
series. Thus, the legend is usually omitted,
and data labels—text that identifies data
markers—are positioned on or outside o f
the pie slices. Layout 1 displays a title and
the category names and the percentage that
each slice represents o f the total.
Click anywhere in t h e chart title—
Amount—so that t h e title is selected. Type
As of June 30, 2012 to replace the title.
O n the Layout tab, in the Labels g r o u p ,
click D a t a Labels, a n d then click Center.
C o m p a r e y o u r screen with Figure 4 .
The data labels are centered w i t h i n each pie
slice.
10. O n the C h a r t Tools Design tab, in the
C h a r t Styles g r o u p , click the M o r e
b u t t o n 0. In the second c o l u m n , click
Style 10, a n d then Save H3 the
presentation.
• You hove completed Skill 6 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 555
i c e a n d Emphasis Effects
• Animation adds a special visual o r s o u n d
effect to a n object o n a slide.
1 . Display Slide 1. O n the Transitions tab, in
t h e T r a n s i t i o n to This Slide g r o u p , click
W i p e , a n d then in the T i m i n g g r o u p , click
t h e A p p l y To A l l b u t t o n .
2 . Click in the title. On the A n i m a t i o n s tab,
in the A n i m a t i o n group, click the M o r e
b u t t o n 0 to display the A n i m a t i o n
gallery. If necessary, scroll the A n i m a t i o n
gallery to view the types of a n i m a t i o n
effects. C o m p a r e your screen with
Figure 1 .
3 .
A n Entrance effect is a n a n i m a t i o n t h a t
b r i n g s an o b j e c t o r text o n t o t h e screen. A n
Emphasis effect is an a n i m a t i o n t h a t
emphasizes a n o b j e c t o r t e x t t h a t is a l r e a d y
d i s p l a y e d . A n Exit effect is a n a n i m a t i o n
t h a t m o v e s a n o b j e c t o r t e x t o f f the screen.
U n d e r Entrance, point to several a n i m a
tions to view the effects, a n d t h e n click
Split to apply the effect. C o m p a r e your
screen with F i g u r e 2.
T h e n u m b e r 1 displays t o t h e left o f t h e t i t l e
p l a c e h o l d e r , i n d i c a t i n g t h a t t h e t i t l e is the
f i r s t o b j e c t i n t h e slide a n i m a t i o n sequence.
T h e n u m b e r w i l l n o t d i s p l a y d u r i n g the slide
show.
4 . O n t h e A n i m a t i o n s tab, in the A n i m a t i o n
g r o u p , click the Effect O p t i o n s b u t t o n ,
a n d then click Vertical O u t .
T h e Effect O p t i o n s c o n t r o l t h e d i r e c t i o n a n d
sequence i n w h i c h the a n i m a t i o n displays.
• Continue to the next page to complete the skill >
Animation gallery
Title placeholder
selected
F i g u r e 1
Split entrance
effect selected
Animation number
displays
F i g u r e 2
556 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
SKILL 7: A p p l y j
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PREPARING FOR YOUR FUTURE
COMPREHENSIVE PROGRAMS
FINANCIAL SECURITY THROUGH PENSION INCOME
PLANNING SERVICES
SCHEDULED MEETINGS WITH RETIREMENT COUNSELORS
PORTFOLIO MANAGEMENT
ASSISTANCE WITH ALLOCATION TO LOW, MEDIUM, AND HIGH
RISK FUNDS
Click to add notes
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PREPARING FOR YOUR FUTURE
COMPREHENSIVE PROGRAMS
FINANCIAL SECURITY THROUGH PENSION INCOME
PLANNING SERVICES
SCHEDULED MEETINGS WITH RETIREMENT COUNSELORS
PORTFOLIO MANAGEMENT
ASSISTANCE WITH ALLOCATION TO LOW, MEDIUM, AND HIGH
RISK FUNDS
Click to add notes
J i S J 7 70S –
Numbers
indicate
animation
sequence
F i g u r e 3
Title is fourth
in animation
sequence
5. Display Slide 2, a n d t h e n click in t h e
bulleted list. O n the A n i m a t i o n s tab, in
the A n i m a t i o n g r o u p , click the M o r e
b u t t o n 0. Below the gallery, click M o r e
Entrance Effects.
The Change Entrance Effect dialog box
displays additional entrance effects grouped
in four categories: Basic, Subtle, Moderate,
and Exciting.
6. U n d e r Basic, click Blinds, a n d t h e n click
O K . C o m p a r e y o u r screen w i t h Figure 3.
The numbers 1, 2, and 3 display to the left of
the content placeholder, indicating the order
in which the bullet points will display. For
example, the first bullet point and its
subordinate bullet are both numbered 1 and
will display at the same time.
7. Click in the title. In the A n i m a t i o n g r o u p ,
click the M o r e b u t t o n 0, a n d then click
Fly I n . Click t h e Effect O p t i o n s b u t t o n ,
a n d t h e n click F r o m Top. C o m p a r e y o u r
screen w i t h Figure 4 .
The number 4 displays next to the title text
placeholder, indicating that the title is the
fourth item in the animation sequence.
8. Display Slide 6, a n d then select the blue
title. In the A n i m a t i o n group, click the
M o r e b u t t o n 0. Under Emphasis, click
G r o w / S h r i n k .
9. O n the status bar, o n the V i e w b u t t o n s ,
click the Slide Show b u t t o n [f], a n d t h e n
click the m o u s e b u t t o n to view the
emphasis effect. Press flic] to exit the
slide show.
10. Save [d] the presentation.
• You hove completed Skill 7 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 557
m
• T i m i n g o p t i o n s control when a n i m a t e d
items display in the a n i m a t i o n sequence.
• Animation Painter is used to copy
a n i m a t i o n settings from o n e object to
a n o t h e r .
1 . Display Slide 1, and then select t h e title
placeholder. Recall that the n u m b e r 1
displayed to the left of the placeholder
indicates that the title is first in the slide
a n i m a t i o n sequence.
2 . O n the A n i m a t i o n s t a b , in the T i m i n g
g r o u p , click the S t a r t arrow to display
t h r e e o p t i o n s — O n Click, With Previous,
a n d After Previous. C o m p a r e y o u r screen
with F i g u r e 1 .
On Click begins the animation sequence when the mouse button is clicked or the
[Spacebar] is pressed. With Previous begins the animation sequence at the same time as any animation preceding it or, if it is the first animation, with the slide transition. After
Previous begins the animation sequence immediately after the completion of the previous animation.
3. Click After P r e v i o u s . The number 1 is changed to 0, indicating that the animation will begin immediately aFTer the slide transition; the presenter need not click the mouse button or press [Spacebar] to display the title.
4. W i t h the title selected, o n the A n i m a t i o n s
t a b , in the Advanced A n i m a t i o n g r o u p ,
click the A n i m a t i o n P a i n t e r b u t t o n . Point
to the subtitle to display t h e §5 pointer
as s h o w n in F i g u r e 2 .
• Continue to the next page to complete the skill ^
Start options
Start arrow
C I T Y O F A S P E N FALLS
• i Retirement Fund Summary Report
F i g u r e 1
Animation
Painter button
I –
Click to add notes
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Animation
Painter pointer
F i g u r e 2
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SKILL 8: Modify Ani
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Zeroes indicate
animation
sequence
PREPARING FOR YOUR FUTURE
C o m p r e h e n s i v e p r o g r a m s
Financial security through pension income
P l a n n i n g s e r v i c e s
Scheduled meetings with retirement counselors
P o r t f o l i o m a n a g e m e n t
Assistance with allocation to low, medium, and high
risk funds
Qick to add notes
: . t u- M M i O . a u 7 a * –
F i g u r e 3
Move Earlier
button
Title moved to
number 1 in
animation
sequence
5. Click the subtitle to copy the a n i m a t i o n
from the title to the subtitle, and then
c o m p a r e your screen with F i g u r e 3.
The title and the subtitle display zeroes,
indicating that each begins immediately
upon completion of the previous animation.
6. O n your keyboard, press IFS1 to view the
slide show. Notice that the title displays
immediately after the slide transition,
a n d the subtitle a n i m a t i o n s display
immediately after the title a n i m a t i o n is
completed.
7. Click the m o u s e b u t t o n to display Slide 2.
C o n t i n u e to click the m o u s e b u t t o n to
display each of t h e first-level p o i n t s a n d
their associated second-level p o i n t s . Click
the m o u s e b u t t o n one m o r e time a n d
notice that the title displays after the list
text. Press flic] t o r e t u r n to N o r m a l view.
8. O n Slide 2, select the title, a n d notice that
the n u m b e r 4 is highlighted. On the
A n i m a t i o n s tab, in the T i m i n g g r o u p ,
click the M o v e Earlier b u t t o n , a n d then
c o m p a r e your screen with F i g u r e 4.
The tide animation number changes to 1 ,
indicating that it is the first animated object
on the slide. You can use the Move Earlier
and Move Later buttons to change the
animation order of selected objects.
9. With the title selected, in the T i m i n g
g r o u p , click the Start arrow, a n d then
click After Previous so that the title
displays immediately after the slide
transition.
10. Save S the presentation.
• You have completed Skill 8 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 559
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• You can change the d u r a t i o n of an
a n i m a t i o n effect by m a k i n g it longer o r
shorter.
• W h e n an a n i m a t i o n effect interferes with
the flow of t h e presentation, you can
r e m o v e t h e effect.
1 . Display Slide 3. Click anywhere in the
table to select it. O n the A n i m a t i o n s t a b ,
in the A n i m a t i o n g r o u p , click Fade t o
apply the a n i m a t i o n to the table.
2 . W i t h t h e table selected, o n t h e
A n i m a t i o n s t a b , in the A n i m a t i o n g r o u p ,
click t h e first t h u m b n a i l — N o n e . C o m p a r e
y o u r screen with F i g u r e 1.
It is not necessary to animate every object
on every slide. In this slide, the slide
transition provides sufficient animation to
draw attention to the table.
3 . Display Slide 4, a n d then select the
pie chart. O n the A n i m a t i o n s t a b , in
t h e A n i m a t i o n g r o u p , click the M o r e
b u t t o n 0, a n d then u n d e r E n t r a n c e , click
W i p e to apply the a n i m a t i o n to the chart.
In t h e Ajnimation g r o u p , click the Effect
O p t i o n s b u t t o n , a n d then u n d e r
D i r e c t i o n , click F r o m Top.
4 . At the left of the A n i m a t i o n t a b , click the
P r e v i e w b u t t o n , a n d notice that the W i p e
effect is a rapid a n i m a t i o n . In the T i m i n g
g r o u p , click the D u r a t i o n u p s p i n a r r o w
two times to increase the D u r a t i o n to
0 1 . 0 0 — 1 second. C o m p a r e y o u r screen
with F i g u r e 2 .
None selected
F i g u r e 1
Duration up
spin arrow
Duration set
to 01.00
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You can set the duration of an animation by
typing a value in the Duration box, or you
can use the up and down spin arrows to
increase and decrease the duration in
increments.
• Continue to the next page to complete the skill •
^ F i g u r e 2
560 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
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Click to add notes
Numbers indicate
that four parts
of chart are
animated
F i g u r e 3
X L
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Qi n Click to add n
” ” • ^ Start option set
to After Previous
Delay up spin arrow
Delay set to 00.50
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5. O n the A n i m a t i o n s t a b , c l i c k the P r e v i e w
b u t t o n to v i e w the longer d u r a t i o n o f the
W i p e effect.
6. D i s p l a y Slide 5, a n d t h e n select the c h a r t .
O n the A n i m a t i o n s t a b , i n the A n i m a t i o n
g r o u p , c l i c k the M o r e b u t t o n 0, a n d t h e n
click M o r e E n t r a n c e Effects. U n d e r Basic,
click S t r i p s , and t h e n click OK.
7. I n the A n i m a t i o n g r o u p , click the Effect
O p t i o n s b u t t o n , a n d t h e n u n d e r
S e q u e n c e , click By Series. N o t i c e t h a t t h e
a n i m a t i o n first displays the chart p l o t
area, t h e n the H i g h series, t h e n t h e
M e d i u m series, a n d last, the L o w series.
– C o m p a r e y o u r screen w i t h Figure 3.
The numbers 1 through 4 correspond to the
four parts o f the chart that are animated
when the By Series option is selected.
8. D i s p l a y Slide 6, a n d t h e n select t h e slide
t i t l e . Recall t h a t the G r o w / S h r i n k entrance
effect has been a p p l i e d to the slide t i t l e .
9. O n the A n i m a t i o n s t a b , i n the T i m i n g
g r o u p , click t h e S t a r t a r r o w , a n d t h e n
click After P r e v i o u s . I n the T i m i n g
g r o u p , c l i c k the Delay u p spin a r r o w t w o
t i m e s to display 00.50. C o m p a r e y o u r
screen w i t h Figure 4 .
You can use Delay to begin a selected
animation after a specified amount o f time
has elapsed.
10. V i e w the slide show f r o m the b e g i n n i n g ,
c l i c k i n g the mouse b u t t o n t o advance
t h r o u g h the slides.
1 1 . Save [ J ] t h e p r e s e n t a t i o n .
• You have completed Skill 9 of 10
F i g u r e 4
Microsoft PowerPoint Chapter 4 Present Data Using Tables. Charts, and Animation 561
SKILL 1 0 : NAVI DE SHOWS
• D u r i n g a slide show, a navigation toolbar
displays in the lower left corner of the slide.
You can use the navigation toolbar to go to
any slide while the slide show is r u n n i n g .
1 .
2.
3.
4 .
5.
6.
O n t h e Slide Show t a b , in t h e S t a r t Slide
S h o w g r o u p , click the F r o m B e g i n n i n g
b u t t o n . Click the m o u s e b u t t o n to display
Slide 2.
P o i n t to t h e lower left corner of the slide,
a n d notice that a left-pointing a r r o w
displays, as s h o w n in Figure 1 .
The left-pointing arrow is a navigation tool
that, when clicked, displays the previous
slide.
Move t h e pointer slightly to t h e right, a n d
n o t i c e t h a t a pen displays.
The pen can be used to annotate—write on
the slide while the slide show is running.
Move t h e pointer to the right, a n d notice
t h a t a slide displays.
Click the Slide b u t t o n to display a m e n u .
P o i n t t o G o t o Slide, a n d notice that the
slide n u m b e r s a n d tides display as shown
in Figure 2 .
You can navigate to any slide in the presen
tation by using the Go to Slide option. Thus,
if an audience member has a question that
is relevant to another slide, you can easily
display the slide without exiting the
presentation.
In the list of slides, click 4 F u n d
A l l o c a t i o n b y Risk Factor to display t h e
f o u r t h slide. Click the m o u s e b u t t o n so
that t h e pie chart displays.
Continue to the next page to complete the skill ^
Previous Slide
button
F i g u r e 1
Slide numbers
and titles
Go to Slide option
Slide button
Figure 2
Preparing For Your Future
Preparing For Your Future
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562 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
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Fund Allocation by Risk Factor
Fund Allocation by Risk Factor
Reading View
button
F i g u r e 3
Title bar
7. O n your keyboard, press {B}.
The QF) key is a toggle key that displays a
black screen. During a slide show, it may be
desirable to pause a presentation so that a
discussion can he held without the
distraction of the presentation visuals.
Rather than turning off the projection
system or ending the slide show, you can
display the slide as a black screen and then
redisplay the same slide when you are ready
to resume the presentation.
8. O n your keyboard, press (jTJ to redisplay
Slide 4. Press flic] to e n d the slide show.
9 . O n the View b u t t o n s , locate the R e a d i n g
View b u t t o n H , as shown in F i g u r e 3.
Recall that you can use Reading View to
display a presentation in a manner similar to
a slide show, except that the taskbar, title bar,
and status bar remain available in die
presentation window. This view is useful
when you are making a presentation during a
web conference.
10. Click t h e R e a d i n g View b u t t o n [P], a n d
then c o m p a r e your screen with F i g u r e 4 .
1 1 . Press flic] to r e t u r n to N o r m a l view,
a n d then insert a H e a d e r & F o o t e r o n
the N o t e s a n d H a n d o u t s . Include the
Page n u m b e r and the F o o t e r
L a s t n a m e _ F i r s t n a m e _ p 0 4 _ F u n d
12. Save Q the presentation. Print or submit
the file, as directed by your instructor. Exit
PowerPoint.
Done! You hove completed Skill 10 of 10 and
your presentation is complete!
Status bar
Reading View
menu button
F i g u r e 4
Microsoft PowerPoint Chapter 4 | Present Data Using Tables, Charts, and Animation 563
The following More Skills are located at www.pearsonhighered.com/skills
More Skills f j l Prepare Presentations to Be Viewed Using Office PowerPoint Viewer
W h e n y o u are delivering a presentation, it is n o t always I n M o r e Skills 1 1 , y o u w i l l prepare a presentation to be
possible to use y o u r o w n c o m p u t e r e q u i p m e n t a n d software. viewed o n a system that does n o t have PowerPoint 2010 installed.
W h e n PowerPoint 2010 is n o t available o n the system that y o u To b e g i n , open y o u r web browser, navigate t o
w i l l use f o r y o u r presentation, y o u can prepare the presentation t o www.pearsonhighered.com/skills, locate the name o f y o u r
be v i e w e d using the Office PowerPoint Viewer. t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills ̂ Insert Hyperlinks in a Presentation
H y p e r l i n k s include text, b u t t o n s , a n d images t h a t w h e n
clicked d u r i n g a slide show, activate another slide o r a website.
I n M o r e Skills 12, y o u w i l l open a presentation a n d insert a
h y p e r l i n k to a website.
To begin, o p e n y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f y o u r
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills Create Photo Albums
You can use PowerPoint 2010 t o create a p h o t o a l b u m
presentation that is composed p r i m a r i l y o f pictures.
I n M o r e Skills 13, y o u w i l l create a p h o t o a l b u m w i t h
several pictures.
To begin, open y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f y o u r
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
More Skills {J) Design Presentations with Appropriate Animation
A n i m a t i o n effects, w h e n used properly, can emphasize I n M o r e Skills 14, y o u w i l l review design concepts for
i m p o r t a n t presentation i n f o r m a t i o n a n d p r o v i d e a m e t h o d f o r a p p l y i n g appropriate a n i m a t i o n i n a presentation,
i m p r o v i n g presentation pace a n d t i m i n g . To begin, open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f y o u r
t e x t b o o k , a n d t h e n f o l l o w the i n s t r u c t i o n s o n the website.
564 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
Key Terms
After Previous 558
Animation 556
Animation Painter 558
Annotate 562
Category label 550
Cell 544
Chart 550
Chart style 553
Column chart 550
Data label 555
Data marker 552
Data point 552
Data series 552
Emphasis effect 556
Entrance effect 556
Exit effect 556
Legend 550
Navigation toolbar 562
O n Click 558
Pie chart 554
Table 544
Table style 548
W i t h Previous 558
Online Help Skills
1 . Start 0 PowerPoint. In the u p p e r right corner of the PowerPoint window, click
the H e l p b u t t o n [©]. In the H e l p window, click t h e M a x i m i z e H I b u t t o n .
2. Click in t h e search box, type a n i m a t e text o r objects a n d t h e n click t h e Search
b u t t o n \ f i \ . In the search results, click A n i m a t e text o r objects.
3. Read t h e i n t r o d u c t o r y text, a n d t h e n below I n this article, click V i e w a list o f
a n i m a t i o n s c u r r e n t l y o n the slide. C o m p a r e y o u r screen w i t h Figure 1.
• • : a t i t i - f 1
! h f t W m l ) l i B a
View a list o l animations currently o n the slide
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4 . Read the entire article a n d t h e n see if you can answer t h e following: W h a t
a n i m a t i o n effect i n f o r m a t i o n can be viewed in t h e A n i m a t i o n task pane?
Microsoft PowerPoint Chapter 4 | Present Data Using Tables, Charts, and Animation 565
Matching
Match each t e r m in the second c o l u m n with its correct definition in the
first c o l u m n by w r i t i n g the letter of t h e t e r m o n the blank line in front of
t h e correct definition.
1 . I n a table o r worksheet, the rectangular box formed by the
intersection of a c o l u m n a n d row.
2 . A format used to organize a n d present information in c o l u m n s
a n d rows.
3 . Predefined formatting that applies b o r d e r s a n d fill colors to a table
so that it is consistent with t h e presentation t h e m e .
4 . A g r a p h i c representation of n u m e r i c data.
5. A c h a r t type useful for illustrating c o m p a r i s o n s a m o n g related
categories.
6 . Text that identifies t h e categories of d a t a in a chart.
7. Text t h a t identifies a data m a r k e r in a chart.
8. A c o l u m n , bar, area, dot, pie slice, o r o t h e r symbol t h a t represents
a single data point.
9 . Individual data plotted in a chart.
1 0 . Visual o r s o u n d effects added to an object o n a slide.
566 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
A A n i m a t i o n
B Cell
C C h a r t
D C o l u m n chart
E Category label
F Data label
G Data m a r k e r
H D a t a p o i n t
I Table
J Table style
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . A prebuilt set of effects, colors, and b a c k g r o u n d s
applied to a chart that is designed to w o r k with t h e
presentation t h e m e .
A. C h a r t layout
B. C h a r t style
C. C h a r t effect
2 . A g r o u p of related data p o i n t s .
A. Data series
B. Data label
C. Data marker
3 . A chart element that identifies the patterns o r
colors that are assigned to the data in t h e chart.
A. Data series
B. Data label
C. Legend
4 . A type of chart used to illustrate percentages or
p r o p o r t i o n s using only o n e series of data.
A. C o l u m n chart
B. Line chart
C. Pie chart
5. A type of animation that brings a slide element o n t o
the screen.
A. Entrance effect
B. Emphasis effect
C. Exit effect
Topics for Discussion
1 . When you apply animation t o a slide, you can also
apply sound effects. Do you think that using s o u n d in a
presentation is an effective technique for keeping the
audience focused? Why or why not?
A s s e s s m e n t
6 . A n i m a t i o n that emphasizes an object or text that is
already displayed.
A. E n t r a n c e effect
B. Emphasis effect
C. Exit effect
7. A n i m a t i o n that m o v e s an object o r text off t h e
screen.
A. E n t r a n c e effect
B. Emphasis effect
C. Exit effect
8 . A feature t h a t copies a n i m a t i o n settings from one
object to another.
A. F o r m a t Painter
B. A n i m a t i o n Painter
C. Copy a n d Paste
9 . T h e action of w r i t i n g on a slide while t h e slide
show is r u n n i n g .
A. A n n o t a t e
B. Edit
C. Navigation
1 0 . A toolbar used to go to any slide while the slide
show is r u n n i n g .
A. A n i m a t i o n t o o l b a r
B. Slide Show t o o l b a r
C. Navigation t o o l b a r
2 . Recall that a column chart is used to compare data,
a n d a pie chart is used to illustrate percentages or
proportions. Give examples of the types of data that an
organization such as the City of Aspen Falls might use
in a column or a pie chart.
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 567
Skill Check ( ^ 1 r S 0
T o c o m p l e t e t h i s p r e s e n t a t i o n , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• p 0 4 _ R e p o r t
Y o u w i l l s a v e y o u r p r e s e n t a t i o n a s :
• L a s t n a m e _ F i r s t n a m e _ p 0 4 _ R e p o r t
1 . S t a r t PowerPoint. From your student files, O p e n p 0 4 _ R e p o r t . Save the presenta
tion in y o u r P o w e r P o i n t C h a p t e r 4 folder as L a s t n a m e _ F i r s t n a m e _ p 0 4 _ R e p o r t
2 . Display Slide 3. In t h e c o n t e n t placeholder, click the I n s e r t Table b u t t o n . In the
I n s e r t Table dialog box, in the N u m b e r of c o l u m n s box, type 2 a n d then click
O K .
3. In t h e first table cell, type M o n t h and t h e n press [Tab]. Type Ending Cash Balance
a n d t h e n press [Tab]. Type January a n d t h e n press (Tab). Type 33,713,918 a n d then
press [Tab) to create a new row. Type February a n d t h e n press (Tab). Type
28,688,318 a n d t h e n press Q£b). Type March a n d t h e n press [Hb]. Type 35,987,156
4. W i t h t h e insertion p o i n t positioned in the last c o l u m n , o n the Layout t a b , in the
Rows 8c C o l u m n s g r o u p , click the I n s e r t R i ght b u t t o n . In t h e new c o l u m n , t y p e
t h e text s h o w n in the table in Figure 1 .
5. Point to the table's b o t t o m center sizing h a n d l e — t h e four dots. Drag d o w n until
t h e lower edge of the table extends to the 3 i n c h m a r k below zero o n the vertical
ruler.
6. Click in the table, and then on the Layout t a b , in the Table g r o u p , click Select,
a n d t h e n click Select Table. In the Cell Size g r o u p , click the D i s t r i b u t e Rows
b u t t o n . In the A l i g n m e n t g r o u p , click t h e C e n t e r b u t t o n , and then click the
C e n t e r Vertically b u t t o n .
7. U n d e r Table Tools, click the D e s i g n t a b , a n d then in t h e Table Styles g r o u p , click
the M o r e b u t t o n . U n d e r M e d i u m , in the third row, click M e d i u m Style 3 -
Accent 2. Select the first table row, a n d t h e n change the F o n t Size to 24. Select
t h e r e m a i n i n g table text, a n d then change the F o n t Size to 20. Click in a blank
area of the slide, a n d then c o m p a r e your slide with Figure 2 .
• Continue to the next page to complete this Skill Check ^
568 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
C o m m e n t s
Increased revenue from sales and property tax
Increased facilities capital expenditures
Increased revenue from b o n d issue
F i g u r e 1
F i g u r e 2
General Utilities Assessments
January 2568700 1698470 1875020
February 3258694 1833241 1221900
March 2794127 2057964 2384005
F i g u r e
A s s e s s m e n t
8. Display Slide 4. In the c o n t e n t placeholder, click the I n s e r t C h a r t b u t t o n . With
the first c h a r t — C l u s t e r e d C o l u m n — s e l e c t e d , click OK. In t h e Excel w i n d o w ,
click cell B l , c o n t a i n i n g t h e text Series 7. Type General a n d then type t h e
r e m a i n i n g data s h o w n in F i g u r e 3 , pressing (Tab) to move from cell to cell.
9. In the Excel worksheet, p o i n t to row h e a d i n g 5, a n d t h e n right-click. In the
s h o r t c u t m e n u , click Delete. Close Excel.
10. With t h e chart selected, on the C h a r t Tools D e s i g n t a b , in the C h a r t Styles
g r o u p , click the M o r e b u t t o n . Click Style 26.
1 1 . Display Slide 5. In t h e c o n t e n t placeholder, click the I n s e r t C h a r t b u t t o n . Insert
a Pie in 3 - D . In t h e Excel worksheet, click cell B l . Type Expenditures a n d t h e n
press [Tab). Type January a n d then press [Tab). Type 2287769 a n d then press [Tab).
Type February a n d t h e n press [Tab]. Type 4589760 a n d then press [tab). Type
March a n d then press [tab]. Type 3200336 a n d t h e n press [tab]. Position t h e
p o i n t e r over row h e a d i n g 5, right-click, a n d then o n the shortcut m e n u , click
D e l e t e . Close Excel.
12. On the C h a r t Tools D e s i g n t a b , in the C h a r t L a y o u t s g r o u p , click Layout 1. O n
the Layout t a b , in the Labels g r o u p , click D a t a Labels, a n d then click C e n t e r .
13. Display Slide 2, a n d then click the bulleted list. O n t h e A n i m a t i o n s t a b , in the
A n i m a t i o n g r o u p , click Fly I n . Click the Effect O p t i o n s b u t t o n , a n d then click
F r o m Left. In the T i m i n g g r o u p , click the D u r a t i o n u p a r r o w to change the
d u r a t i o n to 00.75. Select t h e title. In the A n i m a t i o n g r o u p , click the M o r e
b u t t o n , a n d then click N o n e .
14. Display Slide 4, a n d t h e n select t h e chart. O n the A n i m a t i o n s t a b , in the
A n i m a t i o n g r o u p , click t h e M o r e b u t t o n , a n d then u n d e r E m p h a s i s , click
T r a n s p a r e n c y . In the T i m i n g g r o u p , click the D u r a t i o n u p a r r o w three times
to display 00.50. Click the S t a r t a r r o w , a n d then click W i t h P r e v i o u s .
15. Display Slide 1 , a n d then select the title. O n the A n i m a t i o n s t a b , in the T i m i n g
g r o u p , click the S t a r t a r r o w . Select After P r e v i o u s . With t h e title selected, in t h e
A d v a n c e d A n i m a t i o n g r o u p , click A n i m a t i o n P a i n t e r , a n d then click the
subtitle. View the slide show from t h e beginning, a n d then display the
presentation in R e a d i n g View. Return to N o r m a l view.
16. Insert a H e a d e r & F o o t e r o n the N o t e s a n d H a n d o u t s . Include a Page n u m b e r
a n d t h e F o o t e r L astname_Firstnamc_p04_Report
17. Save, and t h e n c o m p a r e your presentation with F i g u r e 4 . S u b m i t as directed, a n d
then Exit PowerPoint.
D o n e ! You have completed the Skill Check
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 569
«
Assess Your Skills 1
To complete this presentation, you will need the following file:
• p 0 4 _ C i t y _ H a l l
You will save your presentation as:
•i L a s t n a r n e _ F i r s t n a m e _ p 0 4 _ C i t y _ H a l l
1 . Start PowerPoint. From your s t u d e n t files,
o p e n p 0 4 _ C i t y _ H a l l . Save t h e p r e s e n t a t i o n
in y o u r PowerPoint Chapter 4 folder as
Lastname_Firstname_p04_City_Hall
2 . Display Slide 3. In t h e c o n t e n t placeholder,
i n s e r t a table w i t h 2 c o l u m n s a n d 5 rows. In
t h e five cells of t h e first c o l u m n , t y p e t h e
following headings: Project a n d Exterior a n d
I n t e r i o r a n d Parking a n d Landscape In t h e
second c o l u m n , type the following: Percent
C o m p l e t e a n d 8 5 % a n d 4 5 % a n d 2 0 % a n d
0 %
3. Insert a t h i r d c o l u m n to the right of t h e
Percent Complete c o l u m n . Type t h e
following: C o m p l e t i o n D a t e a n d N o v e m b e r
2013 a n d January 2014 a n d June 2014 a n d
July 2014 Size the table so that its lower edge
aligns at the 3 i n c h m a r k below zero o n the
vertical ruler. If necessary, distribute the
rows, a n d then apply the M e d i u m Style 3 -
Accent 1 table style. Center t h e text h o r i z o n
tally a n d vertically within the cells. A n i m a t e
the table by applying t h e W i p e e n t r a n c e
effect.
4. Display Slide 4. Insert a Pie i n 3 - D chart. In
t h e Excel worksheet, in cell B l , t y p e Cost
Beginning in cell A 2 , enter t h e following
data:
Exterior 1257500
Interior 1258650
Parking 750000
5. In the Excel w i n d o w , delete row 5, a n d t h e n
Close Excel. C h a n g e the chart layout to
Layout 1 , a n d t h e n delete the chart title.
Apply the Style 10 c h a r t style, a n d change
the D a t a Labels placement to Center.
6. Display Slide 2, a n d t h e n remove the
a n i m a t i o n effect from the title placeholder.
7. W i t h Slide 2 displayed, select the c o n t e n t
placeholder, a n d then apply the Split
e n t r a n c e effect a n d change the Effect
O p t i o n s to Vertical O u t .
8. Display Slide 5, a n d t h e n apply the Dissolve
I n e n t r a n c e effect to t h e picture. C h a n g e the
D u r a t i o n to 00.75 a n d the D e l a y t o 00.25.
Apply the D a r k e n emphasis effect to the
caption. For b o t h the caption a n d t h e
picture, modify the Start o p t i o n to After
Previous.
9. View the slide show from the beginning, a n d
use the navigation toolbar to display Slide 4
after you display Slide 1. Return to Slide 1,
a n d t h e n view t h e presentation in t h e correct
order.
10. Insert a H e a d e r & Footer on t h e Notes a n d
H a n d o u t s . Include a Page n u m b e r and the
Footer Lastname_Firstname_p04_City_Hall
1 1 . Save, a n d then c o m p a r e your presentation
with F i g u r e 1. Print y o u r presentation
o r s u b m i t t h e file, as directed by y o u r
instructor. Exit PowerPoint.
D o n e ! You hove completed Assess Your Skills 1
570 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
1 I
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F i g u r e 1
Assess Your Skills 3 and 4 can be found at
www.pearsonhighered.com/skills.
Ust njmt_Flrstni ma_p04_B« rwf its
Figure 1
Assess Your Skills 2
To complete this presentation, you will need the following file
• p04_Benefits
You will save your presentation as:
• LastJiajne_Firstnarne_p04_Benefits
1. Start PowerPoint. From your student files,
O p e n p04_Benefits. Save the presentation in
your P o w e r P o i n t C h a p t e r 4 folder as
Lastname_Firstname_p04_Benefits
2 . Display Slide 2. In the c o n t e n t placeholder,
insert a table w i t h 3 c o l u m n s a n d 4 rows. I n
t h e first row, t y p e t h e following headings:
Medical a n d Vision a n d Dental In t h e second
row, t y p e United Care a n d Vision C a r e
C o r p o r a t i o n a n d Alpha Dental In t h e t h i r d
row t y p e $15 per visit a n d S25 per visit a n d
No deductible I n t h e fourth row, type 9 0 %
paid by plan, with n o m a x i m u m a n d 2 visits
p e r year, w i t h $250 glasses credit a n d 8 0 %
paid by plan, u p to $2,000
3. Insert a c o l u m n t o t h e left of the first
c o l u m n . Beginning in the second row, type
the following headings: Provider a n d
Deductible a n d Coverage
4. Size the table so that its lower edge aligns at
t h e 3 inch m a r k below zero o n the vertical
ruler. Distribute t h e rows, a n d t h e n apply t h e
M e d i u m Style 3 – Accent 1 table style. Center
the table text horizontally a n d vertically.
C h a n g e t h e first r o w and first c o l u m n Font
Size to 28, a n d then apply the Circle cell
bevel effect to t h e first row. Ajriimate the
table by applying t h e W i p e effect.
5. Display Slide 4, a n d then insert a C l u s t e r e d
C o l u m n chart. In the Excel worksheet, in
cell B l , type Medical In cell C I t y p e Vision
a n d in cell D l t y p e Dental Beginning in cell
A 2 enter the following data:
2012 4228550 2586430 2758490
2013 4752280 2687500 2896430
2014 4967870 1889480 3198560
6. In the Excel worksheet, delete row 5, a n d
t h e n Close Excel. Apply t h e Style 3 4 c h a r t
style, a n d then use A n i m a t i o n Painter to
copy the a n i m a t i o n from the table o n Slide 2
t o the chart o n Slide 4.
7. Edit t h e c h a r t data by changing t h e 2013
Vision data in cell C 3 t o 2622330
8. O n Slide 3, apply the Float I n e n t r a n c e effect
t o t h e c o n t e n t placeholder.
9. O n Slide 5, apply the Fly I n e n t r a n c e effect to
the tide. Change the Effect O p t i o n s to F r o m
Top. Use the Reorder A n i m a t i o n o p t i o n s to
move the title a n i m a t i o n earlier so that it
displays before the subtitle. Set the title a n d
subtitle a n i m a t i o n s to start After Previous.
View the slide show from the beginning.
10. Insert a H e a d e r & Footer o n the Notes a n d
H a n d o u t s . Include a Page n u m b e r a n d t h e
Footer Lastname_Firstname_p04_Benefits
1 1 . Save, a n d t h e n c o m p a r e y o u r p r e s e n t a t i o n
w i t h Figure 1 . Print your p r e s e n t a t i o n
o r s u b m i t t h e file, as directed by y o u r
instructor. Exit PowerPoint.
Done! You hove completed Assess Your Skills 2
Microsoft PowerPoint Chapter 4 | Present Data Using Tables, Charts, and Animation 571
http://www.pearsonhighered.com/skills
Assess Your Skills Visually
T o c o m p l e t e t h i s p r e s e n t a t i o n , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
N e w b l a n k P o w e r P o i n t p r e s e n t a t i o n
Y o u w i l l s a v e y o u r p r e s e n t a t i o n a s :
L a s t n a m e _ F i r s t n a m e _ p 0 4 _ A c c o u n t s
S t a r t PowerPoint. Create the table as
s h o w n in Figure 1 . Save the file as
L a s t n a m e _ F i r s t n a m e _ p 0 4 _ A c c o u n t s in your
P o w e r P o i n t C h a p t e r 4 folder. To complete this
p r e s e n t a t i o n , use t h e M o d u l e design t h e m e .
Type a n d align the text as s h o w n in t h e figure,
a n d apply the Light Style 2 – Accent 1 table style.
In the first table row, change the F o n t Size to 24,
a n d apply a Circle bevel effect. Add a footer to
the N o t e s a n d H a n d o u t s with the file n a m e a n d
page n u m b e r , a n d t h e n p r i n t or s u b m i t the file,
as directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
S a v i n g s A c c o u n t C o m p a r i s o n
AccountType Description Rate
Savings A c c o u n t
T r a d i t i o n a l a c c o u n t f o r
s h o r t – t e r m needs
1 %
Savings Certificate
C o m p e t i t i v e rates
Guaranteed return
1.5% t o 3.5%
M o n e y M a r k e t A c c o u n t
M i n i m u m $2,500 balance
U n l i m i t e d w i t h d r a w a l s
1.25% t o 1.75%
Individual R e t i r e m e n t
A c c o u n t
Invest a f t e r – t a x dollars 2.25% t o 4.5%
Figure 1
572 Present Data Using Tables, Charts, and Animation | Microsoft PowerPoint Chapter 4
Skills in Context
To complete this presentation, you will need the following file:
N e w b l a n k PowerPoint presentation
You will save your presentation as:
Lastname_Firstname_p04_Power
U s i n g the i n f o r m a t i o n p r o v i d e d , create a p r e s e n t a t i o n i n w h i c h
the first slide t i t l e is Aspen Falls U t i l i t i e s D i v i s i o n a n d the s u b t i t l e
is Power D i s t r i b u t i o n and Usage A p p l y a design t h e m e . Create
t w o m o r e slides, one w i t h a table a n d one w i t h a pie c h a r t , that
i n c l u d e i n f o r m a t i o n a b o u t the types o f p o w e r that t h e c i t y uses
a n d its d i s t r i b u t i o n to customers. T h e city’s p o w e r s u p p l y is
composed o f 5 2 % hydroelectric power, 2 8 % n a t u r a l gas, 1 5 %
renewable energy sources, and 5 % coal. O n a m o n t h l y basis, the
average d i s t r i b u t i o n o f power i n megawatt h o u r s is 705,500 f o r
residential customers, 1,322,600 f o r c o m m e r c i a l customers, a n d
587,900 f o r i n d u s t r i a l customers.
F o r m a t t h e c h a r t a n d table w i t h styles, a n d a p p l y a n i m a t i o n t o
each. Insert a f o o t e r w i t h the file n a m e o n t h e Notes a n d
H a n d o u t s . P r i n t o r s u b m i t electronically, as d i r e c t e d b y y o u r
i n s t r u c t o r .
D o n e ! You hove completed Skills in Context
Skills and You
To complete this presentation, you will need the following file:
a N e w blank PowerPoint presentation
You will save your presentation as:
• Lastname_Firstname_p04_Cars
Using t h e skills y o u have practiced i n t h i s chapter, create a
presentation w i t h f o u r slides i n w h i c h y o u c o m p a r e three cars
that y o u w o u l d be interested i n p u r c h a s i n g . A p p l y an a p p r o p r i a t e
presentation t h e m e . O n one slide, insert a table w i t h t h r e e
c o l u m n s that includes the vehicle n a m e , p r i c e range, a n d
d e s c r i p t i o n o f i m p o r t a n t features. O n a n o t h e r slide, insert a
c o l u m n chart that compares the prices o f the three vehicles. O n
the last slide, insert a p i c t u r e o f the car t h a t y o u w o u l d l i k e t o
purchase, a n d i n c l u d e at least three b u l l e t p o i n t s i n d i c a t i n g w h y
y o u chose t h e vehicle. A p p l y a n i m a t i o n t o t h e slides, a n d insert an
a p p r o p r i a t e footer. P r i n t o r s u b m i t electronically, as directed b y
y o u r i n s t r u c t o r .
D o n e ! You hove completed Skills and You
Microsoft PowerPoint Chapter 4 | Present Data Using Tables. Charts, and Animation 573
I n t e g r a t i n g W o r d , E x c e l ,
A c c e s s , a n d P o w e r P o i n t
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• Data a n d objects can be copied a n d pasted, moved, linked, or e m b e d d e d a m o n g the applications.
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Integrated Projects Chapter 1 | Integrating Word. Excel. Access, and PowerPoint 577
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KILL 1 : M o v e Text Between Word D o c u m e n t s
• Text from o n e Word d o c u m e n t can be
inserted into a n o t h e r d o c u m e n t .
1 .
2.
Click S t a r t 0 . Click C o n t r o l P a n e l ,
a n d t h e n click A p p e a r a n c e a n d
P e r s o n a l i z a t i o n . U n d e r F o l d e r O p t i o n s ,
click S h o w h i d d e n files a n d folders.
U n d e r A d v a n c e d s e t t i n g s , clear the H i d e
e x t e n s i o n s for k n o w n file t y p e s check
box. Click OK, and then click Close E l i -
This setting will display a file extension—
a set of characters added to the end of a file
name that identifies each file type—in all
folder windows and window title bars.
S t a r t © W o r d . Navigate to y o u r s t u d e n t
files, a n d t h e n o p e n i 0 1 _ T e a m _ R e p o r t .
d o c x . Click the File t a b , a n d t h e n click
Save As. Navigate to the location where
you are saving your files, create a folder
n a m e d Integrated Projects C h a p t e r 1 a n d
then using your first a n d last names, Save
the d o c u m e n t as Lastname_Firstname_
i01_Team_Rcport C o m p a r e y o u r screen
w i t h F i g u r e 1.
3. O n t h e I n s e r t t a b , in the H e a d e r & F o o t e r
g r o u p , click the F o o t e r b u t t o n , a n d t h e n
click E d i t F o o t e r . O n the D e s i g n t a b , in
t h e I n s e r t g r o u p , click the Q u i c k P a r t s
b u t t o n , a n d then click Field. U n d e r Field
n a m e s , click F i l e N a m e , a n d t h e n click
OK. In the Close g r o u p , click the Close
H e a d e r a n d F o o t e r b u t t o n .
Press [Ctrl] + [End]. O n the I n s e r t t a b , in
t h e Text g r o u p , click the O b j e c t b u t t o n
a r r o w , a n d then click Text f r o m File.
C o m p a r e your screen w i t h F i g u r e 2.
4 .
Continue to the next page to complete the skill >
File extension
displays on
title bar
F i g u r e 1
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SKILL 1 : M o v e Text Between Word D o c u m e n t s
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Documents
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F i g u r e 3
Text removed
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Text inserted
into document
In the Insert File dialog box, navigate to
y o u r s t u d e n t files. Select i01_Finance_
Report x, a n d t h e n click Insert.
T H E T E X T F R O M T H E F I L E i01_Finance_Report I S
I N S E R T E D I N T O T H E C U R R E N T D O C U M E N T .
6. If necessary, on the H o m e tab, in the
Paragraph g r o u p , click the S h o w / H i d e
b u t t o n B . Below t h e tabbed text just
inserted, follow the technique from the
previous steps to insert t h e text from
i 0 1 _ M a r k e t i n g _ Report x.
7. O p e n the s t u d e n t data file i01_Sales_
Report x.
8. O n the V i e w tab, in the W i n d o w g r o u p ,
click the V i e w Side by Side b u t t o n . Notice
that the r i b b o n does n o t fully display in
this view, as s h o w n in F i g u r e 3.
9. Scroll d o w n , a n d notice synchronous
scrolling—both d o c u m e n t s scroll
together—is enabled.
10. With the i01_Sales_Report x w i n d o w
active, press F C T R I ] + ( X ) to select all of the
text in t h e d o c u m e n t . Move the m o u s e
p o i n t e r o n t o p of the blue selected text,
a n d then press and hold d o w n the left
m o u s e b u t t o n . Drag t h e text to the e n d of
the d o c u m e n t in the Lastname_
F i r s t n a m e _ i 0 1 _ T e a m _ R e p o r t window.
C o m p a r e your screen with F i g u r e 4.
T H E T E X T I S M O V E D F R O M T H E i01_Sales_Report
D O C U M E N T I N T O T H E D O C U M E N T
Lastname_Firstname_i01_Team_Report.
1 1 . Close G 3 i01_Sales_Report. When
p r o m p t e d , d o not save the changes.
12. Save [ j j L a s t n a m e _ F i r s t n a m e _ i 0 1 _
Team_Report x.
• You have completed Skill 1 of 10
F i g u r e 4
Integrated Projects Chapter 1 | Integrating Word. Excel. Access, and PowerPoint 579
• SKILL 2: A p p l y H e a d i n g Styles in Word
• Applying a h e a d i n g style to text enables you
to f o r m a t all of the h e a d i n g text at o n e time.
• A shortcut menu shows a list of c o m m a n d s
relevant to a particular item a n d is displayed
w h e n you right-click an item.
1 . Press (CM) + [End) to move the insertion
p o i n t to the e n d of the d o c u m e n t .
2 . Type C o n t a c t Us a n d t h e n press (Enter).
Type O u r team can be reached at
(480) 5 5 5 – 0 0 3 1 . a n d t h e n press (Enter).
3. Press (eld) + (Home| to move the insertion
p o i n t to t h e b e g i n n i n g of t h e d o c u m e n t .
4 . Select the first p a r a g r a p h , Cypress Hotels
Group.
5 . O n t h e H o m e tab, in the Styles g r o u p ,
click t h e H e a d i n g 1 b u t t o n , a n d then
c o m p a r e your screen with Figure 1.
6 . Select the text Finance Report. Press a n d
hold (Ctrl), a n d t h e n select the p a r a g r a p h s
Marketing Report, Sales Report, a n d
Contact Us.
7. Release (Ctrl). With the four headings
selected, click the H e a d i n g 1 b u t t o n .
8. Press (Ctrl) + (Home) to move the insertion
p o i n t to the beginning of the d o c u m e n t .
9 . Using the same technique, select t h e
p a r a g r a p h s Looking Forward, Condo-hotel
Financing, Customer Service, Internet,
Direct Marketing to Past Guests,
Condo-hotels, Signature Restaurants,
Business Travelers, a n d the last p a r a g r a p h ,
b e g i n n i n g Our team can be reached. In the
Styles group, click the H e a d i n g 2 b u t t o n .
C o m p a r e your screen w i t h Figure 2.
Continue to the next page to complete the skill V
Heading 1 button
Heading 1 style
applied to
paragraph
F i g u r e 1
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584 Integrating Word. Excel, Access, and PowerPoint
F i g u r e 2 I
Integrated Projects Chapter 1
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SKILL 4 : Insert a n d M o d i f y a Shape In PowerPoint
Shape with
effects
F i g u r e 3
Yellow adjustment
handle
8 .
5. Select t h e text, a n d then from the M i n i
toolbar, change the Font Size to 36. In
the Shape Styles g r o u p , click the Shape
O u t l i n e b u t t o n , and then click Black,
Text 1.
6. Click t h e Shape Effects b u t t o n , and t h e n
p o i n t to 3-D R o t a t i o n . U n d e r Perspective,
click the first effect in the third r o w —
Perspective C o n t r a s t i n g Right.
7. Click t h e Shape Effects b u t t o n again, a n d
then p o i n t to Reflection. In the Reflection
gallery, u n d e r Reflection Variations, click
the first effect in t h e first r o w — T i g h t
Reflection, touching. Click a blank area in
the slide, a n d then c o m p a r e your screen
— with Figure 3.
Display Slide 3. Using t h e same
techniques, insert the s h a p e 16-Point Star
in the m i d d l e of the slide. Increase the
Shape H e i g h t to 3 a n d t h e n increase
t h e Shape W i d t h to 8. Move the shape to
the lower m i d d l e p a r t of the slide.
Type C u s t o m e r s are Super select the text,
a n d t h e n change the Font Size to 24.
10. Point at t h e yellow adjustment handle a n d
drag d o w n approximately 1/2″.
1 1 . In the Shapes Style g r o u p , click the M o r e
b u t t o n 0) a n d then click t h e t h i r d shape in
the sixth r o w — Intense Effect – Ice Blue,
Accent 2. C o m p a r e your screen with
Figure 4 .
12. Save the presentation.
• You hove completed Skill 4 of 10
9 .
F i g u r e 4
Integrated Projects Chapter 1 | Integrating Word, Excel. Access, and PowerPoint 585
5: Import a Word Table
• I f y o u have a table o f n u m b e r s i n W o r d ,
y o u can c o p y a n d paste t h e n u m b e r s i n t o
Excel a n d t h e n generate f o r m u l a s i n the
Excel w o r k b o o k .
• F o r m u l a s are equations t h a t p e r f o r m
c a l c u l a t i o n s o n values.
1 . M a k e L a s t n a m e _ F i r s t n a m e _ i 0 1 _ T e a m _
R e p o r t t h e active w i n d o w .
2 . O n the first page, b e g i n n i n g w i t h the text
Location, select the six lines o f tabbed text.
3 . O n t h e I n s e r t t a b , i n the Tables g r o u p ,
c l i c k the Table b u t t o n , a n d t h e n c l i c k
C o n v e r t T e x t t o T a b l e . I n the C o n v e r t
T e x t t o T a b l e d i a l o g b o x , c l i c k O K , a n d
t h e n n o t i c e t h a t the t a b b e d text is c o n
v e r t e d t o a table, as d i s p l a y e d i n Figure 1.
4 . O n the D e s i g n t a b , i n the T a b l e Styles
g r o u p , click the M o r e b u t t o n 0. C l i c k the
second style i n the fifth r o w — M e d i u m
S h a d i n g 2 – A c c e n t 1.
5. O n the L a y o u t t a b , i n the A l i g n m e n t
g r o u p , click the A l i g n C e n t e r b u t t o n
6. I n t h e C e l l Size g r o u p , c l i c k t h e A u t o F i t
b u t t o n , a n d t h e n c l i c k A u t o F i t C o n t e n t s .
7. I n the Table g r o u p , click the P r o p e r t i e s
b u t t o n . I n the T a b l e P r o p e r t i e s d i a l o g
b o x , u n d e r A l i g n m e n t , c l i c k C e n t e r , a n d
t h e n c l i c k O K . C o m p a r e y o u r screen w i t h
Figure 2. •
Text is centered
within each
table cell
The cell contents are centered vertically and
horizontally, and the table is horizontally
centered on the page.
8. W i t h the table s t i l l selected, o n t h e H o m e
t a b , i n the C l i p b o a r d g r o u p , click the
C o p y b u t t o n 0 .
• Continue to the next page to complete the skill ^
Figure 2
586 Integrating Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 1
SKILL 5: Import a Word Table into a n Excel Workbook
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Word data
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# symbols notify
user that column
width is too
narrow to display
numbers
F i g u r e 3
File name in
footer
Normal button
9 . S t a r t <» Excel. With cell A l as the active
cell, o n t h e H o m e t a b , in t h e C l i p b o a r d
g r o u p , click t h e Paste b u t t o n , a n d then
c o m p a r e y o u r screen with F i g u r e 3.
1 0 . Click t h e File t a b , a n d t h e n click Save As.
Navigate t o your I n t e g r a t e d P r o j e c t s
C h a p t e r 1 folder, a n d t h e n Save t h e
w o r k b o o k as L a s t n a m e _ F i r s t n a m e _ i 0 1 _
Finance_Data
1 1 . O n t h e I n s e r t t a b , in the Text g r o u p ,
click t h e H e a d e r & F o o t e r b u t t o n . In the
N a v i g a t i o n g r o u p , click the G o t o F o o t e r
b u t t o n , click just above the word Footer,
a n d then in the H e a d e r & F o o t e r
E l e m e n t s g r o u p , click the File N a m e
b u t t o n .
1 2 . Click a cell above t h e footer, a n d then
c o m p a r e y o u r screen w i t h F i g u r e 4 .
1 3 . O n the status bar, click the N o r m a l
b u t t o n [Sj, a n d t h e n press (Ctrl) + [Home) t o
move to cell A l .
1 4 . Select c o l u m n s A:E. O n t h e H o m e t a b , in
the Cells g r o u p , click the F o r m a t b u t t o n ,
and t h e n click C o l u m n W i d t h . In the
C o l u m n W i d t h dialog box, t y p e 1 2 a n d
then click OK. In t h e F o n t g r o u p , click
the B o l d b u t t o n H to remove t h e bold
format.
1 5 . Select row 1. Click the F o r m a t b u t t o n ,
a n d t h e n click R o w H e i g h t . In the Row
H e i g h t dialog box, type 33 a n d then click
OK.
1 6 . O n the Page Layout t a b , in the T h e m e s
g r o u p , click the T h e m e s b u t t o n , a n d then
click O r i g i n . Save [ A ] the d o c u m e n t .
• You hove completed Skill 5 of 10
F i g u r e 4
Integrated Projects Chapter 1 | Integrating Wora. Excel. Access, and PowerPoint 587
http://jl-nit.i-sii.il-
• Shapes created i n P o w e r P o i n t c a n be c o p i e d
a n d pasted i n t o W o r d a n d Excel d o c u m e n t s .
• Y o u can collect objects from a n u m b e r o f
d o c u m e n t s o n the C l i p b o a r d a n d t h e n paste
t h e m i n t o o t h e r d o c u m e n t s .
1 . M a k e the P o w e r P o i n t p r e s e n t a t i o n
L a s t n a m e F i r s t n a m e _ i O l _ T e a m _
P r e s e n t a t i o n the active w i n d o w .
2 . O n t h e H o m e t a b , click the C l i p b o a r d
D i a l o g B o x L a u n c h e r [ 7 ] .
3. I f any items display i n the C l i p b o a r d task
p a n e , click t h e C l e a r A l l b u t t o n .
4 . D i s p l a y S l i d e 3. C l i c k the star shape, a n d
t h e n c l i c k the b o r d e r o f t h e shape t o select
t h e e n t i r e shape. I n the C l i p b o a r d g r o u p ,
c l i c k the C o p y b u t t o n
5. D i s p l a y S l i d e 5. C l i c k the shape, a n d t h e n
c l i c k the b o r d e r o f t h e shape. C l i c k the
C o p y b u t t o n
Both shapes display i n the Clipboard task
pane.
6. M a k e t h e Excel w o r k b o o k L a s t n a m e _
F i r s t n a m e _ i 0 1 _ F i n a n c e _ D a t a t h e active
w i n d o w .
7. C l i c k cell A 1 0 . O n the H o m e t a b , click
t h e C l i p b o a r d D i a l o g B o x L a u n c h e r [ 5 ] .
8. I n the C l i p b o a r d task pane, c l i c k the
S t a r shape a n d t h e n Close @ the
C l i p b o a r d task pane. C o m p a r e y o u r
screen w i t h Figure 1.
W i t h the shape selected, p o i n t t o the
m i d d l e r i g h t sizing h a n d l e so t h a t
t h e 0 p o i n t e r displays. H o l d d o w n the
m o u s e b u t t o n , d r a g left to t h e g r i d l i n e
between c o l u m n s F a n d G, a n d t h e n
release the mouse b u t t o n . C o m p a r e y o u r
screen w i t h Figure 2 .
9.
Shape pasted into
Excel worksheet
F i g u r e 1
Shape resized
• Continue to the next page to complete the skill ^
F i g u r e 2
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588 Integrating Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 1
SKILL 6: Insert a Shape f r o m PowerPoint into Word a n d Excel
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10. Click the Sheet2 sheet tab. Hold d o w n
f f t r f l , a n d t h e n click the S h e e t 3 sheet tab.
Release (ctrf).
1 1 . O n the H o m e t a b , in the Cells g r o u p ,
click the D e l e t e b u t t o n a r r o w , a n d t h e n
click D e l e t e Sheet.
12. Right-click the S h e e t l sheet tab, a n d t h e n
click R e n a m e . Type Quarterly Data a n d
t h e n press [Enter].
13. Click Save \a\, a n d then make L a s t n a m e _
F i r s t n a m e _ i 0 1 _ T e a m _ R e p o r t the active
w i n d o w . Press [Ctrl] + [End] to move to t h e
end of the d o c u m e n t .
14. If the ruler does n o t display, o n the View
tab, in the S h o w / H i d e g r o u p , select t h e
R u l e r check box. C o m p a r e your screen
w i t h F i g u r e 3 .
15. O n the H o m e tab, click the C l i p b o a r d
D i a l o g Box L a u n c h e r [n[].
16. In the C l i p b o a r d task p a n e , click the U p
R i b b o n shape to paste the shape into the
W o r d d o c u m e n t . Close @ the C l i p b o a r d
task p a n e .
17. O n t h e P i c t u r e Tools F o r m a t t a b , in the
Size g r o u p , click the S h a p e H e i g h t box,
t y p e 1.5 a n d t h e n press [Enter]. In the
A r r a n g e g r o u p , click the Align b u t t o n ffc],
a n d then click Align B o t t o m . Click the
Align b u t t o n [IF], a n d then click Align
C e n t e r . Press FCLRI] + (End], to verify the
position of the shape by the ruler.
C o m p a r e your screen with F i g u r e 4 .
18. Save @ t h e file, a n d then Exit Word.
Make L a s t n a m e _ F i r s t n a m e _ i 0 1 _ T e a m _
P r e s e n t a t i o n the active window, a n d t h e n
C l o s e jn] the C l i p b o a r d task p a n e .
• You have completed Skill 6 of 10
F i g u r e 4
Integrated Projects Chapter 1 | Integrating Word. Excel. Access, and PowerPoint 589
• A n Excel table enables y o u to f o r m a t , s o r t ,
filter, a n d p e r f o r m calculations o n a g r o u p
o f related data.
• Criteria are c o n d i t i o n s t h a t y o u specify t o
l i m i t choices. A filter hides rows t h a t d o n o t
m e e t t h e c r i t e r i a .
• A filter drop-down list is a c o n t r o l that
displays a list o f filter o p t i o n s f o r each
c o l u m n i n the header r o w o f a n Excel table.
1 . M a k e t h e Excel w o r k b o o k L a s t n a m e _
F i r s t n a m e _ i 0 1 _ F i n a n c e _ D a t a t h e active
w i n d o w . O n the Page Layout tab, i n the
Page Setup g r o u p , click the M a r g i n s
b u t t o n , a n d t h e n click N a r r o w .
C l i c k cell A l . O n the H o m e tab, i n the
Styles g r o u p , c l i c k t h e F o r m a t as Table
b u t t o n , a n d t h e n click Table Style Light 9.
I n the F o r m a t As Table d i a l o g b o x , click
O K . C l i c k cell F l , a n d t h e n c o m p a r e y o u r
screen w i t h Figure 1 .
2.
Filter drop-down
arrows
Excel table
F i g u r e 1
Calculated
column
T h e range is converted into an Excel table—
a series o f rows a n d columns that contain
related data that are managed independently
f r o m the data in other rows a n d columns o n
the worksheet.
3. I n cell F l , t y p e A n n u a l Total a n d then
press [Enter].
AutoExpansion automatically includes an
a d j o i n i n g c o l u m n in an Excel table.
4 . W i t h cell F2 active, i n the E d i t i n g group,
c l i c k t h e Sum b u t t o n [£], and t h e n press
[Enter] t o create a calculated c o l u m n .
Increase t h e w i d t h o f c o l u m n F t o 12, a n d
t h e n c o m p a r e y o u r screen w i t h Figure 2 . —
I n a n Excel table, a calculated column uses
a single f o r m u l a that adjusts for each row.
• Continue to the next page to complete the skill •
F i g u r e 2
590 Integrating Word. Excel, Access, and PowerPoint | Integrated Projects Chapter 1
Formulas inserted
in remaining rows
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5 . O n t h e D e s i g n t a b , in the Table Style
O p t i o n s g r o u p , select t h e Total Row
check box. Click cell B7, click its displayed
arrow 0 , a n d t h e n click S u m . Repeat this
technique for cells C7, D 7 , a n d E7.
6. Select cells B2:F7. O n t h e H o m e t a b , in
the Styles g r o u p , click t h e Cell Styles
b u t t o n , a n d t h e n u n d e r N u m b e r F o r m a t ,
click C u r r e n c y [0].
7. In cell A l , click the Filter a r r o w Q to
display t h e filter d r o p – d o w n list. Click
S o r t A t o Z.
The rows are sorted i n alphabetical order by
location.
8 .
9 .
Copy of
worksheet created
and renamed
In cell F l , click the Filter a r r o w [•]• In t h e
filter d r o p – d o w n list, p o i n t to N u m b e r
Filters, a n d then click G r e a t e r T h a n . In
the C u s t o m A u t o F i l t e r dialog box, type
5900500 a n d t h e n click O K . C o m p a r e
your screen w i t h Figure 3 .
Right-click t h e Q u a r t e r l y D a t a sheet t a b ,
a n d t h e n click Move o r C o p y . In the M o v e
o r C o p y dialog box, click ( m o v e to e n d ) ,
select the C r e a t e a c o p y check box, a n d
t h e n d i c k O K .
10. Right-click t h e Q u a r t e r l y D a t a ( 2 ) sheet
tab, a n d t h e n click R e n a m e . Type Filtered
Totals a n d then press [Enter]. C o m p a r e y o u r
screen w i t h Figure 4 .
1 1 . Click the Q u a r t e r l y D a t a sheet tab. O n
the H o m e t a b , in the E d i t i n g g r o u p , click
the S o r t & Filter b u t t o n , a n d then click
Clear.
12. Click the F i l t e r e d Totals sheet tab, a n d
notice that t h e filter is still applied o n this
worksheet.
13. Save [u] t h e w o r k b o o k .
• You hove completed Skill 7 of 10
F i g u r e 4
Integrated Projects Chapter 1 | Integrating Word, Excel, Access, and PowerPoint 591
http://St.lt
:e A p p l i c a t i o n s Using OLE
• C h a r t s enable users to see c o m p a r i s o n s and
t r e n d s in data.
• You can share information between files
t h r o u g h linked o r e m b e d d e d objects.
1 . An external reference creates a reference
between objects in different files. Take a
m o m e n t to examine c o m m o n t e r m s
regarding external references, as described
in t h e table in Figure 1.
2 .
3.
4 .
5.
Display t h e Q u a r t e r l y D a t a worksheet,
a n d t h e n select cells A1:E6. O n the I n s e r t
t a b , in the C h a r t s g r o u p , click the
C o l u m n b u t t o n . U n d e r C y l i n d e r , click the
first c h a r t t y p e — C l u s t e r e d C y l i n d e r .
Move t h e chart below the shape so that its
t o p left corner is in cell A27.
O n t h e D e s i g n t a b , in the D a t a g r o u p ,
click t h e Switch R o w / C o l u m n b u t t o n . The data series in the chart is switched. The quarter headings move to the horizontal axis, and the location headings move to the legend.
O n t h e Layout t a b , in the Labels g r o u p ,
click the C h a r t Title b u t t o n , a n d t h e n
click Above C h a r t . Type Projected I n c o m e
and t h e n press (Enter). C o m p a r e y o u r screen
w i t h Figure 2 .
6 . O n the H o m e t a b , in the C l i p b o a r d
g r o u p , click the C o p y b u t t o n S .
7. Make t h e PowerPoint presentation
L a s t n a m e _ F i r s t n a m e _ i 0 1 _ T e a m _
P r e s e n t a t i o n the active window. Display
Slide 2. On the H o m e t a b , in the Slides
g r o u p , click the N e w Slide b u t t o n a r r o w ,
a n d t h e n click Blank.
A new blank slide, Slide 3, is inserted.
• Continue to the next page to complete the skill >
F i g u r e 1
Chart title
inserted
Chart moved
Rows and
columns switched
F i g u r e 2
External References
Type Description
OLE Object linking and embedding is a program-integration
technology t h a t shares information between programs
through linked or embedded objects.
Source file The f i l e that contains the original information that
is used to create a linked or an embedded object.
Destination file The f i l e into w h i c h a linked or an embedded object
is inserted.
Linked object An object t h a t maintains a connection between the
source and destination files. Linked data or objects
are stored in the source file.
Embedded object An object that becomes part of the destination file.
If the source file is modified, the embedded object
does not change.
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592 Integrating Word, Excel. Access, and PowerPoint | Integrated Projects Chapter 1
SKILL 8 : Link Data Between Office A p p l i c a t i o n s Using OL
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8 . I n the C l i p b o a r d g r o u p , c l i c k t h e Paste
b u t t o n a r r o w , a n d t h e n click Paste
S p e c i a l . I n t h e Paste Special d i a l o g b o x ,
select t h e Paste l i n k o p t i o n b u t t o n , as
s h o w n i n Figure 3.
The chart w i l l be pasted as a Microsoft Office
Excel Chart Object. Here, the Paste option
button creates an embedded object. The
Paste link option button creates a linked
object.
9. I n the Paste S p e c i a l d i a l o g b o x , click O K .
O n the F o r m a t t a b , increase the Shape
H e i g h t t o 5″.
10. I n the A r r a n g e g r o u p , click the A l i g n
b u t t o n [u], and t h e n click A l i g n M i d d l e .
C l i c k the A l i g n b u t t o n \a\ again, a n d t h e n
click A l i g n C e n t e r .
1 1 . M a k e t h e Excel source file L a s t n a m e _
F i r s t n a m e _ i 0 1 _ F i n a n c e _ D a t a the active
w i n d o w . N o t i c e i n the chart that Los
Angeles h a d t h e highest p r o j e c t e d i n c o m e
i n the first quarter. C l i c k cell B5, t y p e
1410846 a n d t h e n press (Biter]. Scroll d o w n
t o v e r i f y t h a t the Los Angeles first-quarter
c o l u m n reflects the n e w value.
12. M a k e the d e s t i n a t i o n file Lastname__
F i r s t n a m e _ i 0 1 _ T e a m _ P r e s e n t a t i o n the
active w i n d o w . C o m p a r e y o u r Los Angeles
f i r s t – q u a r t e r c o l u m n w i t h Figure 4 . I f
necessary, r i g h t – c l i c k the c h a r t , a n d t h e n
i n t h e s h o r t c u t m e n u , click U p d a t e L i n k .
The chart is a linked object. Changes made
in the source file are reflected in the destina
tion file.
13. Save A_ the p r e s e n t a t i o n , and t h e n
E x i t P o w e r P o i n t . Save £0 the w o r k b o o k ,
a n d t h e n E x i t Excel.
• You hove completed Skill 8 of 10
F i g u r e 4
Integrated Projects Chapter 1 | Integrating Word, Excel, Access, and PowerPoint 593
http://J-t.O00.000
sing Data
• T h e mail merge feature in W o r d lets you
create c u s t o m i z e d letters, e-mail messages,
envelopes, o r labels.
• In mail merge, the main document contains
t h e text that remains constant. T h e data
source contains the i n f o r m a t i o n — s u c h as
n a m e s a n d addresses—that changes with
each letter or envelope.
1 . Start © Access. O n the F i l e tab, click
O p e n , navigate to y o u r s t u d e n t data files,
a n d t h e n o p e n i01_Associates.
2. O p e n the Associates table, notice the
n u m b e r of records a n d s o m e of t h e n a m e s
a n d addresses. E x i t Access.
3. Start © Word. Save the new d o c u m e n t in
y o u r I n t e g r a t e d Projects C h a p t e r 1 folder
as I.astname_Firstname_i01_Envelopes If
necessary, display formatting m a r k s .
4 . O n t h e M a i l i n g s tab, in t h e Start M a i l
M e r g e g r o u p , click the Start M a i l M e r g e
b u t t o n , a n d t h e n click Envelopes. In the
Envelope O p t i o n s dialog box, verify that
t h e Envelope size is Size 10, as s h o w n in
F i g u r e 1.
5.
6 .
In t h e Envelope O p t i o n s dialog box, click
O K . Notice that an envelope displays o n
y o u r screen.
At the t o p left corner of the displayed
envelope, type y o u r first a n d last n a m e s ,
a n d t h e n press [Enter]. Type 6803 N River
Ave a n d t h e n press fntei]. Type T a m p a , FL
33605 a n d t h e n c o m p a r e y o u r screen with
Figure 2.
7 . O n the M a i l i n g s tab, in the Start M a i l
M e r g e g r o u p , click t h e Select Recipients
b u t t o n , a n d then click Use Existing List.
Continue to the next page to complete the skill ^
Envelope Options
dialog box
Envelope Size 10
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594 Integrating Word. Excel, Access, and PowerPoint | Integrated Projects Chapter 1
http://Sur1M.il
http://’.LriMi.mii
SKILL 9: Create Envelopes Using Data from Access
Mail Merge
Recipients
dialog box
City filter arrow
Displayed list
F i g u r e 3
Address
placeholder
8. I n the Select D a t a Source d i a l o g b o x ,
navigate t o y o u r s t u d e n t data files, click
i01_Associates, a n d t h e n click O p e n .
9. I n the Start M a i l M e r g e g r o u p , click the
E d i t Recipient List b u t t o n . I n the M a i l
M e r g e Recipients d i a l o g b o x , click the
C i t y filter a r r o w t o display the list as
s h o w n i n Figure 3.
10. I n the displayed list, c l i c k Tampa t o f i l t e r
the records to d i s p l a y o n l y the five T a m p a
records. N o t i c e t h a t the f i l t e r a r r o w
changes to b l u e , i n d i c a t i n g t h a t the C i t y
f i e l d is f i l t e r e d .
1 1 . I n the M a i l M e r g e Recipients d i a l o g b o x ,
c l i c k O K . C l i c k t h e U f o r m a t t i n g m a r k i n
t h e l o w e r m i d d l e p a r t o f the envelope t o
display t h e address placeholder as s h o w n
i n Figure 4.
12. I n t h e W r i t e & Insert Fields g r o u p , click
the Address Block b u t t o n . I n the Insert
Address Block d i a l o g box, click O K .
13. I n t h e Preview Results g r o u p , click t h e
P r e v i e w Results b u t t o n t o display t h e first
envelope.
14. I n the Finish g r o u p , c l i c k t h e Finish &
M e r g e b u r t o n , a n d t h e n click Edit
I n d i v i d u a l D o c u m e n t s . I n the M e r g e t o
N e w D o c u m e n t d i a l o g box, verify t h a t the
A l l o p t i o n b u t t o n is selected, a n d t h e n
click O K .
15. N o t i c e that the five m e r g e d envelopes
display i n a n e w d o c u m e n t . Save [d, the
n e w d o c u m e n t i n y o u r I n t e g r a t e d
Projects C h a p t e r 1 f o l d e r as Lastname_
Firstruimc_i01_Envelopes_Merged x
16. Save [S| a n d Close all o p e n W o r d
d o c u m e n t s . Exit W o r d .
• You have completed Skill 9 of 10
ill F i g u r e 4
Integrated Projects Chapter 1 | Integrating Word. Excel, Access, and PowerPoint 595
sing Data in Exce
• T h e m a i l merge feature can s o r t o r f i l t e r
records before the records are m e r g e d w i t h
a W o r d d o c u m e n t .
• M a i l m e r g e can use a v a r i e t y o f data
sources, i n c l u d i n g Access, Excel, O u t l o o k ,
W o r d , o r a n H T M L file.
1 . S t a r t tJ Excel. F r o m y o u r s t u d e n t files,
O p e n i01_Speakers. Save t h e w o r k b o o k
i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 1
f o l d e r as L a s t n a m c _ F i r s t n a m e _ i 0 1 _
Speakers A d d the file n a m e i n the
worksheet’s left footer, a n d t h e n r e t u r n t o
N o r m a l view.
2 . I n cell A 5 0 , t y p e y o u r first n a m e , a n d
t h e n press [Tab]. I n cell B 5 0 , t y p e y o u r last
n a m e , a n d t h e n press [Enter]. C o m p a r e y o u r
screen w i t h Figure 1 .
3. C l i c k cell B 5 0 . O n the D a t a t a b , i n the
S o r t & F i l t e r g r o u p , click the S o r t A t o Z
b u t t o n LHI to sort the c o l u m n i n
alphabetical order.
4 . Save H the w o r k b o o k , a n d t h e n E x i t Excel.
5. S t a r t O W o r d . Save the n e w d o c u m e n t i n
y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 1 folder
as Lastnamc_Firstname_iOT_Name_Tags
6 . O n t h e M a i l i n g s t a b , i n t h e S t a r t M a i l
M e r g e g r o u p , click the S t a r t M a i l M e r g e
b u t t o n , a n d t h e n click L a b e l s .
7. I n the L a b e l O p t i o n s d i a l o g b o x , click the
L a b e l v e n d o r s a r r o w , a n d t h e n click A v e r y
US L e t t e r . U n d e r P r o d u c t n u m b e r , scroll
d o w n about halfway t h r o u g h the list, a n d
t h e n click 5095 Self A d h e s i v e N a m e
Badges, as s h o w n i n Figure 2 .
Your first and
last names
F i g u r e 1
Label vendor
5095 Self Adhesive
Name Badges
8. C l i c k O K . I n the S t a r t M a i l M e r g e g r o u p ,
c l i c k the Select R e c i p i e n t s b u t t o n , a n d
t h e n c l i c k Use E x i s t i n g L i s t .
• Continue to the next page to complete the skill ^
^ F i g u r e 2
596 Integrating Word, Excel. Access, and PowerPoint | Integrated Projects Chapter 1
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SKILL 1 0 : Create N a m e Tags Using Data in Excel
Fields inserted
into first name
badge
F i g u r e 3
Merged fields
inserted in name
badges
9 . In t h e Select D a t a S o u r c e dialog box,
navigate to your I n t e g r a t e d P r o j e c t s
C h a p t e r 1 folder, a n d t h e n o p e n
L a s t n a m e _ F i r s t n a m e _ i 0 1 _ S p e a k e r s . I n
t h e Select Table dialog box, click OK.
10. Click the E d i t R e c i p i e n t List b u t t o n . In
the M a i l M e r g e R e c i p i e n t s dialog box,
click the D e p a r t m e n t filter a r r o w , a n d
t h e n click A c c o u n t i n g . Verify that six
records display, a n d t h e n click OK.
1 1 . In t h e W r i t e & I n s e r t Fields g r o u p , click
t h e I n s e r t M e r g e Field b u t t o n a r r o w , a n d
t h e n click F i r s t n a m e . Press [Biter]. Click the
I n s e r t M e r g e Field b u t t o n a r r o w , a n d
t h e n click L a s t n a m e . C o m p a r e your
screen w i t h Figure 3 .
12. Above the first label, click the Layout
Selector I±J. O n the Mini toolbar, change
the F o n t Size to 28. O n the Layout t a b , in
the A l i g n m e n t g r o u p , click the Align
C e n t e r b u t t o n |S§].
13. O n t h e M a i l i n g s t a b , in the W r i t e &
I n s e r t Fields g r o u p , click the U p d a t e
Labels b u t t o n . In the P r e v i e w R e s u l t s
g r o u p , click t h e P r e v i e w R e s u l t s b u t t o n to
display the six merged n a m e tags as s h o w n
in Figure 4 .
14. In t h e F i n i s h g r o u p , click the F i n i s h &
M e r g e b u t t o n , a n d then click Edit
I n d i v i d u a l D o c u m e n t s . In the M e r g e t o
N e w D o c u m e n t dialog box, click OK.
Save the d o c u m e n t in your I n t e g r a t e d
P r o j e c t s C h a p t e r 1 folder as L a s t n a m e .
F i r s t n a m e J O l _Accounting_Tags
15. Save H a n d Close all o p e n Word
d o c u m e n t s , a n d then Exit Word.
16. Submit y o u r files as directed by your
instructor.
F i g u r e 4
Done! You have completed Skill 10 of 10 and
your document is completel
Integrating Word. Excel. Access, and PowerPoint 597 Integrated Projects Chapter 1
The following More Skills are located at www.pearsonhighered.com/skills
More Skills ̂ Insert Subtotals in Excel and Link Data to a Word Document
Excel can calculate summary statistics, such as totals or
averages, by using the SUBTOTAL function. You can link data in
Excel to a Word document. When the data in Excel is updated,
the subtotals in the linked Word document will update.
In More Skills 11, you will open an Excel workbook,
insert subtotals, and then link the data to a Word document.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills Q Insert Slides from Another Presentation
PowerPoint slides can be duplicated in the same
presentation, or slides can be added from a different presentation.
You can guarantee consistency between presentations by reusing
slides from other presentations.
In More Skills 12, you will open a presentation and
duplicate slides. You will then reuse slides from a different
presentation.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills ̂ Move and Copy Excel Worksheets and Consolidate Data
An Excel worksheet can be moved or copied in the same
workbook or to a different Excel workbook. The Move or Copy
tool is used to organize worksheets from different workbooks into
a single workbook.
In More Skills 13, you will open three Excel workbooks and
then copy the worksheets into one workbook. You w i l l then create
a summary worksheet to display the totals of the three copied
worksheets.
To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
More Skills ̂ Compare Shared Excel Workbooks
A shared workbook allows many users to view and make
changes in the workbook at the same time. You can use the
Compare and Merge Workbooks feature to compare the changes
that have been made before you update the workbook.
In More Skills 14, you will open a shared workbook, add
the Compare and Merge Workbooks icon to the Quick Access
Toolbar, and then merge the workbooks. You will then accept
and reject the changes.
To begin, open your web browser, navigate to
www.pearsormighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
598 Integrating Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 1
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsormighered.com/skills
Key Terms
Adjustment handle 584
AutoExpansion 590
Calculated column 590
Criteria 590
Data source 594
Destination file 592
Embedded object 592
Excel table 590
External reference 592
File extension 578
Filter 590
Filter drop-down list 590
Linked object 592
M a i n document 594
Object linking and
embedding 592
OLE 592
Shape 584
Shape effect 584
Shortcut menu 580
Source file 592
Synchronous scrolling 579
Text box 581
A s s e s s m e n t
Online Help Skills
1 . Start O W o r d . I n the u p p e r r i g h t corner o f the W o r d w i n d o w , click the H e l p
b u t t o n [©]. I n the H e l p w i n d o w , click the M a x i m i z e U s y b u t t o n .
2 . C l i c k i n t h e search b o x , t y p e set password a n d t h e n c l i c k the Search b u t t o n [ p j .
I n the search results, c l i c k Protect y o u r d o c u m e n t , w o r k b o o k , or presentation
w i t h passwords, p e r m i s s i o n , a n d other restrictions
3. C o m p a r e y o u r screen w i t h Figure 1 .
Protect your document workbook, oc presentation with passwords, permission, and drier restrictions
. - . . - . " I . , . - : « ? xi...c:'i
n—’ m tm mmt n an
Piotect your Woid 2010 document
••• Ml M M
I . ” L M M ,
Figure 1
4. Read the e n t i r e article t o see i f y o u can answer t h e f o l l o w i n g : W h y w o u l d y o u
password p r o t e c t a file?
Integrated Projects Chapter 1 | Integrating Word, Excel, Access, and PowerPoint 599
Matching
M a t c h each t e r m i n the second c o l u m n w i t h its correct d e f i n i t i o n i n the
first c o l u m n b y w r i t i n g the letter o f the t e r m o n the b l a n k l i n e i n front o f
t h e c o r r e c t d e f i n i t i o n .
1 . A set o f characters a d d e d t o the end o f a file n a m e that i d e n t i f y the
file t y p e o r f o r m a t .
2 . A list o f c o m m a n d s relevant t o a p a r t i c u l a r i t e m that displays
w h e n the i t e m is r i g h t – c l i c k e d .
3. A y e l l o w d i a m o n d – s h a p e d h a n d l e used to adjust the appearance
b u t n o t the size o f objects.
4 . A n object that can be i n s e r t e d to emphasize a p o i n t .
5. T h e c o n d i t i o n s specified t o l i m i t w h i c h records are i n c l u d e d i n the
result o f a filter.
6 . A range o f rows a n d c o l u m n s t h a t c o n t a i n related data t h a t is
m a n a g e d i n d e p e n d e n t l y f r o m t h e data i n o t h e r rows a n d c o l u m n s
o n t h e worksheet.
7. A c o n t r o l that displays a list o f f i l t e r a n d sort o p t i o n s f o r a c o l u m n
i n a n Excel table o r Access datasheet.
8. A n object that becomes p a r t o f the d e s t i n a t i o n file.
9 . A n object that m a i n t a i n s a c o n n e c t i o n between the source a n d
d e s t i n a t i o n files.
1 0 . A n a p p l i c a t i o n – i n t e g r a t i o n t e c h n o l o g y used t o share i n f o r m a t i o n
between p r o g r a m s .
600 Integrating Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 1
A A d j u s t m e n t h a n d l e
B C r i t e r i a
C E m b e d d e d object
D Excel table
E File extension
F Filter d r o p – d o w n Ust
G L i n k e d object
H O L E
I Shape
J S h o r t c u t m e n u
Multiple Choice
C h o o s e t h e c o r r e c t answer.
1 . T h i s is a m o v a b l e , resizable c o n t a i n e r f o r text o r
graphics.
A . Shape b o x
B. Text b o x
C . C o n t e n t box
2 . T h i s feature hides Excel r o w s o r Access records t h a t
d o n o t meet certain c r i t e r i a .
A . Filter
B. Sort
C . A r r a n g e
3 . T h i s Excel feature a u t o m a t i c a l l y includes an
a d j o i n i n g c o l u m n i n an Excel table.
A . A d d c o l u m n
B. Insert
C . A u t o E x p a n s i o n
4 . T h i s Excel table feature uses a single f o r m u l a that
a u t o m a t i c a l l y adjusts f o r each row.
A . Planned c o l u m n
B. Calculated c o l u m n
C . Insert c o l u m n
5. T h i s creates a reference between objects i n different
files.
A . I n t e r n a l reference
B . External reference
C. L o c a t i o n reference
Topics for Discussion
1 . I n this chapter, y o u practiced i n s e r t i n g text a n d objects
from one Office application i n t o another. W h e n m i g h t
this capability be helpful to a t e a m member?
A s s e s s m e n t
6 . O b j e c t l i n k i n g a n d e m b e d d i n g is a p r o g r a m –
i n t e g r a t i o n t e c h n o l o g y t h a t shares i n f o r m a t i o n
between these objects.
A . P r o g r a m s
B . Characters
C . Paragraphs
7 . T h i s f i l e c o n t a i n s t h e o r i g i n a l i n f o r m a t i o n t h a t is
used t o create a l i n k e d o r e m b e d d e d object.
A . Source f i l e
B. D e s t i n a t i o n f i l e
C . Secondary file
8 . T h i s is t h e file i n t o w h i c h a l i n k e d o r e m b e d d e d
object is i n s e r t e d .
A . Source file
B. D e s t i n a t i o n file
C. Secondary file
9 . T h i s p a r t o f t h e m a i l merge feature c o n t a i n s t h e
text t h a t remains c o n s t a n t .
A . D a t a souce
B. Secondary file
C. M a i n d o c u m e n t
1 0 . T h i s p a r t o f the m a i l merge feature c o n t a i n s the
i n f o r m a t i o n t h a t changes w i t h each d o c u m e n t .
A . D a t a souce
B. Secondary file
C. M a i n d o c u m e n t
2. I n this chapter, y o u created a calculated c o l u m n i n an
Excel table. E x p l a i n w h y it is faster and m o r e accurate
t o use a calculated c o l u m n rather then t y p i n g a f o r m u l a
i n each Excel row.
Integrated Projects Chapter 1 | Integrating Word. Excel. Access, and PowerPoint 601
Skill Check 1 (rwjfefr)
To complete this project, you will need the following files:
N e w b l a n k W o r d d o c u m e n t
i 0 1 _ R e s t a u r a n t _ M e m o . d o c x
iO l _ R e s t a u r a n t _ P r e s e n t a t i o n . p p t x
You will save your files as:
L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e s t a u r a n t _ I n c o m e . x l s x
3 L a s t n a m e _ F i r s t n a m e _ i O l _ R e s t a u r a n t _ M e m o . d o c x
L a s t n a m e _ F i r s t n a m e _ i O l _ R e s t a u r a n t _ P r e s e n t a t i o n . p p t x
1 . O p e n the W o r d d o c u m e n t i O T _ R e s t a u r a n t _ M e m o . Save the d o c u m e n t i n y o u r
I n t e g r a t e d Projects C h a p t e r 1 folder as L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e s t a u r a n t _
M e m o a n d t h e n add the file n a m e to the footer.
2 . Select the eight lines o f t a b b e d text. O n t h e I n s e r t t a b , i n the Tables g r o u p , click
t h e T a b l e b u t t o n . C l i c k C o n v e r t Text t o T a b l e , a n d t h e n c l i c k O K .
3. O n the D e s i g n t a b , i n the T a b l e Styles g r o u p , click the M o r e b u t t o n , a n d t h e n
c l i c k t h e fifth style i n the f i f t h r o w — M e d i u m S h a d i n g 2 – A c c e n t 4 .
4. O n t h e L a y o u t t a b , i n the C e l l Size g r o u p , c l i c k t h e A u t o F i t b u t t o n , a n d t h e n
c l i c k A u t o F i t C o n t e n t s . I n the T a b l e g r o u p , c l i c k t h e P r o p e r t i e s b u t t o n . U n d e r
A l i g n m e n t , c l i c k C e n t e r , a n d t h e n c l i c k O K . Select the cells c o n t a i n i n g n u m b e r s .
I n the A l i g n m e n t g r o u p , c l i c k the A l i g n C e n t e r R i g h t b u t t o n . C o m p a r e y o u r
screen w i t h Figure 1 .
5. Save the W o r d d o c u m e n t . Select the table, a n d t h e n o n the H o m e t a b , i n the
C l i p b o a r d g r o u p , c l i c k the C o p y b u t t o n .
6. S t a r t Excel. Save the n e w w o r k b o o k i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 1 folder
as L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e s t a u r a n t _ I n c o m e a n d t h e n add the file n a m e t o
the left side o f the footer. R e t u r n to N o r m a l v i e w , a n d t h e n press [Ctrl] + [Home], O n
the H o m e t a b , i n the C l i p b o a r d g r o u p , click the Paste b u t t o n .
7. I n t h e Styles g r o u p , click the F o r m a t A s T a b l e b u t t o n , and t h e n click T a b l e S t y l e
L i g h t 12. I n the F o r m a t A s T a b l e d i a l o g b o x , click O K .
8. O n the H o m e t a b , i n the C e l l s g r o u p , c l i c k the F o r m a t b u t t o n , a n d t h e n click
R o w H e i g h t . I n the R o w H e i g h t d i a l o g b o x , t y p e 30, a n d t h e n c l i c k O K . C o m p a r e
y o u r screen w i t h Figure 2 .
9. M a k e cell E l the active cell. T y p e Totals a n d t h e n press [Enter].
• Continue to the next page to complete this Skill Check >
602 Integrating Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 1
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Special Events
Wedding receptions
Anniversary parties
Parent/Teen nights
Retirement parties
Conferences
Our special
events
depend on
our
customer
F i g u r e
A s s e s s m e n t
10. V e r i f y t h a t cell E2 is t h e active cell. I n the E d i t i n g g r o u p , click the S u m b u t t o n ,
a n d t h e n press (Enter).
1 1 . Select c o l u m n s B:E. I n t h e C e l l s g r o u p , click t h e F o r m a t b u t t o n , a n d t h e n c l i c k
C o l u m n W i d t h . I n the C o l u m n W i d t h d i a l o g b o x , t y p e 14, a n d t h e n c l i c k O K .
C l i c k A l , a n d t h e n Save t h e w o r k b o o k .
12. O p e n the P o w e r P o i n t p r e s e n t a t i o n i 0 1 _ R e s t a u r a n t _ P r e s e n t a t i o n . Save t h e
p r e s e n t a t i o n i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 1 folder as L a s t n a m e _
F i r s t n a m e _ i 0 1 _ R e s t a u r a n t _ P r e s e n t a t i o n a n d t h e n a d d the file n a m e t o all
t h e Notes a n d H a n d o u t s f o o t e r s .
13. O n the D e s i g n t a b , i n the T h e m e s g r o u p , click the M o d u l e theme. Display Slide 3.
O n the H o m e t a b , i n t h e Slides g r o u p , c l i c k the N e w S l i d e b u t t o n a r r o w , a n d
t h e n click T i t l e O n l y .
14. M a k e the Excel w o r k b o o k L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e s t a u r a n t _ I n c o m e t h e
active w i n d o w . Select cells A 1 : E 8 , a n d t h e n C o p y the range o f cells.
15. M a k e the p r e s e n t a t i o n L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e s t a u r a n t _ P r e s e n t a t i o n t h e
active w i n d o w . I f necessary, display Slide 4 . O n t h e H o m e t a b , i n the C l i p b o a r d
g r o u p , click the Paste b u t t o n .
16. O n the L a y o u t t a b , i n t h e T a b l e Size g r o u p , increase the H e i g h t t o 4 . 5 " , a n d t h e n
increase the W i d t h t o 8 " . I n t h e A r r a n g e g r o u p , click the A l i g n b u t t o n , a n d t h e n
click A l i g n C e n t e r .
17. Select all the table cells, a n d t h e n change the F o n t Size t o 18. C o m p a r e y o u r
screen w i t h F i g u r e 3.
18. O n S l i d e 4 , c l i c k t h e T i t l e placeholder, a n d t h e n t y p e Restaurant I n c o m e b y
L o c a t i o n
19. D i s p l a y Slide 3. O n the I n s e r t t a b , i n the I l l u s t r a t i o n s g r o u p , click the Shapes
b u t t o n , a n d t h e n u n d e r Stars a n d B a n n e r s , click the f i f t h shape i n the second
r o w — V e r t i c a l S c r o l l . C l i c k the r i g h t side o f S l i d e 3 to insert t h e shape.
2 0 . O n the F o r m a t t a b , i n t h e Size g r o u p , increase t h e H e i g h t t o 4 " , a n d t h e n
increase t h e W i d t h t o 3 " . I n the Shape Styles g r o u p , click the Shape Effects
b u t t o n . P o i n t to S h a d o w , a n d t h e n u n d e r Perspective, click Perspective
D i a g o n a l U p p e r L e f t .
2 1 . T y p e O u r special events d e p e n d o n o u r c u s t o m e r loyalty a n d t h e n select the text.
O n the M i n i t o o l b a r , change the F o n t Size t o 28. M o v e the shape to t h e r i g h t side
— o f t h e slide. C o m p a r e y o u r screen w i t h F i g u r e 4 .
22. Save a n d t h e n Close the files. S u b m i t y o u r files as directed b y y o u r i n s t r u c t o r .
Done! You have completed Skill Check 1
Integrated Projects Chapter 1 | Integrating Word. Excel, Access, and PowerPoint 603
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Skill Check 2
To complete this project, you will need the following files:
• N e w b l a n k W o r d d o c u m e n t
'-• i 0 1 _ S e m i n a r . x l s x • i 0 1 _ G u e s t s . a c c d b
You will save your files as:
a L a s t n a m e _ F i r s t n a m e _ i 0 1 _ S e m i n a r _ T a g s . d o c x
a L a s t n a m e _ F i r s t n a m e _ i 0 1 _ S a l e s _ T a g s . d o c x
• L a s t n a m e _ F i r s t n a m e _ i 0 1 _ G u e s t _ E n v e l o p e s . d o c x
= L a s t n a m e _ F i r s t n a m e _ i 0 1 _ 8 5 0 1 7 _ E n v e l o p e s . d o c x
1 . S t a r t W o r d . Save the n e w d o c u m e n t i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 1 folder
as L a s t n a m e _ F i r s t n a m e _ i 0 1 _ S e m i n a r _ T a g s
2 . O n t h e M a i l i n g s t a b , i n the S t a r t M a i l M e r g e g r o u p , c l i c k the S t a r t M a i l M e r g e
b u t t o n , a n d t h e n c l i c k L a b e l s . I n the L a b e l s O p t i o n s d i a l o g b o x , c l i c k t h e L a b e l
v e n d o r s a r r o w , a n d t h e n c l i c k A v e r y U S L e t t e r . U n d e r P r o d u c t n u m b e r , click
5 0 9 5 Self A d h e s i v e N a m e Badges, a n d t h e n c l i c k O K .
3. I n t h e S t a r t M a i l M e r g e g r o u p , c l i c k t h e Select R e c i p i e n t s b u t t o n , a n d t h e n c l i c k
Use E x i s t i n g L i s t . I n t h e Select D a t a S o u r c e d i a l o g b o x , locate a n d O p e n t h e
Excel w o r k b o o k i 0 1 _ S e m i n a r , a n d t h e n c l i c k O K . I n the Select T a b l e d i a l o g b o x ,
c l i c k O K .
4. I n t h e S t a r t M a i l M e r g e g r o u p , c l i c k t h e E d i t R e c i p i e n t L i s t b u t t o n . I n t h e M a i l
M e r g e R e c i p i e n t s d i a l o g b o x , click t h e D e p a r t m e n t f i l t e r a r r o w , a n d t h e n c l i c k
Sales. C o m p a r e y o u r screen w i t h Figure 1 .
5. I n t h e M a i l M e r g e R e c i p i e n t s d i a l o g b o x , c l i c k O K .
6. O n t h e M a i l i n g s t a b , i n t h e W r i t e 8c I n s e r t F i e l d s g r o u p , click the I n s e r t M e r g e
F i e l d b u t t o n a r r o w , a n d t h e n click F i r s t n a m e . Press [Enter]. C l i c k t h e I n s e r t M e r g e
F i e l d b u t t o n a r r o w , a n d t h e n click L a s t n a m e . Above t h e f i r s t label, c l i c k t h e
L a y o u t Selector. O n the M i n i toolbar, change the F o n t Size t o 26. C o m p a r e y o u r
screen w i t h F i g u r e 2 .
7. I n t h e W r i t e 8c I n s e r t F i e l d s g r o u p , c l i c k the U p d a t e L a b e l s b u t t o n . I n t h e
P r e v i e w Results g r o u p , c l i c k t h e P r e v i e w Results b u t t o n .
• Continue to the next page to complete this Skill Check ^
604 Integrating Word, Excel. Access, and PowerPoint | Integrated Projects Chapter 1
Figure 2
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A s s e s s m e n t
8. I n the F i n i s h g r o u p , click t h e F i n i s h & M e r g e b u t t o n , a n d t h e n click E d i t
I n d i v i d u a l D o c u m e n t s . I n the M e r g e t o N e w D o c u m e n t d i a l o g b o x , click O K .
9. I n t h e first n a m e tag, delete the n a m e , a n d t h e n t y p e y o u r f i r s t a n d last names.
Save the m e r g e d d o c u m e n t i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 1 folder as
Lastname_Firstname_i01_Sales_Tags a n d t h e n C l o s e t h e d o c u m e n t .
10. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 1 _ S e m i n a r _ T a g s t h e active w i n d o w . Insert t h e file
n a m e as a footer, a n d t h e n Save a n d Close the d o c u m e n t .
1 1 . Create a n e w b l a n k W o r d d o c u m e n t . Save t h e n e w d o c u m e n t i n y o u r I n t e g r a t e d
P r o j e c t s C h a p t e r 1 f o l d e r as Lastname_Firstname_iGT_Guest_Envelopes
12. O n the M a i l i n g s t a b , i n the S t a r t M a i l M e r g e g r o u p , c l i c k the S t a r t M a i l M e r g e
b u t t o n . C l i c k E n v e l o p e s . I n the E n v e l o p e O p t i o n s d i a l o g b o x , v e r i f y the Envelope
size is Size 10, a n d t h e n c l i c k O K .
13. A t the t o p left corner o f the envelope, t y p e Your N a m e a n d t h e n press [Enter]. Type
Cypress Hotels G r o u p a n d then press [Enter]. Type 1002 E Pierson St a n d then press
[Enter]. Type Phoenix, A Z 85017
14. U s i n g the techniques f r o m the p r e v i o u s steps, select recipients f r o m an e x i s t i n g
list u s i n g the Access database i 0 1 _ G u e s t s .
15. I n the S t a r t M a i l M e r g e g r o u p , click the E d i t R e c i p i e n t L i s t b u t t o n . I n the M a i l
M e r g e R e c i p i e n t s d i a l o g b o x , scroll t o t h e r i g h t , c l i c k the Z I P filter a r r o w , a n d
t h e n click 8 5 0 1 7 . Scroll t o t h e r i g h t to v i e w t h e Z I P c o l u m n , a n d c o m p a r e y o u r
— screen w i t h FIGURE 3.
16. I n the M a i l M e r g e R e c i p i e n t s d i a l o g b o x , c l i c k O K .
17. C l i c k the l o w e r m i d d l e p a r t o f the envelope t o d i s p l a y a n address placeholder. I n
t h e W r i t e & I n s e r t F i e l d s g r o u p , click t h e A d d r e s s B l o c k b u t t o n , a n d t h e n c l i c k
O K . I n the P r e v i e w Results g r o u p , click the P r e v i e w Results b u t t o n . C o m p a r e
— y o u r screen w i t h FIGURE 4 .
18. I n the F i n i s h g r o u p , c l i c k the F i n i s h & M e r g e b u t t o n . C l i c k E d i t I n d i v i d u a l
D o c u m e n t s , a n d t h e n c l i c k O K . Save the n e w m e r g e d d o c u m e n t i n y o u r
I n t e g r a t e d P r o j e c t s C h a p t e r 1 f o l d e r as L a s t n a m e _ F i r s t n a m e _ i 0 1 _ 8 5 0 1 7 _
Envelopes a n d t h e n Close the d o c u m e n t .
19. Save a n d t h e n Close t h e d o c u m e n t L a s t n a m e _ F i r s t n a m e _ i 0 1 _ G u e s t _ E n v e l o p e s .
S u b m i t y o u r files as d i r e c t e d b y y o u r i n s t r u c t o r .
D O N E ! You hove completed Skill Check 2
Integrated Projects Chapter 1 | Integrating Word, Excel, Access, and PowerPoint 605
Assess Your Skills 1
To complete this project, you will need the following files:
J N e w b l a n k P o w e r P o i n t p r e s e n t a t i o n • i 0 1 _ Q u o t e 2 . d o c x
• i 0 1 _ R e t i r e m e n t . d o c x • i 0 1 _ Q u o t e 3 . d o c x
i O T _ Q u o t e l . d o c x • i O T _ Q u o t e 4 . d o c x
You will save your files as:
L a s t n a m e _ F i r s t n a m e _ i O l _ R e t i r e m e n t . d o c x
L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e t i r e m e n t _ P r e s e n t a t i o n . p p t x
1 . O p e n t h e W o r d d o c u m e n t i 0 1 _ R e t i r e m e n t .
Save t h e file i n y o u r I n t e g r a t e d P r o j e c t s
C h a p t e r 1 folder as L a s t n a m e _ F i r s t n a m e _
i 0 1 _ R e t i r e m e n t Insert the file n a m e i n the
footer.
2 . I n the second paragraph, replace the text Your
Name w i t h y o u r o w n first a n d last names.
3 . A t t h e e n d o f the d o c u m e n t , insert the file
i 0 1 _ Q u o t e l , a n d t h e n i n s e r t t h e file
i 0 1 _ Q u o t e 2 .
4 . O p e n i 0 1 _ Q u o t e 3 . C o p y a n d Paste the text
t o the e n d o f L a s t n a m e _ F i r s t n a m e _
i O T _ R e t i r e m e n t . Close i 0 1 _ Q u o t e 3 .
5. O p e n i 0 1 _ Q u o t e 4 . M o v e t h e text t o the
e n d o f t h e L a s t n a m e _ F i r s t n a m e _ i 0 1 _
R e t i r e m e n t d o c u m e n t . Close i 0 1 _ Q u o t e 4 .
I f p r o m p t e d , d o n o t save t h e changes.
6. A p p l y the O r i e l t h e m e . Select Your Name and
the f o u r paragraphs b e g i n n i n g Submitted by,
and t h e n apply the H e a d i n g 2 style.
7. Select the p a r a g r a p h Retirement Celebration
a n d the f o u r q u o t a t i o n s , a n d t h e n a p p l y the
H e a d i n g 1 style.
8. Select all five instances o f the H e a d i n g 2
f o r m a t , a n d t h e n change t h e f o n t c o l o r t o the
s i x t h c o l o r i n the first r o w — B l u e , A c c e n t 2.
Save the d o c u m e n t , a n d t h e n E x i t W o r d .
9. S t a r t P o w e r P o i n t . Insert t h e W o r d d o c u m e n t
L a s t n a m e _ F i r s t n a m e _ i 0 1 _ R e t i r e m e n t . Save
t h e p r e s e n t a t i o n i n y o u r I n t e g r a t e d P r o j e c t s
C h a p t e r 1 f o l d e r as L a s t n a m e _ F i r s t n a m c _
i 0 1 _ R e t i r e m e n t _ P r e s e n t a t i o n A d d the file
n a m e t o all Notes a n d H a n d o u t s footers.
1 0 . A p p l y the O r i e l t h e m e , a n d t h e n delete
Slide 1 . Change the layout o f all five slides t o
S e c t i o n H e a d e r .
1 1 . O n Slide 5, i n s e r t the shape C l o u d — f o u n d
u n d e r Basic Shapes. Increase the Shape
H e i g h t t o 2 " a n d the Shape W i d t h t o 4 " .
A d d the B e v e l shape effect, Soft R o u n d . Type
We w i l l miss y o u i n the office Change the
F o n t Size t o 28, a n d t h e n a p p l y I t a l i c . M o v e
t h e shape to the t o p r i g h t c o r n e r o f the slide.
1 2 . Save the p r e s e n t a t i o n , a n d t h e n C o p y the
shape. O p e n L a s t n a m e _ F i r s t n a m e _ i 0 1 _
R e t i r e m e n t , and t h e n Paste the shape at the
e n d o f the d o c u m e n t . Resize the shape to
display a l l t h e text. Save the d o c u m e n t .
1 3 . C o m p a r e y o u r c o m p l e t e d d o c u m e n t s w i t h
F i g u r e 1 . S u b m i t y o u r files as directed b y
y o u r i n s t r u c t o r .
D O N E ! You have completed Assess Your Skills 1
606 Integrating Word. Excel, Access, and PowerPoint | Integrated Projects Chapter 1
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Assess Your Skills 2
To complete this project, you will need the following files:
• i01_Commissions.xlsx
• i 0 1 _ C o m m i s s i o n s _ R e p o r t . d o c x
You will save your files as:
• Lastname_Firstname_iO l_Coirumssions.xlsx
• Lastname_Firstname_iO l _ C o m m i s s i o n s _ R e p o r t . d o c x
1 . Start Excel, a n d O p e n i01_Commissions.
Save t h e w o r k b o o k i n y o u r I n t e g r a t e d
Projects Chapter 1 folder as Lastname_
F i r s t n a m e _ i 0 1 _ C o m m i s s i o n s A d d t h e f i l e
n a m e t o t h e worksheet’s left footer, a n d t h e n
a d d t h e sheet n a m e to the r i g h t footer.
R e t u r n t o N o r m a l view.
2. C l i c k cell A 2 . F o r m a t the range as an Excel
table u s i n g the table style Table Style
M e d i u m 7.
3. I n cell E l , t y p e C o m m i s s i o n s A u t o F i t the
c o l u m n w i d t h s o f columns A:E.
4. I n cell E 2 , enter the f o r m u l a = D 2 * 3 % a n d
t h e n f o r m a t t h e values i n c o l u m n E w i t h t h e
Cell Style C u r r e n c y [0].
5. Sort the L o c a t i o n c o l u m n i n ascending
order. F i l t e r the Sales c o l u m n to display
n u m b e r s greater t h a n 75000.
6. I n the Excel table, insert a Total Row. I n
c o l u m n D — t h e Sales c o l u m n — o n the Total
r o w , i n s e r t t h e S U M f u n c t i o n . I f necessary,
w i d e n c o l u m n D t o display the t o t a l .
7. Create a c o p y o f t h e October Sales
w o r k s h e e t . Rename the n e w w o r k s h e e t
October Sales(2) t o O c t o b e r Prize W i n n e r s
8. O n the O c t o b e r Sales w o r k s h e e t , remove t h e
filter, a n d t h e n Save the w o r k b o o k .
9. Start W o r d , a n d t h e n o p e n i 0 1 _
Commissions_ R e p o r t . Save the d o c u m e n t
i n y o u r I n t e g r a t e d Projects C h a p t e r 1 f o l d e r
as Lastname_Firstname_iO l _ C o m m i s s i o n s _
Report a n d t h e n a d d the f i l e n a m e t o t h e
footer.
10. M a k e t h e Excel w o r k b o o k Lastname_
F i r s t n a m e _ i 0 1 _ C o m m i s s i o n s the active
w i n d o w . M a k e t h e October Prize W i n n e r s
w o r k s h e e t the active sheet, a n d t h e n c o p y t h e
f i l t e r e d data i n t h e range A 1 . E 1 1 8 .
1 1 . M a k e the W o r d d o c u m e n t Lastname_
Firstname_i0 l _ C o m m i s s i o n s _ R e p o r t the
active w i n d o w . M o v e to the end o f the d o c u
m e n t , a n d t h e n Paste t h e c o p i e d Excel data.
12. I n W o r d , select t h e table, a n d t h e n a p p l y
the A u t o F i t Contents c o m m a n d . Save t h e
d o c u m e n t .
13. C o m p a r e y o u r c o m p l e t e d d o c u m e n t s w i t h
F i g u r e 1. E x i t W o r d , a n d t h e n E x i t Excel.
S u b m i t y o u r files as directed b y y o u r
i n s t r u c t o r .
D o n e ! You have completed Assess Your Skills 2
Integrated Projects Chapter 1 | Integrating Word. Excel. Access, and PowerPoint 607
A s s e s s m e n t
Assess Your Skills 3
To complete this project, you will need the following files:
N e w b l a n k W o r d d o c u m e n t • i 0 1 _ P r e m i e r _ C u s t o m e r s . a c c d b
You will save your files as:
L a s t n a m e _ F i r s t n a m e _ i 0 1 _ P r e m i e r _ E n v e l o p e s . d o c x
L a s t n a m e F i r s t n a m e _ i 0 1 _ M A E n v e l o p e s . d o c x
L a s t n a m e _ F i r s t n a m e _ i O l _ M A _ P r e m i e r _ T a g s
L a s t n a m e _ F i r s t n a m e _ i O 1 _ M A _ T a m p a _ T a g s
1 . S t a r t W o r d . Save the n e w d o c u m e n t i n y o u r
I n t e g r a t e d P r o j e c t s C h a p t e r 1 f o l d e r as
Lastname_Firstname_iO l _ P r e m i e r _
Envelopes
2. Start a M a i l M e r g e d o c u m e n t f o r E n v e l o p e s .
Use the Size 10 envelope. I n the t o p left
c o r n e r o f t h e envelope, u s i n g y o u r f i r s t a n d
last n a m e s , t y p e Your N a m e a n d t h e n press
[Enter], T y p e Cypress Hotels G r o u p a n d t h e n
press [Enter]. Type 33 H e r m a n Ave a n d then
press [Enter]. Type C o n c o r d , M A 01742
3. Select R e c i p i e n t s u s i n g the e x i s t i n g list i n
t h e Access s t u d e n t data file i 0 1 _ P r e m i e r _
C u s t o m e r s .
4. F i l t e r t h e recipients t o display t h e three
p e o p l e f r o m the State o f M A .
5. I n t h e address placeholder, insert the
A d d r e s s B l o c k , a n d t h e n P r e v i e w Results.
6. F i n i s h & M e r g e the d o c u m e n t , a n d t h e n
Save the n e w d o c u m e n t i n y o u r I n t e g r a t e d
P r o j e c t s C h a p t e r 1 f o l d e r as L a s t n a m e _
F i r s t n a m e _ i 0 1 _ M A _ E n v e l o p e s
7. C o m p a r e y o u r m e r g e d envelopes w i t h
Figure 1 . Save a n d Close y o u r d o c u m e n t .
8. S t a r t W o r d . Save t h e new d o c u m e n t i n y o u r
I n t e g r a t e d P r o j e c t s C h a p t e r 1 f o l d e r as
Lastname_Firstname_i01_Premier_Tags
9. Start a M a i l M e r g e d o c u m e n t f o r L a b e l s . Use
the Label vendor A v e r y US L e t t e r a n d t h e
Product number 5095 Self A d h e s i v e N a m e
Badges.
10. Select R e c i p i e n t s u s i n g t h e e x i s t i n g list i n
the Access s t u d e n t data file i 0 1 _ P r e m i e r _
C u s t o m e r s .
1 1 . F i l t e r t h e recipients t o display t h e five p e o p l e
from t h e C i t y o f T a m p a .
12. I n s e r t t h e merge f i e l d F i r s t _ N a m e , a n d t h e n
press [Enter], Insert t h e merge f i e l d L a s t _ N a m e .
Select all the labels, a n d t h e n change t h e
F o n t Size to 24.
13. U p d a t e t h e labels, a n d t h e n p r e v i e w t h e
results. F i n i s h & M e r g e t h e d o c u m e n t .
14. I n t h e f i r s t n a m e t a g , change t h e n a m e t o
y o u r f i r s t a n d last names. Save t h e n e w
d o c u m e n t i n y o u r I n t e g r a t e d P r o j e c t s
C h a p t e r 1 f o l d e r as L a s t n a m e _ F i r s t n a m e _
i01_Tampa_Tags
15. C o m p a r e y o u r m e r g e d labels w i t h
F i g u r e 1 . E x i t W o r d , a n d t h e n s u b m i t
y o u r files as d i r e c t e d b y y o u r i n s t r u c t o r .
D o n e ! You hove completed Assess Your Skills 3
608 Integrating Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 1
_ –
I t a M
1 W N M .
• M M
a i i n n i i i m i n
M f t M M f l
M f l M f c M k l l
Firstname Carter
Lastname Tsui
Perry Araceli
Lemanski Salne
J a m e s
T h i e m e
F i g u r e 1
A s s e s s m e n t
MaiKatins U p r n a by Location
Marketing E x p a n s e * by L o c a t i o n
Assess Your Skills 4
To complete this project, you will need the following files:
• i 0 1 _ A t t e n d e e _ M e m o . d o c x • iOT_Attendees.xlsx
You will save your files as:
• Lastname_Firstname_iO l _ A t t e n d e e _ M e m o . d o c x
• Lastname Firstname iOl Attendees.xlsx
Figure 1
1 . S t a r t Excel, a n d t h e n o p e n i 0 1 _ A t t e n d e e s .
Save the w o r k b o o k i n y o u r I n t e g r a t e d
P r o j e c t s C h a p t e r 1 f o l d e r as L a s t n a m e _
Firstname_i01_Attendees O n b o t h w o r k
sheets, a d d t h e file name t o the worksheet’s
left footer, a n d a d d t h e sheet n a m e t o t h e
r i g h t footer. R e t u r n t o N o r m a l view.
2. O n the C o n f e r e n c e A t t e n d e e s w o r k s h e e t ,
t y p e the f o l l o w i n g data i n r o w 17:
Firstname Your first name
Lastname Your last name
Location Seaview Resort
D e p a r t m e n t M a r k e t i n g
3. F o r m a t t h e data as a table u s i n g t h e T a b l e
S t y l e L i g h t 1 1 . A u t o F i t the c o l u m n w i d t h o f
c o l u m n s A : D . I n the Excel table, filter the
D e p a r t m e n t c o l u m n t o display M a r k e t i n g ,
a n d then S o r t the L o c a t i o n c o l u m n i n
A s c e n d i n g order. Save t h e w o r k b o o k .
4. S t a r t W o r d , a n d t h e n f r o m the s t u d e n t data
files, o p e n t h e d o c u m e n t i 0 1 _ A t t e n d e e _
M e m o . Save t h e d o c u m e n t i n y o u r
I n t e g r a t e d P r o j e c t s C h a p t e r 1 folder as
L a s t n a m e _ F i r s t n a m e _ i O T _ A t t e n d e e _ M e m o
I n s e r t the file n a m e i n t h e footer.
5. M a k e the Excel w o r k b o o k L a s t n a m e _
F i r s t n a m e _ i 0 1 _ A t t e n d e e s the active
w i n d o w . O n the C o n f e r e n c e A t t e n d e e s
sheet, C o p y the f i l t e r e d range A 1 : D 1 7 .
M a k e the W o r d d o c u m e n t
L a s t n a m e _ F i r s t n a m e _ i O T _ A t t e n d e e _ M e m o
the active w i n d o w . C l i c k i n the b l a n k l i n e
b e l o w t h e p a r a g r a p h b e g i n n i n g The list of,
a n d t h e n Paste the Excel data.
6. M a k e the Excel w o r k b o o k L a s t n a m e _
F i r s t n a m e _ i 0 1 _ A t t e n d e e s the active w i n
dow, a n d t h e n press [Esc]. O n the M a r k e t i n g
Expenses w o r k s h e e t , C o p y the c h a r t . M a k e
the W o r d d o c u m e n t L a s t n a m e _ F i r s t n a m e _
i 0 1 _ A t t e n d e e _ M e m o t h e active w i n d o w .
C l i c k i n t h e b l a n k line b e l o w the p a r a g r a p h
b e g i n n i n g We also have, a n d t h e n use Paste
S p e c i a l t o l i n k the Excel data as a M i c r o s o f t
Excel C h a r t O b j e c t . A d j u s t the size o f t h e
c h a r t t o f i t t h e c h a r t at the b o t t o m o f page 1 .
Save the W o r d d o c u m e n t .
7. M a k e the Excel w o r k b o o k L a s t n a m e _
F i r s t n a m e _ i 0 1 _ A t t e n d e e s the active w i n
dow. O n the M a r k e t i n g Expenses w o r k s h e e t ,
c l i c k cell B 4 , a n d t h e n enter 12447 V e r i f y t h a t
the change is reflected i n the c h a r t .
8. M a k e t h e W o r d d o c u m e n t L a s t n a m e _
F i r s t n a m e _ i 0 1 _ A t t e n d e e _ M e m o the active
w i n d o w . R i g h t – c l i c k t h e c h a r t , a n d t h e n click
U p d a t e L i n k .
9 . C o m p a r e y o u r c o m p l e t e d d o c u m e n t s w i t h
Figure 1 . Save y o u r d o c u m e n t s , a n d t h e n
E x i t W o r d a n d E x i t Excel. S u b m i t y o u r files
as directed b y y o u r i n s t r u c t o r .
D o n e ! You hove completed Assess Your Skills 4
Integrated Projects Chapter 1 | Integrating Word. Excel. Access, and PowerPoint 609
M o r e I n t e g r a t e d P r o j e c t s f o r W o r d ,
E x c e l , A c c e s s , a n d P o w e r P o i n t
• Each M i c r o s o f t O f f i c e a p p l i c a t i o n has d i f f e r e n t strengths. E x p o r t i n g data f r o m o n e a p p l i c a t i o n t o
a n o t h e r enables y o u t o use t h e strengths o f each a p p l i c a t i o n w i t h o u t h a v i n g t o r e t y p e the data.
• Shared data can be l i n k e d o r e m b e d d e d , d e p e n d i n g o n the final use f o r t h e data.
Your starting screen will look similar to this:
A» Ac:tss C b j t a s
Tabic* a
3 U c a – – .
3 Sales k| looOcr.
Q – e r l e i *
3 ] ;.f! ?n,s iiit.
SpaSakM
foraaa *
A v > w m m s
Trrt Foraaamng
Sales b, location Foi«
S K I L L S ( myijfeb
V̂^ Skills 1-10 Training A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e
a b l e t o :
Skill 1 Create an Access Append Query
Skill 2 Export Data from Access into Excel
Skill 3 Create an Excel PivotTable Report
Skill 4 Create External References Between Excel
Workbooks
Skill 5 Insert a SmartArt Organization Chart into
PowerPoint
S k i l l 6 Insert an Excel PivotTable into PowerPoint
S k i l l 7 Insert a PowerPoint Outline in Word and
Create a Cover Page and Table of Contents
Skill 8 Link and Embed Data from Excel into Word
Skill 9 Export Data from Access to an RTF File and
Insert the File into Word
Skill 10 Insert Objects from PowerPoint into Word
M O R E S K I L L S
M o r e Skills 11 Create an Excel PivotChart and Link
t h e PivotChart t o Word
M o r e Skills 12 Create a Hyperlink Between
PowerPoint, Word, and Excel Files
M o r e Skills 13 Insert a Total Row in an Excel Table
and Link the Table to PowerPoint
M o r e Skills 14 Compare Word Documents
610 More Integrated Projects for Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 2
Integrated Projects
Outcome
U s i n g the skills listed to the left w i l l enable y o u to create
d o c u m e n t s l i k e these:
You will save your files as:
Lastname_Firstname_i02_Convention_Sales x
Lastname_Firstname_i02_Convention_Sales.rtf
Lastname_Firstname_i02_Golf_Isle_Sales.accdb
Lastname_Firstname_i02_Inventory.xlsx
Lastname_Firstname_i02_Location_Categories.xlsx
mm
;n_ . r . . . .
Lastname_Firstname_i02_Location_Sales.accdb
Lastname_Firstname _ i 0 2 _Meeting_Notes x
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ M e e t i n g . r t f
Lastname_Firstname_ i 0 2_Sales_Meeting.pptx
Integrated Projects Chapter 2 | More Integrated Projects for Word. Excel. Access, and PowerPoint 611
I n t h i s c h a p t e r , y o u w i l l c r e a t e f i l e s f o r t h e C y p r e s s H o t e l s G r o u p ,
w h i c h h a s l a r g e h o t e l s l o c a t e d i n m a j o r v a c a t i o n a n d b u s i n e s s
d e s t i n a t i o n s i n N o r t h A m e r i c a .
I n t r o d u c t i o n
• W h e n d a t a is s t o r e d i n several Access databases, a n a p p e n d q u e r y enables y o u
t o c o m b i n e all t h e d a t a i n t o o n e database.
• Excel p r o v i d e s a P i v o t T a b l e r e p o r t t o o l . E x p o r t i n g d a t a f r o m Access i n t o Excel
enables y o u t o create P i v o t T a b l e r e p o r t s f r o m Access d a t a .
• E x t e r n a l references i n Excel are u s e f u l w h e n k e e p i n g w o r k s h e e t s t o g e t h e r i n
t h e s a m e w o r k b o o k is n o t p r a c t i c a l .
• O n c e c r e a t e d , d a t a a n d o b j e c t s c a n be l i n k e d o r e m b e d d e d i n o t h e r files.
612 More Integrated Projects for Word, Excel. Access, and PowerPoint | Integrated Projects Chapter 2
Time t o c o m p l e t e all
10 skills – 50 to 90 minutes
Student data files needed
for this chapter:
i02_Golf_Isle_Sales.accdb
i02_Inventory.xlsx
i02_Location_Sales.accdb
• i02_Meeting_Notes x
i02_Sales_Meeting.pptx
Find your student d a t a files here:
Organize- Include in library” Share with •» Bum New folder ~ – _ «*
Name Item type Size
3 J i02_Convention_Memo x Microsoft Word Document 14 KB
S ] i02_Convenbon_Presentation.pptx Microsoft PowerPoint Presentation >?
•_•] i02_Employee_Pr_sentation.pp_< Microsoft PowerPoint Presentzticn 74 KB
__) 02_Employeesjccdb Microscft Access Database 692 KB
*_] 02_Grft_j_sx Microsoft Excel Worksheet 10 KB
® _ 02_Golfjdsx Microsoft Excel i'. crksheet 11 KB
• 3 . i02_Gotf_Isle_Sale5.eccdb Microscft Access Database 500 KB
•S] j02.GoH.Presenlation.ppbi Microscft PowerPoint Presentabon 727 KB
K J . 02.Gorf_Report x Microsoft Word Oocument 23 KB
3 ] i02_Guest.Memo.doa Microsoft Word Document 14 KB
3 J B2_Guests-accdb Microscft Access Database 1.348 KB
i 3 ] 02_Housekeeping.accdb Microsoft Access Database 792 KB
®_ !02_InventoryjrJs« Microscft Excel Worksheet 12 KB
i_Q J02_location_Sales.accdb Microsoft Access Database Zii K5
3 J i02.Managers_Memo x Microsoft Word Document 15 KB
3 ] i02.Meeting_Notes x Microsoft Word Document 19 KB
l__] i02_Phoenix_lnventoryjilsx Microsoft Excel Worksheet 10 KB
K_) i02_Phoenix.Memo x Microsoft Word Document 14 KB
__] 0 2 _ Restaurant.accdb Microsoft Access Database 676 KB
-§_ B2_Sales.Meeting.pptx Microscft PowerPoint Presentation 59 KB
I S . 02_Spajdsx Microscft Excel Worksheet 10 KB
Integrated Projects Chapter 2 | More Integrated Projects for Word. Excel. Access, and PowerPoint 613
http://j02.GoH.Presenlation.ppbi
http://02.Gorf_Report x
http://i02_Guest.Memo.doa
http://i02.Managers_Memo x
http://i02.Meeting_Notes x
http://i02_Phoenix.Memo x
http://B2_Sales.Meeting.pptx
• A n append query is a q u e r y that adds
records t o a d e s t i n a t i o n table.
• I n an a p p e n d q u e r y , the data types i n t h e
source table m u s t be c o m p a t i b l e w i t h the
data types i n the d e s t i n a t i o n table. T h e
U n d o b u t t o n w i l l n o t r e m o v e records a d d e d
b y a n a p p e n d query.
1 . O n y o u r c o m p u t e r , be sure t h a t y o u r
file extensions display. Start t * Access.
O p e n i02_Location_Sales. O n the File
tab, c l i c k Save Database As. Navigate to
the l o c a t i o n w h e r e y o u are saving y o u r
files, create a folder n a m e d I n t e g r a t e d
Projects C h a p t e r 2 a n d t h e n Save t h e
database as L a s t n a m e _ F i r s t n a m e _ i 0 2 _
Location_Sales a n d enable the c o n t e n t .
O p e n t h e Sales b y L o c a t i o n table, v i e w
t h e records, a n d n o t i c e there are n o
records f r o m the L 7 0 0 0 l o c a t i o n . Close
t h e table. Close the database.
2 . O p e n i02_Golf_Isle_Sales.accdb. U s i n g
t h e techniques f r o m t h e p r e v i o u s step,
Save t h e database i n t h e I n t e g r a t e d
Projects Chapter 2 f o l d e r as L a s t n a m e _
Firstname_i02_Golf_Isle_Sales
Enable the c o n t e n t . O n t h e Create tab,
i n t h e Queries group, click the Q u e r y
D e s i g n b u t t o n . I n t h e Show Table d i a l o g
b o x , v e r i f y that the Sales table is selected,
c l i c k A d d , a n d t h e n Close the d i a l o g b o x .
D o u b l e - c l i c k the f o u r f i e l d names t o a d d
the fields t o the design g r i d , a n d t h e n
c o m p a r e y o u r screen w i t h F i g u r e 1.
Save t h e q u e r y as Sales Q u e r y O n the
Design tab, i n the Results g r o u p , c l i c k
the R u n b u t t o n , a n d t h e n c o m p a r e y o u r
screen w i t h F i g u r e Z
3.
4 .
Continue to the next page to complete the skill •
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614 More Integrated Projects for Word. Excel. Access, and PowerPoint | Integrated Projects Chapter 2
http://Il.-l0.ir.il
SKILL 1 : Create a n Access A p p e n d Q u e r y
j 11 — i I H I
M ! L ! +f 1 • * . T " ° : "
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Tables *
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Queries *
3I flti Shop Salts Spa Sales
Faassts ft
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1009190 14000 Restaurant 5149.281.00
1009200 L4000 Spa SS1.9U.00
1009210 L5000 Convention 5169.348.00
1009220 15000 Spa 573.255.00
1009230 LS000 Gift Shop S93.704.00
1009240 L3000 Golf Pro Shop S5S.553.00
1009250 L5000 Restaurant S159.647.00
1009260 U3000 Convention 5177,465.00
1009270 16000 Gift Shop S63.734.00
1009230 LFIOOO Golf Pro Shop S77.140.00 1009290 L6000 Restaurant SI00.662.00
1009300 16000 Spa SS3.036.00
1009500 17000 Golf Pro Shop
561.755.OO”̂ 1009510 17000 Gift Shop $79,254.00
1009520 L7000 Spa S70.064.00
1009530 17000 Convention 5110,756.00
1009540 L7000 Restaurant $89,421.00^
Clot to .add –
Rtwio » l o * » • H t , II Search
Five records
added to table
5. O n t h e H o m e t a b , in t h e Views g r o u p ,
click the View b u t t o n . O n the D e s i g n t a b ,
in the Q u e r y Type g r o u p , click the
A p p e n d b u t t o n . In t h e A p p e n d dialog
box, select the A n o t h e r D a t a b a s e o p t i o n
b u t t o n . Click Browse, locate the database
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ L o c a t i o n _
Sales, a n d t h e n click O K . Click the Table
N a m e a r r o w , a n d then select Sales b y
L o c a t i o n , as s h o w n in Figure 3 .
6 . Click O K . Save M a n d t h e n Close HI
the query. In the N a v i g a t i o n P a n e , u n d e r
Q u e r i e s , double-click Sales Q u e r y . Read
the message boxes, a n d then click Yes.
Close t h e database.
7. O p e n L a s t n a m e _ F i r s t n a m e _ i 0 2 _
L o c a t i o n _ S a l e s , a n d enable t h e content.
O p e n t h e Sales b y L o c a t i o n table. Scroll
d o w n and notice t h e five records from t h e
L 7 0 0 0 location have been inserted, as
s h o w n in F i g u r e 4 .
8. Close [ x | the table. In the N a v i g a t i o n
P a n e , u n d e r Q u e r i e s , right-click the S p a
Sales query, a n d then click C o p y . In the
N a v i g a t i o n P a n e , right-click a blank area,
a n d then click Paste. In the Paste As
dialog box, t y p e Convention Sales a n d
t h e n click O K .
9. O p e n t h e C o n v e n t i o n Sales query in
D e s i g n View. In t h e C r i t e r i a row, in t h e
C a t e g o r y c o l u m n , delete Spa, and t h e n
t y p e Convention In the Results g r o u p ,
click t h e R u n b u t t o n .
10. Save [d] a n d then Close [ x ] the query.
• You have completed Skill 1 of 10
F i g u r e 4
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel, Access, and PowerPoint 615
http://Tah1.ru
• E x p o r t i n g data f r o m Access i n t o Excel
creates a copy o f the selected data.
• D a t a i n tables, f o r m s , a n d queries can be
e x p o r t e d w i t h o r w i t h o u t its f o r m a t t i n g ,
a n d t h e details o f the e x p o r t o p e r a t i o n can
be saved f o r f u t u r e use.
1 . O n the C r e a t e t a b , i n t h e Q u e r i e s g r o u p ,
c l i c k t h e Q u e r y D e s i g n b u t t o n . I n the
S h o w T a b l e d i a l o g b o x , A d d the L o c a t i o n
a n d the Sales b y L o c a t i o n tables, a n d t h e n
C l o s e the S h o w Table d i a l o g b o x .
2. F r o m t h e L o c a t i o n table, d o u b l e – c l i c k the
L o c a t i o n field to add t h e f i e l d t o the
design g r i d .
3. F r o m t h e Sales b y L o c a t i o n table, add
t h e C a t e g o r y a n d M o n t h l y _ S a l e s fields
t o t h e design g r i d .
4 . C l i c k Save QBQ. I n the Save A s d i a l o g b o x ,
t y p e C a t e g o r y b y L o c a t i o n a n d t h e n c l i c k
O K . I n the Results g r o u p , click t h e R u n
b u t t o n , a n d t h e n c o m p a r e y o u r screen
w i t h Figure 1.
5. I n the V i e w s g r o u p , click the V i e w b u t t o n
t o r e t u r n to D e s i g n view.
6. I n t h e design g r i d , click the S o r t r o w o f
the L o c a t i o n c o l u m n . C l i c k the displayed
a r r o w , a n d t h e n click A s c e n d i n g . C l i c k
the S o r t r o w o f the M o n t h l y _ S a l e s
c o l u m n , click the displayed a r r o w , a n d
t h e n click D e s c e n d i n g . R u n the query, and
t h e n c o m p a r e y o u r screen w i t h Figure 2. —
T H E RECORDS ARE SORTED B Y LOCATION I N
ASCENDING ORDER AND T H E N B Y MONTHLY_SALES
I N DESCENDING ORDER.
7. Save [ 5 ] , and then Close [x] the query.
• Continue to the next page to complete the skill ^
Query results
Location and
Monthly_Sales
columns sorted
F i g u r e 1
– i :m
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Replace CaceMt • 11 • : 5 i = – i :m
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Al A c t u s Objects ® «
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Resort & Spa at the Boulders
Convention
Golf Pro Shop
Gilt Shop
S1M.077.00
S2O.49S.00
SSS.20S.00
Q—»»
Resort & Spa at the Boulders
Resort & Spa at the Boulders
Convention
Golf Pro Shop
Gilt Shop
S1M.077.00
S2O.49S.00
SSS.20S.00
CitrgoryOyloutisn
_5 Com-tntion S*IM
Resort & Spa at the Boulders Restaurant S127.6S8.00 CitrgoryOyloutisn
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: Resort & Spa at the Boulders
Cypress Sun Resort
Spa
Convention
$77,688.00
S187.781.00
Gift Shop Sale. Cypress Sun Resort Gift Shop S40.347.00
31 SpiSrtci Cypress Sun Resort Golf Pro Shop S93.18L00
Cypress Sun Resort Restaurant $154,021-00
3 lOMticnFom Cypress Sun Resort Spa SS9.221.00
31 St
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location Tables It ' location Category Monthly_Sales • m.
ZJ location .PW.LLL.RUIL Convention
Restaurant
Golf Pro Shop
S187.781.00
S1S4.021.00
$93,181.00 ~> fatal BY Location
Cypress Sun Resort
Cypress Sun Resort
Convention
Restaurant
Golf Pro Shop
S187.781.00
S1S4.021.00
$93,181.00 Qemto »
Cypress Sun Resort
Cypress Sun Resort
Convention
Restaurant
Golf Pro Shop
S187.781.00
S1S4.021.00
$93,181.00
_p CMeejor, b» location
jp Conntntion Sam
Cypress Sun Resort Spa $59,221.00 _p CMeejor, b» location
jp Conntntion Sam
Cypress Sun Resort Gift Shop $40,347.00
_p CMeejor, b» location
jp Conntntion Sam
El Doralas Convention S169.348.00
Hp Oat Shop Said El Doralas Restaurant S159.647.00
ZV Spa Sam El Doralas Gift Shop S93.704.00
Fermi El Doralas Spa S73.255.00
_fl location form El Doralas Golf Pro Shop SSS.SS8.00
__L Sim t , location form Grove Isle Golf Resort
Grove isle GoH Resort
Convention
Restaurant
$110.756.00
$89,421.00
Grove Isle Golf Resort Gilt Shop S79.2S4.00
Grove Isle GoH Resort Spa $70,064.00
Grove isle Golf Resort GoH Pro Shop $61,755.00
Harbor Beach Resort and Spa Convention S I 75.520.00
Harbor Beach Resort and Spa Restaurant $133,160.00
Harbor Beach Resort and Spa Golf Pro Shop $94,877.00
HARBOR Beach Resort AND Spa Gift Shop $92,324.00
Harbor Beach Resort and Spa Spa $43,932.30
Resort & Spa at the Boulders Convention S194.077.00
Resort Si Spa at the 8oulders Restaurant S127.688.00
Resort & Spa at the Boulders Spa S77.688 00
Resort Si Spa at the Boulders Gift Shop SSS.20S.00
Resort Si Spa at the Boulders GoH Pro Shop S2O.495.00
Seaview Resort Convention $177,465 00
Seavlew Resort Restaurant 5100,662 00
•eed. llcroid II 1 or 35 I H a • O a » i a .
616 More Integrated Projects for Word. Excel, Access, and PowerPoint | Integrated Projects Chapter 2
http://S184.9SO.00
http://Ceurnc.no
http://Ceurnc.no
http://PW.lll.rUil
http://SSS.20S.00
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SKILL 2 : Export Data trom Access into Excel
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Al Access Objects
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Queries
HP Cattoory ey l e a
HP Convention Sale
HP Sin Snap Sllei
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Export - Excel Soreid Jieet •
Select the destiutjon for the data you want to export
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EXPORT DATA IRHH FORMATTING AND UYOUT
Sriect eta opton ta preeerve most fomataig and layout riforaaaor. Wwr. exporting a taba*. ouery. tana, or report.
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Carport only the ^elected recordv
Seeĉ Sri case tc opcr:err, r t t r e ; . « reo-a-. (—5̂ 15 . _ ; – – –,–:•* •— ;
Export – Excel
Spreadsheet
dialog box
Integrated Projects
Chapter 2 folder
File name
F i g u r e 3
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Check boxes
selected
F i g u r e 4
8 . I n the N a v i g a t i o n Pane, under Queries,
select the Category by Location query.
9. O n the E x t e r n a l D a t a tab, i n the E x p o r t
g r o u p , click the Excel button.
10. I n the E x p o r t – Excel Spreadsheet dialog
box, click t h e Browse button. I n the File
Save dialog box, navigate t o y o u r
I n t e g r a t e d Projects C h a p t e r 2 folder.
I n the File n a m e b o x , t y p e Lastname_
F i r s t n a m e _ i 0 2 _ L o c a t i o n _ C a t e g o r i e s a n d
then c l i c k Save. Compare y o u r screen w i t h
Figure 3 .
1 1 . I n the E x p o r t – Excel Spreadsheet dialog
b o x , under Specify e x p o r t options, select
t h e E x p o r t data w i t h f o r m a t t i n g a n d
layout check b o x , a n d t h e O p e n the
destination file after the e x p o r t
o p e r a t i o n is complete check b o x .
Compare y o u r screen w i t h Figure 4 .
Selecting these export options w i l l preserve
most formatting and layout information i n
the Excel file and will open the Excel file
for you to view the results o f the export
operation.
12. I n the E x p o r t – Excel Spreadsheet dialog
b o x , click O K .
The Excel workbook displays. The records
from the Access query Category by Location
have been copied to the Excel workbook.
13. M a k e L a s t a a m e _ F i r s t n a m e _ i 0 2 _
Location_Sales the active window. I n t h e
E x p o r t – Excel Spreadsheet dialog box,
notice that t h e export settings can be
saved, and then click Close.
14. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
Locations_Categories the active window.
I f necessary, M a x i m i z e Ijjj] the window.
• You have completed Skill 2 of 10
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel, Access, and PowerPoint 617
http://ooi.cn
http://Sa.Se.BylOCJ.it
• A PivotTable report is an i n t e r a c t i v e ,
cross-tabulated Excel r e p o r t that
s u m m a r i z e s a n d analyzes d a t a — s u c h as
database r e c o r d s — f r o m v a r i o u s sources,
i n c l u d i n g ones t h a t are external t o Excel.
• I n a PivotTable r e p o r t , each Excel c o l u m n
becomes a PivotTable field t h a t s u m m a r i z e s
m u l t i p l e rows o f information.
1 . C l i c k cell A 1 . O n the I n s e r t tab, i n t h e
Tables g r o u p , c l i c k the PivotTable b u t t o n .
I n t h e Create PivotTable d i a l o g box, c l i c k
O K . I f the PivotTable F i e l d List pane does
n o t display, o n t h e O p t i o n s tab, i n the
S h o w g r o u p , c l i c k t h e Field List b u t t o n . I n
t h e PivotTable F i e l d List pane, select the
L o c a t i o n check box. C o m p a r e y o u r screen
w i t h Figure 1.
2. I n the PivotTable F i e l d List pane, d r a g the
C a t e g o r y field to the R e p o r t Filter area.
D r a g t h e Monthly_Sales field to the
Values area. I n the Values area, click the
S u m o f Monthly_Sales a r r o w , and t h e n
c l i c k V a l u e F i e l d Settings. I n t h e Value
F i e l d Settings d i a l o g b o x , i n the C u s t o m
N a m e b o x , t y p e M o n t h l y Sales a n d t h e n
c l i c k the N u m b e r F o r m a t b u t t o n . I n the
F o r m a t Cells d i a l o g b o x , click Currency,
a n d t h e n change the D e c i m a l places to 0.
C l i c k O K , a n d t h e n c o m p a r e y o u r screen
w i t h Figure 2.
3. I n the Value F i e l d Settings d i a l o g b o x ,
click O K . Select t h e range A6:B6. O n the
H o m e tab, i n the Font g r o u p , click the
F i l l C o l o r b u t t o n a r r o w | » * L a n d t h e n
c l i c k t h e f o u r t h c o l o r i n the t h i r d r o w —
D a r k Blue, Text 2 , Lighter 6 0 % .
• Continue to the next page to complete the skill
618 More Integrated Projects for Word. Excel, Access, and
PivotTable Field
List pane
Column Labels area
Report Filter area
Row Labels area
Values area
F i g u r e 1
~T7 3 | t o » L a b f h ~
Cypress Sun Resort
S EIDoralas
ft Grove Isle Golf Resort
7 Harbor Bear* ResorT and Spa
S Resort & Spa i t the Boulders
9 Seaview Resort
10 Surrrmerlield inn
11 Grand Total
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dialog box
Custom Name box
Number Format
button
Sum of
Monthly_Sales
arrow
F i g u r e 2
Fi,ctTao:< PfrotTaoMl Option; i Ft.ctlabii
A3 1 Category
A ! Row Labels
a llowLabek Cypress Sun Resort El Doralas Grove isle Golf Resort
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Resort & Spa at the Boulders
Seaview Resort
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| Integrated Projects Chapter 2
SKILL 3 : Create a n Excel PivotTable Report
f.02.Locil«m.Cetegei.e
a a a
Formula refers to
Go// Contact name
Formula refers to
another workbook
F i g u r e 3
Reference to
named cell
Reference to
another workbook
Path displays
because source
workbook is closed
(your path may be
different)
8.
9 .
7. Select A 3 : C 3 , a n d t h e n change the
C o l u m n W i d t h t o 15 I n cell B 3 , t y p e =
a n d t h e n m a k e the L a s t n a m e _
F i r s t n a m e _ i 0 2 _ I n v e n t o r y w i n d o w active.
O n the G o l f P r o Shop w o r k s h e e t , c l i c k
cell B 2 , a n d t h e n o n the f o r m u l a bar, c l i c k
the Enter b u t t o n 0 – C o m p a r e y o u r screen
— w i t h Figure 3.
I n cell C 3 , t y p e = a n d t h e n m a k e the
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ I n v e n t o r y
w i n d o w active. O n the G o l f P r o Shop
w o r k s h e e t , c l i c k cell C 2 , a n d t h e n press
[Enter]. U s i n g the same t e c h n i q u e , i n cell
B4, create a n external reference t o
Spa_Contact, a n d t h e n i n cell C 4 , create
a n external reference t o Spa_Phone.
I n the Contacts w o r k s h e e t , r i g h t – c l i c k the
r o w 1 header, a n d t h e n c l i c k Insert. I n cell
A l , t y p e Cypress Hotels G r o u p
10. M a k e Lastname_Firstname_i02 Inventory
the active w i n d o w . G r o u p t h e worksheets,
Insert the file name i n the left footer, a n d
t h e n r e t u r n t o N o r m a l view. Insert a n e w
r o w 1, a n d t h e n i n cell A l , t y p e Cypress
Hotels G r o u p Select the range A 1 : C 1 . A d d
the Accent4 Cell Style, c l i c k M e r g e &
Center H , and t h e n change t h e Font Size
to 14. U n g r o u p the worksheets, and t h e n
Save a n d Close the w o r k b o o k .
1 1 . I n L a s t n a m e _ F i r s t n a m e _ i 0 2 _ L o c a t i o n _
Categories, c l i c k cell B4. C o m p a r e y o u r
screen w i t h Figure 4 .
A row was inserted in both worksheets,
and the named cells are still correct in the
external references.
1 2 . Select t h e range A 1 : C 1 . C l i c k M e r g e &
Center H], a n d apply the Cell Style 4 0 % –
Accent4. Save ju] the w o r k b o o k .
• You have completed Skill 4 of 10
F i g u r e 4
Integrated Projects Chapter 2 | More Integrated Projects for Word. Excel, Access, and PowerPoint 621
• A n organization chart g r a p h i c a l l y
represents t h e s t r u c t u r e o f an o r g a n i z a t i o n ,
s u c h as d e p a r t m e n t managers a n d
n o n m a n a g e m e n t employees.
• Effects a n d a n i m a t i o n can be a d d e d t o
a S m a r t A r t o r g a n i z a t i o n c h a r t .
1 . Start 0 P o w e r P o i n t , a n d o p e n i 0 2 _
Sales_Meeting. Save the file i n y o u r
I n t e g r a t e d Projects C h a p t e r 2 f o l d e r as
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ S a l e s _ M e e t i n g
A d d t h e file n a m e t o all Notes a n d
H a n d o u t s footers.
2 . Display Slide 6. I n the lower placeholder,
click the Insert S m a r t A r t Graphic
b u t t o n [ S J . I n the Choose a S m a r t A r t
Graphic dialog box, click Hierarchy. C l i c k
O r g a n i z a t i o n C h a r t , a n d t h e n click O K .
O n the Design tab, i n the Create Graphic
group, verify that the Text Pane b u t t o n is
selected. T h e Text pane is the pane t o the
left o f a S m a r t A r t graphic a n d is w h e r e the
text t h a t appears i n the S m a r t A r t graphic
can be entered a n d edited. C o m p a r e y o u r
screen w i t h F i g u r e 1.
Shapes can be identified by their location and
connecting lines. A superior is placed above
any other shape. An assistant is placed below
the superior shape but above subordinates.
A subordinate is placed below and connected
to a superior shape. A coworker is next to
another shape that is connected to the same
superior.
3. I n the Text Pane, w i t h t h e first b u l l e t
p o i n t selected and u s i n g y o u r o w n f i r s t
and last names, t y p e Your N a m e a n d t h e n
c l i c k i n the second b u l l e t p o i n t . T y p e
Chet Lee as s h o w n i n F i g u r e 2 .
• Continue to the next page to complete the skill
622 More Integrated Projects for Word. Excel, Access, and
) PowerPoint
>od Sfupf – > RIOEIMC • Mow up
Organization chart
Superior shape
Text pane
Assistant shape
Celen-
Udu” OTFFCM X|
Type roue text here
• [ T « t ]
[T«xt]
[Text]
[Ttxt]
Subordinate and
coworker shapes
F i g u r e 1
Orojnuatieui Chart-
Urn
W H O ‘ S W H O I N S A L E S
[Text]
[Text]
[Text] I [Text] I [Text]
T O
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–
Click to add notes
S»d««tt|7 -Uisin- ; r-fj J 3 U 3
Your Name in
superior shape
Chet Lee in
assistant shape
F i g u r e
ant Llicrt Offign Trtni
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t«rt P*M £ Hiom t j left RL uyout –
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• Che: H e
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Oroanuahon Chart—
W H O ‘ S W H O I N S A L E S
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SUM 6 ct 7 ‘Urban-
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| Integrated Projects Chapter 2
H3m< j tnsrrt Delior. T>>m,liom Aninjttam ‘ J- sr>(*<» Renew View A
-«i auyout- . . , • • ; »• . - g s : C - 5 Uil ( S i ) Gjh i"' •>“••»«•-•’ *»’«» Putt New r Slid* – Ŝection
. o / s » «u J.v. A> • : A . 5rjo( Ft!«H •
Oljwing
RtpUtt • 4 Select •
frw.no
Who’s Who in Sales
Chet Lee Yicki 1 Plasek 1
l l l l Vic Fowler l l l l
Karen
Lee Garrett Margaret Voboril
Oickto add notes
ca £ O 5 7*K rv
Fowler and Jones
subordinates to
Plasek
Garrett and Voboril
subordinates to
Covey
F i g u r e 3
Gradient fil
Bevel effect
PiOUffl 4
4 . I n the n e x t t h r e e b u l l e t p o i n t s , t y p e
V i c k i Plasek a n d Kelley Zack a n d t h e n
A l i c e Covey I n t h e Create G r a p h i c g r o u p ,
c l i c k t h e Text Pane b u t t o n t o close the
Text pane.
5. C l i c k the first coworker s h a p e — V i c k i
Plasek. I n t h e Create Graphic group, click
the A d d Shape b u t t o n arrow, a n d t h e n
click A d d Shape Below. I n the new
subordinate shape, t y p e Vic Fowler W i t h
t h e Fowler shape selected, click the A d d
Shape b u t t o n a r r o w , a n d t h e n click A d d
Shape After. I n the n e w subordinate shape,
t y p e Karen lones
6 . U s i n g the same t e c h n i q u e , select t h e shape
f o r Alice Covey, a n d t h e n a d d t w o
s u b o r d i n a t e shapes w i t h t h e text Lee
G a r r e t t a n d M a r g a r e t V o b o r i l C l i c k a
b l a n k area o f the slide, a n d t h e n c o m p a r e
— y o u r screen w i t h F i g u r e 3.
7. C l i c k t h e o r g a n i z a t i o n c h a r t , a n d t h e n
c l i c k the b o r d e r o f t h e placeholder
c o n t a i n i n g t h e o r g a n i z a t i o n c h a r t . O n t h e
F o r m a t t a b , i n t h e Shape Styles group,
c l i c k t h e Shape F i l l b u t t o n , a n d t h e n c l i c k
t h e t h i r d c o l o r i n t h e first r o w — G r a y –
2 5 % , B a c k g r o u n d 2. C l i c k t h e Shape F i l l
b u t t o n , p o i n t t o G r a d i e n t , a n d t h e n c l i c k
Linear U p — t h e second v a r i a t i o n i n t h e
t h i r d r o w .
8. I n t h e Shape Styles g r o u p , c l i c k t h e Shape
Effects b u t t o n . P o i n t t o Bevel, a n d t h e n
u n d e r Bevel, click t h e second effect i n the
second r o w — S o f t R o u n d . C l i c k a b l a n k
area o f the slide, a n d t h e n c o m p a r e y o u r
— screen w i t h F i g u r e 4 .
9. Save | | the p r e s e n t a t i o n .
• You have completed Skill 5 of 10
Integrated Projects Chapter 2 | More Integrated Projects for Word. Excel, Access, and PowerPoint 623
http://frw.no
• A n Excel PivotTable r e p o r t can be c o p i e d
i n t o a n o t h e r M i c r o s o f t O f f i c e a p p l i c a t i o n .
1 .
2 .
3 .
4.
M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
L o c a t i o n _ C a t e g o r i e s the active w i n d o w .
I f necessary, m a k e the C a t e g o r y Sales
w o r k s h e e t the active sheet. C l i c k cell A 5 .
O n t h e O p t i o n s t a b , i n t h e A c t i o n s
g r o u p , c l i c k the Select b u t t o n , a n d t h e n
c l i c k E n t i r e P i v o t T a b l e . O n the H o m e t a b ,
i n t h e C l i p b o a r d g r o u p , c l i c k t h e C o p y
b u t t o n PS,.
M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ S a l e s _
M e e t i n g t h e active w i n d o w , a n d t h e n
d i s p l a y S l i d e 2. C l i c k the Paste b u t t o n
a r r o w , a n d t h e n c l i c k Paste S p e c i a l . I n the
Paste Special d i a l o g b o x , c l i c k B i t m a p ,
a n d t h e n c l i c k O K . O n t h e F o r m a t t a b ,
i n t h e Size g r o u p , increase t h e Shape
H e i g h t [a] t o 4 ” . I n t h e A r r a n g e g r o u p ,
c l i c k the A l i g n b u t t o n [&], a n d t h e n click
A l i g n C e n t e r . C l i c k a b l a n k section o f t h e
slide, a n d t h e n c o m p a r e y o u r screen w i t h
F i g u r e 1 .
M a k e L A S T N A M E _ F I R S T N A M E _ i 0 2 _
L O C A T I O N _ C A T E G O R I E S t h e active w i n d o w .
Press f Esc) t o cancel t h e C o p y c o m m a n d .
I n cell B L , click t h e A R R O W . I n t h e
d i s p l a y e d f i l t e r b o x , c l i c k G R O V E I S L E G O L F
R E S O R T , a n d t h e n c l i c k O K . C o m p a r e y o u r
screen w i t h F i g u r e 2 .
The PivotTable report has been filtered
to display only the information from the
Grove Isle Golf Resort location.
U s i n g t h e t e c h n i q u e f r o m t h e p r e v i o u s
steps, S E L E C T a n d t h e n C O P Y t h e
PivotTable.
Continue to the next page to complete the skill >
into Po’
PivotTable pasted
as a picture
F i g u r e 1
Filter applied
F i g u r e
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JM 1 Grove isle Golf Resort
A B C
1 Location JGrove Isle Golf Resort . T |
2 J
3 Row Labels – Monthly Sales
4 Convention $110,756
5 Gift Shop $79,254
6 Golf Pro Shop $61,755
7 Restaurant $89,421
8 Spa $70,064
9 Grand Total $411,250
^ P i v o t T . b l e Field U t •» X
ChooteWcssto add to report 1-̂ * I
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y Category
. Monthly..Sales
Drag feids between areas below:
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j j Rov.-labels T values
Category ” WXM« Sales »
; Defer Layout update
624 More Integrated Projects for Word, Excel. Access, and PowerPoint | Integrated Projects Chapter 2
SKILL 6: Insert a n Excel PivotTable Into PowerPoint
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MONTHLY SALES BY LOCATION
Row Labels
Cypress Sun Resort
El Doralas
Grove Isle Golf Resort
Harbor Beach Resort and Spa
Resort & Spa at t h e Boulders
* M o n t h l y Sales
$534,551
$554,512
$411,250
$539,863
$475,153
Seaview Resort
Summerfield Inn
Grand Total
$50S,087
$548,766
$3,572,182
Click to add notes
3 2 CJ 7 74* –
PivotTables pasted
into Slides 4 and 5
F i g u r e 3
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C Y P R E S S H O T E L S G R O U P
I N V E N T O R Y CONTACTS
GOLF PRO S H O P
S P A
V I C F O W L E R
K A R E N J O N E S
(772) 555-0230
(717) 555-5930
Qickto add notes
Contact
information
pasted into Slide 7
F i q u r e 4
8 .
6 . M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ S a l e s _
M e e t i n g the active w i n d o w .
T h e Excel o b j e c t i n Slide 2 d i d n o t c h a n g e
because the o b j e c t was pasted as a p i c t u r e ,
n o t l i n k e d t o the Excel w o r k b o o k .
7. D i s p l a y S l i d e 5. Paste t h e PivotTable as a
B i t m a p , increase the Shape H e i g h t to 4 ” ,
a n d t h e n c l i c k A l i g n C e n t e r .
M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
L o c a t i o n _ C a t e g o r i e s the active w i n d o w ,
and then press [Esc]. C l i c k the L o c a t i o n
Sales sheet tab. Select a n d t h e n C o p y cells
A 3 . B 1 1 . M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
S a l e s _ M e e t i n g the active w i n d o w , and
t h e n display S l i d e 4 . Paste t h e PivotTable
as a B i t m a p , increase t h e Shape H e i g h t
t o 4 ” , a n d t h e n c l i c k A l i g n C e n t e r . C l i c k
a b l a n k section o f the slide, a n d then
c o m p a r e y o u r screen w i t h Figure 3.
M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
L o c a t i o n _ C a t e g o r i e s the active w i n d o w .
Press [Esc], and then Save t h e w o r k b o o k .
C l i c k the C o n t a c t s sheet tab, and t h e n
select a n d C o p y the range A 1 : C 5 .
M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ S a l e s _
M e e t i n g the active w i n d o w , a n d t h e n dis
p l a y S l i d e 7. C l i c k the Paste b u t t o n a r r o w ,
and t h e n click Paste Special. I n the Paste
Special d i a l o g box, select the Paste l i n k
o p t i o n b u t t o n , verify that M i c r o s o f t Excel
W o r k s h e e t O b j e c t is selected, and then
c l i c k O K . Increase the Shape H e i g h t
t o 2 . 8 ” , click A l i g n C e n t e r , a n d then
— c o m p a r e y o u r screen w i t h Figure 4.
1 1 , Save the p r e s e n t a t i o n .
• You have completed Skill 6 of 10
9 .
1 0 .
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel. Access, and PowerPoint 625
http://Mktolt.fl
A P o w e r P o i n t p r e s e n t a t i o n can be saved
as a n o u t l i n e i n t h e O u t l i n e / R T F f i l e t y p e .
Rich Text Format (RTF) is a f i l e f o r m a t
designed to m o v e text b e t w e e n d i f f e r e n t
a p p l i c a t i o n s w h i l e p r e s e r v i n g t h e text’s
f o r m a t t i n g . T h i s t e x t – o n l y d o c u m e n t
p r o v i d e s smaller f i l e sizes a n d the a b i l i t y
t o share files w i t h others w h o m a y n o t
have t h e same version o f the software.
P o w e r P o i n t graphics are n o t i n c l u d e d i n
an O u t l i n e / R T F file opened i n W o r d .
1 . I n L a s t n a m e _ F i r s t n a m e i 0 2 Sales
M e e t i n g , click t h e File tab, a n d t h e n c l i c k
Save As. I n t h e Save As d i a l o g b o x ,
navigate t o the f o l d e r I n t e g r a t e d Projects
C h a p t e r 2 , a n d t h e n change the f i l e n a m e
t o L a s t n a m e _ F i r s t n a m e _ i 0 2 _ M e e t i n g
C l i c k t h e Save as type a r r o w , a n d t h e n
c l i c k O u t l i n e / R T F ( * . r t f ) . C o m p a r e y o u r
screen w i t h F i g u r e 1 .
2 . I n t h e Save As d i a l o g b o x , c l i c k Save.
3. S t a r t 0 W o r d . O p e n i 0 2 _ M e e t i n g _
Notes, a n d t h e n Save the d o c u m e n t i n
y o u r I n t e g r a t e d Projects Chapter 2 folder
as L a s t n a m e _ F i r s t n a m e _ i 0 2 _ M e e t i n g _
Notes
4 . Scroll t o the next page, locate the
p a r a g r a p h b e g i n n i n g We have been
tracking sales, a n d t h e n click t h e f i r s t b l a n k
l i n e after the p a r a g r a p h . O n the I n s e r t
tab, i n t h e Text g r o u p , click the Object
b u t t o n a r r o w , a n d t h e n c l i c k Text f r o m
File. I n t h e Insert File d i a l o g b o x , navigate
t o t h e I n t e g r a t e d Projects C h a p t e r 2
folder, select L a s t n a m e _ F i r s t n a m e _ i 0 2 _
M e e t i n g . r t f , a n d then c l i c k Insert.
C o m p a r e y o u r screen w i t h F i g u r e 2 .
• Continue to the next page to complete the skill
More Integrated Projects for Word, Excel, Access, and
I i A —
Save As dialog box
Save as type:
Outline/RTF (*.rtf)
F i g u r e 1
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9
I Integrated Projects Chapter 2
SKILL 7: Insert a PowerPoint Outline in Word a n d Create a Cover Page a n d Table of Contents
C y p r e s s – H o t e l s – G r o u p T f
M O N T H L Y – S A L E S – M E E T D N G T J
H
(L1/1/20121J –
School-Name**
Your-Namef.
P A G E T « M W A I D I M W -if.- ‘ a ! I 9 3 * I O K . –
Pinstripe cover
page
Date Picker control
F i g u r e 3
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J T A J F U O N I T E T I O
TAOLE OF
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A J I L M F O O T N — * L I S T ) ! ! : APIFLFLL •
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C I T A T I O N – J J J B J I L L O G R I P I V • CAPTION ^ J C I O L W I T
Citation, a G-s’.c.j.-acrv, Option!
GGJ J !NJERT TSBLT CF FIG-JREJ _ ) INIERT INFIE< ^ . . J .
' T A B L E - O F - C O N T E N T S T I •
Customer-Satisfaction
Monthly-Safes-by-Location.
Revenue-Categories
Golf-Pro-Shops.
Grove-iste-Golf Resort
Convention
«
« • 2 1 1
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WELCOMÊ
Welcome-to-the-Cypr ess-Gardens-Hotel's-annual-sales-mee ting.-We-are-here-to-confirm-t hat-
you-are-an-fmpcrtant-parT-orrxir'Organlzaticivarxl-to-shxn-rvDU^
best-sales-force-in-cur-lndustry.*!
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repot-t-highllghtsthe-selected-sales-areas.ll
Jng.-The-follcri'/ing-
Table of Contents
Page numbers
Headings from
document
R > A T : 2 OR 4 ; W O T O I 4 ; :
5. Select a n d D e l e t e the f i r s t five lines o f
inserted t e x t — b e g i n n i n g w i t h Cypress
Hotels Group a n d e n d i n g w i t h Categories.
Select a n d Delete t h e last f o u r paragraphs
o f inserted text. Select t h e five b u l l e t
p o i n t s , a n d t h e n o n t h e H o m e tab, i n t h e
Styles group, c l i c k N o r m a l . I n t h e
Paragraph g r o u p , c l i c k t h e Bullets b u t t o n
a r r o w , a n d t h e n c l i c k the checkmark
b u l l e t .
6. O n the Insert tab, i n t h e Pages g r o u p ,
c l i c k t h e Cover Page b u t t o n , a n d t h e n
c l i c k Pinstripes.
A building block is a reusable piece o f
content that is stored i n a gallery. A cover
page is a building block that is a page w i t h
a predesigned layout and preformatted
placeholders that is inserted at the beginning
o f a Word document.
7. C l i c k the Type the d o c u m e n t t i t l e
placeholder, a n d t y p e Cypress Hotels
G r o u p T y p e M o n t h l y Sales M e e t i n g as
t h e d o c u m e n t s u b t i d e , y o u r School N a m e
as t h e c o m p a n y , a n d Your N a m e as the
a u t h o r . C l i c k the P i c k the date
placeholder, click the D a t e Picker c o n t r o l
a r r o w , a n d t h e n c l i c k Today. C o m p a r e
— y o u r screen w i t h Figure 3.
8. O n Page 2, p o s i t i o n the i n s e r t i o n p o i n t t o
t h e left o f t h e p a r a g r a p h Welcome. O n t h e
References tab, i n t h e Table o f Contents
g r o u p , click t h e Table o f Contents b u t t o n ,
a n d t h e n c l i c k A u t o m a t i c Table 2.
— C o m p a r e y o u r screen w i t h Figure 4.
A table of contents is a building block that
lists the document’s headings along w i t h
their corresponding page numbers.
Press (Ctrl] + (INTER) to insert a page break. Save
t h e d o c u m e n t .
You hove completed Skill 7 of 10
9 .
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel. Access, and PowerPoint 627
D a t a t h a t w i l l n o t change, such as e n d – o f –
m o n t h results, can be e m b e d d e d i n t o
a n o t h e r a p p l i c a t i o n .
D a t a t h a t w i l l change can be l i n k e d so t h a t
data changed i n the source file w i l l also
change i n the d e s t i n a t i o n file.
1 . O n t h e I n s e r t t a b , i n t h e H e a d e r & F o o t e r
g r o u p , c l i c k the Page N u m b e r b u t t o n .
P o i n t t o B o t t o m o f Page, s c r o l l d o w n , a n d
t h e n c l i c k A c c e n t B a r 4 . O n t h e left side o f
t h e f o o t e r , insert t h e file n a m e , a n d t h e n
c o m p a r e y o u r screen w i t h F i g u r e 1 .
2 . C l o s e t h e H e a d e r a n d F o o t e r . M a k e
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ L o c a t i o n _
C a t e g o r i e s t h e active w i n d o w . C l i c k
t h e L o c a t i o n Sales sheet tab, a n d t h e n
C o p y t h e range A 3 . B 1 1 . I n W o r d ,
u n d e r t h e Monthly Sales by Location
h e a d i n g , click the b l a n k l i n e at t h e e n d o f
t h e p a r a g r a p h , a n d t h e n c l i c k the Paste
b u t t o n . I n the first cell o f the table, delete
t h e t e x t Row Labels, a n d t h e n t y p e
L o c a t i o n s Select t h e table, a n d t h e n
change t h e F o n t Size t o 12. O n t h e L a y o u t
t a b , i n t h e C e l l Size g r o u p , c l i c k t h e
A u t o F i t b u t t o n , a n d t h e n c l i c k A u t o F i t
C o n t e n t s .
3. U s i n g the same t e c h n i q u e , f r o m t h e G o l f
P r o S h o p w o r k s h e e t , C o p y cells A 1 : C 8 . I n
W o r d , Paste the data i n t h e b l a n k line at
t h e e n d o f the G o l f P r o S h o p s section.
Select t h e table h e a d i n g Category. O n t h e
L a y o u t t a b , i n the R o w s & C o l u m n s
g r o u p , click the D e l e t e b u t t o n , a n d t h e n
c l i c k D e l e t e C o l u m n s . Select the table,
change t h e F o n t Size t o 12, a n d t h e n select
A u t o F i t C o n t e n t s . C o m p a r e y o u r screen
w i t h F i g u r e 2.
• Continue to the next page to complete the skill >
File name
Accent Bar 4
page number
F i g u r e
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SKILL 8: Link a n d E m b e d Data from Excel into Word
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REVENUE-CATEGORIEŜ
F j j f T CI 6
We-have-been-tracking-sales-in-a -number-of-categories.-and-in-the-future,-will-c c m pare-THE-sales-
from-cne-quarter-to-the-next-We-will-be-watchlng-AND-ttactong-THE- sales-by-THE-category-and-oy-
tlw-location.-Each’or-you-has-varlous’respcrislbllitleS’ln-categcrvsales-and-many-or-YCHRARE-
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seasons,-rt-is-cfifficu!TLC>spend-the-time-analyilngvour-saleS’numi5ers.-We-hcpe-THAT-pccn/idi
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organizatlon.Fcllov.’ing-are-the-categCflesinat-we-wlll-begln-to-track^l
& ‘ i d J l a a 3 M 1C0S – ‘
Amount changed
to S511,250
Grand Total
changed to
53,672,182
4. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
Location_Categories the active w i n d o w .
F r o m the Category Sales w o r k s h e e t ,
C o p y |5] cells A3:B9. I n t h e W o r d
d o c u m e n t , u n d e r t h e Grove Isle Golf
Resort h e a d i n g , c l i c k t h e b l a n k line b e l o w
t h e p a r a g r a p h . C l i c k the Paste b u t t o n
a r r o w , a n d t h e n click Paste Special.
I n the Paste Special d i a l o g b o x , select t h e
Paste l i n k o p t i o n b u t t o n . U n d e r As, c l i c k
M i c r o s o f t Excel W o r k s h e e t Object, a n d
t h e n click O K .
5. R i g h t – c l i c k the inserted table, p o i n t to
L i n k e d W o r k s h e e t Object, a n d t h e n c l i c k
O p e n L i n k . M a x i m i z e [W] the w o r k b o o k .
O n the Category by Location w o r k s h e e t ,
change the n u m b e r i n cell C13 from
$89,421.00 t o S189.421.00 C l i c k the
Category Sales worksheet, and t h e n click
cell A 5 . O n the O p t i o n s tab, i n the D a t a
g r o u p , click the Refresh b u t t o n . C o m p a r e
— y o u r screen w i t h Figure 3.
6. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
M e e t i n g _ N o t e s the active w i n d o w .
R i g h t – c l i c k the table, a n d t h e n click
U p d a t e L i n k t o update t h e l i n k e d
G r a n d Total o f the G r o v e Isle G o l f Resort
PivotTable to $511,250.
7. Scroll u p to v i e w the table u n d e r M o n t h l y
Sales by Location. R i g h t – c l i c k the table,
a n d n o t i c e that there is n o Update Link i n
the s h o r t c u t m e n u because this object is
e m b e d d e d , n o t l i n k e d . I n the Grove Isle
G o l f Resort r o w , t y p e $511,250 and in
t h e G r a n d Total r o w , t y p e $3,672,182
— C o m p a r e y o u r screen w i t h Figure 4.
8. Save the d o c u m e n t .
• You hove completed Skill 8 of 10
FIQI
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel, Access, and PowerPoint 629
e a n d Insert the File into
• A n Access table, query, f o r m , o r r e p o r t
can be e x p o r t e d f r o m Access t o a W o r d
d o c u m e n t .
• A wizard is a feature t h a t asks q u e s t i o n s
a n d t h e n creates an object a c c o r d i n g t o the
p r o v i d e d answers. I n Access, the Export
Wizard w i l l e x p o r t data i n a v a r i e t y o f
f o r m a t s , i n c l u d i n g Excel, W o r d , a n d RTF.
1 . M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
Location_Sales the active w i n d o w . I n the
N a v i g a t i o n Pane, click t h e Conventions
Sales query. O n the E x t e r n a l D a t a tab, i n
the E x p o r t g r o u p , click the M o r e b u t t o n ,
a n d t h e n c l i c k W o r d . I n the E x p o r t – R T F
File d i a l o g b o x , c l i c k t h e Browse b u t t o n .
N a v i g a t e t o the I n t e g r a t e d Projects
C h a p t e r 2 folder, change t h e File n a m e t o
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ C o n v e n t i o n _
Sales a n d then click Save. I n t h e E x p o r t –
R T F File d i a l o g b o x , select the O p e n
the destination file after the export
o p e r a t i o n is complete check box, a n d
t h e n c o m p a r e y o u r screen w i t h F i g u r e 1 . –
2 . I n t h e E x p o r t – R T F File d i a l o g b o x , c l i c k
O K .
In the Word window, Compatibility Mode
displays on the title bar to i n f o r m the user
that this is not a Word 2010 document—
it is an RTF file.
3. C l i c k the File tab, a n d t h e n click Save As.
I n the Save As d i a l o g b o x , navigate to the
f o l d e r I n t e g r a t e d Projects Chapter 2.
C l i c k the Save as type arrow, a n d t h e n
click W o r d D o c u m e n t . C l i c k Save. Read
the displayed message b o x , click O K , a n d
t h e n c o m p a r e y o u r screen w i t h F i g u r e 2.—
Continue to the next page to complete the skill •
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632 More Integrated Projects for Word, Excel, Access, and PowerPoint | Integrated Projects Chapter 2
SKILL 1 0 : Insert Objects f r o m PowerPoint Into Word
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the p r e s e n t a t i o n , a n d E x i t PowerPoint.
Save the w o r k b o o k , a n d E x i t Excel.
7. S t a r t © W o r d . Navigate to y o u r student
files, a n d o p e n L a s t n a m e _ F i r s t n a m e _ i 0 2 _
M e e t i n g _ N o t e s . I n die displayed message
box, click S h o w H e l p , a n d t h e n compare
– y o u r screen w i t h Figure 3.
8.
9 .
The message box notifies you that there are
links in the document.
I n the message b o x , click Yes. V i e w the
Table of Contents, a n d n o t i c e the page
n u m b e r s f o r Revenue Categories a n d all o f
t h e headings t h a t f o l l o w i t . Press and h o l d
d o w n [Ctrl], and t h e n i n the Table of
C o n t e n t s , click t h e Revenue Categories
h e a d i n g .
The Table o f Contents is linked to each o f
the document’s headings and can be used to
navigate to each heading.
W i t h t h e i n s e r t i o n p o i n t i n f r o n t o f the
Revenue Categories h e a d i n g , I n s e r t a Page
B r e a k . Place the i n s e r t i o n p o i n t to the left
o f t h e Grove Isle Golf Resort h e a d i n g , a n d
t h e n I n s e r t a Page B r e a k . V i e w the Table
of Contents, a n d n o t i c e that i t d i d n o t
a u t o m a t i c a l l y u p d a t e . R i g h t – c l i c k the
Table o f C o n t e n t s , a n d t h e n click U p d a t e
F i e l d . I n the U p d a t e Table o f C o n t e n t s
d i a l o g box, select the U p d a t e e n t i r e t a b l e
o p t i o n b u t t o n , a n d t h e n click O K . C l i c k
o u t s i d e o f t h e Table o f C o n t e n t s , and t h e n
– c o m p a r e y o u r screen w i t h Figure 4.
10. Save the d o c u m e n t , a n d t h e n E x i t W o r d .
S u b m i t y o u r files as directed b y y o u r
i n s t r u c t o r .
Dene! You hove completed Skill 10 of 10 and
your document is complete!
F I N N R P A
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel. Access, and PowerPoint 633
The following More Skills are located at www.pearsonhighered.com/skills
More Skills ̂ Create an Excel PivotChart and Link the PivotChart to Word
— •
I n Excel, a P i v o t C h a r t r e p o r t is used to visualize the
s u m m a r y data in a PivotTable r e p o r t , a n d to easily see
comparisons, patterns, a n d trends. B o t h a PivotTable r e p o r t
a n d a P i v o t C h a r t r e p o r t enable y o u to make i n f o r m e d decisions
about c r i t i c a l data i n y o u r business.
In M o r e Skills 1 1 , y o u w i l l create an Excel PivotTable report
a n d a P i v o t C h a r t report. T h e n y o u w i l l open a W o r d document
a n d l i n k the P i v o t C h a r t to the d o c u m e n t . You w i l l make changes
to the source data i n Excel, a n d verify t h a t the changes are
reflected i n the l i n k e d P i v o t C h a r t i n W o r d .
To b e g i n , open y o u r web browser, navigate to
www.pearsonliighered.com/skills, locate the name o f y o u r
t e x t b o o k , a n d f o l l o w the i n s t r u c t i o n s o n the website.
More Skills ̂ Create a Hyperlink Between PowerPoint, Word, and Excel File •
You can insert a h y p e r l i n k f o r q u i c k access t o related I n M o r e Skills 12, y o u w i l l o p e n a W o r d d o c u m e n t and insert
i n f o r m a t i o n i n an existing file, o n a web page, i n a specific h y p e r l i n k s t o related i n f o r m a t i o n in a PowerPoint presentation
l o c a t i o n o f the same file, o r t o an e-mail address. a n d i n an Excel w o r k b o o k .
To b e g i n , open y o u r web browser, navigate t o
w\vw.pearsonhighered.com/skills, locate the n a m e o f your
t e x t b o o k , a n d f o l l o w the i n s t r u c t i o n s o n the website.
More Skills ̂ Insert a Total Row in an Excel Table and Link the Table to PowerPoinl
I n an Excel table, y o u can display the t o t a l r o w t h a t displays
as the last r o w in the Excel table. Each cell o f the total r o w
contains a d r o p – d o w n list, so y o u can select the f u n c t i o n that y o u
want t o use t o calculate the t o t a l .
I n M o r e Skills 13, y o u w i l l o p e n an Excel w o r k b o o k . You w i l l
create an Excel table a n d insert a Total row. You w i l l then l i n k the
Excel table to a PowerPoint presentation.
To b e g i n , o p e n y o u r web browser, navigate to
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d f o l l o w the i n s t r u c t i o n s o n the website.
| Compare Word Documents
I f y o u send a d o c u m e n t f o r review t o several reviewers and
each reviewer returns the d o c u m e n t c o n t a i n i n g their changes, y o u
can c o m b i n e the d o c u m e n t s t w o at a t i m e u n t i l all the reviewer
changes have been i n c o r p o r a t e d i n t o a single d o c u m e n t .
I n M o r e Skills 14, y o u w i l l o p e n a d o c u m e n t a n d then
compare it w i t h d o c u m e n t s c o n t a i n i n g c o m m e n t s f r o m different
reviewers.
To b e g i n , open y o u r web browser, navigate t o
www.pearsonhighered.com/skills, locate the name o f your
t e x t b o o k , a n d f o l l o w the instructions o n the website.
634 More Integrated Projects for Word. Excel, Access, and PowerPoint | Integrated Projects Chapter 2
http://www.pearsonhighered.com/skills
http://www.pearsonliighered.com/skills
http://www.pearsonhighered.com/skills
http://www.pearsonhighered.com/skills
Key Terms
A p p e n d q u e r y 614
Assistant 622
B u i l d i n g b l o c k 627
Cover page 627
C o w o r k e r 622
D r i l l – d o w n i n d i c a t o r 619
E x p o r t W i z a r d 630
N a m e 620
O r g a n i z a t i o n chart 622
PivotTable r e p o r t 618
Rich Text F o r m a t 626
R T F 626
Subordinate 622
Superior 622
Table o f contents 627
Text pane 622
W i z a r d 630
ASSESSMENT
Online Help Skills
1 . Start © Excel. I n the u p p e r r i g h t corner o f the Excel w i n d o w , click the H e l p
b u t t o n HI. I n the H e l p w i n d o w , click the M a x i m i z e Ua4 b u t t o n .
2. C l i c k i n t h e search b o x , t y p e p i v o t t a b l e a n d t h e n click the Search b u t t o n 0 . I n
t h e search results, click O v e r v i e w o f P i v o t T a b l e a n d P i v o t C h a r t r e p o r t s .
3. Read t h e article’s i n t r o d u c t i o n , a n d t h e n b e l o w I n this article, c l i c k W a y s t o w o r k
w i t h a P i v o t T a b l e r e p o r t . C o m p a r e y o u r screen w i t h Figure 1 .
4. Read the section t o see i f y o u can answer the f o l l o w i n g : E x p l a i n the benefits o f
a r r a n g i n g fields i n a PivotTable r e p o r t .
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel, Access, and PowerPoint 635
Matching
M a t c h each t e r m i n the second c o l u m n w i t h its correct d e f i n i t i o n i n the
first c o l u m n b y w r i t i n g the letter o f the t e r m o n the b l a n k l i n e i n f r o n t o f
t h e correct d e f i n i t i o n .
1 . A n interactive, cross-tabulated Excel r e p o r t that s u m m a r i z e s a n d
analyzes data.
2 . A PivotTable r e p o r t feature that shows the detailed records o f a
PivotTable t o t a l .
3 . A w o r d or s t r i n g o f characters t h a t represents a cell, range o f cells,
f o r m u l a , o r constant value.
4 . A S m a r t A r t object that represents the m a n a g e m e n t s t r u c t u r e o f an
o r g a n i z a t i o n .
5. I n a n o r g a n i z a t i o n c h a r t , a shape that is placed b e l o w t h e s u p e r i o r
shape b u t above s u b o r d i n a t e shapes.
6 . A p o r t a b l e d o c u m e n t f o r m a t t h a t can be read b y n e a r l y all w o r d
processing p r o g r a m s a n d t h a t retains m o s t text a n d p a r a g r a p h
f o r m a t t i n g .
7. A reusable piece o f c o n t e n t or o t h e r d o c u m e n t p a r t that is stored
i n galleries.
8. A page w i t h a predesigned l a y o u t that is always i n s e r t e d at t h e
b e g i n n i n g o f a W o r d d o c u m e n t , n o m a t t e r w h e r e t h e cursor
appears i n the d o c u m e n t .
9. A feature that asks questions a n d t h e n creates a n i t e m a c c o r d i n g t o
t h e p r o v i d e d answers.
1 0 . I n Access, a feature t h a t w i l l e x p o r t data i n a v a r i e t y o f f o r m a t s .
636 More Integrated Projects for Word. Excel. Access, and PowerPoint | Integrated Projects Chapter
A Assistant
B B u i l d i n g b l o c k
C Cover page
D D r i l l – d o w n i n d i c a t o r
E E x p o r t W i z a r d
F N a m e
G O r g a n i z a t i o n chart
H PivotTable r e p o r t
I R i c h Text F o r m a t
J W i z a r d
Multiple Choice
Choose t h e c o r r e c t answer.
1 . T h i s type o f Access query adds a set o f records
f r o m one o r m o r e source tables t o one o r m o r e
d e s t i n a t i o n tables.
A . Simple q u e r y
B. A p p e n d q u e r y
C. Join q u e r y
2 . Selecting this o p t i o n check b o x w i l l preserve m o s t
f o r m a t t i n g a n d layout i n f o r m a t i o n w h e n e x p o r t i n g
data f r o m Access to Excel.
A . E x p o r t data w i t h f o r m a t t i n g a n d layout
B. Transfer data w i t h f o r m a t t i n g a n d layout
C. Relocate data w i t h f o r m a t t i n g a n d layout
3 . A n Excel c o l u m n becomes this i n a PivotTable
r e p o r t , a n d w i l l s u m m a r i z e m u l t i p l e rows o f
i n f o r m a t i o n .
A . Record
B. Range
C. Field
4. I n Excel, this is a reference t o a cell o r range i n
another Excel w o r k b o o k .
A . L o c a t i o n reference
B. O u t s i d e reference
C. E x t e r n a l reference
5. This pane is to the left o f a S m a r t A r t graphic and is
where the text that appears i n the graphic can be
entered and edited.
A . N a v i g a t i o n pane
B. Text pane
C. E d i t i n g pane
Topics for Discussion
1 . I n t e g r a t i o n lets y o u move data between M i c r o s o f t
Office applications. H o w does i n t e g r a t i o n help w h e n
y o u are analyzing data?
A s s e s s m e n t
6 . I n a n o r g a n i z a t i o n c h a r t , this shape is placed above
any o t h e r shape.
A . S u p e r i o r shape
B. C o w o r k e r shape
C. C E O shape
7 . T h i s list o f the headings i n a W o r d d o c u m e n t w i l l
p r o v i d e an o v e r v i e w o f the topics discussed.
A . Range o f subjects
B. Topics table
C . Table o f contents
8 . T h i s b l o c k is a reusable piece o f c o n t e n t that is
stored i n a gallery.
A . B u i l d i n g b l o c k
B. S t r u c t u r e b l o c k
C. O r g a n i z a t i o n b l o c k
9 . T h i s PivotTable r e p o r t feature shows the detailed
records o f a PivotTable t o t a l .
A . D e t a i l e d t o t a l r e p o r t
B. D r i l l – d o w n i n d i c a t o r
C. R e p o r t generator
1 0 . T h i s Access feature w i l l e x p o r t data i n a v a r i e t y o f
f o r m a t s , i n c l u d i n g Excel a n d W o r d .
A . E x p o r t w i z a r d
B. D a t a e x p o r t e r
C . Transfer w i z a r d
2. H o w can i n t e g r a t i o n help a team present their ideas
and results to management?
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel, Access, and PowerPoint 637
Skill Check 1 ^ 1 ® )
To complete this project, you will need the following files:
i 0 2 _ G o l f _ P r e s e n t a t i o n . p p t x
i 0 2 _ G o l f _ R e p o r t . d o c x
You will save your files as:
L a s t n a m e J F i x s t n a m e _ i 0 2 _ G o l f _ O u t l i n e . r t f
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ G o l f _ P r e s e n t a t i o n . p p t x
L a s t n a m e J F i r s t n a m e _ i 0 2 _ G o l f _ R e p o i t . d o c x
1 . S t a r t PowerPoint. F r o m y o u r student files, open i 0 2 _ G o l f _ P r e s e n t a t i o n . Save the
p r e s e n t a t i o n i n the I n t e g r a t e d Projects C h a p t e r 2 folder as L a s t n a m e _ F i r s t n a m e _
i 0 2 _ G o l f _ P r e s e n t a t i o n A d d the file n a m e to all Notes a n d H a n d o u t s footers.
2 . D i s p l a y S l i d e 5. I n the placeholder, click the I n s e r t S m a r t A r t G r a p h i c b u t t o n . I n
t h e C h o o s e a S m a r t A r t G r a p h i c d i a l o g box, click L i s t . I n the C h o o s e a S m a r t A r t
G r a p h i c d i a l o g box, c l i c k Basic B l o c k L i s t — t h e first s u b t y p e — a n d t h e n c l i c k
O K . I f necessary, o n the D e s i g n tab, i n the Create G r a p h i c g r o u p , click the Text
Pane b u t t o n to display the Text pane.
3. I n t h e Text p a n e , type the f o l l o w i n g l o c a t i o n s : Cypress Sun Resort a n d Grove Isle
G o l f Resort a n d Resort & Spa at the Boulders a n d H a r b o r Beach Resort a n d Spa
a n d El Doralas a n d Seaview Resort a n d then c o m p a r e y o u r screen w i t h F i g u r e 1 .
4. I n t h e C r e a t e G r a p h i c g r o u p , click t h e Text Pane b u t t o n . I n the S m a r t A r t Styles
g r o u p , c l i c k the M o r e b u t t o n . C l i c k C a r t o o n — u n d e r 3 – D , the t h i r d style i n the
first r o w . C l i c k the C h a n g e C o l o r s b u t t o n , and t h e n u n d e r A c c e n t 2, click the last
c o l o r i n the r o w — T r a n s p a r e n t G r a d i e n t Range – A c c e n t 2. C o m p a r e y o u r screen
w i t h F i g u r e 2.
5. O n the S l i d e S h o w t a b , i n t h e S t a r t S l i d e S h o w g r o u p , c l i c k the F r o m B e g i n n i n g
b u t t o n , a n d t h e n v i e w the p r e s e n t a t i o n . Save the p r e s e n t a t i o n .
6. C l i c k the F i l e t a b , a n d t h e n c l i c k Save A s . I n the Save A s d i a l o g b o x , navigate to
the I n t e g r a t e d P r o j e c t s C h a p t e r 2 folder, a n d t h e n change the file name t o
I a s t n a m e _ F i r s t n a m e _ i ( ) 2 _ G o l f _ O u t l i n e C l i c k the Save as t y p e a r r o w , a n d t h e n
c l i c k O u t l i n e / R T F ( * . r t f ) . C l i c k Save.
• Continue to the next page to complete this Skill Check •
638 More Integrated Projects for Word, Excel. Access, and PowerPoint | Integrated Projects Chapter 2
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7. S t a r t W o r d . F r o m y o u r s t u d e n t files, o p e n i 0 2 _ G o l f _ R e p o r t . Save the d o c u m e n t
i n the I n t e g r a t e d P r o j e c t s C h a p t e r 2 folder as L a s t n a m e J i r s t n a m e _ i 0 2 _ G o l f _
Report a n d t h e n add t h e file n a m e to t h e footer.
8. M o v e the i n s e r t i o n p o i n t t o the end o f t h e d o c u m e n t . O n the I n s e r t t a b , i n the
T e x t g r o u p , click the O b j e c t b u t t o n a r r o w , and t h e n click Text f r o m F i l e . I n t h e
I n s e r t File d i a l o g b o x , navigate t o the I n t e g r a t e d P r o j e c t s C h a p t e r 2 folder, select
the RTF f i l e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ G o l i _ O u t l i n e , a n d t h e n c l i c k I n s e r t .
9. Scroll u p , select the first t w o paragraphs o f inserted text—Cypress Hotels Group
and Convention Golf Tournament—and then Delete t h e paragraphs. Select the
r e m a i n i n g inserted text. O n the H o m e t a b , i n the Styles g r o u p , click the N o r m a l
style.
10. Select the five paragraphs b e g i n n i n g w i t h Swing analysis. O n the H o m e t a b ,
i n t h e P a r a g r a p h g r o u p , click t h e B u l l e t s b u t t o n a r r o w , and t h e n click the
c h e c k m a r k b u l l e t . Select the f o u r paragraphs b e g i n n i n g w i t h Tee package gifts,
a n d t h e n a d d the c h e c k m a r k b u l l e t s . Select the f o u r paragraphs b e g i n n i n g w i t h
Major sponsors, and t h e n a d d t h e c h e c k m a r k bullets.
1 1 . Select the h e a d i n g Course Activities and Sponsors, a n d t h e n o n t h e H o m e t a b , i n
t h e C l i p b o a r d g r o u p , c l i c k the F o r m a t P a i n t e r b u t t o n . A t the end o f the
d o c u m e n t , select the text Tournament Locations. Place t h e i n s e r t i o n p o i n t i n t h e
b l a n k l i n e after the Tournament Locations h e a d i n g , a n d t h e n type We have
w o n d e r f u l , c o m p e t i t i v e g o l f courses at m a n y o f o u r locations. T h e f o l l o w i n g
locations have g o l f staff that has p l a n n e d n u m e r o u s c o n v e n t i o n g o l f t o u r n a
m e n t s . T h e y w e l c o m e the o p p o r t u n i t y to oversee a n o t h e r t o u r n a m e n t . Press [Enter],
— a n d t h e n c o m p a r e y o u r screen w i t h Figure 3.
12. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ G o l f _ P r e s e n t a t i o n the active w i n d o w , a n d t h e n
display S l i d e 5. C l i c k t h e b o r d e r o f the placeholder c o n t a i n i n g the S m a r t A r t
g r a p h i c , a n d t h e n C o p y the S m a r t A r t .
13. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ G o l f _ R e p o r t the active w i n d o w . M o v e the
i n s e r t i o n p o i n t to the end o f the d o c u m e n t , a n d then o n the H o m e t a b , i n the
C l i p b o a r d g r o u p , click the Paste b u t t o n .
14. C o m p a r e y o u r screen w i t h the c o m p l e t e d d o c u m e n t s i n Figure 4 . Save and t h e n
Close the files. S u b m i t y o u r files as directed b y y o u r i n s t r u c t o r .
D o n e ! You hove completed Skill Check 1
Figure 4
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel, Access, and PowerPoint 639
• • I
Skill Check 2
To complete this project, you will need the following files:
i 0 2 _ E m p l o y e e s . a c c d b
i 0 2 _ H o u s e k e e p i n g . a c c d b • i 0 2 _ R e s t a u r a n t . a c c d b
You will save your files as:
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ E m p l o y e e s . a c c d b
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ E m p l o y e e s . x l s x
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ H o u s e k e e p i n g . a c c d b
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ R e s t a u r a n t . a c c d b
1 . S t a r t Access. F r o m y o u r student files, o p e n i 0 2 _ E m p l o y e e s . C l i c k the File t a b , and
t h e n c l i c k Save Database A s . Navigate to the I n t e g r a t e d Projects C h a p t e r 2 folder.
Save t h e database as Lastname_Firstname_i02_Employees a n d t h e n Close the
database.
2. F r o m y o u r s t u d e n t files, o p e n the Access database i 0 2 _ H o u s e k e e p i n g . Save the
database i n the I n t e g r a t e d P r o j e c t s C h a p t e r 2 f o l d e r as L a s t n a m e _ F i r s t n a m e _
i 0 2 _ H o u s e k e e p i n g I f the Security W a r n i n g message displays, enable the c o n t e n t .
O n t h e C r e a t e t a b , i n the Q u e r i e s g r o u p , c l i c k the Q u e r y D e s i g n b u t t o n . I n the
S h o w T a b l e d i a l o g b o x , v e r i f y t h a t H o u s e k e e p i n g is selected, c l i c k A d d , and t h e n
Close the d i a l o g box. D o u b l e – c l i c k the n i n e f i e l d names t o add the fields to the
design g r i d . Save the q u e r y as Housekeeping Q u e r y O n the D e s i g n t a b , i n the
Results g r o u p , click the R u n b u t t o n , and t h e n c o m p a r e y o u r screen w i t h Figure 1 . –
3. O n t h e H o m e t a b , i n the V i e w s g r o u p , click t h e V i e w b u t t o n . O n the D e s i g n t a b ,
i n t h e Q u e r y T y p e g r o u p , c l i c k the A p p e n d b u t t o n . I n t h e A p p e n d d i a l o g b o x ,
select t h e A n o t h e r D a t a b a s e o p t i o n b u t t o n . C l i c k B r o w s e , locate L a s t n a m e _
F i r s t n a m e _ i 0 2 _ E m p l o y e e s , a n d t h e n click O K . C l i c k the T a b l e N a m e a r r o w , a n d
t h e n select E m p l o y e e s . C o m p a r e y o u r screen w i t h Figure 2 .
4. I n t h e A p p e n d d i a l o g b o x , click O K . Save a n d t h e n Close the query. I n the
N a v i g a t i o n pane, d o u b l e – c l i c k H o u s e k e e p i n g Q u e r y . I n b o t h t h e message boxes,
c l i c k Yes. Close the database.
5. F r o m y o u r s t u d e n t files, o p e n the Access database i 0 2 _ R e s t a u r a n t . Save the d a t a
base i n t h e I n t e g r a t e d P r o j e c t s C h a p t e r 2 f o l d e r as L a s t n a m e _ F i r s t n a m e _ i 0 2 _
Restaurant I f the Security W a r n i n g message displays, enable the c o n t e n t .
• Continue to the next page to complete this Skill Check •
640 More Integrated Projects for Word, Excel, Access, and PowerPoint | Integrated Projects Chapter 2
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Assess Your Skills 2
To complete this project, you will ne
i02_Guests.accdb
You will save your files as:
Lastname_Firstname_i02_Guests.xlsx
1 . Start Access, a n d t h e n o p e n i02_Guests. I n
the N a v i g a t i o n Pane, c l i c k the Guests table.
E x p o r t the table to an Excel w o r k b o o k . Save
t h e file i n y o u r I n t e g r a t e d Projects Chapter
2 f o l d e r as Lastname_Firstname_i02_Guests
E x p o r t the data w i t h t h e f o r m a t t i n g a n d
layout.
2. R u n the Best Guests query. N o t i c e t h a t t h e
q u e r y lists the guests w i t h expenditures over
$1,500. E x p o r t t h e q u e r y results as a n R T F
file. Save the R T F f i l e i n y o u r I n t e g r a t e d
Projects Chapter 2 f o l d e r as Lastname_
Firstname_i02_Best_Guests Close the
database, and t h e n E x i t Access.
3. Start Excel, a n d t h e n o p e n Lastname_
Firstname_i02_Guests. O n the Page Layout
tab, change the W i d t h t o 1 page. U s i n g the
data i n cells A 1 : H 9 5 , insert a PivotTable o n a
n e w sheet. I n the PivotTable Field List pane,
d r a g the C i t y f i e l d a n d t h e n the Postal Code
f i e l d to the Row Labels area. D r a g the
Expenditures f i e l d to the Values area. O p e n
the Value Field Settings d i a l o g b o x , a n d then
change the N u m b e r F o r m a t to Currency
w i t h zero d e c i m a l places. Rename the
worksheet Expenditures by Postal C o d e a n d
t h e n add the file n a m e i n the left f o o t e r o f
b o t h worksheets. R e t u r n to N o r m a l v i e w ,
a n d m a k e cell A l t h e active cell. Save the
w o r k b o o k .
A s s e s s m e n t
the following files:
i 0 2 _ G u e s t _ M e m o . docx
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ G u e s t _ M e m o . d o c x
4. Start W o r d , a n d t h e n o p e n i02_Guest_
M e m o . Save the f i l e i n y o u r I n t e g r a t e d
Projects Chapter 2 f o l d e r as Lastname_
F i r s t n a m e _ i 0 2 _ G u e s t _ M e m o a n d t h e n a d d
the file name t o the footer. A t the t o p o f t h e
d o c u m e n t , after FROM, replace Your Name
w i t h y o u r first a n d last names.
5. M o v e the i n s e r t i o n p o i n t t o the e n d o f the
d o c u m e n t . I n s e r t the R T F file Lastname_
Firstname_i02_Best_Guests, a n d t h e n resize
t h e table cells t o A u t o F i t W i n d o w .
6. M o v e to the e n d o f the d o c u m e n t , a n d t h e n
t y p e We have p r o v i d e d the sales i n f o r m a t i o n
o r g a n i z e d by Postal C o d e so y o u can see the
result o f the new p r o m o t i o n a l materials. I f
y o u have any questions, please contact m e .
Press [Enter].
7. M a k e Lastname_Firstname_i02_Guests the
active w i n d o w . O n t h e Expenditures by
Postal Code w o r k s h e e t , C o p y the range
A4:B19. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
G u e s t _ M e m o the active w i n d o w . A t the end
o f t h e d o c u m e n t , Paste the Excel data. Select
the table, a n d t h e n change the Font Size t o
12. Resize the table cells t o A u t o F i t
Contents.
8. C o m p a r e y o u r c o m p l e t e d files w i t h F i g u r e 1 .
Save y o u r files, Exit W o r d , a n d t h e n Exit
Excel. S u b m i t y o u r files as directed b y y o u r
i n s t r u c t o r .
F i g u r e 1
D o n e ! You have completed Assess Your Skills 2
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel. Access, and PowerPoint 643
Assess Your Skills 3
To complete this project, you will need the following files:
i 0 2 _ C o n v e n t i o n _ M e m o . d o c x • i 0 2 _ C o n v e n t i o n _ P r e s e n t a t i o n . p p t x
You will save your files as:
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ C o n v e n t i o n _ L i s t . r t f
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ C o n v e n t i o n _ M e m o . d o c x
1 . S t a r t P o w e r P o i n t , a n d t h e n o p e n i 0 2 _
C o n v e n t i o n _ P r e s e n t a t i o n . D i s p l a y Slide 4 .
U n d e r Restaurants, add three b u l l e t p o i n t s
Coffee a n d Rolls a n d L u n c h buffet a n d
Served meals These three b u l l e t p o i n t s
s h o u l d be i n d e n t e d a n d s h o u l d l o o k the
same as t h e b u l l e t p o i n t s u n d e r G o l f Pro
Shop.
2. Save t h e p r e s e n t a t i o n as an O u t l i n e / R T F file
i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 2 folder
w i t h t h e n a m e L a s t n a m e _ F i r s t n a m e _ i 0 2 _
C o n v e n t i o n _ L i s t Close the p r e s e n t a t i o n .
I f asked, d o n o t save t h e p r e s e n t a t i o n . E x i t
P o w e r P o i n t .
3. S t a r t W o r d , and t h e n o p e n i 0 2 _
C o n v e n t i o n _ M e m o . Save t h e d o c u m e n t
i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 2 folder
as L a s t n a m e _ F i r s t n a m e _ i 0 2 _ C o n v e n t i o n _
M e m o a n d t h e n a d d the file n a m e t o the
footer. A t the t o p o f t h e d o c u m e n t , after
FROM, replace Your Name w i t h y o u r first
a n d last names.
4. Place the i n s e r t i o n p o i n t at t h e e n d o f t h e
d o c u m e n t . I n s e r t the text f r o m the RTF file
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ C o n v e n t i o n _ L i s t .
5. Select t h e inserted text. Change the F o n t t o
C a l i b r i , the F o n t Size to 12, a n d the F o n t
C o l o r t o A u t o m a t i c .
6. Delete the first t w o paragraphs o f inserted
text, Cypress Hotels Group a n d Conventions.
7. Select the 10 paragraphs w i t h t h e bulls-eye
b u l l e t — s t a r t i n g w i t h Quality a n d e n d i n g
w i t h Pool for the Children. O n t h e H o m e t a b ,
click the B u l l e t s b u t t o n a r r o w , a n d t h e n
click the s o l i d r o u n d b u l l e t . Select the first
f o u r paragraphs w i t h the s o l i d r o u n d b u l l e t
p o i n t s , a n d t h e n click the Decrease I n d e n t
b u t t o n . Select all the o t h e r b u l l e t p o i n t s ,
e x c l u d i n g the paragraphs Customer
Requirements, Facilities available, a n d
Activities. C l i c k the B u l l e t s b u t t o n a r r o w ,
a n d t h e n click the c h e c k m a r k . Select the first
f o u r paragraphs w i t h t h e c h e c k m a r k b u l l e t
p o i n t s , a n d t h e n click the Increase I n d e n t
b u t t o n .
8. V e r i f y that t h e d o c u m e n t is a one-page d o c u
m e n t . I f n o t , m o v e the i n s e r t i o n p o i n t to the
e n d o f the d o c u m e n t a n d delete any b l a n k
lines.
9. C o m p a r e y o u r c o m p l e t e d d o c u m e n t w i t h
F i g u r e 1 . Save y o u r d o c u m e n t , a n d t h e n
s u b m i t y o u r files as d i r e c t e d b y y o u r
i n s t r u c t o r .
D o n e ! You have completed Assess Your Skills 3
644 More Integrated Projects for Word, Excel, Access, and PowerPoint | Integrated Projects Chapter 2
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F i g u r e 1
Front Deik
TO: All Property Managers
FROM: Ceftu/dt R i * . H R Manager
DATE: April I«, 2010
R E
T H E H I ;
O G A I I C H A N
sources department of the Cypress Hotels Croup f u i created •
3 Inform potential eroployeei what Job requirements each
position requires. We discovered thai It w u noi always clear v.hidi position
reported to which manager. The following organization chart Is pan of the
presentation and should clear up any misunderstandings.
Figure
Assess Your Skills 4
To complete this project, you will need the following files:
i 0 2 _ E m p l o y e e _ P r e s e n t a t i o n . p p t x i 0 2 _ M a n a g e r s _ M e m o . d o c x
You will save your files as:
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ E m p l o y e e _ P r e s e n t a t i o n . p p t x
L a s t n a m e _ F i r s t n a m e _ i 0 2 _ M a n a g e r s _ M e m o . d o c x
1 . S t a r t P o w e r P o i n t , and t h e n o p e n i 0 2 _
E m p l o y e e _ P r e s e n t a t i o n . Save the presenta
t i o n i n y o u r I n t e g r a t e d P r o j e c t s C h a p t e r 2
f o l d e r as L a s t n a m e _ F i r s t n a m e _ i 0 2 _
Employee_Presentation a n d t h e n add the file
name t o all Notes a n d H a n d o u t s footers.
2. D i s p l a y S l i d e 6, a n d then i n t h e l o w e r place
holder, c l i c k the I n s e r t S m a r t A r t G r a p h i c
b u t t o n . C l i c k H i e r a r c h y , a n d t h e n insert a n
O r g a n i z a t i o n C h a r t . I n the s u p e r i o r shape,
t y p e H o t e l M a n a g e r a n d t h e n delete t h e
assistant shape. I n the three s u b o r d i n a t e
shapes, t y p e F r o n t Desk M a n a g e r a n d F o o d
Service Manager a n d H o u s e k e e p i n g M a n a g e r
3. U n d e r the shape Front Desk Manager, a d d
t w o s u b o r d i n a t e shapes, a n d t h e n i n the
shapes, t y p e F r o n t Desk C l e r k a n d Valet
4. U n d e r t h e shape Food Service Manager, a d d a
s u b o r d i n a t e shape, and t h e n i n the shape,
t y p e F o o d Service W o r k e r
5. U n d e r t h e shape Housekeeping Manager, add
t w o s u b o r d i n a t e shapes, a n d t h e n i n the
shapes, t y p e Housekeeper a n d M a i n t e n a n c e
Save the p r e s e n t a t i o n .
6. S t a r t W o r d , a n d t h e n open i 0 2 _ M a n a g e r s _
M e m o . Save the d o c u m e n t i n y o u r
I n t e g r a t e d P r o j e c t s C h a p t e r 2 folder as
L a s t n a m c _ F i r s t n a m e _ i 0 2 _ M a n a g e r s _ M e m o
and t h e n add the file n a m e to the footer.
7. Place the i n s e r t i o n p o i n t at the e n d o f t h e
p a r a g r a p h b e g i n n i n g The Human Resources
department, a n d t h e n t y p e T h e f o l l o w i n g
o r g a n i z a t i o n chart is p a r t o f the presentation
a n d s h o u l d clear u p any m i s u n d e r s t a n d i n g s .
8. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ E m p l o y e e _
P r e s e n t a t i o n t h e active w i n d o w . O n Slide 6,
click the placeholder b o r d e r to select the
S m a r t A r t o r g a n i z a t i o n c h a r t , a n d t h e n C o p y
t h e c h a r t .
9. M a k e L a s t n a m e _ F i r s t n a m e _ i 0 2 _ M a n a g e r s _
M e m o the active w i n d o w , and t h e n place t h e
i n s e r t i o n p o i n t at the e n d o f the d o c u m e n t .
Paste the o r g a n i z a t i o n c h a r t . I f necessary,
resize the o r g a n i z a t i o n c h a r t so t h a t i t
displays at the b o t t o m o f the first page.
10. C o m p a r e y o u r c o m p l e t e d d o c u m e n t s w i t h
F i g u r e 1 . Save y o u r files, E x i t W o r d , a n d
t h e n E x i t PowerPoint. S u b m i t y o u r files as
directed b y y o u r i n s t r u c t o r .
D o n e ! You have completed Assess Your Skills 4
Integrated Projects Chapter 2 | More Integrated Projects for Word, Excel. Access, and PowerPoint 645
G l o s s a r y
Short for three-dimensional.
3-D r e f e r e n c e A reference to the same cell or range
on multiple worksheets.
A b s o l u t e c e l l r e f e r e n c e A cell reference that
remains the same when it is copied or filled to other
cells. A n absolute cell reference takes the form $ A $ 1 .
A c c o u n t i n g n u m b e r f o r m a t A number format that
applies comma separators where appropriate,
inserts a fixed U.S. dollar sign aligned at the left
edge of the cell, applies two decimal places, and
leaves a small amount of space at both the right and
left edges of the cell to accommodate parentheses
for negative numbers.
A c t i o n a r g u m e n t s Additional instructions that
determine how a macro action should run.
A c t i v e c e l l The cell outlined in black in which data is
entered when you begin typing.
A d j u s t m e n t h a n d l e A diamond-shaped handle used
to adjust the appearance but not the size of most
objects.
After Previous A n animation option that begins
the animation sequence immediately after the
completion of the previous animation.
A n c h o r A symbol to the left of a paragraph mark that
indicates which paragraph the picture is associated
w i t h .
A N D l o g i c a l o p e r a t o r A logical comparison of two
criteria that is true only when both criteria
outcomes are true.
A n i m a t i o n Visual or sound effects added to an object
on a slide.
A n i m a t i o n Painter A feature that copies animation
settings from one object to another.
A n n o t a t e The action of writing on a slide while the
slide show is running.
A p p e n d q u e r y A n Access query that adds records to
a destination table.
A p p e n d r o w A blank row in a datasheet in which a
new record is entered.
A r e a c h a r t A chart type that emphasizes the
magnitude of change over time.
A r g u m e n t The values that a function uses to perform
operations or calculations. The type of argument a
function uses is specific to the function. C o m m o n
arguments include numbers, text, cell references,
and names.
A r i t h m e t i c o p e r a t o r A symbol that specifies a
mathematical operation such as addition or
subtraction.
Assistant I n an organization chart, a shape that is
placed below the superior shape but above
Asterisk ( * ) w i l d c a r d A wildcard that matches any
combination of characters.
A t t a c h m e n t d a t a t y p e A n Access data type used to
store files such as Word documents or digital photo
files.
j m p l e t e A n IntelliSense menu of commands
that match the characters you are typing.
A u t o C o r r e c t Corrects common spelling errors as you
type; for example, if you type teh, Word will
automatically correct it to the.
A u t o E x p a n s i o n A n Excel feature that automatically
includes an adjoining column into an Excel table.
Automatically changes the column width to
accommodate the longest entry.
A u t o N u m b e r A field that automatically enters a
unique, numeric value when a record is created.
AVERAGE f u n c t i o n A function that adds a group of
values and then divides the result by the number of
values in the group.
Axis A line bordering the chart plot area used as a
frame of reference for measurement.
B a c k g r o u n d style A slide background fill variation
that combines theme colors in different intensities
or patterns.
A chart type that illustrates comparisons
among individual items.
B e t w e e n . . . A n d o p e r a t o r A n operator that finds all
numbers or dates between and including two
values.
B i b l i o g r a p h y A list of sources referenced in a
document and listed on a separate page at the end
of the document.
B l a c k s l i d e A slide that displays at the end of the
slide show to indicate that the presentation is over.
B o d y f o n t A font applied to all slide text except titles.
Browser Software that is used to view websites and
navigate the web.
B u i l d i n g b l o c k A reusable piece of content or
another document part that is stored in a gallery.
An individual line of bulleted text on a
slide.
B u l l e t e d list A list of items with each item introduced
by a symbol such as a small circle or check mark.
C a l c u l a t e d c o l u m n An Excel table feature that uses
a single formula that adjusts for each row and
automatically expands to include additional rows so
that the formula is immediately extended to those
rows.
C a l c u l a t e d c o n t r o l A text box that displays the
result of an expression.
C a l c u l a t e d f i e l d A column added to a query that
derives its value from other fields.
An Access field property that sets the label
that displays in datasheets, forms, and reports.
C a s c a d i n g d e l e t e A referential integrity option
where you can delete a record on the one side of the
relationship, and all the related records on the many
side will also be deleted.
C a s c a d i n g u p d a t e A referential integrity option
where you can edit the primary key values in one
table, and all the related records in the other table
will update accordingly.
f a x i s The axis that displays the category
labels.
646 Glossary | Skills for Success with Microsoft1 Office 2010
C a t e g o r y l a b e l A label that identifies the categories
of data in a chart.
Jell The box formed by the intersection of a row and
column.
C e l l a d d r e s s The column letter and row number
that identify a cell; also called the cell reference.
I The column letter and row number
that identify a cell; also called a cell address.
C e l l style A prebuilt set of formatting characteristics,
such as font, font size, font color, cell borders, and
cell shading.
C h a r t A graphic representation of numeric data.
C h a r t l a y o u t A prebuilt set of chart elements that
can include a title, legend, and labels.
C h a r t sheet A workbook sheet that contains only a
chart and is useful when you want to view a chart
separately from the worksheet data.
C h a r t style A prebuilt chart format that applies an
overall visual look to a chart by modifying its
graphic effects, colors, and backgrounds.
C i t a t i o n A note in the document that refers the
reader to a source in the bibliography.
C l i p art A set of images, drawings, photographs,
videos, and sound included with Microsoft Office or
accessed from Microsoft Office Online.
C l i p b o a r d A temporary storage area that holds text
or an object that has been cut or copied.
C l u s t e r e d b a r c h a r t A chart type useful for
comparing values across categories; bar charts
organize categories along the vertical axis and values
along the horizontal axis.
C o l o r s c a l e s Visual guides that help the user
understand data distribution and variation.
olumn b r e a k An applied column end that forces
the text following the break to the top of the next
column but does not automatically create a new
page.
i c h a r t A chart type useful for illustrating
comparisons among related categories.
a d i n g The letter that displays at the top
of a column.
C o m b o b o x A control that has a text box and a list
that is hidden until you click its arrow.
C o m m a c e l l style A cell style that adds commas
where appropriate and applies the same formatting
as the Accounting number format but without a
dollar sign.
C o m m e n t A note that is attached to a cell, separate
from other cell content.
C o m p a c t a n d R e p a i r A command that rebuilds
database files so that data and database objects are
stored more efficiently.
C o m p a r i s o n o p e r a t o r An operator used to
compare two values; for example, = (equal to) and
< (less than).
C o n d i t i o n a l f o r m a t t i n g A type of formatting that
applies formatting only to values that meet the
conditions that you specify.
C o n t e n t c o n t r o l In a template, text or a field that is
formatted as a placeholder and is designated by a
border when you click the placeholder text.
C o n t e n t s Underlying formulas and data in a cell.
C o n t e x t u a l t o o l Tools used to perform specific
commands related to the selected object.
C o n t r a s t The difference in brightness between two
elements on a slide, such as the background and the
text or the background and a graphic. When a slide
background and slide objects or text do not have
enough contrast, the message may be lost.
C o n t r o l An object in a form or report such as a label
or text box.
Jontrol g r i d Cells arranged in rows and columns
into which controls are placed.
V A command that places a copy of the selected
text or object in the Clipboard.
C o v e r p a g e A page with a predesigned layout that is
always inserted at the beginning of a Word
C o w o r k e r In an organization chart, a shape next to
another shape that is connected to the same
C r i t e r i a ( A c c e s s ) The conditions used in a query to
select the records you are looking for.
C r i t e r i a ( E x c e l ) Conditions specified to limit
choices.
Crosstab query A type of select queiy that calculates
a sum, average, or similar statistic and then groups
the results by two sets of values.
Currency d a t a t y p e A number formatted to display
the dollar sign and two decimals.
Cut A command that removes the selected text or
object and stores it in the Clipboard.
D a t a b a r Provides a visual cue to the reader about
the value of a cell relative to other cells. The length
of the data bar represents the value in the cell.
D a t a l a b e l Text that identifies a data marker on a
chart.
D a t a m a r k e r A column, bar, area, dot, pie slice, or
other symbol that represents a single data point.
D a t a p o i n t A chart value that originates in an Excel
worksheet cell, a Word table cell, or an Access field.
D a t a series In a chart, data points that are related to
one another.
D a t a s o u r c e The part of the Word mail merge
feature that contains the information, such as
names and addresses, that changes with each letter
or label.
D a t a t y p e Specifies the type of information that a
field will hold, for example, text, number, date, and
currency.
D a t a b a s e A structured collection of related
information about people, events, and things.
D a t a b a s e management system Software used to
manage and interact with the database.
D a t a b a s e o b j e c t A basic part of a database that
allows you to work with the database; for example,
tables, queries, forms, and reports.
D a t a s h e e t An Access view that displays records in
rows and fields in columns similar to an Excel
spreadsheet.
D a t e Picker A feature used to enter dates by clicking
dates on a calendar.
D a t e / T i m e d a t a t y p e An Access data type that
stores numbers in the date or time format.
DBMS See database management system.
D e s c r i p t i o n An Access field property used to
document a field's purpose; it displays in the status
bar of the datasheet when field is active.
Skills for Success with Microsoft1 Office 2010 | Glossary 647
D e s i g n g r i d The lower h a l f o f the Q u e r y tab, w h i c h
lists the fields that w i l l display i n the q u e r y results.
D e s i g n v i e w A view i n w h i c h the s t r u c t u r e and
b e h a v i o r o f database objects are m o d i f i e d .
D e s t i n a t i o n f i l e A file i n t o w h i c h a l i n k e d o r an
e m b e d d e d object is inserted.
D e t a i l s h e e t A worksheet w i t h cells referred t o by
s u m m a r y sheet f o r m u l a s .
D i a l o g b o x A box where y o u can select m u l t i p l e
settings.
D i s p l a y e d v a l u e D a t a displayed i n a cell.
D o c u m e n t I n f o r m a t i o n P a n e l A panel that displays
above the worksheet w i n d o w i n w h i c h properties o r
p r o p e r t y i n f o r m a t i o n is added, v i e w e d , or updated.
D o c u m e n t p r o p e r t i e s I n f o r m a t i o n a b o u t a
d o c u m e n t that can help y o u i d e n t i f y o r organize
y o u r files, such as the name o f the d o c u m e n t
a u t h o r , the file name, a n d keywords.
D o c u m e n t t h e m e A set o f design elements that
provides a u n i f i e d l o o k f o r colors, fonts, a n d
graphics.
D o t l e a d e r A series o f evenly spaced dots that
precede a tab stop.
D o u b l e - s p a c i n g T h e equivalent o f a b l a n k line o f
text displayed between each l i n e o f text i n a
p a r a g r a p h .
D r a g To m o v e the mouse w h i l e h o l d i n g d o w n the left
m o u s e b u t t o n a n d then to release it at the
a p p r o p r i a t e t i m e .
D r a g a n d d r o p A m e t h o d o f m o v i n g objects, i n
w h i c h a selection is p o i n t e d to a n d t h e n dragged to
a new l o c a t i o n .
D r i l l - d o w n i n d i c a t o r A PivotTable r e p o r t feature that
shows the detailed records o f a PivotTable t o t a l .
D r o p c a p T h e first letter ( o r letters) o f a p a r a g r a p h ,
enlarged and either embedded i n the text o r placed
in the left m a r g i n .
E d i t To insert text, delete text, o r replace text i n an
Office d o c u m e n t , spreadsheet, o r presentation.
E d i t m o d e A f o r m m o d e where y o u can add new
records and change existing records.
Em d a s h W o r d processing name for a l o n g dash in a
sentence, w h i c h marks a break i n t h o u g h t , similar to
a c o m m a b u t stronger.
E m b e d d e d c h a r t A chart t h a t is placed o n the
worksheet c o n t a i n i n g the data. A n embedded chart
is beneficial w h e n y o u w a n t t o view o r p r i n t a chart
w i t h its source data.
E m b e d d e d o b j e c t A n object t h a t becomes p a r t o f
the destination file. I f the source file is m o d i f i e d , the
embedded object does n o t change.
E m p h a s i s e f f e c t A n i m a t i o n that emphasizes an
object or text that is already displayed.
E n c r y p t To hide data i n a file b y m a k i n g i t unreadable
u n t i l the correct password is entered.
E n d n o t e A reference placed at the e n d o f a section o r
a d o c u m e n t .
Entity r e l a t i o n s h i p d i a g r a m A v i s u a l m o d e l used t o
design the database.
E n t r a n c e e f f e c t A n i m a t i o n that b r i n g s an object o r
text o n t o the screen.
ERD E n t i t y relationship d i a g r a m ; a visual m o d e l used
to design the database.
Error i n d i c a t o r A green triangle that indicates a
possible error i n a f o r m u l a .
Error v a l u e A message that displays whenever a
f o r m u l a c a n n o t p e r f o r m the calculations i n the
f o r m u l a .
E x c e l t a b l e A series o f rows a n d c o l u m n s that
c o n t a i n related data that is managed i n d e p e n d e n t l y
f r o m the data in other rows a n d c o l u m n s o n the
worksheet.
Exit e f f e c t A n i m a t i o n that moves an object o r text o f f
the screen.
E x p l o d e P u l l i n g o u t one o r m o r e slices o f a 3 - D pie
chart t o emphasize a specific slice o r slices.
E x p o r t W i z a r d I n Access, a feature t h a t w i l l e x p o r t
data i n a variety o f f o r m a t s , i n c l u d i n g Excel, W o r d ,
a n d RTF.
E x p r e s s i o n A c o m b i n a t i o n o f fields, m a t h e m a t i c a l
operators, and p r e - b u i l t f u n c t i o n s that calculates
values in tables, f o r m s , queries, and reports.
E x t e r n a l r e f e r e n c e A reference between objects in
different files.
F i e l d ( A c c e s s ) A set of c o m m o n characteristics
a r o u n d w h i c h a table is organized.
F i e l d ( E x c e l ) I n a PivotTable, summarizes m u l t i p l e
rows o f i n f o r m a t i o n f r o m the source data.
F i e l d ( W o r d ) A category o f data—such as a file
n a m e , a page n u m b e r , or the current d a t e — t h a t can
be inserted i n t o a document.
F i e l d Size A n Access field p r o p e r t y that l i m i t s the
n u m b e r o f characters that can be typed i n t o a text
or n u m b e r field.
File e x t e n s i o n A set o f characters added to the end o f
a file name that identifies the file type.
Fill c o l o r T h e inside color o f text or an object.
Fill h a n d l e T h e s m a l l black square in the lower r i g h t
corner o f the selection.
Filter A feature t h a t hides Excel rows o r Access records
that do n o t meet certain criteria.
Filter d r o p - d o w n list A c o n t r o l that displays a Ust o f
filter a n d sort o p t i o n s for a c o l u m n i n an Excel table
o r Access datasheet.
F i n d a n d R e p l a c e A c o m m a n d that enables y o u t o
find a n d t h e n replace a character or s t r i n g o f
characters i n a worksheet o r i n a selected range.
F i n d d u p l i c a t e s q u e r y A q u e r y that searches a field
a n d then displays any records that c o n t a i n duplicate
values. T h e q u e r y can then be used t o remove the
duplicate values.
First l i n e i n d e n t T h e location o f the b e g i n n i n g o f the
first l i n e o f a paragraph to the left edge o f the
remainder o f the paragraph.
F l o a t i n g o b j e c t A n object or graphic that can be
m o v e d i n d e p e n d e n t l y o f the s u r r o u n d i n g text.
Font A set o f characters w i t h the same design and
shape.
Font s t y l e B o l d , italic, or underline emphasis added
to text.
F o o t e r ( P o w e r P o i n t ) Text that displays at the b o t t o m
o f every slide o r that prints at the b o t t o m o f a sheet
o f slide handouts.
F o o t e r ( W o r d ) Reserved area f o r text, graphics, and
fields that displays at the b o t t o m o f each page i n a
d o c u m e n t .
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F o o t n o t e A reference placed at the b o t t o m o f the
page.
F o r e i g n k e y A field in one table that is also the
p r i m a r y key o f a second table; i t is used t o create a
relationship w i t h that table.
F o r m A database object used to enter new records,
delete records, or update existing records.
F o r m a t To change the appearance o f the text, such as
changing the text color to red.
F o r m a t P a i n t e r A c o m m a n d that copies f o r m a t t i n g
f r o m one selection o f text to another.
F o r m a t t i n g m a r k A character that displays o n the
screen, b u t does not p r i n t , indicating where the
Enter key, the Spacebar, and the Tab key were
pressed; also called n o n p r i n t i n g characters.
F o r m u l a A n equation that performs m a t h e m a t i c a l
calculations o n n u m b e r values i n the worksheet.
F o r m u l a A u t o C o m p l e t e A feature that assists i n
inserting f u n c t i o n s .
F o r m u l a b a r A bar below the R i b b o n that displays
the value contained i n the active cell and is used to
enter or edit values or formulas.
Freeze P a n e s A c o m m a n d used t o keep rows o r
c o l u m n s visible w h e n scrolling in a worksheet. T h e
frozen rows a n d c o l u m n s become separate panes.
F u n c t i o n A p r e w r i t t e n Excel f o r m u l a that takes a
value or values, p e r f o r m s an operation, a n d returns
a value or values.
F u t u r e v a l u e ( F v ) I n a l o a n , the value at the e n d o f
the t i m e periods, o r the cash balance y o u w a n t to
attain after the last loan payment is made. T h e
future value for a loan is usually zero.
G a l l e r y A visual display o f choices f r o m w h i c h y o u
can choose.
G e n e r a l f o r m a t The default n u m b e r f o r m a t that
docs not display commas o r t r a i l i n g zeros to the
right o f a decimal p o i n t .
G o a l S e e k A w h a t - i f analysis t o o l that finds a specific
value for a cell by adjusting the value o f another cell.
G r a d i e n t fill A gradual progression of colors a n d
shades, usually f r o m one color to another o r f r o m
one shade to another shade o f the same color, to
add a fill t o a shape.
G r a y s c a l e A b l a c k - a n d - w h i t e effect achieved
t h r o u g h a series o f shades o f gray f r o m w h i t e to
black.
G r i d l i n e A line between the cells in a table o r
spreadsheet.
G r o u p A c o l l e c t i o n o f m u l t i p l e objects treated as one
u n i t that can be copied, m o v e d , or f o r m a t t e d .
G u i d e s Lines that display i n the rulers to give y o u a
visual i n d i c a t i o n o f where the p o i n t e r is p o s i t i o n e d .
H a n g i n g i n d e n t T h e first l i n e o f a paragraph extends
to the left o f the rest o f the paragraph.
H e a d e r ( W o r d ) Reserved area f o r text, graphics, and
fields that displays at the t o p o f each page in a
d o c u m e n t .
H e a d e r ( P o w e r P o i n t ) Text t h a t p r i n t s at the t o p o f
each sheet o f slide handouts.
H e a d i n g s f o n t A . f o n t applied to slide titles.
H o r i z o n t a l a l i g n m e n t T h e o r i e n t a t i o n o f the left o r
r i g h t edges o f the p a r a g r a p h — f o r example, flush
w i t h the left o r r i g h t margins.
HTML d o c u m e n t A text file w i t h instructions f o r
displaying the c o n t e n t i n a web browser.
H y p e r l i n k Text o r o t h e r object that displays another
d o c u m e n t , a l o c a t i o n w i t h i n a d o c u m e n t , o r a web
page o n the I n t e r n e t .
H y p e r l i n k d a t a t y p e A n Access data type that stores
links t o websites o r files located o n y o u r c o m p u t e r .
IF f u n c t i o n A f u n c t i o n that checks whether criteria is
met a n d t h e n returns one value w h e n the c o n d i t i o n
is T R U E a n d another value w h e n the c o n d i t i o n is
FALSE.
I n d e n t T h e p o s i t i o n o f paragraph lines in relation t o
the page m a r g i n s .
I n d e t e r m i n a t e r e l a t i o n s h i p A relationship that
does n o t enforce referential integrity.
I n s e r t i o n p o i n t A vertical l i n e that indicates where
text w i l l be inserted w h e n y o u start t y p i n g .
I n t e l l i S e n s e A technology that displays Q u i c k I n f o ,
T o o l T i p s , a n d A u t o C o m p l e t e as y o u type
expressions.
I n t e r e s t T h e charge for b o r r o w i n g m o n e y ; generally a
percentage o f the a m o u n t b o r r o w e d .
Is N u l l T h i s operator returns records w h e n that field
has no value.
J u n c t i o n t a b l e T h e m i d d l e table in a m a n y - t o - m a n y
relationship.
J u s t i f i e d Paragraph text is aligned flush w i t h b o t h the
left m a r g i n a n d the r i g h t m a r g i n .
K e y b o a r d s h o r t c u t A c o m b i n a t i o n o f keys o n the
k e y b o a r d , usually using the C t r l key, the Shift key, o r
the A l t key, that provides a q u i c k way t o activate a
c o m m a n d .
K e y T i p A n i c o n that displays in the R i b b o n to indicate
the key that y o u can press t o access R i b b o n
c o m m a n d s .
L a b e l ( A c c e s s ) A n object o n a f o r m o r r e p o r t that
describes other objects o n the r e p o r t o r f o r m .
L a b e l ( E x c e l ) Text data i n a cell; also called a text
value.
L a b e l r e p o r t A r e p o r t f o r m a t t e d so that the data can
be p r i n t e d o n a sheet o f labels.
L a n d s c a p e o r i e n t a t i o n A page o r i e n t a t i o n in w h i c h
the p r i n t e d page is w i d e r than it is t a l l .
L a y o u t ( A c c e s s ) T h e arrangement o f data a n d
labels i n a f o r m o r r e p o r t .
L a y o u t ( P o w e r P o i n t ) T h e a r r a n g e m e n t o f the text
a n d graphic elements o r placeholders o n a slide.
L a y o u t g a l l e r y A visual representation o f several
content layouts that y o u can apply to a slide.
L a y o u t v i e w A n Access view used to f o r m a t a report
o r f o r m w h i l e b e i n g able t o view a sample o f the
data.
L e a d e r A series o f characters that f o r m a s o l i d ,
dashed, o r d o t t e d l i n e that fills the space preceding a
tab stop.
L e a d e r c h a r a c t e r A character such as a dash o r a
d o t that is repeated t o fill the space preceding a tab
stop.
L e g e n d A box that identifies the patterns o r colors
that arc assigned to the data series o r categories in a
chart.
Line c h a r t A chart type that illustrates trends over
t i m e , w i t h t i m e displayed along the x-axis a n d the
data p o i n t values connected by a line.
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Line s p a c i n g T h e vertical distance between lines of
text in a paragraph.
Linked o b j e c t A n object that maintains a connection
between the source and destination files. Linked
data or objects are stored in the source file. I f the
source file is modified, the linked object is also
modified.
List l e v e l Levels of text on a slide identified by the
indentation, size of text, and bullet assigned to that
level.
Live P r e v i e w A feature that displays the result of a
formatting change if you select it.
L o g i c a l f u n c t i o n A function that applies a logical
test to determine whether a specific condition is
met.
L o g i c a l t e s t Any value or expression that can be
evaluated as T R U E or FALSE.
M a c r o A sequence of commands that can be
performed as one task.
M a c r o a c t i o n s Prebuilt sets of instructions that
p e r f o r m tasks when the macro is run.
M a c r o Builder A n object tab with prebuilt
commands that you can select and modify to build
a macro.
M a i l m e r g e A W o r d feature that creates customized
letters or labels by combining a main document
with a data source.
M a i n d o c u m e n t The part of the Word mail merge
feature that contains the text that remains constant.
M a n u a l line b r e a k Moves the remainder of the
paragraph following the insertion point to a new
line while keeping the text in the same paragraph.
M a n u a l p a g e b r e a k Forces a page to end, and
places subsequent text at the top of the next page.
M a n y - t c - m a n y r e l a t i o n s h i p A relationship where
one record in either of the outer tables can have
many associated records in the other outer table.
M a r g i n The space between the text and the top,
b o t t o m , left, and right edges of the paper when you
print the document.
M A X f u n c t i o n A function that returns the largest
value in a range of cells.
M e m o d a t a t y p e A n Access data type that stores up
to 65,535 characters of text data and the formatting
assigned to that text.
M e t a d a t a Information and personal data that is
stored with a document.
M I N f u n c t i o n A function that returns the smallest
value in a range of cells.
Mini t o o l b a r A toolbar with common formatting
buttons that displays after you highlight text.
M u l t i p l e i t e m f o r m A form that displays records in
rows and columns in the same manner that a
datasheet does.
N a m e A word that represents a cell or a range of cells
that can be used as a cell or range reference. Names
used in formulas and functions clarify the meaning
of the formula and assist in navigating large
worksheets.
N a m e Box A n area by the formula bar that displays
the active cell reference.
N a v i g a t i o n t o o l b a r A toolbar that is used to
navigate to any slide while the slide show is running.
N o n p r i n t i n g c h a r a c t e r A character that displays on
the screen, but does not print, indicating where the
Enter key, the Spacebar, and the Tab key were
pressed; also called formatting marks.
N o r m a l v i e w ( E x c e l ) A view that maximizes the
number of cells visible on the screen.
N o r m a l v i e w ( P o w e r P o i n t ) A view in which the
window is divided into three areas—the Slide pane,
the pane containing the Slides and Outline tabs, and
the Notes pane.
N o t e s P a g e A printout that contains the slide image
in the top half of the page and speaker notes typed
in the Notes pane in the lower half of the page.
N o t e s p a n e A n area of the N o r m a l View window
used to type notes that can be printed below a
picture of each slide.
N O W f u n c t i o n A function that returns the serial
number of the current date and time.
N u d g e The action of moving an object in small
increments by using the directional arrow keys.
Null In queries and filters, this means that the field is
empty and has no value.
Null Empty A field that has no value is null.
N u m b e r d a t a t y p e An Access data type that stores
numeric values.
N u m b e r f o r m a t A specific way that Excel displays
numbers.
N u m b e r v a l u e Numeric data in a cell.
N u m b e r e d list A list of items with each item
introduced by a consecutive number or letter to
indicate definite steps, a sequence of actions, or
chronological order.
O b j e c t ( A c c e s s ) A basic part of a database that
allows you to work with the database; for example,
tables, queries, forms, and reports.
O b j e c t ( W o r d ) Item such as graphics, charts, or
spreadsheets created by Word or other programs—
or text from a W o r d file.
O b j e c t l i n k i n g a n d e m b e d d i n g A program-
integration technology that shares information
between programs through linked or embedded
objects.
O f f i c e C l i p b o a r d A temporary storage area
maintained by Office that can hold up to 24 items.
OLE See Object linking and embedding.
O n C l i c k An animation option that begins the
animation sequence when the mouse button is
clicked or the Spacebar is pressed.
O n e - t c - m a n y f o r m A main form and a subform that
displays all the related records for the record
displayed in the main form.
O n e - t o - m a n y r e l a t i o n s h i p A relationship where a
record in the first table can have many associated
records in the second table.
O p e r a t o r p r e c e d e n c e The mathematical rules for
performing calculations within a formula.
OR l o g i c a l o p e r a t o r A logical comparison of two
criteria that is true if cither of the criteria outcomes
is true.
O r g a n i z a t i o n c h a r t A chart that graphically
represents the hierarchy of relationships between
individuals and groups in an organization.
O u t l i n e A W o r d feature that displays headings and
body text, formatted so that headings and all
650 Glossary | Skills for Success with Microsoft1 Office 2010
associated subheadings and body text move along
with the heading.
P a d d i n g The amount of space between a control's
border and other controls on the form or report.
P a g e footer A n area at the bottom of each page that
contain labels, text boxes, and other controls.
P a g e h e a d e r An area at the top of each page that
contains labels, text boxes, and other controls.
P a g e Layout v i e w A view where you prepare your
document or spreadsheet for printing.
P a r a g r a p h s p a c i n g The vertical distance above and
below each paragraph.
P a r a m e t e r q u e r y A query that displays an input box
that asks for criteria each time the query is run.
Paste To insert a copy of the text or an object stored
in the Clipboard.
Paste a r e a T h e target destination for data that has
been cut or copied.
Photo a l b u m A presentation composed
of pictures.
Picture An image created with a scanner, digital
camera, or graphics software that has been saved
with a graphic file extension such as , .tif, or
.bmp.
Picture effects Picture styles that include shadows,
reflections, glows, soft edges, bevels, and 3 - D
rotations.
Picture Style A prebuilt set of formatting borders,
effects, and layouts applied to a picture.
Pie c h a r t A chart type that illustrates the relationship
of parts to a whole.
P i v o t C h a r t r e p o r t A graphical representation of the
data in a PivotTable report.
PivotTable r e p o r t An interactive, cross-tabulated
Excel report that summarizes and analyzes data—
such as database records—from various sources,
including ones that are external to Excel.
P l a c e h o l d e r A box with dotted borders that is part
of most slide layouts and that holds text or objects
such as charts, tables, and pictures.
P l a c e h o l d e r c h a r a c t e r The symbol in an input
mask that is replaced as you type data into the field.
P l a c e h o l d e r t e x t Reserved space in shapes into
which personalized text is entered.
PMT f u n c t i o n Calculates the payment for a loan
based on constant payments and a constant interest
rate.
Point Measurement of the size of a font; each point is
1/72 of an inch.
Portrait o r i e n t a t i o n A page orientation in which the
printed page is taller than it is wide.
Present v a l u e ( P v ) The initial amount of the loan;
the total amount that a series of future payments is
worth today.
P r i m a r y k e y The field that uniquely identifies each
record in a table.
P r i n c i p a l The initial amount of the loan; the total
amount that a series of future payments is w o r t h
today. Also called the present value (Pv) of a loan.
Print P r e v i e w An Access view used to work with a
report that w i l l be printed.
P r o t e c t e d V i e w A view applied to documents
downloaded from the Internet that allows you to
decide if the content is safe before working with the
document.
Q u e r y A database object that displays a subset of the
data in response to a specific question.
Q u e r y d e s i g n w o r k s p a c e The upper half of the
Query tab, which displays the available tables and
fields that the query can use.
Q u e s t i o n m a r k ( ? ) w i l d c a r d A wildcard character
that matches any single character.
Q u i c k Info A n IntelliSense box that explains the
purpose of the selected AutoComplete.
Q u i c k Start d a t a t y p e A set of fields that can be
added with a single click. For example, the Address
data type inserts five fields for storing postal
addresses.
Q u i c k Style A style that can be accessed from a
Ribbon gallery of thumbnails.
R A M The computer's temporary memory.
R a n g e Two or more cells on a worksheet that are
adjacent.
R a n g e finder A n Excel feature that outlines all of the
cells referenced in a formula. It is useful for
verifying which cells are used in a formula and for
editing formulas.
R a t e The percentage that is paid for the use of
borrowed money.
R e a d - o n l y m o d e A mode where you cannot save
your changes.
R e c o r d The collection of related information that
displays in a single row of a database table.
R e f e r e n t i a l integrity A rule that keeps related values
synchronized. For example, the foreign key value
must match one of the primary key values in the
other table.
R e l a t i o n a l d a t a b a s e A database that joins two
tables by placing common fields in related tables.
R e l a t i o n s h i p The joining of two tables using
common fields.
R e l a t i v e c e l l r e f e r e n c e Refers to cells based on
their position in relation to (relative to) the cell that
contains the formula.
R e p o r t A database object designed to display table
data or query results on the screen or in printed
f o r m .
R e p o r t f o o t e r A n area at the end of a report that
contains labels, text boxes, and other controls.
R e p o r t h e a d e r A n area at the beginning of a report
that contains labels, text boxes, and other controls.
Rich Text F o r m a t A text format designed to work
with many different types of programs.
Right-click Click the paragraph with the right mouse
button.
Row h e a d i n g The number that displays at the left of
a row.
RTF An acronym for Rich Text Format
S c r e e n shot A picture of your computer screen, a
window, or a selected region saved as a file that can
be printed or shared electronically.
S c r e e n T i p Informational text that displays when you
point to commands or thumbnails in the Ribbon.
S e c t i o n A portion of a document that can be
formatted differently from the rest of the document.
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S e c t i o n b r e a k M a r k s the e n d o f one section a n d the
b e g i n n i n g o f a n o t h e r section.
S e p a r a t o r c h a r a c t e r I n a list, a character such
as a c o m m a o r a tab t h a t separates elements o f the
p a r a g r a p h .
S e r i a l n u m b e r A sequential n u m b e r .
S e r i e s A g r o u p o f n u m b e r s , text, dates, o r
t i m e periods that come one after another i n
succession—for example, the m o n t h s January,
February, M a r c h .
S h a p e A n object that can be inserted to emphasize a
p o i n t . A shape can be any one o f a variety o f objects
such as stars, banners, a n d callouts.
S h a p e e f f e c t A predesigned f o r m a t t h a t makes a
shape l o o k m o r e professional.
S h a r e d w o r k b o o k A n Excel w o r k b o o k t h a t allows
d i f f e r e n t users t o view a n d make changes i n the
w o r k b o o k at the same t i m e .
S h e e t t a b A label along the l o w e r b o r d e r o f the
w o r k b o o k w i n d o w that identifies each worksheet o r
c h a r t sheet.
S h o r t c u t m e n u A list o f c o m m a n d s related t o the
t y p e o f object t h a t y o u r i g h t - c l i c k .
S i m p l e Q u e r y W i z a r d A W i z a r d used t o q u i c k l y adds
fields to a new query.
S i n g l e f o r m l a y o u t A f o r m t h a t displays one record
at a t i m e .
S i n g l e - s p a c i n g N o extra space is added between
lines o f text h i a p a r a g r a p h .
S i z i n g h a n d l e A small square o r circle at the corner
o r side o f a selected object that is dragged t o
increase o r decrease the size o f the object.
S l i d e A n i n d i v i d u a l page i n a presentation that can
c o n t a i n text, pictures, tables, charts, a n d other
m u l t i m e d i a o r graphic objects.
S l i d e h a n d o u t P r i n t e d images o f a single slide o r
m u l t i p l e slides o n a sheet o f paper.
S l i d e m a s t e r T h e t o p slide i n a hierarchy o f slides
t h a t stores i n f o r m a t i o n a b o u t the t h e m e a n d slide
layouts o f a presentation, i n c l u d i n g the b a c k g r o u n d ,
colors, fonts, effects, placeholder sizes, a n d
p o s i t i o n i n g .
S l i d e S o r t e r v i e w T h e P o w e r P o i n t v i e w i n w h i c h all
o f the slides in the presentation display as
t h u m b n a i l s .
S l i d e t r a n s i t i o n A m o t i o n effect t h a t occurs i n Slide
Show v i e w w h e n y o u m o v e f r o m one slide to the
next d u r i n g a presentation.
S m a r t A r t g r a p h i c A designer-quality visual
representation o f i n f o r m a t i o n used t o c o m m u n i c a t e
messages o r ideas effectively by choosing f r o m
a m o n g m a n y different layouts.
S n i p A screen capture created w i t h the S n i p p i n g T o o l .
S o u r c e d a t a T h e data used to create a PivotTable
r e p o r t .
S o u r c e f i l e A file that contains the o r i g i n a l
i n f o r m a t i o n t h a t is used to create a l i n k e d o r an
e m b e d d e d object.
S p a r k l i n e A t i n y chart used t o s h o w data trends.
S p l i t b a r A b o r d e r t h a t separates t w o different parts
o f a d o c u m e n t that has been split i n t o t w o sections.
S p r e a d s h e e t T h e p r i m a r y d o c u m e n t t h a t y o u use i n
Excel to store a n d w o r k w i t h data; also called a
worksheet.
S t a c k e d l a y o u t A f o r m o r r e p o r t l a y o u t i n w h i c h
labels display the field names i n the left c o l u m n , a n d
text boxes display the c o r r e s p o n d i n g f i e l d values i n
the r i g h t c o l u m n .
S t a t i s t i c a l f u n c t i o n A p r e d e f i n e d f o r m u l a t h a t
describes a c o l l e c t i o n o f d a t a — f o r example, totals,
counts, a n d averages.
S t y l e A predefined set o f f o r m a t s t h a t can be applied
t o text, a p a r a g r a p h , a table cell, o r a list.
S u b d a t a s h e e t A datasheet t h a t displays related
records from a related table. T h e related table m u s t
be o n the m a n y side o f t h e relationship.
S u b f o r m A f o r m c o n t a i n e d w i t h i n a n o t h e r f o r m that
displays records related to the other f o r m .
S u b o r d i n a t e I n an o r g a n i z a t i o n c h a r t , a shape t h a t is
placed b e l o w a n d connected t o a s u p e r i o r shape.
S U M A n Excel f u n c t i o n that adds a l l the n u m b e r s i n a
range o f cells.
S u m m a r y s h e e t A worksheet that displays and
summarizes totals f r o m o t h e r worksheets.
S u m m a r y s t a t i s t i c A calculation f o r a g r o u p o f data
such as a t o t a l , an average, o r a c o u n t .
S u p e r i o r I n an organization chart, a shape that is
placed above any other shape.
S y n c h r o n o u s s c r o l l i n g W h e n b o t h W o r d
d o c u m e n t s scroll together.
S y n o n y m A w o r d w i t h the same m e a n i n g .
T a b s c r o l l i n g b u t t o n s The buttons to the left o f the
sheet tabs used t o display Excel sheet tabs t h a t are
n o t i n view.
T a b s t o p A specific location o n a line o f text, m a r k e d
o n the W o r d ruler, t o w h i c h y o u can move the
i n s e r t i o n p o i n t b y pressing the Tab key; used t o
align a n d i n d e n t text.
T a b l e Text o r n u m b e r s displayed i n a r o w a n d c o l u m n
f o r m a t t o make the i n f o r m a t i o n easier t o read a n d
u n d e r s t a n d .
T a b l e ( A c c e s s ) T h e database object that stores the
data i n rows a n d columns.
T a b l e o f c o n t e n t s A list o f the headings i n a
d o c u m e n t t h a t w i l l provide an overview o f the
topics covered i n the document.
T a b l e s t y l e A p r e b u i l t c o m b i n a t i o n o f borders a n d
fill colors a p p l i e d to the entire table i n a m a n n e r
consistent w i t h the presentation theme.
T e m p l a t e ( E x c e l ) A p r e b u i l t w o r k b o o k used as a
pattern f o r creating new w o r k b o o k s . You use a
template t o b u i l d a w o r k b o o k w i t h o u t having t o
start f r o m a b l a n k w o r k b o o k .
T e m p l a t e ( P o w e r P o i n t ) A file u p o n w h i c h a
presentation can be based.
T e m p l a t e ( W o r d ) A preformatted d o c u m e n t
s t r u c t u r e that defines the basic d o c u m e n t settings,
such as f o n t , m a r g i n s , and available styles.
T e x t a l i g n m e n t T h e horizontal placement o f text
w i t h i n a placeholder.
T e x t b o x ( A c c e s s ) A n object o n a f o r m o r report
t h a t displays the data f r o m a field i n a table or
query.
Text b o x ( P o w e r P o i n t ) A n object used to p o s i t i o n
text anywhere o n a slide.
Text b o x ( W o r d ) A movable, resizable container f o r
text o r graphics.
652 Glossary | Skills for Success with Microsoft5 Office 2010
Text d a t a t y p e A n Access data type that stores up to
255 characters of text.
Text e f f e c t A set of decorative formats, such as
outlines, shadows, text glow, and colors that make
text stand out in a document.
Text p a n e The pane to the left of a SmartArt graphic,
in which the text that displays in the SmartArt
Text v a l u e Character data in a cell; also called a label.
Text w r a p A format that displays text on multiple
lines within a cell.
Text w r a p p i n g The manner in which text displays
around an object.
T h e m e A set of unified design elements that provides
a unique look for your presentation, using colors,
fonts, and graphics.
T h e m e c o l o r A set of coordinated colors that are
applied to the backgrounds, objects, and text in a
presentation.
T h e m e font A theme that determines the font applied
to two types of slide text—headings and body.
Thesaurus A research tool that lists words that have
the same or similar meaning to the word you are
looking up.
Three-color s c a l e A color scale that compares a
range of cells by using a gradation of three colors;
the shades represent higher, middle, or lower values.
T h r e e - d i m e n s i o n a l Refers to an image that appears
to have all three spatial dimensions—length, w i d t h ,
and depth.
T h u m b n a i l A miniature image of a presentation slide.
Toggle b u t t o n A button used to turn a feature both
on and off.
T o p / B o t t o m Rules Enables the user to apply
conditional formatting to the highest or lowest
values in a range of cells.
Total c e l l style A cell style that applies a single top
border, which indicates that calculations were
performed on the numbers above, and a double
bottom border, which indicates the calculations are
complete.
Total row A row that displays as the last row in an
Excel table and provides functions in drop-down
lists for each column.
Triple-click Click three times fairly quickly without
moving the mouse.
T r u n c a t e d C u t o f f .
Two-color s c a l e A color scale that compares a range
of cells by using a gradation of two colors; the shade
of the color represents higher or lower values.
U n d e r l y i n g f o r m u l a T h e formula as displayed in the
formula bar.
U n d e r l y i n g v a l u e Data displayed in the formula bar.
U n i q u e A n Access field property that requires that
each record contain a unique value.
U n m a t c h e d d a t a A condition where the data i n one
field does not have a corresponding value in a
related table.
URL A n acronym that stands for U n i f o r m Resource
Locator and that identifies a web address.
V a l i d a t i o n m e s s a g e The text that displays in a
message box when a validation rule is broken
during data entry.
V a l i d a t i o n rule A field property that requires specific
values be entered into a field.
V a l u e Data in a cell.
V a l u e a x i s The axis that displays the worksheet's
numeric data.
V o l a t i l e The result of a function will not remain as
entered but will be updated each time the workbook
is opened.
W i l d c a r d A special character, such as an asterisk,
used in query criteria to allow matches for any
combination of letters or characters.
W i n d o w s Live A free online storage that can be used
to save and open your files from any computer
connected to the Internet.
W i n d o w s Live ID A unique name and password—a
H o t m a i l or Windows Live e-mail user name and
password, for example.
W i n d o w s Live n e t w o r k A group of people w h o m
you have invited to share files or to chat using
Instant Messenger.
W i t h Previous A n animation option that begins the
animation sequence at the same time as the
animation preceding it or, i f it is the first animation,
with the slide transition.
W i z a r d A feature that asks questions and then creates
an object according to the provided answers.
W o r d w r a p Automatically moves text from the right
edge of a paragraph to the beginning of the next
line as necessary to fit w i t h i n the margins.
W o r d A r t A text style used to create decorative effects
in a presentation.
W o r k b o o k A file that you can use to organize various
kinds of related information.
W o r k s h e e t The primary document you use in Excel
to store and work with data; also called a
spreadsheet.
x - a x i s Another name for the horizontal axis of a
chart.
y-axis Another name for the vertical axis of a chart.
Y e s / N o d a t a t y p e A n Access data type that stores
values that can have one of two possible values for
example, yes and no, or true and false.
Skills for Success with Microsoft" Office 2010 | Glossary 653
I n d e x
N u m b e r s a n d S y m b o l s
# (number sign placeholder character), 384
$ (dollar sign) active cell in workbooks, 283
%, percentages, calculation of, 177
* (asterisk) wildcard, 356
< (less than comparison operator), 278
< = (less than or equal to comparison operator), 278
= (equal sign), 174,278
> (greater than comparison operator), 278
> = (greater than or equal to comparison operator), 278
? (question mark) wildcard, 357
[ ] (brackets) wildcard, 413
< > (not equal to), 278
U (paragraph mark), in documents, 7
® (registered symbol), 54, © Word, ch 1 , More Skills 12
1 (sum), 180,273-274
two-color scales, © Excel, ch 4, More Skills 11
3-D effects, on charts, 216-217
3-D reference, ® Integrated Projects, ch 1,
M o r e Skills 13
A
absolute cell references, 206-207
Access 2010. See databases (Access)
Accounting Number Format, 208
action arguments, ® Access, ch 2, More Skills 14
active cells (Excel), 170
Add Shape button, 149
addition formula (Excel), 174-175
address bar, i n Internet Explorer, 89
Address Block dialog box, 153
Adjust group, 107
adjustment handles, 584
Advanced tab, on Font dialog box, 24
After down spin arrow, 1 1 1 , ® Word, ch 3, More Skills 11
After Previous animation tuning, 558,561
After up spin arrow, 7 2 – 7 3 , 7 8 – 7 9
alignment
in documents, 70-71
of graphics, 520-521
guides for, 516
Merge & Center button for, 173, 176
of paragraphs, 91
tab, 108
table, 1 1 3 , ® Word, ch 3, More Skills 13
of text in charts, 204-205
A l l Programs command, 6
anchor symbol, 105
A N D logical operator, 355
Animation Painter, 558-559
animations (PowerPoint)
appropriate, 564, ® PowerPoint, ch 4, More Skills 14
assessment, 565-567
audiences and, 542
duration of, 560-561
effects for, 556-557
introduction, 542
outcomes, 541
removal of, 560—561
skill set, 540
slide show navigation, 562-563
timing for, 558—559
annotation of slides, 562
append query (Access), 612,614-615
append row (Access), 309,317
area charts (Excel), 213
arguments, 272,278, ® Access, ch 2, More Skills 14,
® Excel, ch 4, More Skills 12. SEE ALSO functions
Arial Black font, 4 2 ^ 3
arithmetic operators, 174
Arrange group, 23,45,105, ® PowerPoint, ch 3,
More Skills 13
arranging windows, 54
Artistic Effect button, 107
assessment
databases (Access)
CREATING, 3 2 7 – 3 2 9
DATASHEETS AND QUERIES, 3 6 1 – 3 6 3
FORMS, 3 9 5 – 3 9 7
REPORTS, 4 2 9 – 4 3 1
documents (Word)
CREATING, 5 5 – 5 7
FORMATTING AND ORGANIZING, 8 9 – 9 1
GRAPHICS, TABS, AND TABLES, 1 2 3 – 1 2 5
SPECIAL FORMATS, 157—159
Office functions, common features, 27-29
Office functions, integrating, 599-601,635-637
presentations (PowerPoint)
CREATING, 4 6 3 – 4 6 5
FORMATTING, 4 9 7 – 4 9 9
GRAPJIICS IN, 531—533
TABLES, CHARTS, AND ANIMATION, 565—567
workbooks (Excel)
CHARTS, 2 2 5 – 2 2 7
CREATING, 1 9 1 – 1 9 3
FUNCTIONS AND TABLES, 293—295
worksheets (Excel)
MULTIPLE, 2 5 9 – 2 6 1
assistant shapes, 622
* (asterisk) wildcard, 356
Attachment data type, 326, ® Access, ch 1 ,
More Skills 13
audiences
animations and, 542
designing for, 462, ® PowerPoint, ch 1, More Skills 14
for presentations, ® PowerPoint, ch 3, More Skills 14
Auto Fill Options, 183, ® Excel, ch 1, More Skills 11
AutoComplete, Formula (Excel), 1 7 4 , ® Excel, ch 1,
More Skills 12
AutoComplete commands, 348
AutoCorrect entries, 8 8 , ® Word, ch 2, More Skills 11
AutoExpansion, 590
AutoFit feature, 204,628, ® Word, ch 3, More Skills 13
AutoFormat, 88, ® Word, ch 2, More Skills 12
Automatic numbered lists check box, ® Word, ch 2,
More Skills 12
automatic updates, 81
AutoNumber field, 309,316,318,320
Available formats button, for date and time, 81
AVERAGE function (Excel), 272-273
T h e i n t e r n e t i c o n represents I n d e x entries f o u n d w i t h i n M o r e Skills
o n t h e C o m p a n i o n W e b s i t e : w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
654 Index I Skills for Success with Microsoft’ Office 2010
http://www.pearsonhighered.com/skills
comments, in charts, 224, © Excel, ch 2, More Skills 11
common features of Office functions. See Office
functions, common features
compacting databases, 326, S Access, ch 1,
More Skills 11
comparing documents (Word), 634, © Integrated
Projects, ch 2, More Skills 14
comparison operators, 278,349
compressing pictures, 530, © PowerPoint, ch 3,
More Skills 11
conditional color scales, 292, © Excel, ch 4,
More Skills 11
conditional formatting
for Excel functions and tables, 270,280-281
for forms, 386-387
content control, © Word, ch 4, More Skills 11
contextual tools, 452
contrast, in presentation slides, 496,530, © PowerPoint,
ch 1, More Skills 1 4 , ® PowerPoint, ch 3,
More Skills 14
control grids, on forms, 382
control objects
calculated, 426
combo box as, © Access, ch 2, More Skills 12
on forms, 377
padding, 419
Convert Text to Table dialog box, © Word, ch 3,
More Skills 13
copying
Clipboard for, 244-245, © Excel, ch 2, More Skills 13
data in multiple worksheets (Excel), 244-245
formulas (Excel), 182-183
objects, 492-493
text, 18-19,492-493
worksheets (Excel), 598, © Integrated Projects, ch 1,
More Skills 13
cover pages, 626—627
coworker shapes, 622
Create Graphic group, 149
criteria
for databases, 312
date and time, 348-349
in Excel tables, 590
in functions, 278
logical, 354-355
wildcards for, 356-357
Crop button arrow, 514
crosstab queries (Access), 360, © Access, ch 2,
More Skills 14
Ctrl (control) key, 3 6 , 3 9 – 4 0 , 4 3
Currency data type, 318
Currency Number Formal (Excel), 184
Custom AutoFilter, 591
Custom Margins, 69
customized lists, 88, © Word, ch 2, More Skills 13
Cut command, 76,492
cutting text, 18-19
Cycle layout, 522
Cycle SmartArt graphic, 163
D
data, linking, 592-593
data bars, 280-281
data entering, on worksheets (Excel), 172-173
data labels, of charts, 555
data markers, of charts, 211,552
data points, of charts, 211,552
data series, of charts, 211,552
data source, 152-153,594
data types, 316,318-320,326,354, © Access, ch 1,
More Skills 13, More Skills 14
database management system (DBMS), 307
database objects, 307
databases (Access). See also Office functions, common
features; Office functions, integrating
append query, 614—615
Attachment data type, © Access, ch 1, More Skills 13
combo boxes for forms, © Access, ch 2, More Skills 12
compacting and repairing,© Access, ch 1,
More Skills 11
creating, 302-335
assessment, 327-329
data types and field properties, 318-319
Design View in, 320-321
forms for, 310-311
introduction, 304
opening and organizing, 306-307
outcomes, 303
queries to filter data in, 312-313
reports for, 314-315
skill set, 302
table data for, 308-309
table relationships in, 322-325
tables in, 316-317
datasheets and queries, 336-369
assessment, 361-363
calculated fields for, 352-353
crosstab, © Access, ch 2, More Skills 14
date and time criteria for, 348—349
Design view to create, 350-351
exporting to other file formats, © Access, ch 2,
More Skills 11
filter and sort, 342-343
find and replace data in, 340-341
find duplicate, © Access, ch 2, More Skills 12
Find Unmatched Query Wizard,® Access, ch2,
More Skills 13
formatting, 346-347
group and total, 358-359
introduction, 338
logical criteria for, 354-355
outcome, 337
parameter queries, © Access, ch 4, More Skills 13
skill set, 336
envelopes from, 594-595
Excel data imported to, © Access, ch 1,
More Skills 12
exporting to Excel, 616-617
exporting to Word, 630-631
fields, 51
calculated, 352-353
in databases, 308-309
in queries, 338
validating, 394, © Access, ch 2, More Skills 11
forms, 370-403
assessment, 395-397
Blank Form tool for, 380-381
conditional formatting for, 386-387
data modified by, 378-379
Form Wizard for, 374—375
Input masks for, 384-385
introduction, 372
Layout view for formatting, 376-377
layouts customized for, 382-383
multiple item, © Access, ch 2, More Skills 13
one-to-many, 388-391
outcome, 371
queries to create, 392-393
skills set, 370
Hyperlink data type, © Access, ch I, More Skills 14
macros, © Access, ch 2, More Skills 14
objects
definition and examples of, 306-307
exporting to Word, © Access, ch 4, More Skills 11
exporting to HTML, © Access, ch 4, More Skills 12
importing® Access, ch 1, More Skills 12
labels, 426-427
Navigation Pane, 307
queries. Sec queries
queries
calculated fields for, 352-353
crosstab, 360. © Access, ch 2, More Skills 14
date and time criteria for, 348-349
656 Index | Skills for Success with Microsoft Office 2010
Avery US Letter labels, 153
axis, of charts, 2 1 0 , ® Excel, ch 3, More Skills 12
B
backgrounds, presentation, 482-485
Backspace key, deleting with, 36
Backstage Print page, 52-53
Backstage view, © Word, ch 2, More Skills 14
bar charts, 213,256-257
Before down spin arrow, 154
Before up spin arrow, 25
Between…And comparison operator, 349
Bevel effects, 107,216-217,221
bibliographies, 86-87. See also citations
Black slide, 457
blank document, in Word, 6
Blank Form tool, 380-381
Blank Report tool, 406,414-415
blue wavy lines, in proofing, 46
body fonts, 481
bold font style, 4 2 ^ 3 , 6 8
borders
in documents, 106-107, 120,134, 144-145
of Excel cells, 276-277
for pictures, 514-515
breaks
column, 138-139
line, 73
page, 40,73,187
Browse Folders button, 10
building block, 627
bullet points, 444,508
bulleted lists
Bullets button, 21
in documents, 66,78-79
in presentations, 490-491, © PowerPoint, ch 1,
More Skills 13
c
calculated columns, 270,286,590
calculated controls, 426
calculated fields, 352-353
calculations. See formulas, functions, and workbooks
(Excel)
Calibri font, 42
Cambria font, 42
camera, digital, 100
Caption field property, 319,359
capturing screens, © Common Features, More Skills 11
cascading delete, 322,341
cascading update, 322
category axis, of charts, 210
category labels, of charts, 210,550
cell address, 170
cell effects, 347
cell references, 12,170,182, 193
cells
Cell Size group for, 547
tables (PowerPoint), 546
tables (Word), 118-119
worksheet (Excel)
absolute references for, 206-207
active, 8-9, 170
active cell symbol, 283
borders added to, 276-277
clearing formatting of, 242-243
Comma cell styles, 208
editing comments, © Excel ch 2 MS 11
entering data into, 172—173
fill handles, 182-183,254
hyperlinks inserted in, © Excel, ch 3, More Skills 14
inserting comments, © Excel ch 2 MS 11
Live Preview of cell styles, 179
moving ranges of, 276-277
overview, 178-179
range names,® Excel, ch 1, More Skills 12
relative cell reference, 182
rotating text in, 276-277
series data for, 224, © Excel, ch 2, More Skills 14
styles, 179
total cell style, 209
Cells group, 205
center alignment button, 38,70,140
Change Chart type button, 212
character spacing, 488-489
chart layout, 212
chart sheets, 214-215
chart styles, 553
charts
slides (PowerPoint)
assessment, 565-567
clustered bar, 256-257
clustered cylinder, 592
column, 550-551
formatting, 552-553
introduction, 542
outcomes, 541
pie, 554-555
skill set, 540
worksheets (Excel)
aligning workbook text, 204-205
assessment, 225-227
changing type of, © Excel, ch 2, More Skills 12
column, 210-213
formulas with absolute cell references, 206-207
hitroduction to, 202
number formatting, 208-209
outcome, 201
pie, 214-219
printing, 222-223
skill set, 200
WordArt for, 220-221
Chicago style, for citations, 84
citations, 6 6 , 8 4 – 8 5 . See also bibliographies
clip art
in documents, 44, 134, 146-147, 158
in presentations, 452, 512-513
Clipboard
for collecting, © W o r d , ch 1, More Skills 13
to copy Excel data to Word, © Excel, ch 2,
More Skills 13
copying worksheet cells to, 244-245
Cut button, 76
Format Painter in, 74-75,494-495
moving objects with, 588
overview, 18-19
Paste button, 177
text and objects collected on, 54
clustered bar charts, 256-257
clustered column charts, 210,550
clustered cylinder charts, 592
collecting text and objects, 54
colors
conditional scales of, 292, © Excel, ch 4, More Skills 11
datasheet, 347
fill, 487
font, 488-489
pie chart, 217-219
SmartArt, 524-525
sorting by, 287
sparkline, 281
theme, 107, 143-145, 150, 480-481,487
video, 528
column charts, 202,210-213,550-551
column formats, 134,136-139
Column W i d t h dialog box, 205
columns
graphics surrounded by, 147
table, 116-117
in workbooks (Excel), 178-179,191
combo boxes, for forms, 394, © Access, ch 2,
More Skills 12
Comma cell style, 208
Comma Number Format (Excel), 185
Skills for Success with Microsoft’ Office 2010 | Index 655
Design view to create, 350-351
exporting to other file formats, 360, © Access, ch 2,
More Skills 11
fields in, 338
to filter data, 304, 312-313
find and replace data in, 340-341
find duplicate, © Access, ch 2, More Skills 12
Find Unmatched Query Wizard, © Access, ch 2,
More Skills 13
forms from, 372,392-393
group and total, 358-359
logical criteria for, 354—355
parameter, 428, © Access, ch 4, More Skills 13,
© Access, ch 4, More Skills 14
reports based on, 408-409
Simple Query Wizard, 344-345
wildcards for, 356-357
records
in databases, 308
duplicate, 360, © Access, ch 2, More Skills 12
in reports, 406
unmatched, 360, © Access, ch 2, More Skills 13
relational databases, 320
reports, 404-437
assessment, 429-431
Blank Report tool, 414-415
Design view, 424-425
as documents (Word), © Access, ch 4,
More Skills 11
format and filter, 418-419
grouping and sorting, 416-417
as HTML documents, © Access, ch 4,
More Skilb 12
introduction, 406
label, 420-421
layouts for, 410-411, 424-425
outcome, 405
parameter query, © Access, ch 4, More Skills 14
printing, 412-413
Report Wizard, 422-423
skill set, 404
themes for, 408-409
totals and labels added to, 426—427
Simple Query Wizard, 344-345
tables
table data for, 308-309
table relationships in, 322-325
tables in, 316-317
validating fields,© Access, ch 2, More Skills 11
wildcards for, 356-357
Yes/No data t y p e , © Access, ch 1, More Skills 14
date and time
Available formats button on, 81
as criteria (Access), 348-349
as data type (Access), 321,324
N O W function for, 282
Date Picker, 324-325
dates, in multiple worksheets (Excel), 240-241
decimal format, for percentages, 177
Decrease Decimal button, 184,208
default Quick Access Toolbar buttons, 37
deleting
cascading, 322,341
characters, 36
folders, 26
PowerPoint slides, 462, © PowerPoint, ch 1,
More Skills 13
text, 16
demonstrations
headers and footers, 27,55
SmartArt graphics, 157
workbooks (Excel), 191
Description field property, 319
design grid, 312
Design tab, on Ribbon
Create Graphic group in, 149
Date & Time button on, 81
Insert group in, 51
Options group in, 80
Table Styles group in, 112-113
Design view
database creation, 320-321
query changes, 312
query creation, 350-351
report layouts, 406,424-425
destination files, for OLE, 592
detail sheets, 254
diagrams, entity relationship, 320
dialog boxes
Address Block, 153
Column Width, 205
Convert Text to Table, © Word, ch 3, More Skills 13
Find and Replace, 77
Font, 24, 74, 118
Footnotes, 83
Insert File, 41
Open, 14
Options, 49
overview, 24-25
Page Setup, 188
Paragraph, 71, 109
Print Setting, 12
Save as, 15
Show readability statistics, 49
Source Manager, 84-85, 87
Table Properties, © Word, ch 3, More Skills 13
Word Options, 49
Different First page check box, 80
digital camera, 100
displayed value, of cells, 172
distribution of documents ( W o r d ) , © Word, ch 4,
More Skills 13
division (Excel), 176-177,207
Document Inspector, © Word, ch 4, More Skills 13
document properties
documents (Word), 8 8 , © Word, ch 2, More Skills 14
workbooks (Excel), 190,©Excel, ch 1, More Skills 14
document themes, workbook, 204
documents (Word). See also Office functions, common
features; Office functions, integrating
Access data exported to, 630-631
Access reports exported to, 428, © Access, ch 4,
More Skills 11
blank, 6
borders and shading, 144-145
clip art, 146-147
Clipboard for, © Word, ch 1, More Skills 13
column formats, 136-139
comparing, 634, © Integrated Projects, ch 2,
More Skills 14
creating, 30-63
assessment, 55-57
collect and paste for, © Word, ch 1, More Skills 13
editing text, 36-37
entering text, 34-35
fonts for, 42-43
footers, 50-51
graphics for, 44—45
inserting text from other documents, 40-41
online Help skills for, 55
outcomes, 31
printing and saving, 52-53
selecting text, 38-39
skills for, 30
spelling and grammar checking, 46-47
thesaurus and proofing, 48-49
distribution of, 156, © Word, ch 4, More Skills 13
drop caps for, 122, © Word, ch 3, More Skills 14
Excel data copied to, 224, © Excel, ch 2,
More Skills 13
Excel data linked to, 628-629
Excel PivotCharts for, 6 3 4 , © Integrated Projects, ch 2,
More Skills 11
Skills for Success with Microsoft5 Office 2010 | Index 657
documents (Word) continued
formatting and organizing, 64-97
alignment and indents, 70-71
assessment, 89-91
AtitoCorrect entries recording, © Word, ch 2,
More Skills 11
AutoFormat for numbered lists, © Word, ch 2,
More Skills 12
bibliographies, 86-87
bulleted and numbered lists for, 78-79
citations, 84—85
customized lists, © Word, ch 2, More Skills 13
document properties, © Word, ch 2, More Skills 14
finding and replacing text in, 76-77
footnotes, 82-83
Format Painter for, 74-75
headers and footers, 80-81
introduction, 66
line and paragraph spacing, 72-73
margins, 68-69
outcome, 65
skill set, 64
graphics for
assessment, 123-125
inserting, 102-103
introduction, 100
outcome, 99
resizing and moving, 104-105
skill set, 98
styles and effects for, 106-107
heading styles, 580-581
hyperlinks to Excel and PowerPoint, 634, © Integrated
Projects, ch 2, More Skills 12
mail merge
labels for, 152-153
previewing and printing, 154-155
Access data for, 576, 594-597
outlines, 1 5 6 , © W o r d , ch 4, More Skills 12
PowerPoint objects for, 632-633
PowerPoint outlines for, 626-627
PowerPoint shapes for, 588-589
presentation slides from outlines of, 496,
© PowerPoint, ch 1, More Skills 13
to presentations (PowerPoint), 582-583
Quick Styles, 142-143
resumes, 156, © Word, ch 4, More Skills 11
saved as web pages, 156
screen captures inserted in, © Word, ch 1,
More Skills 14
SmartArt graphics, 148-151
splitting screen, © Word, ch 1, More Skills 11
starting, 6 – 7
SUBTOTAL function data linked to, 5 9 8 , © Integrated
Projects, ch 1, More Skills 11
symbols inserted in, © Word, ch 1, More Skills 12
tables
assessment, 123-125
creating, 114—115
existing lists as, 122
existing lists for, © Word, ch 3, More Skills 13
introduction, 100
outcome, 99
rows and columns added to, 116-117
skill set, 98
styles for, 112-113
text in cells of, 118-119
tabs for
assessment, 123-125
introduction, 100
outcome, 99
setting, 108-109
skill set, 98
text entering with, 110-111
text boxes for, 122, © Word, ch 3, More Skills 11
text effects for, 122,140-141, © W o r d , ch 3,
More Skills 12
text moved between, 578-579
as Web pages, © Word, ch 4, More Skills 14
$ (dollar sign, active cell symbol), 283
dot leader, for tabs, 109
double-spacing, 72
down spin arrow, 69,138
drill-down indicator, 619
drop caps, 122, © Word, ch 3, More Skills 14
Drop Shadow Rectangle style, 22
duplicate records, 360, © Access, ch 2, More Skills 12
duration of animations, 560-561
Duration up spin arrow, 457,560
editing
comments, 224, © Excel, ch 2, More Skills 11
Editing Group for, 18, 77,180
Enable Editing button for, 15
presentations, 444-445
text, 36-37
text entering and, 16-17
workbook data, 184-185
effects
font, 75
for pictures, 514-515
in PowerPoint, 446, 456-457
elements, PowerPoint, 442
em d a s h , © W o r d , ch l.More Skills 12
embedded charts, 210
embedded objects, for OLE, 592
embedding data, 628-629
End key, 36
endnotes, 8 2 – 8 3
Enter key, 40
entity relationship diagram (ERD), 320
Entrance effect, in animations, 556
envelopes, 594-595
= (equal sign), 174,278
error values (Excel), 202,206-207
Excel 2010. See workbooks (Excel)
Exit effect, in animations, 556
explode pie charts, 218-219
Export Wizard, in Access, 630
expressions (Access), 353,426
external references, 592,612,620-621
F
field properties, 318-319
field size, 319
fields, 51
calculated, 352-353
in databases, 308-309
in queries, 338
validating, 394, © Access, ch 2, More Skills 11
FileName field, 51
files
extensions for, 578
File tab, 13,25, © Word, ch 2, More Skills 14
organizing, © Common Features, More Skills 13
Rich Text Format (RTF), 626-627,630-631, © Access,
ch 4, More Skills 11
sharing, 508
Windows Live SkyDrive for, © Common Features,
More Skills 14
fill color, 487
fill handles, 182-183,254
fills, gradient, 520-521
filter drop-down list, 590
filtering
data, 288-289
datasheets, 338,342-343
queries (Access) as, 312-313
reports, 418-419
tables, 590
Find and Replace command
for datasheets and queries, 340-341
dialog box for, 77
658 Index | Skills for Success with Microsoft* Office 2010
for Excel functions and tables, 282-283
find duplicate query, © Access, ch 2, More Skills 12
Find Unmatched Query Wizard, © Access, ch 2,
More Skills 13
Find What box, 77
Fine Name box, 15
first line indent, 71
floating objects, 105
flyers, 134,136
folders, overview of, 26
Font button arrow, 42
Font dialog box, 24,74,118
Font dialog box launcher, 24
Font group, 24,140
Font Size arrow, 4 2 ^ 3
Font Size button, 83
fonts
color of, 488-489
document, 42-43
PowerPoint, 446
styles for, 42
themes for, 480-481
footers
creating, 50-51
in documents, 55, 57, 80-81
in workbooks, 186-187
in presentation notes, 495
in presentations, 458-459
in reports, 423
footnotes, 82-83
foreign key, of tables, 321
Format Painter, 74-75,418,494-495
Format tab, on Ribbon for, 22,45,105
formatting. See also documents (Word); presentations
(PowerPoint)
databases (Access)
conditional, 386-387
datasheets, 346-347
forms, 376-377
reports, 418-419
documents (Word)
marks for, 34
templates,® Word, ch 4, More Skills 11
text, 38
slides (PowerPoint)
charts, 552-553
pictures in presentations, 452-453
text in presentations, 446-447
text, 20-21
worksheets (Excel)
clearing, 242-243
conditional, 280-281, 386-387
large worksheets, 290-291
numbers in charts, 208-209
prebuilt, © Excel, ch 1, More Skills 13
workbook data, 184-185
forms (Access)
assessment, 395-397
Blank Form tool for, 380-381
combo boxes for, 394, © Access, ch 2, More Skills 12
conditional formatting for, 386-387
data modified by, 378-379
database, 304,310-311
Form Wizard, 374-375, 388
Input masks for, 384-385
Layout view for formatting, 376-377
layouts customized for, 382-383
multiple item, 394, © Access, ch 2, More Skills 13
one-to-many, 388-391
outcome, 371
queries to create, 392-393
skills set, 370
Formula Auditing group, 188-189
Formula AutoComplete (Excel), 174, © Excel, ch 1 ,
More Skills 12
formula bar, on worksheets, 172,175,177, 184
formulas. See also functions
absolute cell references in, 206-207
addition, 174-175
division, 176—177
fill handle to copy, 182-183
math operators in, 248-249
multiplication, 176-177
range names for, © Excel, ch 1, More Skills 12
referring to other worksheets, 254-255
subtraction, 174-175
Word tables to Excel for, 586
frames, 106
Free-form Snip, © Common Features, More Skills 11
Freeze Panes command, 284—285
Full-screen S n i p , © Common Features, More Skills 11
functions. See also formulas; tables
assessment, 293-295
AVERAGE, 272-273
borders added to cells with, 276-277
conditional formatting for, 280-281
fill handle to copy, 182-183
Find and Replace command, 282-283
Freeze Panes command, 284-285
IF, 278-279
introduction, 270
M A X , 274-275
M I N , 274-275
N O W , 282-283
outcomes, 269
P M T (payment), 292, © Excel, ch 4, More SkUls 12
ranges moved with, 276-277
skill set, 268
S U M , 180-181,272-273
text rotated of cells with, 276-277
Future value (Fv) of loans, P M T (payment) function for,
© Excel, ch 4, More Skills 12
galleries
Bibliography, 84
borders, 120,144
Cell Styles, 179
footer, 50
Header & Footer, 80
Margins, 68-69
margins, 186
Page Number, 80
of Picture Styles, 22
Table Styles, 112
Text Effects, 141, © W o r d , ch 3, More Skills 12
General number format, 208
Goal Seek (Excel), 292, © Excel, ch 4, More Skills 14
gradient fills, 520-521
grammar checking, 46—47
graphics
documents (Word)
assessment, 123-125, 531-533
clip art, 134, 146-147, 512-513
in documents, 44—45
inserting, 102-103
introduction, 100, 508
outcome, 99, 507
resizing and moving, 104-105
SmartArt, 134, 148-151
styles and effects for, 106-107
slides (PowerPoint)
adding shapes, 522-523
alignment of, 520-521
assessment, 531-533
clip art, 134,512-513
gradient fills, 520-521
inserting, sizing, and moving shapes, 516-517
picture borders and effects, 514-515
in presentation slides, 510-511
shapes of pictures, 514-515
shapes of text, 518-519
SmartArt, 522-525
Skills for Success with Microsoft1 Office 2010 | Index 659
graphics, slides (PowerPoint) continued
video files, 526-529
skill set, 98, 506
grayscale, 484,528
> = (greater than or equal to comparison operator),
278
> (greater than comparison operator), 278
green wavy lines, in proofing, 46
Gregg Reference Manual, The (Sabin), 66,68
gridlines, 12,153,186,213
grouping
graphics, 520—521
multiple worksheets (Excel), 236,246-247,250-251
queries (Access), 358-359
reports, 416-417
saved as picture files, 530, © PowerPoint, ch 3,
More Skills 12
guides, alignment, 516
handouts, presentation, 458—459
hanging indents, 86, © Word, ch 3, More Skills 13
hard drive, 10. See also saving files
headers and footers
in charts, 215
demonstration of, 27
in documents, 50, 5 5 , 5 7 , 8 0 – 8 1
in Elements group, 186, 255
in presentation notes, 495
in presentations, 458-459
in reports, 423
in workbooks, 204
heading fonts, 481
heading styles, 7 , 1 3 , 2 0 , 5 8 0 – 5 8 1
headings, column and row, 178
help. See Microsoft Office Help; online help skills
Hierarchy layout, 522
highlighting, 24
H o m e key, 3 6 , 3 9 , 4 3
Home tab, on Ribbon
Alignment group, 173,176
Clipboard group, 74-76,177
Editing group, 18, 77
Font group, 24, 42, 74,140
Paragraph dialog box on, 109
Paragraph group, 34, 70-72, 7 8 , 1 4 0 , ® Word, ch 2,
More Skills 13
Styles group, 7 , 1 3 , 2 0 , 3 6 , 3 8 , 1 4 2
horizontal alignment, 70
H T M L documents, Access reports as, 428, © Access,
c h 4 , More Skills 12
hyperlinks
in documents as Web pages, © Word, ch 4,
More Skills 14
Hyperlink data type, 3 2 6 , © Access, ch 1,
More Skills 14
inserting in cells, 258, © Excel, ch 3, More Skills 14
in Microsoft Office Help, © Common Features, ch 1,
More Skills 12
in presentations, 564, © PowerPoint, ch 4,
More Skills 12
between Word, Excel, and PowerPoint, 634,
© Integrated Projects, ch 2, More Skills 12
I
I F function (Excel), 278-279
Illustrations group, 2 2 , 4 4 , 1 0 2 – 1 0 3 , 1 4 6
I m p o r t Spreadsheet Wizard, © Access, ch 1,
More Skills 12
Include Office.com content check box, 44
Increase Decimal button, 184,209
indentation
hanging, 86, © Word, ch 3, More Skills 13
Increase Indent button, 2 1 , 7 8 – 7 9 , © Word, ch 2,
More Skills 13
paragraph, 66, 70—71
Info page, © Word, ch 2, More Skills 14
inline images, 146
Input masks, 384-385
Insert File dialog box, 41
Insert Footnote button, 82
Insert tab, on Ribbon, 22
Header 8c Footer group, 50, 80
Illustrations group, 44, 102-103, 146
Quick Parts button, 51,81
Tables group, 114
Text group, 40, 103, © W o r d , ch 3, More Skills 14
inserting
chart comments, 224, © Excel, ch 2, More Skills 11
clip art into documents, 44, 134,146-147, 158
columns into worksheets, 191
data into worksheets, 172-173
footers
into documents, 50, 55, 57, 80-81
into slides, 458-459
into reports, 423
into workbooks, 204
graphics into documents (Word), 102-103
graphics into slides (PowerPoint), 514-515
headers
into documents, 50, 55, 57, 80-81
into slides, 458-459
hyperlinks into slides
multiple worksheets, 252-253
pictures into slides, 452-453
rows
into worksheets containing formulas, 183
into document tables, 116—117
shapes into slides, 516-517
SmartArt
graphics into documents, 134, 148-149
organization charts into slides,
slides and layouts into presentations, 450-451
tables into slides, 544-545
text from other documents, 40-41
textboxes
into documents 122, © Word, ch 3,More Skills 11
into pie charts, 218-219
into presentations, 518-519
worksheets, 252-253
insertion point
in blank document, 7,9
Ctrl (control) key to move, 36, 39,43
movement of, 35
integrating Office functions. See Office functions,
integrating
integrity, referential, of tables, 322,341
IntelliSense, 348
Intense Quote Quick Style, 162
interest payments, 292, © Excel, ch 4, More Skills 12
Internet Explorer, 89,191
italic font style, 42—43
Jump List, 10
junction tables, 323
justified alignment, 70
K
Key Tips, 23
keyboard shortcuts, 36-37,462, © PowerPoint, ch 1,
More Skills 12
L
label reports, 406,420-421
labels
category, 550
of charts, 210, 213, 215, 257
data, 555
on forms, 376
line chart, © Excel, ch 3, More Skills 12
mail merge, 152—153
in reports, 426-427
Sheet tabs, 220
660 Index | Skills for Success with Microsoft* Office 2010
http://Office.com
landscape orientation, 69,188
Layout gallery, 450
Layout view, 313,376-377
layouts
of forms, 382-383
of presentations, 450-451
of reports, 406,410-411,424-425
single form, 310
SmartArt types of, 522,524-525
of tables, 546-547
leader characters, for tabs, 109
left alignment button, 70
legends, of charts, 211,213,257
< = (less than or equal to comparison operator), 278
< (less than comparison operator), 278
libraries, b u l l e t , ® Word, ch 2, More Skills 13
line breaks, 73
line charts, 2 1 3 , 2 5 8 , ® Excel, ch 3, More Skills 12
line spacing, 72-73,143
linked objects, for OLE, 592
lijiking data, OLE for, 592-593
list layout, 522
list level, 444, ® PowerPoint, ch 1, More Skills 11
lists
bulleted, 66, 78-79
in combo boxes for forms, ® Access, ch 2,
More Skills 12
customized, 88, ® Word, ch 2, More Skills 13
numbered, 66, 78-79,88, © Word, ch 2,
More Skills 12
in presentations, 490-491
for tables, 122
tabs for, 100
Live Preview
of cell styles, 179
of drop caps,® Word, ch 3, More Skills 14
of formatting, 474
of graphic effects, 151
of headings, 7
of themes, 310
locations, presentations designed for, 462,
® PowerPoint, ch 1, More Skills 14
logical criteria, 354-355
logical function, 278
logical operators, 355
logical test, in functions, 278
M
macro actions, ® Access, ch 2, More Skills 14
macros, 3 0 7 , 3 9 4 , ® Access, ch 2, More Skills 14
Macros & Code group, 616
mail merge. See also name tags
integrating Office functions in, 576, 594—597
labels for, 134,152-153
previewing and printing, 154-155
main document, for mail merge, 152,594
Manage Sources button, 8 4 - 8 6 , 9 1
manual line break, 73
manual page break, 73
many-to-many relationship, of tables, 323
margins
chart, 223
document, 6 6 , 6 8 - 6 9
gallery of, 138
Margins button, 12
worksheet, 186
master slides, 496, ® PowerPoint, ch 1, More Skills 11
math operators in formulas, 248-249
Matrix layout, 522
M A X function (Excel), 274-275
Maximize button, 6,12
Memo data type, 318
menus, shortcut, 24-25
Merge & Center button, 173,176
Merge Cells button, 119
metadata, ® Word, ch 4, More Skills 13
Microsoft Office Help, 26,49, ® Common Features, ch 1,
More Skills 12
Microsoft Office Online, ® Excel, ch 1, More Skills 11
M I N function (Excel), 274-275
M i n i toolbar
Bold button on, 68
display of, 17
Font Size on, 83,219
Point Size arrow on, 21
Minimize button, 9
moving
objects with the Clipboard, 588
data in worksheets, 244-245
graphics in documents, 104-105
multiple worksheets, 252-253
pictures, 492-493
ranges of cells, 276-277
shapes in slides, 516-517
text between documents, 578-579
multiple item forms, 394, ® Access, ch 2,
More Skills 13
multiple windows, opening, 8-9
multiplication formula (Excel), 176-177
N
name tags, 596-597
names
cell range (Excel), ® Excel, ch 1, More Skills 12
external references and, 620
file, 4
navigating
Office functions, 6-7
slide shows, 562-563
toolbar for, 562
Navigation group, 186
Navigation Pane, 10,14-15
Navigation Pane Search box, 76
New folder button, 10
newsletters, 134,136
No Spacing button, 36,38
nonprinting characters, 34
Normal view, 187,440,444,460,462, ® PowerPoint,
ch 1, More Skills 13
< > (not equal to comparison operator), 278
notes, presentation, 460-461
Notes Pane (PowerPoint), 442
N O W function (Excel), 282-283
nudging objects, 107,147,519
Number data type, 318
Number group, 184
# (number sign placeholder character), 384
number values, of worksheet cells, 171
numbered lists
AutoFormat f o r , ® Word, ch 2, More Skills 12
creating, 78-79
in presentations, 490-491
purpose of, 66
Numbering button arrow, ® Word, ch 2, More Skills 13
numbers (Excel), 208-209. See also charts
Object button arrow, 40, 103
object
collecting, 54
databases (Access)
definition and examples of, 3 0 6 – 3 0 7
exporting to Word, ® Access, ch 4, More Skills 11
exporting to H T M L ® Access, ch 4, More Skills 12
i m p o r t i n g ® Access, ch I, More Skills 12
labels, 4 2 6 – 4 2 7
Navigation Pane, 307
queries. See queries
floating, 105
insertion of, 40
nudging, 107
order of, 530, ® PowerPoint, ch 3, More Skills 13
in presentations, 492-493
Skills for Success with Microsoft* Office 2010 | index 661
Office Clipboard. See Clipboard
Office functions, common features, 2-28
assessment, 28-29
dialog boxes, 24-25
multiple windows open, 8-9
navigating, 6—7
online help skills, 27
opening files, 14—15
outcome, 3
printing files, 12-13
Ribbon tabs, 22-23
saving files, 10-13
shortcut menus, 24-25
skill set, 2
starting, 6-9
student data file location, 5
text entering
cutting, copying, and pasting, 18-19
editing and, 16-17
formatting, 20-21
Office functions, integrating, 574-648
Access append query, 614-615
Access data exported to Excel, 616-617
Access data exported to Word, 630-631
assessment, 599-601,635-637
envelopes from Access data, 594-595
Excel data linked to Word, 628-629
Excel PivotTable for PowerPoint, 624-625
Excel PivotTable report, 618-619
Excel tables, 590-591
external references for Excel workbooks, 620-621
introduction, 576,612
nametags from Excel data, 596-597
OLE to link data, 592-593
outcomes, 575, 611
PowerPoint objects to Word, 632-633
PowerPoint outline for Word, 626-627
PowerPoint shape to Word and Excel, 588-589
presentations from documents, 582-583
shape insertion in presentations, 584-585
skill set, 574,610
SmartArt organization chart for PowerPoint, 622-623
text moving between documents, 578-579
Word heading styles, 580-581
Word tables to Excel workbooks, 586-587
Office PowerPoint Viewer, 564, © PowerPoint, ch 4,
More Skills 11
OLE (object linking and embedding) to link data,
592-593
O n Click animation timing, 558
One Page button, 151
one-to-many forms, 388-391
one-to-many relationship, of tables, 322-323
online help skills
databases (Access)
creating, 327
datasheets and queries, 361
forms, 395
reports, 429
documents (Word)
creating, 55
formatting and organizing, 89
graphics, tabs, and tables, 123
special formats, 157
Office functions, common features, 27
Office functions, integrating, 599,635
presentations (PowerPoint)
creating, 463
formatting, 497
graphics, 531
tables, charts, and animations, 565
workbooks (Excel)
charts, 225
creating, 191
functions and tables, 293
worksheets (Excel)
nudtiple, 259
Open dialog box, 14
opening files
in multiple windows, 8-9
overview, 14—15
workbooks, 204-205
OpenQuery action, © Access, ch 2, More Skills 14
operator precedence, 248
Options group, 80
OR logical operator, 355
organization charts, 258,622-623, © Excel, ch 3,
More Skills 11
organizing documents. See documents (Word)
organizing files, © Common Features, More Skills 13
orientation, document, 69
Outline tab (PowerPoint), 442,444,462, © PowerPoint,
c h l . M o r e Skills 11
Outline/RTF file format, 626-627
outlines
document, 156, © Word, ch 4, More Skills 12
PowerPoint outline for Word, 626-627
presentation slides from, 496, © PowerPoint, ch 1,
More Skills 13
P
padding controls, 419
page breaks, 40,73,187
page footers, 423
page headers, 423-424
Page Layout tab, on Ribbon
Page Setup group, 68, 136, 138,186, 188
Paragraph group, 72-73,78, 111,136, © Word, ch 3,
More Skills 11
Sheet Options group, 186
Themes group, 23
Page Layout view, 12
Page Layout view, of worksheets, 186
Page Number gallery, 80
Page Options button, 79
page settings, for workbooks, 186-187
Page Setup group, 12
charts, 223
Columns button in, 136
Margins button in, 138, 186
Margins gallery in, 68-69
Page width option button, 52
paperless office, 29
Paragraph command, 25
Paragraph dialog box, 24,71,109
Paragraph Dialog Box Launcher, 71
11 (paragraph mark), 7
Paragraph group, 21
paragraphs
documents (Word)
After down spin arrow, 136
After up spin arrow, 72-73
alignment of, 91
Bullets button, 78
Center burton, 140
formatting, 20-21
Increase indent button, © Word, ch 2, More Skills 13
Line and Paragraph spacing button, 72
Line spacing button, 78-79
Numbering button arrow, © Word, ch 2, More Skills 13
Show/Hide burton, 7, 34
Spacing button, 111,® Word, ch 3, More Skills 11
spacing of, 66, 72-73
parameter queries, 428, © Access, ch 4, More Skills 13,
© Access, ch 4, More Skills 14
pasting, 18-19,177,244-245
Percent Style button, 184
percentages, calculation of, 177
periods, one space after, 35
photo albums, 564, © PowerPoint, ch 4, More Skills 13
Picture button, 22,44
pictures. See also graphics
borders of, 514-515
662 Index | Skills for Success with Microsoft Office 2010
COMPRESSING, 530, ® POWERPOINT, CH 3, MORE SKILLS 11
EFFECTS FOR, 106,514-515
GROUP SAVED AS, 530, ® POWERPOINT, CH 3, MORE SKILLS 12
LAYOUT OF, 522
POSITIONING ORDER OF, ® POWERPOINT, CH 3,
MORE SKILLS 13
IN PRESENTATIONS, 452-453,484—485
SHAPES OF, 514-515
STYLES FOR, 22,453
PIE CHARTS, 202,213-219,554-555
PIVOTCHARTS (EXCEL), 634,® INTEGRATED PROJECTS, CH 2,
MORE SKILLS 11
PIVOTTABLE (EXCEL), 292,612,624-625, © EXCEL, CH 4,
MORE SKILLS 13
PLACEHOLDERS
# CHARACTER FOR, 384
IN PRESENTATIONS, 444,450,452,476
FOR TEXT, 149
PLASTIC WRAP EFFECT, 107
PMT (PAYMENT) FUNCTION (EXCEL), 292,® EXCEL, CH 4,
MORE SKILLS 12
POINT SIZE ARROW, 21
POINTS, FONTS SIZED IN, 42,446
PORTRAIT ORIENTATION, 69,188
POWERPOINT 2010. SEE PRESENTATIONS (POWERPOINT)
PRESENT VALUE (PV) OF LOANS, ® EXCEL, CH 4, MORE SKILLS 12
PRESENTATIONS (POWERPOINT). See also OFFICE FUNCTIONS,
COMMON FEATURES; OFFICE FUNCTIONS, INTEGRATING
CREATING, 438-471
assessment, 463-465
handouts for, 458-459
headers and footers in, 458-459
introduction, 440
notes for, 460-461
opening, viewing, and saving in, 442-443
outcomes, 439
skill set, 438
spell checking in, 448-449
DOCUMENTS TO, 582-583
EXCEL PIVOTTABLES FOR, 624-625
EXCEL TOTAL ROWS LINKED TO, 634, ® INTEGRATED PROJECTS,
CH 2, MORE SKILLS 13
FORMATTING, 472-505
assessment, 497-499
introduction, 474
new, 476-477
outcomes, 473
pictures and textures for, 484-485
skill set, 472
styles for, 482-483
text, 492-493
themes for, 478-479
WordArt for, 486-487
GRAPHICS IN, 506-539
alignment of, 520-521
assessment, 531—533
clip art, 512-513
gradient fills, 520-521
introduction, 508
outcomes, 507
picture shapes, borders, and effects, 514-515
shapes, 516-517, 522-523
skill set, 506
slides from other presentations, 510-511
SmartArt, 522-525
text in shapes, 518-519
video files, 526-529
HYPERLINKS TO EXCEL AND WORD, 634, ® INTEGRATED
PROJECTS, CH 2, MORE SKILLS 12
OBJECTS FOR WORD, 632-633
OUDINES FOR WORD, 626-627
SHAPES TO WORD AND EXCEL, 588-589
SLIDES
annotation of, 562
backgrounds, 482-485
bulleted lists, 490-491
character spacing, 488^89
color themes for, 480-481
font color, 488-489
font themes for, 480-481
Format Painter for, 494-495
inserted from other presentations, 598, ® Integrated
Projects, ch 1, More Skills 12
inserting and layouts in, 450—451
numbered lists, 490-491
objects, 492-493
picture inserting and formatting in, 452—453
sorter view in, 454—455
transitions in, 456—457
text editing and replacing in, 444—445
text formatting in, 446-447
SMARTART ORGANIZATION CHARTS FOR, 622-623
STARTING, 8-9
TABLES, CHARTS, AND ANIMATION, 540-573
animation effects, 556-557
animation removal, 560-561
animation timing, 558-559
assessment, 565-567
ch a rt for matt ing, 552-553
column charts, 550-551
introduction, 542
outcomes, 541
pie charts, 554-555
skill set, 540
slide show navigation, 562-563
table insertion, 544—545
table layouts, 546-547
table styles, 548-549
PREVIEWING
ACCESS REPORTS, 313-314
MAIL MERGE, 154-155
WEB PAGES, ® WORD, CH 4, MORE SKILLS 14
PRIMARY KEY, OF TABLES, 316,320
PRINCIPLE OF LOANS, ® EXCEL, CH 4, MORE SKILLS 12
PRINT LAYOUT BUTTON, 34
PRINT SETTING DIALOG BOX, 12
PRINTING
BACKSTAGE PRINT PAGE, 52
CHARTS, 222-223
DOCUMENTS, 52-53
GRIDLINES, 186
LABEL REPORTS, 420-421
MAIL MERGE, 154-155
NONPRINTING CHARACTERS, 34
NOTES FOR PRESENTADONS, 460-461
OVERVIEW, 12-13
PRINT PREVIEW, 188,313
REPORTS, 313-314,412-413
WORKBOOKS, 187
WORKSHEET AREAS, 258, ® EXCEL, CH 3, MORE SKILLS 13
WORKSHEETS, 188-189
PROCESS LAYOUT, 522
PROOFING
AUTOCORRECT, 88, ® WORD, CH 2, MORE SKILLS 11
CHARTS, 223
DOCUMENTS, 48-49
SPELLING AND GRAMMAR, 47,49, 185
THESAURUS, 48
UNDERLINES FOR, 46—47
PROPERTIES, DOCUMENT, 88, ® WORD, CH 2, MORE SKILLS 14
PROPERTIES BUTTON, 113
PROTECTED VIEW, 15
PYRAMID LAYOUT, 522
Q
QUERIES (ACCESS). SEE also DATABASES (ACCESS) AND CRITERIA
CALCULATED FIELDS FOR, 352-353
CROSSTAB, 360, ® ACCESS, CH 2, MORE SKILLS 14
DATE AND TIME CRITERIA FOR, 348-349
DESIGN VIEW TO CREATE, 350-351
EXPORTING TO OTHER FILE FORMATS, 360, ©ACCESS, CH 2,
MORE SKILLS 11
FIELDS IN, 338
Skills for Success with Microsoft4 Office 2010 | Index 663
queries (Access) continued
to filter data, 304,312-313
find and replace data in, 340-341
find duplicate, © Access, ch 2, More Skills 12
Find Unmatched Query Wizard, ©Access, ch 2,
More Skills 13
forms from, 372,392-393
group and total, 358-359
logical criteria for, 354-355
parameter, 428, © Access, ch 4, More Skills 13,
© Access, ch 4, More Skills 14
reports based on, 408-409
Simple Query Wizard, 344-345
wildcards for, 356-357
query design workspace, 312
? (question mark) wildcard, 357
Quick Access Toolbar
default buttons on, 37
in Excel, 8
saving files on, 11, 17, 21, 35
Undo button on, 17, 104
in Word, 7
Quick Info box, 348
Quick Parts button, 51,81
Quick Start data types, 316
Quick Styles, 142-143
R
random access memory ( R A M ) , 10
ranges
of cells, 173
names of, in workbook formulas, 190,©Excel, ch 1,
More Skills 12
range finder for, 206
ranges of cells, 276-277
tables converted to, 290-291
rate of interest, © Excel, ch 4, More Skills 12
read-only mode, 14
readability statistics, 49
Reading view, in PowerPoint, 440,563
records
in databases, 308
duplicate, 3 6 0 , © Access, ch 2, More Skills 12
in reports, 406
unmatched, 360, © Access, ch 2, More Skills 13
Rectangular Snip, © Common Features, More Skills 11
red wavy lines, in proofing, 46
References tab, on Ribbon, 82-84,86
referential integrity, of table relationships, 322,341
reflection effects, 1 0 6 , © Word, ch 3, More Skills 12
• (registered symbol), © Word, ch 1, More Skills 12
reinforcing messages, in presentations, © PowerPoint,
ch 3, More Skills 14
relational databases, 320
Relationship layout, 522
relationships of tables (Access), 320-323
relative cell reference (Excel), 182
renaming folders, 26
repairing databases, 326, © Access, ch 1,
More Skills 11
Replace button, 77
replacing text, 16, © Word, ch 2, More Skills 11
report footer, 423
report header, 423
reports (Access), 404-437
Blank Report tool, 414-415
database (Access), 304, 314-315
Design view for layouts for, 424-425
as documents (Word), 428, © Access, ch 4,
More Skills 11
formatting and filtering, 418—419
grouping and sorting, 416-417
as H T M L documents, 428, © Access, ch 4,
More Skills 12
label, 420^121
layouts for, 410-411
for parameter queries, 428, © Access, ch 4,
More Skills 14
printing, 412-413
Report Wizard, 4 2 2 ^ 2 3
themes for, 408-409
totals and labels added to, 426-427
Research task pane, 48
Restore Down button, 9
Results should be arrow, 44
resumes, 1 3 1 , 1 5 6 , © W o r d , c h 4, More Skills 11
Reuse Slides Pane, 5 1 1 , 5 1 7 , © Integrated Projects,
ch l , M o r e Skills 12
Review tab, 47-48,185,223
Ribbon tabs
Design, 51,80,112-113,149
File, 13, 25
Format, 22,45,105
Home, 7, 18, 2 4 , 3 4 , 3 6 , 3 8 , 4 2 , 7 0 – 7 2 , 74-78,109,
140,142, 173, 1 7 6 – I 7 7 , © W o r d , c h 2 ,
More Skills 13
Insert, 22,40, 44, 5 0 , 8 0 – 8 1 , 102-103, 114, 146.
© Word, ch 3, More Skills 14
overview, 22-23
Page Layout, 23, 68, 72-73, 111, 136, 186, 188,
© Word, ch 3, More Skills 11
Paragraph group, 21
References, 82-84,86
Review, 4 7 ^ 8 , 1 8 5 , 2 2 3
View, 12, 23,45, 151
Rich Text Format (RTF) files, 626-627,630-631,
© Access, ch 4, More Skills 11
right alignment button, 70
right-clicking, 25
rotating
Excel cells with functions, 276-277
pie charts, 216-217
rows
headings of, 178
inserting and deleting workbook, 191
table, 116-117
Ruler check box, 45
rules, top and bottom, © Excel, ch 4, More Skills 11
s
Sabin, W i l l i a m A., 66
Save Snip button, © Excel, ch 1, More Skills 14
saving files
as documents, 52-53
documents as Web pages, © Word, ch 4, More Skills 14
File tab for, 25
naming tiles and, 4
in new folders, 10—11
in other formats, 52-53
presentation templates,©PowerPoint,ch 1,
More Skills 12
presentations, 442-443
printing and, 12-13
Quick Access Toolbar for, 19, 21,35,37
Save as for, 10-11,14-15
as web pages, 156
to Windows Live SkyDrivc, 26, © Common Features,
More Skills 14
scaling worksheets, 188-189,291
screen captures, 54, © Common Features,
More Skills 1 1 , © W o r d , ch 1,More Skills 14
Screen Tips, 22,178
scrolling, synchronous, 579
searching Excel tables, 288-289
security warnings, 306,340,374
Select button, 18
selecting text, 38-39
separator characters,© Word, ch 3, More Skills 13
serial numbers, 240
series data, 224, © Excel, ch 2, More Skills 14
shading, 134,144-145,276
Shadow effects, 216
Shape Height down spin arrow, 105
664 Index | Skills for Success with Microsoft Office 2010
S H A P E S
D O C U M E N T S ( W O R D )
Shape Width box for, 106
Styles group for, 150-151
SLIDES ( P O W E R P O I N T )
effects for, 584
inserting, sizing, and moving, 516-517
of pictures, 514-515
positioning order of © PowerPoint, ch 3, More Skills 13
in presentations, 522-523, 584-585
text in, 518-519
to Word and Excel from PowerPoint, 588-589
WORKSHEETS ( E X C E L )
in organization charts, 622
Shape Effects button for, 216-217
Styles group for, 217
S H A R E D W O R K B O O K S ( E X C E L ) , © INTEGRATED P R O J E C T S , C H 1 ,
M O R E SKILLS 1 4
S H E E T O P T I O N S G R O U P , 1 8 6
SHEET T A B S , 2 2 0 , 2 3 8 – 2 3 9 , 2 5 2 – 2 5 3
SHORTCUT M E N U S , 2 4 – 2 5 , 5 8 0
S H O W D O C U M E N T P A N E L , © W O R D , C H 2 , M O R E SKILLS 1 4
S H O W F O R M U L A S B U T T O N , 1 8 8 – 1 8 9
S H O W G R O U P , 4 5
S H O W READABILITY STATISTICS DIALOG B O X , 4 9
S H O W / H I D E B U T T O N , 7 , 3 4
S I M P L E Q U E R Y W I Z A R D , 3 4 4 – 3 4 5
SINGLE F O R M LAYOUT, 3 1 0
S I N G L E – S P A C I N G , 7 2
S I Z E G R O U P , 1 0 5
S I Z I N G H A N D L E S , 1 0 4 , 1 4 7 , 4 5 2
SLIDE M A S T E R S , 4 9 6 , © P O W E R P O I N T , C H 1 , M O R E SKILLS 1 1
S L I D E P A N E ( P O W E R P O I N T ) , 4 4 2
S L I D E S H O W V I E W ( P O W E R P O I N T ) , 4 4 0 , 4 5 6 — 4 5 7
SLIDE S H O W S , N A V I G A T I O N OF, 5 6 2 – 5 6 3
S L I D E SORTER V I E W ( P O W E R P O I N T ) , 4 4 0 , 4 5 4 – 4 5 5
SLIDES
ANNOTATION OF, 5 6 2
B A C K G R O U N D S , 4 8 2 – 1 8 5
BULLETED LISTS, 4 9 0 ^ 1 9 1
CHARACTER S P A C I N G , 4 8 8 – 4 8 9
CHARTS
assessment, 565-567
clustered bar, 256-257
clustered cylinder, 592
column, 550-551
formatting, 552-553
introduction, 542
outcomes, 541
pie, 554-555
skill set, 540
COLOR T H E M E S FOR, 4 8 0 – 4 8 1
FONT COLOR, 4 8 8 – 4 8 9
FONT T H E M E S FOR, 4 8 0 – 4 8 1
F O R M A T PAINTER FOR, 4 9 4 – 4 9 5
FORMATTING
charts, 552-553
pictures in presentations, 452-453
text in presentations, 446-447
G R A P H I C S
adding shapes, 522-523
alignment of, 520-521
assessment, 531-533
clip art, 134, 512-513
gradient fills, 520-521
inserting, sizing, and moving shapes, 516-517
picture borders and effects, 514-515
in presentation slides, 510-511
shapes of pictures, 514—515
shapes of text, 518-519
SmartArt, 522-525
video files, 526-529
H E A D E R S , 4 5 8 – 4 5 9
INSERTED F R O M OTHER P R E S E N T A T I O N S , 5 9 8 , © INTEGRATED
PROJECTS, CH L . M O R E SKILLS 1 2
INSERTING A N D LAYOUTS I N , 4 5 0 – 4 5 1
N U M B E R E D LISTS, 4 9 0 – 4 9 1
OBJECTS, 4 9 2 – 4 9 3
PICTURES
inserting, 452-453
moving, 492—493
SORTER V I E W I N , 4 5 4 – 4 5 5
S H A P E S
effects for, 584
inserting, sizing, and moving, 516-517
of pictures, 514-515
positioning order of, © PowerPoint, ch 3,
More Skills 13
in presentations, 522-523, 584-585
text in, 518-519
to Word and Excel from PowerPoint, 588-589
TABLES
inserting, 544-545
modifying layouts, 546-547
applying styles, 548-549
TRANSITIONS I N , 4 5 6 — 1 5 7
TEXT
editing and replacing, 444—445
formatting, 446-447
in Outline tab in PowerPoint, 462, © PowerPoint,
ch I, More Skills 11
in shapes, 518-519
in SmartArt, 522-525
in presentations, 444—447, 492-493
WordArt for, 486-487
S L I D E S TAB ( P O W E R P O I N T ) , 4 4 2
S M A L L C A P S , A S FONT EFFECT, 7 5
S M A R T A R T G R A P H I C S
C O P I E D B E T W E E N A P P L I C A T I O N S , 6 3 2 – 6 3 3
I N D O C U M E N T S
Cycle, 163
demonstration of, 157
formatting, 150-151
inserting, 134, 148-149
ORGANIZATION CHARTS, 6 2 2 – 6 2 3 , © EXCEL, C H 3 ,
M O R E SKILLS 1 1
I N P R E S E N T A T I O N S , 5 0 8 , 5 2 2 – 5 2 5
I N W O R K B O O K S , © EXCEL, C H 1 , M O R E SKILLS 1 3
S N I P P I N G T O O L
I N D O C U M E N T S , © W O R D , C H 2 , M O R E SKILLS 1 1 ,
M O R E SKILLS 1 4
O V E R V I E W , 2 6
SCREEN C A P T U R I N G W I T H , © C O M M O N FEATURES,
M O R E SKILLS 1 1
I N W O R K B O O K S , © EXCEL, CH 1 , M O R E SKILLS 1 4
S O R T I N G
DATASHEETS, 3 4 2 – 3 4 3
REPORTS, 4 1 6 – 4 1 7
SLIDE SORTER V I E W , 4 4 0 , 4 5 4 – 4 5 5
TABLES, 2 8 6 – 2 8 9
S O U N D EFFECTS, © P O W E R P O I N T , C H 4 , M O R E SKILLS 1 4
S O U R C E FILES, FOR O L E , 5 9 2
S O U R C E M A N A G E R D I A L O G B O X , 8 4 – 8 5 , 8 7
S P A C I N G
AFTER D O W N S P I N ARROW, 1 1 1
AFTER P E R I O D S , 3 5
CHARACTER, 4 8 8 – 4 8 9
C O L U M N , 1 3 9
LABEL, 1 5 4
LINE, 7 2 – 7 3 , 1 4 3
N O S P A C I N G B U T T O N , 3 6
P A R A G R A P H , 7 2 – 7 3
S P A C I N G ARROW, 2 4 – 2 5
I N TEXT B O X E S , © W O R D , CH 3 , M O R E SKILLS 1 1
S P A R K L I N E S , 2 8 0 – 2 8 1
S P E C I A L B O X A R R O W , 7 1
S P E C I A L CHARACTERS, 5 4 . See also N U M B E R S A N D S Y M B O L S
(AT I N D E X B E G I N N I N G )
SPELL C H E C K I N G
A U T O C O R R E C T FOR, 8 8 , © W O R D , CH 1 , M O R E SKILLS 1 1
CHARTS, 2 2 3
O V E R V I E W , 4 6 — 1 7
P R E S E N T A T I O N S , 4 4 8 — 4 4 9
Skills for Success with Microsoft Office 2010 | Index 665
spell checking continued Spelling & Grammar button, 49 worksheets (Excel), 185 spin arrows After down, 111,® Word, ch 3, More Skills 11 After up, 72-73, 78-79 Before down, 154 Duration up, 457, 560 Shape Height down, 105 Before up, 25 split bar, © Word, ch 1, More Skills 11 splitting Word screen, 54, © Word, ch 1, More Skills 11 spreadsheets. See also workbooks (Excel); worksheets (Excel) description of, 170 Import Spreadsheet Wizard for, ©Access, ch 1, More Skills 12 starting, 8-9 starring Office functions, 6-9 statistical functions, 272. See also functions statistics, summary, 358,426 Status bar (PowerPoint), 442 step text, 79 styles chart, 553 graphics, 106-107 heading, 580-581 No Spacing button, 36, 38 overview, 7, 13, 20 presentation background, 482-483 Quick Styles, 142-143 Shape Styles group, 150 SmartArt, 524-525 table, 100,112-113,542, 548-549 video, 528-529 WordArt, 584 workbook cells, 178-179, 184-185 subdatasheets, 324 subforms, 388 subheadings, 66 subordinate shapes, 622 SUBTOTAL function, in Excel, 598, © Integrated Projects, ch 1, More Skills 11 subtraction formula (Excel), 174-175 SUM function (Excel), 180-181,272-273,©Excel, ch 4, More Skills 13,® Integrated Projects, ch 1, More Skills 13 summary rows, in tables, 270 summary sheets, 254-255, ® Excel, ch 3, More Skills 14 summary statistics, 358,426 i (sum symbol), 180,273-274
superior shapes, 622 Surface effects, 216 Symbols. See also Numbers and Symbols anchor symbol (Word), 105 inserting, 54, © Word, ch 1, More Skills 12 synchronous scrolling, 579 synonyms, 449
T Table Column Width down spin arrow, 119 tables (across Office functions) assessment, 565-567 Excel total rows linked to PowerPoint, 634, © Integrated Projects, ch 2, More Skills 13 inserting, 544-545 introduction, 542 layouts for, 546-547 outcomes, 541 skill set, 540 styles for, 548-549 from Word to Excel workbooks, 586-587 tables databases (Access)
creating, 316-317
data in, 308-309
datasheets of, 338
forms and, 372
properties assigned to, 304
relationships between, 322-325 documents (Word)
assessment, 123-125
creating, 114-115
existing lists for, 122, © Word, ch 3, More Skills 13
introduction, 100
outcome, 99
rows and columns added to, 116-117
skill set, 98
styles for, 112-113
text in cells of, 118-119 tables
inserting, 544—545
modifying layouts, 546-547
applying styles, 548-549 worksheets (Excel). See also functions
assessment, 293-295
borders added, 276-277
conditional formatting for, 280-281
converting to ranges, 290-291
creating and sorting, 286-287
Find and Replace command for, 282-283
Freeze Panes command for, 284-285
introduction, 270
outcomes, 269
PivotTable reports, 292, © Excel, ch 4, More Skills 13
search filter for, 288-289
skill set, 268
text rotated, 276-277
workbooks for, 590-591 table of contents, 626-627 tabs assessment, 123-125 introduction, 100 outcome, 99 setting, 108-109 skill set, 98 text entering with, 110-111 templates presentation, 476,496, © PowerPoint, ch 1, More Skills 12 resume, 156, ©Word, ch 4, More Skills 11 workbook, 190, © Excel, ch 1, More Skills 11 temporary memory (RAM), 10 text documents (Word)
collecting, 54
corrected as typed, © Word, ch 2, More Skills 11
cutting, copying, and pasting, 18-19
Drop Cap button for, © Word, ch 3, More Skills 14
editing, 36-37
entering, 34—35
finding and replacing, 76-77
Object button arrow, 40, 103
from other documents, 40—41
placeholder, 149
selecting, 38-39
step, 79
tab stops and, 110-111
in table cells, 118-119
Wrap Text button, 105, 147 editing, 16-17 formatting, 20-21 moved between documents, 578-579 Wrap Text button, 23 slides (PowerPoint)
in Outline tab in PowerPoint, 462, © PowerPoint,
ch 1, More Skills 11
in shapes, 518-519
in SmartArt, 522-525
in presentations, 444-447, 492-493
WordArt for, 486-487 worksheets (Excel)
aligning, 204-205, 446
666 Index | Skills for Success with Microsoft” Office 2010
in Excel active cells, 8
rotating, 276-277
truncated, in worksheet cells, 172
TEXT BOXES
IN COMBO BOXES FOR FORMS, © ACCESS, CH 2, MORE SKILLS 12
IN FORMS, 376
HEADING STYLES IN, 581
INSERTING, 122, © WORD, CH 3, MORE SKILLS 11
ON PIE CHARTS, 218-219
IN PRESENTATIONS, 518
RESIZING, 410
TEXT DATA TYPE, 316
TEXT EFFECTS, 122,140-141,221, © WORD, CH 3,
MORE SKILLS 12,® WORD, CH 3, MORE SKILLS 14
TEXT FROM FILE SELECTION, 41
TEXT PANE, 622
TEXT VALUES, OF WORKSHEET CELLS, 171
TEXT WRAPPING, 45,204-205
TEXTURES (SPECIAL EFFECTS), 106,484-^185
THEMES
DATABASES (ACCESS)
report, 408-409
DOCUMENTS (WORD)
color, 107,141,143-145,150
SLIDES (POWERPOINT)
changing, 478-479
applying font and color to, 480-481
THEMES GROUP, 23
WORKSHEETS (EXCEL)
cell style, 179
workbook, 190, © Excel, ch 1, More Skills 13
THESAURUS, 48-49,448^149
THREE-COLOR SCALES, © EXCEL, CH 4, MORE SKILLS 11
3-D EFFECTS, ON CHARTS, 216-217
3-D REFERENCE,® INTEGRATED PROJECTS, CH 1,
MORE SKILLS 13
THUMBNAILS
HEADER, 7,13,20
PRESENTATION, 443,454
THEME, 310
TIME AND DATE CRITERIA (ACCESS), 348-349
TITLES AND HEADINGS, IN CELL STYLES, 179,184
TOGGLE BUTTONS, 7
TOP AND BOTTOM RULES, © EXCEL, CH 4, MORE SKILLS 11
TOTAL CELL STYLE, 209
TOTAL ROW (EXCEL), 288,634, © INTEGRATED PROJECTS, CH 2,
MORE SKILLS 13
TOTALING QUERIES (ACCESS), 358-359
TOTALS, IN REPORTS, 426-427
TRANSITIONS (POWERPOINT), 456-457,495,529. See also
ANIMATIONS
TRENDS, DATA, SPARKLINES FOR, 281
TRIPLE-CLICKING, 24,39
TRUNCATED TEXT, IN WORKSHEET CELLS, 172
TRY IT BOX, 384
TWO-COLOR SCALES, © EXCEL, CH 4, MORE SKILLS 11
u
UNDERLINE FONT STYLE, 42
UNDERLINES, FOR PROOFING, 46
UNDERLYING VALUES, OF CELLS, 172,176,188
UNDO BUTTON, 17,104
UNFREEZING PANES COMMAND, 284-285
UNIQUE FIELD PROPERTY, 319
UNMATCHED RECORDS, 360
UPDATING, CASCADING, 322
UPDATING CHARTS, 220-221
URLS (UNIFORM RESOURCE LOCATORS),© POWERPOINT, CH 4,
MORE SKILLS 12
USB FLASH DRIVES, 10. See also SAVING FILES
V
VALIDATING FIELDS, 394, © ACCESS, CH 2, MORE SKILLS 11
VALIDATION RULES, © ACCESS, CH 2, MORE SKILLS 11
VALUE AXIS, OF CHARTS, 211
VALUES, OF CELLS, 171-172,176,188
VIDEO FILES (POWERPOINT), 526-529
VIEW BUTTONS (POWERPOINT), 442
VIEW TAB, ON RIBBON, 12,23,45,151
VOLATILE RESULTS, FROM NOW FUNCTION, 283
w
WEB ADDRESSES (URLS),® POWERPOINT, CH 4,
MORE SKILLS 12
WEB PAGES, 156, ® WORD, CH 4, MORE SKILLS 14
WILDCARDS, FOR QUERIES (ACCESS), 356-357
WINDOW SNIP, ® COMMON FEATURES, MORE SKILLS 11
WINDOWS EXPLORER, 10-11,15
WINDOWS LIVE SKYDRIVE, 26,® COMMON FEATURES,
MORE SKILLS 14
WITH PREVIOUS ANIMATION TIMING, 558
WIZARD FEATURES, 630
WORD 2010. SEE DOCUMENTS (WORD)
WORD 97-2003 DOCUMENT, SAVING AS, 53
WORD COUNT BUTTON, 48-49
WORD OPTIONS DIALOG BOX, 49
WORD SCREEN, SPLITTING, 54, ® WORD, CH 1, MORE SKILLS 11
WORD WRAP, 35
WORDART
IN CHARTS, 220-221
IN PRESENTATIONS, 486-487
STYLES GROUP FOR, 150-151,518, 584
WORKBOOK VIEWS GROUP, 12
WORKBOOKS (EXCEL). See also OFFICE FUNCTIONS, COMMON
FEATURES; OFFICE FUNCTIONS, INTEGRATING;
WORKSHEETS (EXCEL)
ACCESS DATA EXPORTED TO, 616-617
COMPARING SHARED, 598, ® INTEGRATED PROJECTS, CH 1,
MORE SKILLS 14
CREATING, 166-199
addition and subtraction formulas, 174-175
assessment, 191-193
column widths and cell styles, 178-179
data formatting and editing, 184-185
document properties, ® Excel, ch 1, More Skills 14
fdl handle to copy formulas and functions, 182-183
footers and page settings, 186-187
introduction, 168
multiplication and division formulas, 176-177
outcome, 167
printing worksheets, 188-189
range names in formulas, ® Excel, ch 1,
More Skills 12
saving and, 170-171
skill set, 166
SUM function, 180-181
templates for, © Excel, ch 1, More Skills 11
themes for, © Excel, ch 1, More Skills 13
worksheet data entering, 172-173
DATABASE DATA IMPORTED FROM, 326
EXTERNAL REFERENCES FOR, 620-621
FUNCTIONS AND TABLES, 268-301
assessment, 293-295
AVERAGE, 272-273
borders added, 276-277
conditional formatting for, 280-281
converting, 290-291
creating and sorting, 286-287
Find and Replace command for, 282—283
Freeze Panes command for, 284—285
IF, 278-279
introduction, 270
MAX, 274-275
MIN, 274-275
NOW, 282-283
for other Office functions, 590-591
outcomes, 269
PMT (payment), 292, © Excel, ch 4, More Skills 12
ranges moved, 276-277
search filter for, 288-289
skill set, 268
SUBTOTAL, 598, © Integrated Projects, ch 1,
More Skills 11
Skills for Success with Microsoft” Office 2010 | Index 667
W O R K B O O K S ( E X C E L ) , F U N C T I O N S A N D TABLES continued
SUM, 272-273
text rotated, 276-277
total row in, 634, © Integrated Projects, ch 2,
More Skills 13
H Y P E R L I N K S TO P O W E R P O I N T A N D W O R D , 6 3 4 , © INTEGRATED
PROJECTS, C H 2 , M O R E SKILLS 1 2
LINKED TO W O R D , 6 2 8 – 6 2 9
N A M E T A G S F R O M , 5 9 6 – 5 9 7
P I V O T C H A R T S , 6 3 4 , © INTEGRATED PROJECTS, C H 2 ,
M O R E SKILLS 1 1
P I V O T T A B L E FOR P O W E R P O I N T , 6 2 4 – 6 2 5
P I V O T T A B L E REPORTS, 6 1 8 – 6 1 9
P O W E R P O I N T S H A P E S FOR, 5 8 8 – 5 8 9
W O R D TABLES TO, 5 8 6 – 5 8 7
W O R K S H E E T S ( E X C E L ) . See also W O R K B O O K S ( E X C E L )
CELLS
absolute references for, 206-207
active, 8-9, 170
active cell symbol, 283
borders added to, 276-277
clearing formatting of, 242-243
Comma cell styles, 208
editing comments, © Excel ch 2 MS 11
entering data into, 172-173
fill handles, 182-183,254
hyperlinks inserted in, © Excel, ch 3,
More Skills 14
inserting comments, © Excel ch 2 MS 11
Live Preview of cell styles, 179
moving ranges of, 276-277
overview, 178-179
range names, © Excel, ch 1, More Skills 12
relative cell reference, 182
rotating text in, 276-277
series data for, 224, © Excel, ch 2, More Skills 14
styles, 179
total cell style, 209
CHARTS
aligning workbook text, 204-205
assessment, 225-227
column, 210-213
formulas with absolute cell references, 206-207
introduction to, 202
number formatting, 208-209
outcome, 201
pie, 214-219
printing, 222-223
skill set, 200
WordArt for, 220-221
C O L U M N S
column charts, 202,210-213
Column Width dialog box, 205
calculated columns, 270, 286
filtering 288-289
Freeze Panes command, 284-285
inserting and deleting 191
styles, 178-179
unfreezing panes command, 284-285
C O P Y I N G , 5 9 8 , © INTEGRATED PROJECTS, C H 1,
M O R E SKILLS 1 3
DATA ENTERING, 1 7 2 – 1 7 3
D E F I N E D , 1 7 0
FORMATTING LARGE, 2 9 0 – 2 9 1
INSERTING A N D DELETING, 1 9 1
INSERTING ROWS I N , 1 8 3
M U L T I P L E , 2 3 4 – 2 6 7
assessment, 259-261
clearing cells, 242-243
clustered bar charts, 256-257
dates, 240-241
formula math operators, 248-249
formula referring to other worksheets, 254—255
grouped, 246-247, 250-251
inserting and moving, 252-253
introduction to, 236
moving, copying, and pasting data, 244-245
outcome, 235
sheet tabs, 238-239
skills set, 234
OVERVIEW, 8
P O W E R P O I N T CHARTS F R O M , 5 5 2 – 5 5 5
P R I N T I N G , 1 8 8 – 1 8 9
SERIES DATA FOR, 2 2 4 , © EXCEL, CH 2 , M O R E SKILLS 1 4
SPELL C H E C K I N G OF, 1 8 5
W O R K S P A C E S , Q U E R Y D E S I G N , 3 1 2
W R A P T E X T B U T T O N , 2 3 , 4 5 , 1 0 5 , 1 4 7
X
X – A X I S , O F C H A R T S , 2 1 0
Y
Y – A X I S , O F C H A R T S , 2 1 1
Y E S / N O DATA T Y P E S , 3 2 6 , 3 5 4 , © A C C E S S , C H 1 ,
M O R E SKILLS 1 4
Z
Z O O M G R O U P , 2 3 , 1 5 1
Z O O M P E R C E N T , 5 2
668 Index | Skills for Success with Microsoft Office 2010
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a n d s c r e e n s h o t s a p p e a r i n g n e x t t o
t h e s k i l l s t h e y d e m o n s t r a t e .
T h e s i z e a n d s h a p e m a k e it e a s y f o r
y o u t o u s e t h e b o o k w h i l e w o r k i n g o n
y o u r c o m p u t e r . Y o u c a n r e a d a n d
t y p e at t h e s a m e t i m e .
m y i j
P r e n t i c e H a l l
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Skills for Success with Office 2010 - File 1 of 2
Skills for Success with Office 2010 - File 2 of 2
Sheet1
| Park 1 | |||||||||
| Revenue | |||||||||
| 215712 | 81671 | 41451 | 53230 | ||||||
| 209613 | 79653 | 48073 | 53974 | ||||||
| 279484 | 104204 | 46061 | 54382 | ||||||
| Information submitted on: | |||||||||
| 1/31 |
Sheet2
| Park 2 | |||
| 201600 | 76608 | 46457 | 50400 |
| 195900 | 74442 | 39018 | 48975 |
| 261200 | 99256 | 38524 | 65300 |
| Commemoration date: |
Sheet3
| Park 3 | |||
| 221900 | 87529 | 43611 | 64326 |
| 201700 | 76946 | 48729 | 62631 |
| 241100 | 94618 | 47691 | 62503 |
| Current date: |
Lastname_Firstname_e02_Revenue.xlsx
Income Tax
10.2%
Water
9.9%
Sales Tax
13.8%
Utility Tax
2.8%
Transfers
8.3%
Property Tax
22.0%
Non-Tax Revenue
19.8%
Other Local Taxes
13.1%
Aspen Falls
Projected 1st Quarter Revenue
Utility taxes have decreased and should
no longer be a burden on the taxpayers
Page 1 of 2 e02_Revenue_ann_solution
Skills for Success
Create and format pie chart
Skills for Success
Line
Skills for Success
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Move pie chart to a chart sheet
Skills for Success
Format pie chart
Revenue January February March Quarter Total
Percent of
Quarter
Revenue
Income Tax 218,000$ 210,000$ 205,000$ 633,000$ 10.2%
Water 113,000 225,000 275,000 613,000 9.9%
Sales Tax 283,000 285,000 290,000 858,000 13.8%
Utility Tax 56,000 57,000 58,000 171,000 2.8%
Transfers 170,000 172,000 174,000 516,000 8.3%
Property Tax 453,000 455,000 457,000 1,365,000 22.0%
Non-Tax Revenue 405,000 410,000 415,000 1,230,000 19.8%
Other Local Taxes 268,000 270,000 275,000 813,000 13.1%
Total Revenue 1,966,000$ 2,084,000$ 2,149,000$ 6,199,000$
Projected 1st Quarter Revenue
$-
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
$450,000
$500,000
Revenue Sources
Projected 1st Quarter Revenue
January February March
Lastname_Firstname_e02_Revenue Page 2 of 2 e02_Revenue_ann_solution
Skills for Success
Apply theme
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Adjust column width
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Update cell
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Line
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Apply Wrap Text, Middle Align, Center
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Apply Comma [0] and Percent styles
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Line
Skills for Success
Line
Skills for Success
Insert SUM function
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In the student’s electronic file, check for the following item(s):
Change text
1) Insert SUM function
2) Use absolute cell reference in formulas
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Format column chart
