IntroductionWelcome| 00:00 | Hi and welcome to Microsoft Office
for Mac 2008, New Feature training. I am
| | 00:05 | David Rivers. There are big changes
in this latest release of Microsoft's
| | 00:09 | Office suite build for the Mac, with
some of the biggest improvements showing
| | 00:12 | up behind the scenes. For example,
Office 2008 uses the same XML-based file
| | 00:17 | format as the 2007 Microsoft Office
system on Windows based computers. So the
| | 00:23 | files you create in Office 2008 on
your Mac will always look the same on a
| | 00:26 | Windows PC running Office 2007. And
because Office runs of Intel based and
| | 00:32 | PowerPC based Macs, you will be able
to share ideas easily with other Mac
| | 00:36 | users regardless of which Mac they use.
| | 00:39 | Office 2008 has been redesigned and
reinvented to be more compatible with other
| | 00:44 | applications, more powerful and more
intuitive making it easier to use. In this
| | 00:49 | title we will explore the fresh new
interface, designed to make it easy for you
| | 00:53 | to discover new ways to present your
ideas and manage your day. We will discuss
| | 00:58 | new and improved tools shared across
the suite like the Elements Gallery,
| | 01:01 | SmartArt Graphics and Themes to help
you create professional looking documents
| | 01:05 | with ease. And we will explore new and
improved features found in each of the
| | 01:09 | individual applications in the suite,
Word, PowerPoint, Excel, and Entourage.
| | 01:14 | So let's get started.
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1. New Features Throughout OfficeUnderstanding the user interface| 00:00 | In this chapter we are going to
explore a number of new and improved features
| | 00:04 | that are not specific to any single
application in the suite but rather shared
| | 00:08 | across multiple applications.
| | 00:09 | We'll start with a quick look at
some changes you'll find with the user
| | 00:12 | interface before moving on to some of
the fresh new tools designed to make your
| | 00:16 | life easy like the extremely powerful
yet easy to use Elements Gallery and SmartArt.
| | 00:21 | We will begin with a look at the user
interface. Now when you install Office on
| | 00:26 | your Mac, one option is to place each
of the icons for the application on the
| | 00:30 | dock for easy access if you plan on
using them a lot. You can see I've got that
| | 00:33 | down here on my dock. But you can
access the Office applications by browsing to
| | 00:38 | other locations in the
Applications folder here. You can see under
| | 00:42 | Applications, I have got Microsoft
Office 2008 and there is my Applications.
| | 00:46 | So let's start with Microsoft Word, one
of the more popular applications in the
| | 00:51 | suite. I am going to double-click it
here to launch Word. Now the very first
| | 00:55 | thing that's going to happen is the
Project Gallery appears. Here's where we
| | 00:58 | can get a head-start. Down on the left-
hand side we've got those categories and
| | 01:02 | you can see Blank Documents is
selected and way over here on the right is a
| | 01:06 | Word Document. So if I click Open
right now, I am going to get a Blank Word
| | 01:10 | Document, that's my starting point.
But you can see I've got some other Word
| | 01:13 | options here under Blank Documents,
I've got Publishing Layout and Notebook
| | 01:17 | Layout as well. We will talk
about those later on for sure.
| | 01:20 | We can also access our own
templates and then we've got categories like
| | 01:24 | Brochures and Calendars and Labels.
Some of the categories have sub-categories.
| | 01:28 | For example, if we go down to Home
Essentials, you'll notice a little triangle
| | 01:32 | next to Home Essentials, if I click on
that I expand the branch to show Finance
| | 01:36 | Tools and Fundraising and so on. And I
can collapse those branches by clicking
| | 01:41 | the little icon again.
| | 01:43 | So let's just keep Word Document
selected over here on the right-hand side.
| | 01:46 | We'll start with a simple blank
document, we'll click the Open button here
| | 01:50 | which launches Microsoft Word and you
can see that I've got my standard user
| | 01:54 | interface showing up here with a blank document.
| | 01:58 | Now if you are a Mac Office user who
is moving to this latest version from
| | 02:02 | 2004, you are going to feel right at
home here because you will still find your
| | 02:05 | pull-down menus across the top, we've
got File, Edit, View, Insert, etcetera.
| | 02:11 | And then you've got the toolbars down
below. Here is our Standard toolbar that
| | 02:15 | we see by default. Of course we can
view additional toolbars by going to the
| | 02:19 | View menu and then down to toolbars.
Let's just turn on our Formatting toolbar.
| | 02:24 | You can see that appears right
here down below my Standard toolbar.
| | 02:28 | Now by default we do see that
Standard toolbar with the Format toolbar on,
| | 02:33 | you're going to see that, thanks to
Apple's human interface guidelines,
| | 02:36 | toolbars are now docked within the
Application window, and they have this new
| | 02:40 | unified toolbar appearance.
| | 02:42 | Check out over on the left-hand side
here, we've got the Formatting Palette
| | 02:46 | showing up. So in this little window
where we've got several palettes, you can
| | 02:50 | see if I click over here on the Objects
Palette and then I've got this one here
| | 02:54 | the Citations, Scrapbook. The very
first one is my Formatting Palette.
| | 03:00 | Now the Formatting Palette is our
one-stop shop for context sensitive
| | 03:03 | formatting options, well, it's now
been merged over here with the toolbox to
| | 03:07 | form one single unified palette, and
the goal here was to allow users to feel
| | 03:12 | the sense of new possibilities while
feeling at home with the new and improved
| | 03:16 | tools. So we've got all
these options down below.
| | 03:19 | Now if you are familiar with the new
Ribbon in Microsoft Office 2007 on the PC
| | 03:24 | you won't find it here. Now Microsoft
wants Office for Mac to behave like a
| | 03:28 | great OS X application. So the UI
is designed for a Mac maintaining the
| | 03:33 | qualities Mac users look for
in a strong Mac application.
| | 03:37 | So instead of the Ribbon you'll find
the brand spanking new Elements Gallery
| | 03:41 | here under the toolbars. So here you
can see Document Elements, Quick Tables,
| | 03:46 | Charts, SmartArt Graphics, WordArt and
so on. Now I can access the Gallery by
| | 03:51 | clicking the Gallery button and I can
turn it off by clicking it again. So you
| | 03:56 | can view those options for those
various tabs or you can just click the tab
| | 03:59 | itself and click the tab again to collapse it.
| | 04:03 | Now we are going to devote the entire
next lesson to the Elements Gallery, but
| | 04:07 | in short this is a visually rich
gallery that allows you to quickly find
| | 04:11 | commonly used, but often
times hard to create elements.
| | 04:15 | Now below at the very bottom are your
View buttons and because we do have a
| | 04:19 | couple of new views down here I want to
draw your attention down to this bottom
| | 04:22 | corner, here in the middle for example
we can change our view from our current
| | 04:26 | view by the way which is Print Layout
View if we want to go to a Publishing
| | 04:30 | View or to our Notebook View we can
do it right from down here. So that's a
| | 04:34 | quick way to change views, like I said,
we are going to talk about those two
| | 04:37 | views a little bit later on.
| | 04:39 | Now different options are going to
appear in different applications. For
| | 04:43 | example the Elements Gallery across
the top here has five tabs up across the
| | 04:48 | top in Microsoft Word. We've got
Document Elements, Quick Tables, and then
| | 04:52 | we've got Charts, SmartArt Graphics,
and WordArt. All three of these will
| | 04:56 | appear in each of those other
applications like Excel and PowerPoint. So if I
| | 05:01 | wanted to check out those options I
can go down to my dock, and I am going to
| | 05:05 | launch PowerPoint, and again the
Project Gallery shows up with PowerPoint
| | 05:09 | presentation selected. I'll click Open,
and you can see I've got many more
| | 05:14 | buttons showing up across the top here
in my Elements Gallery, I've got Slide
| | 05:18 | Themes and Layouts and Transitions and
Tables Styles and then here there are
| | 05:22 | Charts, Smarter Graphics
and WordArt, how about Excel?
| | 05:26 | Go down to the dock, and we'll
launch Microsoft Excel. Again the Project
| | 05:31 | Gallery this time, we can see Excel
Workbook is selected. I'll click Open and
| | 05:36 | in this case I've just got sheets as
well as my other three: Charts, SmartArt
| | 05:41 | Graphics and WordArt.
| | 05:42 | All right, so if you haven't figured
it out already the Elements Gallery is
| | 05:46 | maybe the biggest new feature of Office
2008. So let's take a detailed look at
| | 05:51 | it in the next lesson.
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| Using the Elements Gallery| 00:00 | Well I hinted in the previous lesson
that maybe the biggest, best new feature of
| | 00:04 | Office 2008 for the Mac here is the
Elements Gallery. Now the Elements Gallery
| | 00:09 | is located below the toolbars in
PowerPoint here as well as Word and Excel.
| | 00:13 | It's a little bit different in each of
those applications, but there are some
| | 00:17 | tabs that are in common. For example,
you'll see Charts, SmartArt Graphics and
| | 00:20 | WordArt in all three of the
applications in Microsoft Office.
| | 00:24 | Now the Elements Gallery is going give
you quick and easy access to some of the
| | 00:28 | most used features. So instead of
digging around for some of the elements for
| | 00:32 | example that you might add to a
presentation or a document in Word you have
| | 00:35 | easy, fast access to them all up
here through the Elements Gallery.
| | 00:39 | We're going to start with
PowerPoint. In the last lesson we launched
| | 00:43 | PowerPoint, Word, and Excel. I've still
got them all open. If you want to follow
| | 00:47 | along, just open up PowerPoint and
with a blank new presentation created here
| | 00:52 | by default we're going to
check out the Elements Gallery.
| | 00:54 | The Elements Gallery can be expanded
and collapsed. So you'll always have it
| | 00:58 | when you need it. You can do that
by clicking the Gallery button on the
| | 01:01 | Standard toolbar. That expands it
down below, and you can see in this case
| | 01:05 | under Slide Themes which is the first
tab in the Elements Gallery, I've got
| | 01:09 | some subcategories down here like Built-
In Themes, Themes in the Presentation.
| | 01:13 | When I start creating Custom Themes
I have easy access to them here, or I can
| | 01:17 | just access All Themes, whether they are
custom or not. So clicking these gives
| | 01:21 | me different views.
| | 01:22 | Custom Themes, I don't have any at
this time. Only the blank themes used in
| | 01:26 | this presentation. And Built-in Themes
gives me all of those options. You can
| | 01:30 | see over here there are actually eight
screenfuls of various themes to choose
| | 01:35 | from and it's just a matter of clicking
through the arrows to get to the one I like.
| | 01:38 | Now if I want to change a theme,
it's just as easy as clicking it here in the
| | 01:42 | Elements Gallery, one click and it's
changed, just like that. Scrolling through
| | 01:47 | if I see something I like better,
I just select it from here and away we go.
| | 01:52 | Quick and easy access.
| | 01:53 | Same thing goes for Slide Layouts. I
can change the slide layout, apply to a
| | 01:57 | slide or insert a new slide if I wanted to,
and if I see when I like, clicking it
| | 02:02 | simply changes the actual slide layout.
| | 02:05 | Transition, same thing, when I've got
slides in my presentation I am going to
| | 02:09 | be viewing on screen. When I
transition from one slide to the next I've got
| | 02:12 | access to tons of transitions here. You
can see there are 14 screenfuls here.
| | 02:17 | I get a little thumbnail preview, and
you can see as I hover over them I get a
| | 02:20 | little bit of information over here on
the left-hand side. Right now you see No
| | 02:23 | Transition, but as I hover over
these there is Uncover Left-Down, Uncover
| | 02:28 | Left-Up. So it gives me an idea not
only from the thumbnail, but I get a little
| | 02:31 | bit of information in the
top left corner as well.
| | 02:35 | So selecting a transition, I just
simply click it, I get a Quick Preview down
| | 02:38 | below, and it's now applied
to the slide, easy as that.
| | 02:41 | I can narrow it down from All
Transitions to Fades and Dissolves just Wipes if
| | 02:46 | I wanted to. Push and Cover, you can
see the different categories, like 3-D for
| | 02:49 | example choosing some of those gives
me a quick preview so I can see what
| | 02:53 | that's going to look like using
my specific slide, very cool stuff.
| | 02:58 | We have also got Table Styles. If
you are using tables in your PowerPoint
| | 03:02 | presentation you can quickly select
various table styles. You can go from All
| | 03:06 | Table Styles to Best Match for
Document. I like that. So according to your
| | 03:11 | theme in the slide layout you'll get
the best options for the current document,
| | 03:15 | in this case Presentation. Notice
again as we hover these we get a little bit
| | 03:19 | of the information over here on the left.
| | 03:20 | We've also got Option. So if we were to
select for example, I am going to go to
| | 03:24 | Medium and select this table, and
insert a table with two rows and two columns
| | 03:29 | by default, I've also got Options over
here to include a Header Row or not, do
| | 03:34 | I want Banded Rows, if I don't I
just select Banded Rows to remove the
| | 03:38 | checkmark. I don't want a Header
Row I would just select Header Row to
| | 03:41 | de-select it and I decide I do, go back
and select it. So easy access to a lot
| | 03:46 | of the commands that you'll use
most often with some of these options.
| | 03:50 | Charts, same thing. We'll get into
Charts, SmartArt Graphics and WordArt in
| | 03:54 | their own lessons because they've got
some new and improved features as well.
| | 03:58 | The Elements Gallery does appear in
the same spot in all three applications,
| | 04:02 | and when you are done using it you
can collapse it by clicking the Gallery
| | 04:05 | button or the tab that's already
selected here in the Elements Gallery that
| | 04:10 | collapses it, but it's
still there always ready to use.
| | 04:12 | All right, let's switch over to
Microsoft Word now. I am going to Command+Tab
| | 04:17 | to Microsoft Word. I already have it
running. If you don't, go ahead and launch
| | 04:21 | Word with a blank document. In this
case you can see the Elements Gallery here
| | 04:24 | below the toolbar includes Document
Elements and Quick Tables but Charts,
| | 04:29 | SmartArt Graphics, and WordArt appear
in all three of those applications in the
| | 04:33 | same spot. So it won't take you very
long to get used to using the Elements Gallery.
| | 04:37 | Now in a Word document you can get
quick and easy access to Document Elements,
| | 04:42 | things that you would add to a document.
I am going to click Document Elements.
| | 04:45 | Here you can see cover pages shows up
by default and if I wanted to cover page
| | 04:49 | in this document I just click it here.
I want to change it to a different style
| | 04:52 | I can do that as well. If I want a
table of contents you can see Table of
| | 04:57 | Contents gives me options to create
with heading styles or manual formatting,
| | 05:00 | and then I get some options.
| | 05:02 | Again I move down to the bottom of
this page, click on the next page, this
| | 05:08 | might be a spot where I want to add a
table of contents. So here with Table of
| | 05:12 | Contents selected I see some options,
there are actually two pages, I am going
| | 05:15 | to move this out of the way, just so I
can access the arrow, and there is the
| | 05:18 | second page, one more option for
formatting. Of course you can do your own
| | 05:22 | formatting by selecting manual, but
if you wanted a table of contents using
| | 05:26 | this style, you just click it. It's
inserted. Now in this case there aren't any
| | 05:30 | entries in the document yet that would
be used in the table of contents but you
| | 05:34 | get that information. So you are
learning as you go as well, I like that.
| | 05:37 | I can add Headers, Footers,
Bibliographies, Quick Tables. If I want to add a
| | 05:42 | quick table here's where I go to do it,
just like I did in PowerPoint. There is
| | 05:46 | the one I want, I click on it, I've
got a table very quickly, and of course
| | 05:50 | there are lots of table options that
you can work with in an application like
| | 05:54 | Microsoft Word.
| | 05:54 | All right, we've also got Charts. So
if I want to add a chart I make sure
| | 06:00 | nothing selected down below. Charts
are going to use data in Microsoft Excel.
| | 06:05 | So if I wanted to insert a chart, I
would select the chart and it's going to
| | 06:08 | pop me over to Excel to manipulate the
data. We'll get into Charts in detail a
| | 06:13 | little bit later on in this tutorial.
| | 06:16 | SmartArt Graphics, same thing. So
you've got graphics, for example if you are
| | 06:19 | doing org charts and that kind of
thing, you don't have to draw the boxes
| | 06:23 | yourself anymore. You just select the
chart or the SmartArt graphic in this
| | 06:27 | case, and as you need more boxes they
get created for you. We'll get into this
| | 06:31 | little later on as well, and as well
as WordArt which has been improved over
| | 06:34 | the last version.
| | 06:36 | Let's switch over to Excel now. Take
a look at Excel, if you don't have it
| | 06:40 | open, go ahead and launch Excel with a
blank workbook. Here you can see I've
| | 06:43 | got a blank workbook, I've got one
single sheet down below, but if I wanted to
| | 06:47 | add additional sheets or ledgers, I
click the Sheets tab here in my Elements
| | 06:52 | Gallery, look at that, I've got Accounts,
Budgets, Invoices, Lists, Portfolios,
| | 06:58 | and Reports, all kinds of options here.
| | 07:00 | If I go to Reports, for example,
here are three different ones Customer
| | 07:03 | Statement, Expense Report, and
Outstanding Invoices, I see that information
| | 07:08 | over here on the left-hand
side with a brief description.
| | 07:11 | So if I wanted to add this to my
workbook I just click it. Notice now down
| | 07:14 | below after Sheet1 I've got Ledger1 and
I've got an Expense Report started for
| | 07:20 | me. So all I have to do is come in
here and enter the report name and start
| | 07:23 | putting in details. Of course you can
manipulate any of these in Excel, but it
| | 07:27 | gives you a great big head start,
saving a lot of time, and making you work
| | 07:30 | more efficiently.
| | 07:32 | Charts, SmartArt Graphics, and WordArt
like I said appear here. They are the
| | 07:35 | last three tabs in all three of the
applications and we will be talking about
| | 07:39 | those in detail as we move through the
various lessons. Starting with SmartArt Graphics,
| | 07:44 | we are going to talk about that next.
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| Working with SmartArt graphics| 00:00 | If you are at all like me, you might
have a creative side to you where you
| | 00:03 | enjoy working with graphics. I know I
do. When I am creating presentations in
| | 00:08 | PowerPoint or Word documents, even
Excel spreadsheets, I like to add a
| | 00:11 | graphical element just for some
visual interest. Well, when I think back to
| | 00:15 | previous versions of these applications,
there used be a lot of work involved
| | 00:19 | in getting creative. For example, if
you wanted to create an organizational
| | 00:23 | chart on one of your slides in
PowerPoint, you have to create a box and add
| | 00:27 | some text and if the text didn't fit,
you could adjust the font size or
| | 00:31 | increase the box size, things like that.
There was a lot of work involved. If
| | 00:34 | you had make a change then
there was even more work involved.
| | 00:37 | Well now, there is something brand
new here in Office 2008 called SmartArt
| | 00:41 | Graphics, where you can quickly
create designer quality diagrams and other
| | 00:45 | information graphics, and it's
easily accessible right from the Elements
| | 00:49 | Gallery. In this lesson, we are going
to use PowerPoint to work with SmartArt
| | 00:53 | Graphics and SmartArt Graphics does
appear in this Elements Gallery in all
| | 00:57 | three applications. So, in Excel, in
Word, it's the exact same process that we
| | 01:02 | are going to go through here in PowerPoint.
| | 01:03 | Now, if you have got access to
the exercise files, you can open up
| | 01:07 | ECPPitchBook.pptx. We are going to
talk about what the x means in our later
| | 01:12 | lesson, but if you want to go ahead and
open that one up, you will have what I
| | 01:16 | have to follow along. So, here we have
got a Pitch Book created for our company
| | 01:20 | called Eat Cake Patisserie. We are
going to slide number two and on slide two,
| | 01:24 | you can see we have got four
quadrants here. We have got a table in this
| | 01:27 | section under Market Share by division
and then over here, we have got Business
| | 01:31 | Process Model. Nothing in here yet but
there is a placeholder here. Quite often
| | 01:36 | when you use templates in PowerPoint
even in Word, you will get placeholders
| | 01:40 | where you can add things like Text,
Tables, Charts, and even SmartArt Graphics.
| | 01:45 | Down below, we have got an
organizational structure area but there is nothing
| | 01:49 | there, not even a placeholder. So, we
will look at a couple of different ways
| | 01:52 | that you can add SmartArt Graphics.
| | 01:54 | First thing we are going to do though
is go up to the SmartArt Graphics tab. We
| | 01:58 | will start with our Organizational
Structure here. So, that means creating a
| | 02:01 | SmartArt graphic from scratch. Going
up here, clicking the tab, displays all
| | 02:05 | our options. Notice that all is
selected so we are seeing things like
| | 02:09 | non-sequential or group blocks of the
information, here is another example of
| | 02:13 | that as we scroll through.
| | 02:15 | I am going to move my Formatting
Palette just out of the way a little bit. You
| | 02:17 | can see there is actually 14 screenfuls
of this stuff. So, we can narrow it
| | 02:21 | down. If we wanted to create a list,
we could go to List and here, there is
| | 02:24 | only four screenfuls. We have got
Processes, we have got Cycles; look at the
| | 02:30 | cool graphics here that you can choose
from. Hierarchy is probably what we are
| | 02:34 | going to need for creating our Org
Chart and you can see there is a whole bunch
| | 02:37 | of different options here. You can
see they go from top to bottom, they can
| | 02:41 | also go from left to right, where you
have got two pages of options here to
| | 02:45 | choose from.
| | 02:46 | So, I am going to go back to the first
one and I am going to select this second
| | 02:49 | one right here to show relationships
progressing from the top to the bottom.
| | 02:53 | So, when I click on this, you can see
what happens. Automatically, I have got
| | 02:56 | this brand new Org Chart inserted for
me. I can move this over, I am going to
| | 03:01 | get the four-sided arrow by going to
the border here, and I am just going to
| | 03:04 | drag this over to the left where I can
see it. You can see inside, I have got
| | 03:08 | areas for text. Now, by default, I have
got one box at the top, then I have got
| | 03:13 | two subordinates, and this one has two
subordinates, this one has a single but
| | 03:16 | I can adjust that, no problem.
| | 03:18 | So, I am going to click in here for my
first one. Over here on the left-hand
| | 03:21 | side, you see this little Notepad icon.
When I click on that, it allows me to
| | 03:25 | view the Text Pane. Now, this may pop
up by default for you or if it's not
| | 03:30 | showing, it's closed, you can always
get it back just by clicking here. So you
| | 03:33 | can click right in the graphic itself
and start typing or if you prefer to work
| | 03:38 | in an Outline mode, you can come over
here in the Text Pane and do it from
| | 03:41 | here. So, I am going to click in the
Text Pane here and I am going to type in
| | 03:45 | President, we will just keep it simple.
| | 03:47 | Notice that President was a little bit
too big to fit in the box but it just
| | 03:51 | adjusted nicely. As I take out
characters, look at how it grows in size, not
| | 03:56 | only in this box but the other ones to
match. That's the idea behind SmartArt
| | 04:01 | Graphics. So, I am going to leave the
whole word President in there, and I am
| | 04:04 | going to click down below, this would
be a subordinate, you can see this box is
| | 04:08 | highlighted here, I am going to type VP
Sales. I am going to come down to this
| | 04:13 | other subordinate down below, we will
skip over these other subordinates for a
| | 04:17 | second and type in VP, and I will see a
long word here like Marketing, see what
| | 04:22 | happens. See how it wraps around on
to the next line. Okay, let's go to the
| | 04:26 | subordinates here under VP of Sales,
we will have Inside Sales. We will have
| | 04:34 | Outside Sales, and let's add another one,
we will hit Return which adds a third
| | 04:39 | box and you can see how the whole
graphics being adjusted for me, it's smart. I
| | 04:43 | will type in Tele Sales.
| | 04:46 | Under VP of Marketing, we will click
down here, we will type in WEB, and I am
| | 04:53 | going to hit Return to add another one,
the whole thing adjust for me again, I
| | 04:56 | am going to type in Print, just like
that. Now, I have also got options here
| | 05:01 | for promoting and demoting but I can
use Tab and Shift+Tab, all the stuff you
| | 05:06 | already know about working with Lists.
Over here, I can also add new elements
| | 05:10 | and remove them, so just by clicking
here, for example, I can remove that
| | 05:14 | entire line by clicking the Remove icon
or add a new one right after it. But I
| | 05:19 | have got exactly what I need, I am
going to close up my Text Pane, that hides
| | 05:23 | it and this needs to just move down
below and as I scroll down, I am not
| | 05:28 | actually seeing all of my slide here. So,
I am just going to move my Formatting
| | 05:32 | Palette a little bit out of the way, so
I can see the scroll bar. I am going to
| | 05:35 | scroll down just slightly here, and
make sure that that's fitting on the slide
| | 05:40 | and it is. You might have move it
down a little bit further like so.
| | 05:44 | I will click outside of the box to
see the end result. It's now perfectly
| | 05:48 | centered. So, anytime, I can click
back inside here, click on the border if I
| | 05:52 | wanted to squeeze it in, I can go to a
border and just drag that in, or I want
| | 05:56 | to move it up, make it taller, go to
this top section, just stretch it out and
| | 06:01 | stretch it down a little bit and
that's going to adjust things for me. I can
| | 06:05 | size the entire box by going to a
corner, once I have got it the size and
| | 06:10 | location where I want it, I'll just
click outside to finish up that task.
| | 06:15 | So, that's one way, creating it from
scratch. Now, sometimes what you are going
| | 06:19 | to see, our placeholders like we have
here under Business Process Model, and in
| | 06:23 | this case, we can insert all kinds
of different objects like Pictures and
| | 06:26 | Movies, Clip Art. One of the options is
SmartArt Graphics. So, instead of going
| | 06:31 | to our Elements Gallery and selecting
from here, we can click right on SmartArt
| | 06:34 | Graphic, which selects the entire area.
So, it's that's where it's going to
| | 06:38 | appear; we don't have to place it.
And all we have to do now, this opens up
| | 06:42 | automatically select the
SmartArt graphic that we want to add.
| | 06:45 | So, in this case, because it's a
Business Process Model, may be we could go to
| | 06:50 | Cycle and choose one of these options
for showing circular flow, for example. I
| | 06:54 | am going to go to this first one where
I have got some circles and you could
| | 06:58 | see it's inserted for me. Again, I
have got text, if I want to view my Text
| | 07:04 | Pane, I can click that icon and type
text here or I can do it right inside the
| | 07:08 | actual graphic itself. So let's try
that method and we will close up our Text Pane.
| | 07:12 | Click right in there, and let's just
type in some information here like, Step
| | 07:18 | 1. You can see what happens, everything
is adjusted automatically. Step 2, Step
| | 07:28 | 3. Now, what if we only needed for
steps? You could type in Step 4 here. We
| | 07:34 | don't need this fifth circle. We can
click on it and hit Delete. You can see
| | 07:38 | what happens. When I remove it, it
automatically adjusts everything on this
| | 07:42 | particular graphic to fit nicely,
everything is resized and repositioned, so I
| | 07:47 | don't have to do all of that work and
that's the technology behind a SmartArt
| | 07:51 | graphic. Now, we can even take this
SmartArt graphic and change it to another
| | 07:55 | option. I am just going to click on
the border, so the entire thing is
| | 07:58 | selected; no one element is selected
inside and I am going to come up here and
| | 08:01 | just try this one here. You can see
that it's actually changing the style for
| | 08:05 | me but it's keeping my information in
here, may be this one would look better.
| | 08:09 | It's a great way to get a preview.
There is a different option. I like that
| | 08:13 | one. How about this one with the thick
arrow in between it? Very cool. Lots of
| | 08:17 | options; I have got three fold here, so
I can choose from any of these. In this
| | 08:21 | case, this one doesn't really work very
well, where I have got something in the
| | 08:26 | middle. So, I am going to go back, I
am going to go back to the Process here,
| | 08:29 | Cycle, back to the first page and go to
one that I like, I like this one right
| | 08:35 | here. The other thing that we can do, I
am going to close up the Text Pane for
| | 08:38 | a second here, is use our Formatting
Palette which is open by default and it's
| | 08:43 | context sensitive, meaning, you are
going to get the tools you need when you
| | 08:46 | need them. Because we are working with
SmartArt Graphics here, you can see that
| | 08:49 | SmartArt Graphic Styles has opened
up for us or expanded, so we can make
| | 08:54 | selections here. And all it means is
clicking on a selection to see what that's
| | 08:57 | going to look like, there is a cool 3D effect.
| | 09:01 | You can see that the color-coding is
in accordance with the theme we have
| | 09:05 | chosen here in PowerPoint. There is a
neat effect as well. I can see more, and
| | 09:13 | more, lots of different options. So, I
would encourage you to experiment with
| | 09:18 | some of these. I kind of like this
option right here. Now, you do also have
| | 09:21 | colors. If you wanted to change the
color scheme, you could to something
| | 09:25 | different. I like that one right there.
So that's good for me. I am going to
| | 09:29 | move my Formatting Palette just out
of the way a little bit. I am going to
| | 09:32 | size this down just like I can with
any graphic. When I get to the corner and
| | 09:35 | see the double arrow, you can size it
down a little bit. Even though it was a
| | 09:39 | placeholder that I used to create the
SmartArt Graphic, I can do all of that
| | 09:43 | stuff as well.
| | 09:44 | I am just going to click outside of
the selected SmartArt Graphic to see the
| | 09:47 | end result. So, keep in mind that you
have got SmartArt Graphics selectable
| | 09:52 | right from the Elements Gallery up here
in all three of the applications in the
| | 09:56 | suite including Excel, PowerPoint, and
Microsoft Word. Go ahead and play around
| | 10:01 | with all of the options. There are so
much to choose from when working with
| | 10:04 | SmartArt Graphics. I
encourage you to experiment.
| | Collapse this transcript |
| Using WordArt| 00:00 | Okay, continuing on our graphical theme
from the previous lesson, we are going
| | 00:03 | to discuss a feature now that's not
new to Office 2008 but rather improved.
| | 00:09 | It's been around for sometime. It's
called the WordArt. Now, WordArt is now
| | 00:13 | accessible through the Elements Gallery.
Here in PowerPoint, you will notice
| | 00:15 | that the very last tab is WordArt and
clicking this tab displays both 2-D and
| | 00:21 | 3-D Styles to choose from when
creating WordArt. So, it's a graphical way of
| | 00:25 | representing text.
| | 00:26 | Well, I am going to hide PowerPoint
and switch over to Microsoft Excel.
| | 00:31 | Check out the last tab on the Elements
Gallery here. Again, WordArt and you can see I
| | 00:36 | have got those 2-D and 3-D Styles to
choose from here in Microsoft Excel. I am
| | 00:40 | going to hide Excel, which is going to
take me over to Microsoft Word. This is
| | 00:44 | where WordArt originated so we should
look at it in Microsoft Word, and you
| | 00:48 | will notice the last tab over here is
WordArt. When I click the tab though,
| | 00:52 | look at the samples I get to choose
from here; it's not just 2-D and 3-D.
| | 00:55 | Now I have got Simple, Bold, Enhanced, and Elegant.
So more options here in Microsoft Word.
| | 01:02 | You will notice that I have a document
open here called December.docx. If you
| | 01:09 | have got the exercise files and you
want to follow along, open up this file and
| | 01:13 | you can see it's a calendar down below
for December 2007. And all I am going to
| | 01:17 | do is I am going to come in here and I
am going to click and drag over December
| | 01:20 | and hit my Delete key on the keyboard
to remove that. I want to replace that
| | 01:24 | with some actual WordArt. So, in this
case, a graphical representation of the
| | 01:29 | text December.
| | 01:30 | So, in this case I am going to insert
some WordArt. Now by default, the All
| | 01:34 | tab is selected here under WordArt and
that's going to display six screenfuls
| | 01:39 | of options here for various types of
WordArt. If I want to narrow back down to
| | 01:43 | some simple choices, here you can see
it's just two screenfuls. Same thing
| | 01:47 | for Bold, I have two. Enhanced, I have
got two as well. Elegant, another couple
| | 01:53 | of options here. I am going to switch
back to Enhanced, because I like one I
| | 01:58 | saw here, it is kind of a metallic
look. I am going to choose this second
| | 02:01 | option, you can choose whatever you
like. Clicking this button though adds it
| | 02:05 | to the existing document, you can see
for me it's down here at the very bottom
| | 02:09 | and it's just like any graphic; we can
size it and move it. When we move our
| | 02:13 | mouse pointer over the center, we see
the four-sided arrow, when you have got
| | 02:16 | that, just drag it up to where it
belongs which is right around here, near at
| | 02:20 | the top. We will adjust it a
little more as we work with this text.
| | 02:24 | So, right now, it's a placeholder. It
says, Your Text Here So I am going to
| | 02:28 | double-click that which opens up our
Edit WordArt Text window, and you can see
| | 02:32 | your text here is already selected so I
can just type right over it. I am going
| | 02:36 | to type in the word, December. Now,
with this text selected, I can also change
| | 02:41 | the font and the size before clicking
OK, if I want to. If I want to choose
| | 02:45 | from a different font like Century,
for example, you can see what that looks
| | 02:49 | like and I am going to click OK now. I
am going to leave the size at 36 because
| | 02:53 | I can come in here now and just
actually adjust the size of the graphic by
| | 02:57 | going to a corner and clicking and dragging.
| | 02:59 | So right now, I have got some plain old
text in here, December, with a WordArt
| | 03:03 | effect edit to it, but I can do more
with this, if I wanted to. Now, if I
| | 03:07 | wanted to add some motion to it
perhaps or some contours, notice it over here
| | 03:13 | in the Formatting Palette and I am just
going to drag it over where we can see
| | 03:15 | it better. Down at the bottom, the
WordArt section has been expanded that's by
| | 03:20 | default because the Formatting Palette
does give you the tools you need, when
| | 03:24 | you need them, it's context sensitive.
So, down here I can format the shape, I
| | 03:28 | can adjust some colors and so on. I
can equalize the character height, if I
| | 03:32 | want all characters to be of the same
height. I am going to click that right
| | 03:35 | now and you can see what it does, even
though I have got upper and lower case
| | 03:38 | characters that are all of the same
height, doesn't look good. So, I am going
| | 03:41 | to turn it off, it's a toggle, clicking
it again. I could turn this on its side
| | 03:45 | so it's stacking vertically and you
can see what that looks like. It doesn't
| | 03:48 | really fit for our calendar. So again,
it's a toggle. I can turn that off. I
| | 03:52 | can adjust the alignment within the box
itself, right now Centered is selected
| | 03:56 | but I can go Left, Right, Justified,
and I've also got Letter Justify and
| | 04:01 | Stretch Justify options here as well.
| | 04:03 | I am going to leave it at Centered,
and then I can also adjust the Character
| | 04:06 | Spacing itself using this last button,
and you can see Normal is selected but
| | 04:10 | if I want to tighten it up, squeeze
it together a little bit to give myself
| | 04:14 | some extra space, I can do that, or if
I would have more space than I need, I
| | 04:18 | can loosen up the spacing, spreads it
out a little bit. There we go. It's a
| | 04:22 | little easier to read that way perhaps.
But I want to come back to this first
| | 04:25 | one here where I can format the shape.
So, I can actually choose a shape for
| | 04:29 | this. Right now, it's just going
straight across. If I want to add a little bit
| | 04:32 | of pizzazz here, maybe I might want to
add some contour and you can see how it
| | 04:37 | is kind of flowing there.
| | 04:38 | What's kind of cool with WordArt now is
I have got these little handles, these
| | 04:41 | little yellow handles on the left and
at the bottom, so I can start clicking
| | 04:45 | and dragging to adjust the perspective
of my text until I get it exactly where
| | 04:49 | I want. So, I can do that from the
bottom and I can also do it from the
| | 04:53 | top-left corner to increase or
decrease the effect. So, you can see as I drag
| | 04:57 | down, I am increasing the effect, as I
move up, I am decreasing it until I get
| | 05:01 | exactly what I am looking
for. There we go, very nice.
| | 05:04 | I can also go to the second icon for
some formatting options. Here, I can
| | 05:08 | format my WordArt. So, if I am not
particularly satisfied with the effect for
| | 05:13 | the color and the transparency used
here, I can go in here, I can choose from
| | 05:17 | standard colors, I can go to the More
Colors to get color wheel, all of the
| | 05:21 | color options you are used to seeing,
using the Mac. I am going to close up the
| | 05:24 | colors palette though here by clicking
Cancel. I am going to come back to the
| | 05:28 | Color here and choose Fill Effects
because here is where I can choose from
| | 05:32 | Gradients, Textures, Patterns, and so
on. If I go over to the Textures, for
| | 05:36 | example, keeping in mind that I have
got a background in my calendar, I can
| | 05:40 | choose something that will go with it,
like this marble look here perhaps and
| | 05:44 | click OK to change the texture.
| | 05:47 | Now, nothing is going to happen till I
click OK again so we don't see that back
| | 05:50 | there quite yet, I can adjust
Transparency, Line Color. Right now, there is no
| | 05:54 | line when I am using this particular
effect, that's good and I can even use
| | 05:58 | Arrows when I am working with lines
but in this case, you can see. Although,
| | 06:02 | working with WordArt, I don't have any
options for Arrows. We can also adjust
| | 06:06 | Size and Layout as well, but I am
going to click OK to see that effect, that
| | 06:11 | looks kind of cool. I am still using
WordArt but I have adjusted some of the
| | 06:14 | formatting using this icon down below
to format WordArt. So, lots of options
| | 06:20 | for formatting your WordArt. It's
easily accessible now from the Elements
| | 06:23 | Gallery. When we are done with WordArt,
we can click the WordArt tab or click
| | 06:27 | the Gallery button to collapse our
Gallery to click outside the document here
| | 06:32 | to see what that looks like.
There is our end result.
| | 06:35 | So, of course, you have got lots of
other options here in our Formatting
| | 06:37 | Palette when working with graphics. So,
WordArt is treated like a graphic. That
| | 06:42 | means we have got the Wrapping section
here, Colors, Weights, and Fills, all
| | 06:45 | accessible from our Formatting
Palette when we select our WordArt.
| | Collapse this transcript |
| Working with charts| 00:00 | In this lesson, we are going to explore
working with charts. Charts are not new
| | 00:04 | to the Office suite but they are
definitely improved here in Office 2008.
| | 00:08 | You have got these new designer quality
chart templates that will help you
| | 00:11 | illustrate your data with special
effects even like three dimensions,
| | 00:15 | transparency, and shadows. In Word,
PowerPoint and Excel, you can now insert
| | 00:20 | charts right from the Elements Gallery.
That is new across the top of your screen here.
| | 00:24 | So, we are going to start in Excel.
Excel is all about working with data. Quite
| | 00:28 | often you will work with charts in an
Excel file. So, if you are a premium
| | 00:32 | subscriber and you want to follow
along and you got the exercise files, go in
| | 00:36 | there and open up Q4Sales. Look at the
extension, xlsx. That's our new format
| | 00:42 | and you will have what I have. You can
see we have got some data here already.
| | 00:46 | Whenever you work with charts, whether
you are in PowerPoint, Word, or here in
| | 00:49 | Excel, you edit the data in Excel. So,
if you are in PowerPoint or Word and you
| | 00:53 | want to edit the data, you are going to
be popped over here into Excel to do that.
| | 00:57 | So, this is a logical place for us to start.
| | 00:59 | All I am going to do is highlight the
data that I want to use in the chart that
| | 01:03 | I am about to create. So, I am going to
click and drag right here from cell A4
| | 01:07 | across all three months, October,
November, December, and I want to get all of
| | 01:10 | the data series, Pies, Cakes, Breads,
Pastries, and Other. So, I have got all
| | 01:14 | of this data, already here, already
selected. Now when I go to create my chart,
| | 01:18 | that's the data that is going to be
used. Let's see how smart Excel is here
| | 01:22 | when we create the chart.
| | 01:23 | Well, we will go up to the Elements
Gallery and click on Charts and there is
| | 01:27 | lots to choose from; you can see All is
selected and if I look over here on the
| | 01:31 | right, I have actually got 13 screenfuls
of charts to choose from. So, I can
| | 01:36 | narrow that down to just Area charts,
for example, Bar graphs, you can see bar
| | 01:41 | graphs are horizontal bars and there is
different kinds of bars; there is three
| | 01:45 | dimensional, stacking. You can see we
have got cylinders and cones and pyramids
| | 01:49 | as well. Lots of different options to
display the same data. If we go over to
| | 01:54 | Bubble, there is only two
options here: 2-D and 3-D Bubbles.
| | 01:58 | Column is really the same as Bar but
just vertical bars instead of horizontal
| | 02:02 | bars and we have got Doughnut, Line,
Pie, Radar, and Stock. Lots of different
| | 02:06 | options to choose from. Pie is a
popular one for comparing a single data
| | 02:10 | series. So, Pie wouldn't work good
or well for all of the options we have
| | 02:14 | selected here, we have got several data
series and lots of values. So, we might
| | 02:18 | want to use a Doughnut if we are
looking for some kind of circular graphic
| | 02:22 | where Doughnuts unlike Pies allow
us to select multiple data series.
| | 02:26 | But I am going to go over here to a
very popular choice under Column and I like
| | 02:30 | the three dimensions, I am going to go
to this 3-D column right here. They are
| | 02:33 | not stacking; they are side by side
and when I give it a click, look what
| | 02:36 | happens. Takes about half a second to
create a chart using the data, I already
| | 02:41 | selected. And what's smart enough to
take all of the months; October, November,
| | 02:45 | December and create a Legend out of
that, and down at the bottom, the data
| | 02:49 | series are Pies, Cakes, Breads, Pastries,
and Other, all of those selected from
| | 02:53 | the left-hand side and then the
numbers are what we see in the actual columns
| | 02:57 | here in our graph, very cool.
| | 03:00 | Now, I can move this out of the way,
you can see the four-sided arrow means I
| | 03:04 | can click and drag it off to the side
or down below if I wanted to. Just to let
| | 03:09 | you know, this is kind of like working
with a graphic where you have got the
| | 03:12 | borders and you can size it and
manipulate it and you get the double-sided
| | 03:17 | arrow, for example, if you want it to
be tall and skinny, you can do that, just
| | 03:21 | move it around. Look what it did down
below with my labels for the data series,
| | 03:25 | see how they are own angles now,
because it didn't quite fit when I made it so
| | 03:29 | skinny, kind of neat. I
like this, very smart stuff.
| | 03:33 | Now, of course, if we wanted to modify
any of the elements in a chart, so we
| | 03:37 | have got an axis here; Y-axis, we have
got an X-axis, a Legend. We can do that;
| | 03:42 | we can click on the Legend and remove
it if we wanted to or we could click on
| | 03:46 | actual data series and you can see,
they get highlighted here in the chart,
| | 03:50 | very interesting. Double clicking is
going to open up a window. So, if I double
| | 03:55 | click on one of the bars, for example,
here I am formatting a data series. Data
| | 03:59 | labels is set to None, but I can show
the values if I wanted to. Doing that
| | 04:03 | means I might not need all of these
number showing up on my Y-axis if I click
| | 04:07 | OK. But you can see, it gets crowded.
So, double clicking again allows me to
| | 04:12 | come back here and show no data labels.
| | 04:14 | 3-D formatting is another option. Now,
we can do Bevels, we can also adjust the
| | 04:20 | surface if we wanted to. Lots of
formatting options available to you that make
| | 04:24 | your graphs look nice. You can even
change the type, if we wanted to go to
| | 04:28 | maybe a two-dimensional one here, with
our graph selected, we can go back up
| | 04:32 | here to our Elements Gallery and just
select the different type. It keeps the
| | 04:36 | same data but displays it in a
different way. How about Chart Styles, may be
| | 04:40 | the colors don't match, green and pink,
I am going to go to a different chart
| | 04:43 | style just by clicking it over here,
keeps all my data right, just changes the
| | 04:47 | look and feel of it.
| | 04:48 | If I go to back to 3-D or if I wanted
to, I am going to move my Formatting
| | 04:53 | Palette off to the right a little bit
and try Cylinders may be. See what that
| | 04:57 | looks like. Gives me a totally
different look but same data again. Once you are
| | 05:03 | done, you can just click anywhere
outside of it to see the finish product, very
| | 05:07 | nice and we can go back here at any
time and make changes. If we wanted to edit
| | 05:11 | the data, well we are in Excel already,
so we can just click in there and make
| | 05:14 | changes to the data, the graph is going
to adjust itself automatically. So, if
| | 05:18 | I come in here, for example, to
December for the Other category where I have
| | 05:23 | 6,990 and I change that to 10,000 and
hit Return to lock it in. You can see how
| | 05:29 | this bar just shoots up. So it's dynamic;
it's going to change on the fly. So,
| | 05:34 | that's working with a chart in Excel,
what about from one of the other
| | 05:37 | applications?
| | 05:38 | I am going to hit Command+Tab to move
over to PowerPoint and if you want to
| | 05:42 | follow along, and you've got the
exercise files, you can open up Q4Sales.pptx.
| | 05:47 | That's our PowerPoint file. You can
see I have got two slides here; one has
| | 05:52 | Q4Sales that's for the total and
then I have got a second one here that
| | 05:56 | actually has a placeholder because in
PowerPoint when we select slides, we can
| | 06:00 | choose placeholders or slide layouts. So,
if I go to Slide Layouts tab here in
| | 06:05 | my Elements Gallery, notice that I
have got different options here which will
| | 06:08 | have placeholders in there for me. So,
I am going to go back over to Charts
| | 06:12 | here and you will see it's the exact
same chart choices that I saw in Excel.
| | 06:16 | Let's go back to slide one and we are
going to put a chart in here and this is
| | 06:20 | the total. So, let's say, we want to go
to Bar this time and do a 3-D bar. Now,
| | 06:25 | I don't have any data here in
PowerPoint, so when I click on the bar graph,
| | 06:29 | look what happens. It's going to
create one but I have got this brand new
| | 06:34 | worksheet here in Excel and
I have got some sample data.
| | 06:37 | So, if I use Command+Tab to go back
to PowerPoint, you can see that data is
| | 06:41 | already showing up in this sample
chart. So, all I need to do is in Excel,
| | 06:46 | switch back over to Excel, is make
changes to the data, but if I wanted to, I
| | 06:51 | could actually use that data I already
had in Excel. That's what I am going to
| | 06:55 | do; I am going to go up to window here
and go over to my Q4Sales and I am going
| | 06:59 | to highlight this information that I
used while I was in Excel. So, I'll make
| | 07:04 | sure we go from A4 all the way across
to D and down to 9 and I am going to do a
| | 07:09 | Command+C; I am going to copy that. I
am going to change over to my sample data
| | 07:14 | chart in Microsoft Office PowerPoint
and I am just going to select all of that
| | 07:19 | and paste right over it with Command+V.
So, there is my new data, which means
| | 07:24 | if I Command+Tab over to PowerPoint,
what should I see? Look at that Other,
| | 07:29 | Pastries, Breads, Cakes, Pies, December,
November, October, it's so easy to do.
| | 07:34 | So, all you have to do is either enter
the data or if you have already got it,
| | 07:38 | just copy and paste it. Because
everything is the same here in PowerPoint as
| | 07:42 | well as in Excel, each of the elements
can be edited, the entire chart can be
| | 07:47 | changed to a different style if I
wanted to just by clicking it. Very cool
| | 07:51 | stuff and I encourage you to
experiment with working with charts.
| | 07:58 | Let's go down to the second slide,
here we have got a placeholder. So, all we
| | 08:02 | have to do is click the Insert Chart
button here, we don't even need to go up
| | 08:05 | to the Elements Gallery; we have
already got an option here to insert a chart.
| | 08:10 | Since we do that, it's going to take a
second and display the Elements Gallery
| | 08:14 | showing us our chart. So, here we are
in bar again, I am going to close that up
| | 08:19 | just to show you how that works, go
back down here to insert a chart right
| | 08:23 | away, the Charts tab is selected and
I am back inside the Elements Gallery.
| | 08:27 | So, just another way for us to select
the chart. So, again, if I wanted to, I
| | 08:31 | am going to go over this time to Column,
and I am going to move over to these
| | 08:37 | cones right here. As soon as I click it,
same thing happens; creates a sample
| | 08:42 | sheet and highlight the data. I am
going to do my Command+V to paste in the
| | 08:47 | stuff I copied a moment ago and as
soon as I Command+Tab back over to
| | 08:51 | PowerPoint, I have got my new data.
Notice all the stuff I have on the
| | 08:55 | right-hand side here for Chart options,
so I can change my Axes, my Gridlines,
| | 09:00 | down below, Chart Data. Any time I want
to edit this data, I click the Edit in
| | 09:06 | Excel. It takes me back to Excel.
Select the data source. It's already selected
| | 09:10 | so all I have to do is click OK and
I'll just come in here and make changes.
| | 09:13 | For example, if I go into Pies up
here and change this to 20,000 and hit
| | 09:21 | Return, when I Command+Tab back over
to PowerPoint, look at that spike over
| | 09:25 | here for Pies, all the way up to 20,000.
| | 09:28 | Everything gets readjusted for me.
I don't have to worry about the scale,
| | 09:31 | etcetera. It's all going to work out
nicely for me. I can change to a different
| | 09:36 | Chart Style if I wanted to by
selecting them over here, lots to choose from,
| | 09:40 | till I get one that I like and now I
will just de-select the chart to see the
| | 09:44 | finished product. So, there you have
working with charts. Again, not a new
| | 09:48 | feature but definitely there are some
improvements here to help you create your
| | 09:52 | charts efficiently, quickly,
and make them look nice too.
| | Collapse this transcript |
| Using themes| 00:00 | I think maybe one of the coolest new
features in Office 2008 is the new Office
| | 00:05 | Themes that allow you to quickly
create documents, presentations, even
| | 00:10 | workbooks in Excel with an unified
look. That's because each theme has a
| | 00:14 | coordinated set of fonts and colors and
even visual effects that you can apply
| | 00:18 | with a single click. We are going to
take a look at themes in this lesson in
| | 00:22 | the variation applications
starting with Microsoft Word.
| | 00:26 | Now here you can see I've got a blank
document. If you want to follow along we
| | 00:29 | are going to create a new project and
check out some of the themes we can apply
| | 00:33 | to a new project. We'll go up to File
menu and click Project Gallery. Next
| | 00:38 | let's go down to the Newsletters
category and let's select this one here, Fall
| | 00:42 | Newsletter. When we select a project
like this we get a great big head start
| | 00:46 | and a theme is already applied.
In other words there is a certain color
| | 00:49 | combination that's going to be used in
this newsletter. There are certain fonts
| | 00:53 | that are going to be used and special
effects. So there is a theme already
| | 00:57 | applied, but we can change that
theme with a click of a button.
| | 01:00 | Now I don't know this is your forte or
not but coordinating colors and matching
| | 01:04 | fonts and so on is not my forte, so I
love the fact that I can select from
| | 01:09 | preset themes. So with Fall Newsletter
selected I am going to click Open, which
| | 01:14 | is going to create my brand new
project. You can see I've got a bunch of
| | 01:17 | placeholders with some placeholder
text in there. I am going to replace that
| | 01:20 | with my own. My own title, my own text
down below, my own images and so on, but
| | 01:25 | we are going to talk about themes right now.
| | 01:28 | From the Formatting Palette, and if
your Formatting Palette is not open,
| | 01:31 | make sure it is. Go up to View and select
Formatting Palette from here. We are going
| | 01:36 | to click on the Document Theme section,
which expands this area to show us some
| | 01:40 | themes that we can choose from.
You can there are little thumbnail
| | 01:43 | representations using different font
styles, different color combinations and
| | 01:48 | special effects.
| | 01:49 | So to select the theme all we do is
click on it here. You can see the change is
| | 01:53 | instantaneous. Click on a few
different themes until we see one that we like
| | 01:58 | and we are ready to go. We can also
make changes to parts of a theme, such as
| | 02:02 | the colors that are used or the fonts.
So if we like the colors, we like the
| | 02:06 | special effects, but we want to
change the fonts down below we can actually
| | 02:10 | select from Font schemes as well. So
you find one that you like, give it a
| | 02:14 | click and you are going to see
changes right here in your document.
| | 02:18 | Now when you get away from the
preset themes and start changing fonts and
| | 02:23 | changing color schemes you can start
to make a mess of your work, so you can
| | 02:29 | always go back to the theme just by
clicking it on the list of themes that you
| | 02:33 | see here in the Document Theme section.
| | 02:36 | So once you've found a theme that you
like, I am going to use this one right
| | 02:39 | here, and by the way as you hover
over themes you'll get to a see a little
| | 02:43 | pop-up or the name of that theme, in
this case Aspect, that's the one I am
| | 02:47 | going to use.
| | 02:48 | If you wanted to make some changes to a
theme like set up different colors and
| | 02:52 | different fonts, once you've got the
combination that you like for example you
| | 02:56 | can save that theme and call it your
own. By going down to the Save Theme
| | 03:01 | button, you are going to save your
themes to the My Themes folder by default,
| | 03:05 | just give it a name. I am going to
call this Newsletters, and hit your Save
| | 03:10 | button. The neat thing is that when you
save a theme like this you can actually
| | 03:14 | use it in the other applications. So
in Excel and in PowerPoint I can use my
| | 03:19 | Newsletters theme that I
just created a moment ago.
| | 03:21 | So that's what we are going to do,
let's switch over to Microsoft Excel. So I
| | 03:25 | am going to Command+Tab over to Excel
and I have actually already got a file
| | 03:29 | open. If you are a Premium Subscriber
and you want to follow along, open up
| | 03:32 | ThemeSales from your Exercise
Files and you'll have what I have.
| | 03:36 | When you apply themes to a workbook in
Excel you are going to see those changes
| | 03:41 | in SmartArt graphics and charts,
not necessarily the data on the actual
| | 03:46 | worksheet. I'll show you what I mean,
over here in the document theme area of
| | 03:49 | the Formatting Palette we have that
same look, we can click on different themes
| | 03:54 | and look what happens, we see those
changes here and here, but not necessarily
| | 03:57 | with the data in our worksheet.
| | 04:00 | So there is one that kind of fits the
color scheme that I've got. If I want to
| | 04:04 | make changes to the colors in my
worksheet I would have to go through selecting
| | 04:08 | the cells that I want to change and
use my Formatting Palette to make changes
| | 04:12 | to those areas. I still have colors
down below to change up the color scheme if
| | 04:16 | I wanted to, and I can change up the
fonts as well, even save themes from here.
| | 04:22 | When you want to apply a theme, you
have to go to the Browse button, a theme
| | 04:26 | that you've created. So we've got the
Presets up here, but when you create
| | 04:30 | themes use your Browse button to go
right to the My Themes folder, you'll find
| | 04:34 | it right there, there is the one we
created a moment ago. We get a preview of
| | 04:38 | it, and when we click Apply it
will be applied to our existing file.
| | 04:43 | Same goes for PowerPoint, we're going
to switch over to PowerPoint now, and
| | 04:47 | here you can see I have actually
opened up a file as well called PhotoAlbum.
| | 04:51 | Again, if you've got the Exercise Files
go ahead and open this one up, if you'd
| | 04:54 | like to follow along. So this is a
photo album with five different slides
| | 04:58 | containing different contents and
it's already using a theme. So when this
| | 05:03 | project was started that theme was
selected, but we can change that theme.
| | 05:06 | Look over here though in the Formatting
Palette, the Document Theme area looks
| | 05:10 | a little bit different. All we have is
colors and fonts to choose from. We can
| | 05:13 | browse to themes we have created, and
we can save themes from here, but notice
| | 05:18 | that we don't have those thumbnail
themes to choose from,. That's because slides
| | 05:22 | get their own themes. We've got up here
in the Elements Gallery a Slide Themes tab.
| | 05:26 | Let's give that a click.
| | 05:28 | Now you are seeing some of those
thumbnail representations you've got you might
| | 05:31 | see. Clicking here actually changes the
slide themes and you can see all of the
| | 05:36 | slides in my presentation have this new
theme. I have got many to choose from.
| | 05:41 | So once I've found one that I like, all
of the slides are affected. Now I can still
| | 05:46 | change the color schemes and the
fonts like I did with Excel workbooks and
| | 05:51 | Microsoft Word files, and of course I
can save a theme once I've got exactly
| | 05:56 | what I am looking for.
| | 05:58 | Clicking the Save Theme option
takes me right to the same spot where my
| | 06:02 | Newsletters theme was created. I am
going to click Cancel in this case, and
| | 06:06 | let's just try applying that theme.
We'll go up to Browse, select Newsletters,
| | 06:11 | click Apply and a theme that we created
in Microsoft Word has just been applied
| | 06:16 | to a PowerPoint presentation.
| | 06:18 | So you can see how themes will save
you a lot of time and a lot of effort
| | 06:22 | creating really nice looking
presentations in PowerPoint, nice looking files or
| | 06:27 | documents in Microsoft Word, even in
Excel you can spice up your documents,
| | 06:31 | smart graphics and even your charts and
so on to create special effects and add
| | 06:36 | some visual interest to your projects.
| | Collapse this transcript |
| About XML formats| 00:00 | In this lesson I'd like to talk to you
about a very big change that's happening
| | 00:03 | behind the scenes in Office 2008.
That is, there is new default file format
| | 00:09 | every time you save documents in
Word, presentations in PowerPoint and
| | 00:13 | workbooks in Excel. It's called Office
Open XML format, and because of this new
| | 00:18 | default format you are able to create
smaller files and even make it easier to
| | 00:23 | recover damaged files and share files.
So the new file formats like I said are
| | 00:28 | used in Word, PowerPoint, and Excel.
They also keep your files a lot more
| | 00:32 | secure. Open XML formats are also
the default file formats for the 2007
| | 00:37 | Microsoft Office System for Windows
operating systems. So you are very
| | 00:41 | compatible with that.
| | 00:43 | Now when you save a Word document,
you are going to be saving it in a new
| | 00:45 | format. You can see I've got a
document open here in Word, and if you are a
| | 00:49 | Premium Subscriber and you want to take
a look at this document, you can go to
| | 00:53 | the Exercise Files and open OpenHouse.
--look at the ending-- docx and
| | 00:58 | you'll have what I have.
| | 00:59 | I am going to move down to the next
page, using my Scroll Bar, and down here
| | 01:03 | you can see I have got Word,
PowerPoint, and Excel in a SmartArt Graphic.
| | 01:09 | Well, like we saw Word documents are
now saved with this new extension DOCX,
| | 01:13 | formally you are probably used to
seeing a DOC extension on your Word
| | 01:19 | documents, now there is that X added on
there representing the XML format. Same
| | 01:23 | thing goes for PowerPoint. Previously
there you end it with PPT. Now we've got
| | 01:28 | the X on the end and with Excel
XLS with the X on the end there.
| | 01:32 | Now it's very important for you to
know that not everybody is using these
| | 01:36 | latest versions of Microsoft Office so
you are not stuck with this format, if
| | 01:40 | you did want to save it to a previous
version you can do that using Save As. So
| | 01:45 | here we are in Microsoft Word. If I go
up to File and I choose Save As, you are
| | 01:49 | going to see a default name show up at
the top. Down below the format is Word
| | 01:54 | Document and in brackets we see that
new extension .docx. But if we wanted to
| | 01:59 | go back to a previous version clicking
this drop-down allows us to go to Word
| | 02:03 | 97 to 2004 documents. They all use
the same format, .doc. If you are saving
| | 02:09 | templates notice that it's a .dot with
an x now but you can go back to previous
| | 02:14 | versions and then you've got all those
other options for being compatible with
| | 02:18 | other people out there.
| | 02:19 | Now what if you wanted to make that
your default? I am going to click Cancel
| | 02:22 | here for saving this. If you wanted to
save all of your documents to a previous
| | 02:27 | version with a .doc extension for
example, and then on occasion save using this
| | 02:32 | new format you can change your
preferences. You can go up to File, actually
| | 02:36 | Word, and then click Preferences.
And from here in the Output and Sharing
| | 02:41 | section in Word you've got a Save icon.
Click that and you'll see that the Save
| | 02:46 | Word file as option is set to Word
Document with a .docx extension. But if you
| | 02:52 | wanted to make Word 97 to 2004 your
default, just click it there, click OK and
| | 02:58 | every time you save a new document it
will be saved in that older format. So
| | 03:02 | you might want to wait for people to
catch up to you and then of course you
| | 03:05 | would come back up here to Word -
Preferences and change that back to the new
| | 03:10 | format when you are ready. I am
going to do that now and click OK.
| | 03:14 | I am going to flip over to Microsoft
PowerPoint for a second. It looks a little
| | 03:20 | bit different here. When you go up to
PowerPoint Preferences, Preferences are
| | 03:24 | different. You've got a Save icon
across the top. That's where you have to go
| | 03:28 | to change your file format default
from the .pptx extension to something else
| | 03:34 | like the old PowerPoint 97-2004
extension, the .ppt format. And in Excel again
| | 03:42 | just slightly different let's
flip over to Microsoft Excel.
| | 03:45 | When we go up to Excel Preferences
over here you are going to see Save down
| | 03:51 | below Sharing and Privacy, well,
that's not actually where you are going to
| | 03:54 | find that new setting, you are going
to go Compatibility in Excel, and that's
| | 03:58 | where you'll see Save files in this
format. Excel workbooks are saved with the
| | 04:02 | XLSX extension. You can change that to
anything you like here as the default.
| | 04:08 | Just remember to come back when it's
time to change it to that new format and click OK.
| | 04:12 | I am going to flip back to Microsoft
Word. In conclusion, keep in mind that all
| | 04:20 | of your applications here Word, Excel,
PowerPoint saving to a new format, there
| | 04:25 | is an X on the end of that format,
you'll see it quite often when I am sharing
| | 04:29 | documents with others, I do get
messages back saying I can't open your file.
| | 04:33 | I haven't upgraded to the latest version
yet. You'll need to save back a version
| | 04:37 | for a little while perhaps until
everybody gets caught up. This is a great
| | 04:41 | application, l love Office 2008. There
are so many advantages to upgrading that
| | 04:46 | eventually people will and you will
be able to set that default to the new extension.
| | Collapse this transcript |
| Using Automator workflows| 00:00 | In this lesson I just want to mention
something that's new to Office 2008 and
| | 00:04 | Microsoft Office 2008 for Mac Special
Media Edition, and that is that you now
| | 00:09 | have Automator support. So if you are
already familiar with Automator you know
| | 00:13 | that that's an application that comes
with the Mac operating system, OS X 10.4
| | 00:17 | Tiger or higher, and it helps you to
automate commonly performed and repetitive
| | 00:22 | task, kind of like writing scripts
or Macros. But you don't need to be a
| | 00:26 | programmer to use Automator, and
now you've got that support in Excel,
| | 00:30 | PowerPoint, Word, and even Entourage.
So we are going to take a quick look at
| | 00:34 | how you can use Automator in one
of those applications, PowerPoint.
| | 00:38 | You can see I've already got Automator
selected here in my Applications folder
| | 00:42 | using Finder. I am going to launch
Automator right now. In the background here
| | 00:46 | I've got PowerPoint running, and I am
going to double-click that to launch the
| | 00:50 | application. When you create little
workflows you can save them and store them
| | 00:54 | wherever you like, and you'll notice
that over here in the Library column in
| | 00:58 | Automator we've got all of those
applications that we are used to seeing, but
| | 01:02 | now we have also got Entourage, Excel,
PowerPoint, and Word and as I click on
| | 01:09 | those you will notice all of the
Actions that show up here on the right-hand
| | 01:12 | side. Quite a few for Entourage,
Excel has a number, PowerPoint and Word.
| | 01:17 | They all have actions that we can select
from to create little workflows over here
| | 01:23 | on the right-hand side.
| | 01:24 | So one of the things, let's just
test this out to see if it works with
| | 01:26 | PowerPoint. Let's say we wanted to
capture our screen and take that image which
| | 01:31 | goes to the Clipboard and pop it
directly into a slide in a PowerPoint
| | 01:35 | presentation. Can we do that? You bet!
Now that we have some Microsoft
| | 01:39 | PowerPoint support here for Automator.
| | 01:41 | I am going to go over to the System
here in Library and choose Take Screenshot,
| | 01:46 | and you can see that this Action here
takes a screenshot of your computer.
| | 01:50 | So I'm going to drag that over to the
right-hand side and release, and now I get
| | 01:54 | some options here. By default it's
going take a screenshot of the full-screen
| | 01:57 | but I want to be interactive so I want
to be able to choose either a window or
| | 02:02 | a selection and I am going leave it at
Window. It's going to be saved to the
| | 02:06 | Clipboard, that's perfect.
| | 02:07 | Now instead of me manually doing this
and then coming over to PowerPoint and
| | 02:11 | pasting it in there, I am going to add
that workflow step or action by going
| | 02:15 | over to Microsoft PowerPoint and I am
going to find Paste Clipboard here, and
| | 02:19 | you'll notice when I click on that I
get some info down below. Paste Clipboard
| | 02:22 | Content into PowerPoint Presentations,
and it takes the content from the
| | 02:26 | Clipboard and paste it right
into my presentation in PowerPoint.
| | 02:31 | So I am going to drag that one over
and just drop it in there after. You can
| | 02:34 | see there is a connection from Step 1
to Step 2, which is going to paste the
| | 02:38 | content, perfect! I am going to end up
with a PowerPoint presentation in the
| | 02:42 | end. Of course, I would go up to File
and I could save this and choose where I
| | 02:45 | am going to save it, but I can also
run it right from here clicking the Run button.
| | 02:50 | So let's just move over to PowerPoint
here, you can see I've actually opened up
| | 02:54 | a file. If you want to follow along
and you are a premium subscriber, you've
| | 02:58 | got the Exercise Files, you can open
up Automator.pptx and you'll have what I
| | 03:02 | have here. This would be a good spot
for what we are about to copy and paste.
| | 03:06 | I am going to move over to Safari and I
have gone to the lynda.com website and
| | 03:10 | I have clicked on Authors over here and
selected myself. So may be I'd like to
| | 03:14 | put all of this here, this entire
window into my PowerPoint presentation.
| | 03:19 | Let's go back to Automator. I am Command
+Tabbing now, and all I am going to do
| | 03:23 | is click Run. Now because I have
selected to allow myself the interactivity of
| | 03:28 | selecting the window all I have to do
is go over to the window and select it,
| | 03:32 | so I am going to click OK, there is my
little camera. I am going to Command+Tab
| | 03:36 | over to Safari. This highlights my
entire window over here, perfect! So when I
| | 03:40 | click automatically everything just ran.
So I've got copied to the Clipboard
| | 03:45 | and pasted into my PowerPoint
presentation, I can tell they are the little
| | 03:49 | check marks here.
| | 03:50 | So I am going to go over to PowerPoint.
Sure enough there is my image. It's
| | 03:53 | much bigger than I wanted to be, but
that's okay. I can go to the corners and
| | 03:58 | size this down like any other graphic
and just put it in the right spot on my
| | 04:02 | slide, like so.
| | 04:05 | So you've now got that Automator
support built into Office 2008. Could save you
| | 04:10 | a lot of time and a lot of effort if
you are one who likes to use Automator a lot.
| | Collapse this transcript |
| Saving to PDF| 00:00 | You may remember I mentioned near
the very beginning of this title that one
| | 00:03 | of the goals of Microsoft Office 2008
was to improve compatibility. The ability
| | 00:08 | for you to share your documents whether
they are Word documents, Excel workbooks
| | 00:13 | or our PowerPoint presentations with
other people, even if they are on a Mac or
| | 00:17 | a Windows PC or don't even have these
applications. You still want to be able
| | 00:22 | to share your work with others.
| | 00:23 | Well, one of the ways that you can do
this is by converting to the PDF format,
| | 00:28 | Portable Document Format. Now if you
have ever with PDF, you know all you need
| | 00:32 | is the free Adobe Reader to view
documents that are in that PDF format. Well,
| | 00:37 | you could always save it PDF in previous
versions of Office. But now you can do it
| | 00:42 | right from the Save As dialog box. So
we are going to check that out here.
| | 00:46 | Saving to PDF ensures that your
documents will appear the exact same way with
| | 00:50 | the correct layout and the fonts on
any computer that can view PDF files.
| | 00:54 | Now remember that the Adobe Reader is
free and you can download it right from
| | 00:58 | Adobe.com if for some reason it's not
already installed on your computer. Now
| | 01:02 | on a Mac computer we have got Preview
for looking at PDFs as well. So we will
| | 01:06 | check that out in a minute. Right now
you can see I am in Microsoft Word here
| | 01:10 | and I have a document opened already
called PDFDecember. It's a .docx format.
| | 01:15 | So the native format to Office 2008 for
Microsoft Word and now we are going to
| | 01:20 | covert this to PDF and it's really very easy.
We go up to File and choose Save As now.
| | 01:25 | You used to have to print to PDF.
Now from the Save As dialog box, we can
| | 01:29 | change the format right here. By
clicking this little dropdown we can select
| | 01:33 | PDF right form the list. It changes it
to a PDF file. You can see the extension
| | 01:38 | up here using the same name and all I
have to do is click Save to save it.
| | 01:42 | Now all I am going to choose where I
am going to save it first, I am going to
| | 01:44 | save it to my desktop, so we have the
easy access. I click the Save button. It
| | 01:48 | just takes a second and now I have a
PDF version of this document I can share
| | 01:52 | with others. I am going to switch over
to Microsoft Excel now, and here I have
| | 01:57 | also got a document open, which is a
Workbook. Here you can see it's called
| | 02:01 | PDFSales and it's the xlsx format.
| | 02:05 | Well, same thing, we go up to File and
Save As and check it out form the Format
| | 02:11 | dropdown, we can choose PDF right form
there. We click Save. Let's change up to
| | 02:18 | Desktop first and also we can choose
to save the entire Workbook or just the
| | 02:23 | Sheet that we are working on to a PDF
file. I am going to choose Sheet and
| | 02:26 | click Save and that too takes just a
second to save it as a PDF document.
| | 02:32 | All right, let's try it in PowerPoint.
Is it going to be just as easy? Here we
| | 02:35 | have got several slides, five slides
in a presentation called PDFAlbum, and
| | 02:39 | it's a pptx format. And when I go to
File, and choose Save As, again from the
| | 02:46 | Format dropdown, I can select PDF. I am
going to choose the desktop. I am going
| | 02:53 | to click Save and here we have got five
slides, fairly graphical in nature. So
| | 02:59 | it does take a little bit longer to
convert this one to PDF. But in the end we
| | 03:04 | will have three PDF
documents sitting on our desktop.
| | 03:07 | So all I am going to do is minimize
each of these applications, to go to back
| | 03:13 | to my desktop here. I am going to
close up the Formatting Palette. There they
| | 03:17 | are. There is my PDFDecember and I am
going to double click it open it up in
| | 03:22 | Preview here. You can see it's got
the same layout, the same color schemes,
| | 03:26 | fonts. It's really just a picture of
my file that I had opened up in Word.
| | 03:30 | So this is a Read Only version of
the document. It's another secure way
| | 03:35 | actually to share your files with
others too. Even if they have Word, if you
| | 03:38 | don't want them altering your documents,
one option is to save to PDF like we
| | 03:42 | just did. How about our spreadsheet?
Double-click that. There you see we have
| | 03:48 | got out data, we have got our graphics,
our chart, everything just looks the
| | 03:52 | same as it did in Microsoft Excel.
| | 03:55 | Our PowerPoint presentation, look at
that. We have got our four slides here.
| | 03:59 | We can move from one to the next by
clicking thumbnails. We can use our Previous
| | 04:04 | and Next buttons to move through the
various slides. Or in this case pages
| | 04:09 | in a PDF. So don't worry about being
compatible with others. If they don't have
| | 04:14 | Microsoft Word, Excel or a PowerPoint,
not even older versions, you can always
| | 04:18 | save to your PDF right from the Save
As dialog to save your files and share
| | 04:23 | them with others.
| | Collapse this transcript |
| Using the Mail Merge Manager| 00:00 | If you have ever used the Data Merge
Manager in Word 2004 and you like it, well
| | 00:05 | you are going to like this new updated
and improved version of the Data Merge
| | 00:08 | Manager. It's now called the Mail Merge
Manager and that's what we are going to
| | 00:11 | look at in this lesson. It makes a
lot easier for you to create your form
| | 00:15 | letters, your mailing labels, catalogs,
even addressing envelopes is a lot
| | 00:19 | easier than it used to be. So we
are going to take a look at that now.
| | 00:22 | Using a couple of different scenarios,
you can see I have already got in Excel
| | 00:26 | here a file opened called Addresses.csv.
So if you are a premium subscriber and
| | 00:30 | you have got the Exercise Files, you
want to follow along open this one up and
| | 00:34 | you can see it's just a list of names,
addresses. I have got city, state and
| | 00:38 | zip in here, not too many, just
enough for us to work with to create some
| | 00:42 | mailing labels. So I wanted you to see
that, not that we need to have it open right now.
| | 00:46 | We are going to flip over to
Microsoft Word and all we need is a blank new
| | 00:50 | document here. Don't worry about
setting up labels or envelopes. When we go up
| | 00:54 | to the tools menu, you will notice that
Envelopes and Labels, even a Letter
| | 00:59 | Wizard, there is access to the Address
Book. It's all right here in this little
| | 01:02 | section, but right at the top is our
new Mail Merge Manager. So I am going to
| | 01:06 | give that a click.
| | 01:07 | This just steps you through creating
mailing labels or envelops, whatever it is
| | 01:11 | you need to address. Look at the top
here for step 1, we have got Create New
| | 01:15 | and this is where we select our
document type. So that's why we start a blank
| | 01:19 | new document in Word. We click this
little dropdown and now we can decide are
| | 01:22 | we creating a form letter where we are
going to have some names and addresses
| | 01:26 | at the top or at the bottom, are we
creating a sheet of labels, are we
| | 01:29 | addressing envelopes, or creating a catalog.
| | 01:32 | So let's start with Labels here. As
soon we click Labels, the Label Options
| | 01:36 | dialog box opens up, you can choose
the type of printer you are using, Laser
| | 01:40 | and ink jet is selected by default
here for me. Now you are going to choose
| | 01:43 | your label, so look at your box of
labels and match up the product number. I
| | 01:47 | have got these ones here, 51, 62 you
can see the height and width of the label
| | 01:51 | over here, it's an address label,
and the page size that's actually going
| | 01:55 | through the printers are 8.5x11 and
sheet of paper. So I am going to click OK.
| | 02:00 | Right away in the background you can
see I have got placeholders now for each
| | 02:03 | of the records that I am going to be
selecting in my next step. Step two is,
| | 02:08 | select the recipients list, here is
what you get to choose from a number of
| | 02:11 | options clicking the Get List button,
allows you to create new data sources, so
| | 02:16 | you can start typing in your new
names and addresses if you wanted to. You
| | 02:19 | could open a data source, such as
that csv file we are looking at, you can
| | 02:23 | access your Office address
book, even FileMaker Pro.
| | 02:25 | So we are going to go to open a data
source and as soon as we do that, all we
| | 02:29 | have to do is browse to our Exercise
Files and find that Addresses.csv file.
| | 02:34 | Give it a click, we get a preview of
some of the information in there and click
| | 02:38 | Open. So now that they are selected, we
move on to editing the Labels. Here is
| | 02:42 | where we actually insert the fields
that we want to appear on our label. Notice
| | 02:46 | we've got a button here
for inserting merge fields.
| | 02:49 | I am going to click that. I would
like to see the Firstname in there. I am
| | 02:52 | going to leave a space, so I hit the
Spacebar and then after that would come
| | 02:56 | the lastname on the next line. So I am
going to hit Return, it's where I want
| | 03:00 | to see the address. Now some of the
addresses may have two. So I am going to
| | 03:05 | hit Return here to add the second line,
like suites or apartment numbers and so
| | 03:09 | on. I am going to hit Return now and I
am going to click in here and add the
| | 03:13 | city and the state. So I am going to
put in a comma leave a space and then
| | 03:19 | insert the State, leave a space and
put in the Zip code right there next to
| | 03:24 | that. There we go.
| | 03:25 | Clicking OK now actually sets up all of
those fields in our label, and you can
| | 03:30 | see over here we have also got the
option to insert placeholders using our
| | 03:34 | Contacts tab here. Firstname, Lastname,
Address. We have got them all here as well.
| | 03:38 | We can also choose to Filter if we
wanted to, so if we only wanted to create
| | 03:42 | labels for maybe people in New York, or
LA we could use some filtering options
| | 03:47 | here. So with this expanded click the
Options button and now look at all of the
| | 03:51 | options you have here for filtering and
even sorting records. So I am going to
| | 03:55 | go to my Filter Options and I want to
Filter on the State, Equal to, notice I
| | 04:00 | have a lot of operators to choose from
here, and I want to send it to everyone
| | 04:06 | I know in New York, so NY and
then I am going to click OK.
| | 04:10 | Now if I go back to Options I can also
go to sorting records if I want to sort
| | 04:14 | by last name for example. If that's
important to you, you can do it and then
| | 04:18 | you also have second level and third
level sorts available to you as well.
| | 04:22 | If you don't care by it by sorting,
you can clear using the Clear All button,
| | 04:25 | and I am going to save mine by
clicking OK. Now we can actually preview our
| | 04:29 | results. Down here there is a little
button to view the Merged Data. Then we
| | 04:33 | can move through the various records
using some of these navigation buttons
| | 04:37 | here. So I am going to click View
Merged Data and I am going to move this out
| | 04:40 | of the way a little bit. So you can
see there are actually two labels where
| | 04:43 | people who live in New York and you can
see their addresses, you can see their
| | 04:47 | city, state and zip, all of those
fields that we already selected.
| | 04:51 | So when we are done and we are happy
with what we have got, we just come down
| | 04:54 | here and choose, method for completing
for the merge. We can merge it right to
| | 04:58 | the printer, we can merge it into a new
document, like we see back here, or we
| | 05:03 | can merge it right into an email
message if we wanted to. So before I do that,
| | 05:07 | I am just going to go back up here to
my Filtering Options, because you can go
| | 05:10 | back to any of these steps at any time.
I am going to click on Options and I am
| | 05:14 | going to clear all of my
Filtering and I am going to click OK.
| | 05:18 | Notice what happens right away. Now I
have got six labels that are going to be
| | 05:21 | created for me. So I am going to click
on Merge to New Document. There is my
| | 05:26 | new document in the background and now
when I am ready I can send this to the
| | 05:30 | printer, if I wanted to. So that's one
method for using the Mail Merge. Another
| | 05:34 | method is to use your Address Book. So
I am just going to close this up and I
| | 05:38 | am going to close this document
without saving it, and typically you wouldn't
| | 05:42 | save your merged results, you just
do the merge again if you needed more
| | 05:45 | labels. I am going to say, Don't Save.
There is my original. I am going to
| | 05:50 | close that as well.
| | 05:53 | Let's go up to File and create a new
blank document. We will go back to Tools
| | 05:57 | now and we will go down to our Mail
Merge Manager, and this time we are going
| | 06:02 | to do a Create New, and then let's
choose Envelopes. We've done Labels. You can
| | 06:06 | see right now we are in the Envelope
dialog box where we have got our Return
| | 06:10 | address automatically. That's just
taking records that have already been set up
| | 06:14 | during the installation. So it's
using my information here as to Return
| | 06:17 | address, I don't have to have that show
up. If I don't want I can omit it or I
| | 06:21 | can just deselect Use my
address. It's totally up to you.
| | 06:25 | But down here is where we want to
insert an address. So we can go get it right
| | 06:29 | from the Office Address Book. So here
we have got a list of our contacts. So I
| | 06:35 | want to send it to this person. I see
their information down below, I click
| | 06:39 | Insert and it's going to create my
label using this address this Return
| | 06:44 | address, under Printing Options, use
settings from the printer. If I wanted to,
| | 06:49 | just click OK and off it goes.
| | 06:51 | So here is my new envelope. I am going
to move this out of the way, so you can
| | 06:54 | see the results. Everything is placed
correctly for me. So very easy. Now I
| | 06:59 | just send this off to the
printer and I have got my envelope.
| | 07:01 | So Mail Merge Manager makes things a
lot easier when it comes to merging data
| | 07:06 | such as data in your Address Book or in
an Excel file for example. You can even
| | 07:11 | create it on the fly if, you want.
Bottom line is Mail Merge Manager is going
| | 07:15 | to save you a lot of time and a lot of effort.
| | Collapse this transcript |
|
|
2. New in Word Using the Publishing layout| 00:00 | We are going to dedicate this entire
next chapter to exploring the new features
| | 00:04 | in Microsoft Word. If you want your
documents to look as good as your ideas,
| | 00:09 | there are some new features in Word to
help you accomplish this. We will take a
| | 00:12 | peek at the new Publication
Templates in this chapter, explore Document
| | 00:16 | Elements, Ligatures and in this
particular lesson we are going to check out a
| | 00:21 | brand new work environment that you are
really going to like for creating those
| | 00:24 | documents typically considered to
be desktop publishing type documents.
| | 00:28 | I am talking about the newsletters and
brochures, menus, fliers and those types
| | 00:32 | of documents that usually require you
to layout parts to make up the whole
| | 00:36 | document. Well, in this new work
environment called Publishing Layout View, you
| | 00:42 | get all the desktop publishing tools
and designer templates you need in one
| | 00:46 | place and this makes it fast and easy
to create page layout documents that only
| | 00:51 | look like you spent tons of time and
effort to put together. While you can see
| | 00:55 | I am in Microsoft Word here already
with a new blank document on my screen.
| | 01:00 | So if you want to follow along you can
launch Microsoft Word or go up to the
| | 01:04 | new button to create a new blank
document and you will have what I have here on
| | 01:08 | the screen. Now I want you to notice a
few things before we switch over to that
| | 01:13 | new work environment I was telling you
about. First of all, down at the bottom
| | 01:16 | of my screen it says I am in Print
Layout View. That's the default view for a
| | 01:21 | new blank document.
| | 01:22 | Over here to the left, we have got out
View buttons where we can switch to a
| | 01:26 | Notebook Layout View, there is our
current view Print Layout. Right here in the
| | 01:31 | middle is our Publishing Layout View
button and clicking this will switch us in
| | 01:35 | our current document to that new view.
So if you have already got contents like
| | 01:39 | text or maybe graphics and so on, on
your page switching to this view switches
| | 01:45 | you to that new environment giving you
all the tools you need for page layout.
| | 01:50 | Now instead of clicking here, there
are a couple of other ways to get to the
| | 01:54 | new Publishing Layout View. First of
all, you will notice that up here on my
| | 01:59 | Elements Gallery I have got Document
Elements, I have got Quick Tables, I have
| | 02:04 | also got Charts, SmartArt graphics,
WordArt those are the things that show off
| | 02:08 | in this particular view. But let's
see what happens when we switch to that
| | 02:12 | other environment, the Publishing
Layout View. Well we can do that by going up
| | 02:17 | to File and Project Gallery, that's one
way. When you select certain templates
| | 02:22 | down the Category side over here.
For example if I go under Marketing and
| | 02:26 | select Newsletters.
| | 02:27 | Anyone of these is going to pop me
into that Publishing Layout View, because
| | 02:32 | typically you would use that type of
view to create a document such as a
| | 02:36 | newsletter. So I can scroll down
through the different newsletters, find one
| | 02:40 | that I like, click on it and when I
click Open look what happens. I get this
| | 02:45 | brand new document. It actually looks
like four pages long. Down at the bottom
| | 02:49 | it says, I am on Page 1 of 4 and as
I scroll down you can see there are
| | 02:53 | multiple pages.
| | 02:54 | But you can see it looks a little bit
different, doesn't it? First of all we
| | 02:57 | have zoomed out, so you can see the
entire page. You want to get a feel for the
| | 03:01 | layout of the page, not necessarily
the details. We can zoom in. We have also
| | 03:06 | got this background back here which
is called our workspace and we can
| | 03:09 | change that. Down at the bottom we
have got Customize workspace so if we want
| | 03:13 | to change it to something else like
Leather for example, we can do that.
| | 03:17 | It just gives us a different background to work on.
| | 03:20 | Down below it says I am in Publishing
Layout View, just confirms that. Look at
| | 03:24 | my Elements Gallery up here. It's
changed. Now instead of Document Elements, I
| | 03:29 | have got Publication Templates here.
And then I have got my Quick Tables. Then
| | 03:33 | I have got Chart, SmartArt Graphics and
WordArt on the right hand side. So if I
| | 03:37 | wanted to change the layout I can
quickly go to Publication Templates. There is
| | 03:42 | Newsletters, Brochures, Fliers,
Invitations, all of those things we saw on the
| | 03:45 | Project Gallery. If I wanted to change
it to something different, for example
| | 03:49 | this one here, it's just an easy click.
| | 03:53 | So I am still working on my same
document. I just changed the layout. Now when
| | 03:57 | you are in the Page Layout Type view
or Publishing Layout that we are in, you
| | 04:02 | are going to work with a lot of Text
Boxes. Notice that this template contains
| | 04:06 | Text Boxes and I can click on them
here down the left hand side. There is
| | 04:10 | another one here. Typically, you are
going to work with Text Boxes where you
| | 04:14 | are going to flow text from one box
to another as opposed to typing over an
| | 04:17 | entire page in our Print Layout View.
| | 04:21 | Another thing that's going to happen
that's a little bit different. On the
| | 04:24 | rulers you can actually grab guides.
Now if we want to create a brand new
| | 04:29 | document, we can go to your New
dropdown and select New Blank Publishing Layout
| | 04:34 | Document. This creates a blank page now.
So without the template we don't have
| | 04:39 | all of those contents in placeholders.
We would then create our own. We do have
| | 04:44 | a series of tools showing up here on
the toolbar. The other thing that changed
| | 04:48 | is our toolbar is not the standard
toolbar we are used to seeing. We have got
| | 04:53 | some new buttons in here for
inserting pages for example and New Masters,
| | 04:57 | Duplicate Pages.
| | 05:00 | We have got a Remove button and then
we have got these tools here, like the
| | 05:03 | selection tool. A couple of Text Box
tools for inserting text into our document
| | 05:08 | rather than just typing which we can do.
We have got one big Text Box here, but
| | 05:12 | we can insert little Text Boxes and
flow text from one to the other, here is a
| | 05:16 | Vertical Text Box. We can insert
shapes right from here. If I click this,
| | 05:20 | because there is a little arrow in the
bottom right corner, you will see there
| | 05:23 | are a number of shapes to choose from.
| | 05:25 | I can use those as placeholders and
type text inside them. I can draw lines. I
| | 05:30 | have got the Line tools here. Look at
them all. Some of them are arrows and
| | 05:34 | curved. I have got the Hand tool for
moving things around, and there is my Zoom
| | 05:38 | tool. The Zoom Loupe tool allows me to
zoom in the specific areas just clicking
| | 05:42 | and dragging to make it easy for me to
go to specific sections of my document.
| | 05:47 | Also these buttons are a little bit
different, because we will be linking Text
| | 05:51 | Boxes together. They are faded out
right now, because we don't have any text in
| | 05:54 | here, but I can go from one Text Box
to the next to the previous using these
| | 05:58 | two buttons, Link to link Text Boxes,
Break Links. Then I have got some buttons
| | 06:03 | for arranging the objects on my page
as well as grouping them or ungrouping
| | 06:08 | them using this button.
| | 06:10 | These buttons at the end show
Navigation Gallery to appear on my Standard
| | 06:15 | toolbar as well. On the rulers if I
want to set up guidelines to help me line
| | 06:21 | things up, I just come over to the
ruler when I see the double arrow, I can
| | 06:24 | click and drag and just move it to a
specific location using the ruler up here
| | 06:28 | at the top. If I want something
exactly at the two-inch mark, I can release.
| | 06:33 | Maybe bring another one in to the 4
inch mark and this will help me line things
| | 06:38 | up for example, if I wanted to put
text in columns, I could go and grab the
| | 06:41 | Text Box now and just line it up with
these guidelines, snap it in there and
| | 06:46 | there is, for example, one column of text.
| | 06:50 | If I want to go half way, you can see
there are these guidelines that pop up
| | 06:53 | automatically as well telling me when I
am half way down. Then you can see now
| | 06:58 | I am already inside there to start
typing in any text I want to add and it
| | 07:03 | stays within the Text Box giving it a
column effect. So guideline is very handy
| | 07:09 | when you are in the Publishing Layout
View. You don't get those when you are in
| | 07:12 | Print Layout View. Go up to your ruler
and try to drag a guideline, you won't get any.
| | 07:16 | All right, I am just going to close
this without saving it. It's going to take
| | 07:23 | me back to my template. When you are
working with templates, it's important to
| | 07:27 | know down at the bottom, you will see,
a contents tab, All Contents and then
| | 07:32 | you have also got Master Pages. So I am
just going to collapse up my formatting
| | 07:36 | palette, so you can see down below
there is a tab titled Master Pages. Clicking
| | 07:41 | this tab takes you to a Master Page and
displays the Master Pages section over
| | 07:46 | here in your formatting palette.
| | 07:48 | Master Pages are where you can add
things that will show up on every single
| | 07:52 | page, i.e. unless you check this one
off called Different First Page. Then you
| | 07:57 | can have that cover page for example
where every other page after your first
| | 08:01 | page will look the same, but with this
checked off, you can have two different
| | 08:06 | masters. The First Page Master and
then as you move down, you can see here is
| | 08:10 | Master Section 1 and we do have
something up here. We have got a Text Box, we
| | 08:14 | have got a shape in there. This is like
a header that will appear at the top of
| | 08:17 | every single page. So here you see it
at the top of the next page and so on.
| | 08:23 | So it's really handy, so you don't
have to repeat your work. For example, if
| | 08:26 | you've had a company logo or maybe a
copyright message at the bottom that will
| | 08:31 | appear on every single page if you
enter it here on the Master. To switch back
| | 08:36 | to your document to view all contents
you click the All Content tab and this
| | 08:40 | takes us back to our page here. It's
at Page 1. Notice at the top of Page 2,
| | 08:44 | there is that header, so you have got
that beige box with some text inside
| | 08:49 | there. Same thing on the next page
and as we scroll down we see it on every
| | 08:53 | page after.
| | 08:56 | So all of those things will help
you when it comes to creating desktop
| | 08:59 | publishing style documents like
newsletters and brochures and menus and so on
| | 09:04 | in many different ways. You can start
from scratch using new blank publishing
| | 09:10 | layout document, you could be in
regular Print Layout View and switch over to
| | 09:15 | Publishing Layout View or you can
always use the Project Gallery. You will even
| | 09:19 | remember that going to the Project
Gallery and selecting from the different
| | 09:22 | categories will automatically pop you
into this brand new work environment,
| | 09:26 | Publishing Layout View, when you select
one of the documents that requires that
| | 09:31 | type of view.
| | 09:34 | So that covers the brand new work
environment, Publishing Layout View. Keep that
| | 09:38 | one in mind. In the next lesson we are
going to look at some of the publication
| | 09:41 | templates in detail to help you get started.
| | Collapse this transcript |
| Using Publication templates| 00:00 | I think one of the best features of
working in Publishing Layout View is the
| | 00:04 | publication templates you have access to.
There are a couple different ways to
| | 00:08 | access these professionally designed
publication templates that will help you
| | 00:12 | create great looking newsletters,
brochures, menus, posters, flyers, and all
| | 00:17 | kinds of documents like that with a
single click. The neat thing is you can go
| | 00:21 | back afterwards and customize any
template by using a theme. You can even use
| | 00:25 | your own pictures, your own text
obviously, to make the publication look
| | 00:29 | exactly the way you want.
| | 00:31 | So we are going to look at that in this
lesson and there are a couple of things
| | 00:33 | different ways to access the
publication templates. One way is from your
| | 00:39 | Publishing Layout View that we talked
about in the previous lesson. Another
| | 00:42 | option is to go through the Project
Gallery. So you can see I have closed
| | 00:45 | everything up here in Word. I've got
one blank document. I am currently in
| | 00:49 | Print Layout View. You
can see down at the bottom.
| | 00:52 | Let's start by creating a brand new
document from our Project Gallery. So we
| | 00:55 | will go up to File and click Project
Gallery and down here in the Category
| | 00:59 | section you are going to see a number
of publication templates to choose from
| | 01:04 | that will take you right into
Publishing Layout View by default. For example,
| | 01:08 | if I click on Brochures right here, you
can see all the sample brochures I have
| | 01:12 | to play with. Choosing anyone of these
to create my new document will take me
| | 01:17 | directly into Publishing Layout View.
| | 01:19 | I am going to go down to Marketing. It
looks like there is some subcategory,
| | 01:23 | sure enough. When I click the triangle,
I've got Catalogs and Menus, Proposals,
| | 01:27 | Signs. Down here is Newsletters. I
want you to keep a note of these headings.
| | 01:32 | Newsletters, Menus, Catalogs and so on.
| | 01:36 | Let's just browse through here, see what we've got. Lots of different
newsletters to choose from. Down below we've got presentations
| | 01:43 | for working with PowerPoint. Programs might be handy.
You can see here, we can create picture programs or school
| | 01:48 | programs, couple of templates to help us get started. We've got
stationery, we've got resumes. Let's go up to the Menus under the
| | 01:57 | Marketing section
| | 01:58 | and we'll choose this
Bistro Menu here and click Open.
| | 02:02 | So right away, we see that we switched over to our
Publishing Layout View for this brand new document and we've got
| | 02:09 | filler text. So we've got headings. We've got to text down below.
Looks like we've got prices down the right-hand side. All we have
| | 02:16 | to do now is simply fill in the blanks. Huge head start. We don't
have to lay out anything. Of course we can change the way this
| | 02:23 | looks if we wanted to, but notice that as soon as we switch
to Publishing Layout View, we've got though those publication
| | 02:29 | templates available to us here from
our Elements Gallery and clicking here,
| | 02:32 | the reason I want you to remember some of those headings is
there's Newsletters, there's Brochures, Flyers, Invitations.
| | 02:39 | There's Programs. And as we click on these, you can see we're
actually seeing the same samples that we saw as we move through
| | 02:45 | the Project Gallery.
| | 02:47 | Over here's Menus, and there's the one we chose, the Bistro Menu. As I
hover over it, I get a little information here on the left-hand side.
| | 02:55 | So I'm going to close that up.
| | 02:58 | So we've got more room here. And then creating your publication
using the template is just as easy as clicking and typing.
| | 03:04 | So here where I've got my main heading. You can see I've got
some Latin text in there, placeholders. As I click on it the
| | 03:11 | Formatting Palette expands to give me all kinds of
options over here. I'm just a type in 'lunch menu,'
| | 03:18 | like so.
| | 03:19 | We'll skip over this text down below, but it's the same idea.
You click on it and then you type in a description. Let's go right
| | 03:25 | to this next title here and I'll type right over that. I'm going to
put in a dash, leave the space and I'm going to type in 'beverages'
| | 03:35 | to leave a space and a dash.
| | 03:37 | Go down to this next one. I'm going to type in sandwichs, spell
it correctly, there we go. I should put in the dashes on either
| | 03:46 | side
| | 03:47 | just to keep it consistent.
| | 03:49 | I'm going to come down to this third
one here and type in burgers like so.
| | 03:56 | Now in a couple of lessons we're good to talk a
ligatures. So we see that we've put in dashes where there were
| | 04:02 | fairly long lines in there on either side of these titles in
the original template. We'll talk about what those are in a
| | 04:09 | couple lessons when we discuss ligatures but for now this is
fine. Now all we have to do is maybe just spice this up with a
| | 04:15 | little bit of art. Let's go up to where we see our
Formatting Palette and move over to the second button here in the
| | 04:20 | second option is our Object Palette.
| | 04:22 | And when we click on that we've actually got four choices
across the to. By default, you're probably seeing Shapes and
| | 04:28 | unless you used something else already. You'll see what you
used last. Here's ClipArt. We've also got access to Symbols and our
| | 04:35 | Photos. So I'm going to go over to ClipArt.
| | 04:38 | And you see all images by default will be selected. Now, if
you've used this already and you've selected a category, for
| | 04:44 | example, click this and choose Food and Dining, that's what
will show up the next time you access your Object Palette here
| | 04:50 | looking at ClipArt.
| | 04:51 | So for beverages, we've got a few options here. Probably
don't want the martini in there for the lunch menu in our bistro.
| | 04:58 | Maybe a glass of wine though. So I'm going to click and drag it over and
when I release it's not going to be perfect, but I can click on it once,
| | 05:05 | size it down using the sizing handles til I get it to a
size that suits this particular menu. We'll put it right in
| | 05:13 | there, click off of it to
see the end result. Beautiful.
| | 05:16 | How about sandwiches? Well, we've got one here.
| | 05:18 | Drag that over to this side. Again one click.
| | 05:22 | We'll size it down,
| | 05:24 | position it where it should go, like so. And burgers. Look at that.
We've got a burger here as well. I'm going to move that to the left side of
| | 05:31 | the title. I'm going to have to
size that down as well with one click.
| | 05:36 | And drag it down to a good size.
| | 05:39 | Automatically text is wrapping around my actual objects here,
but I'm going to size them down so I don't have to worry about that
| | 05:46 | right now.
| | 05:47 | So there you can see a huge head start. I've got my menu
almost done. All I have to do now is go in and add in some
| | 05:54 | descriptions and the menu items. Each of these is a separate
box, and we've got prices down the right. Just click in there,
| | 06:00 | type in the price and I've got my menu. My own information
will appear down at the bottom. So using a template is
| | 06:06 | really cool. I'm going to
close up my Object Palette here
| | 06:10 | and it takes me back to my documents. And if I wanted to now
I could make some adjustments to this, changing the background
| | 06:17 | if I wanted to. Lots of options, but the template is what
helped me get that huge head start, saving me a lot of time and
| | 06:24 | a lot of effort. In the next lesson we'll look at working
with document elements, another timesaver built into Word 2008.
| | Collapse this transcript |
| Using Document Elements| 00:00 | Well, if you have been following along
in the last couple of lessons, you know
| | 00:03 | about all about our new Publishing
Layout View in Microsoft Word 2008 and how
| | 00:08 | that gives you easy access to a series
of publication templates right from up
| | 00:12 | here in the Elements Gallery.
| | 00:14 | We are going to switch gears in the
lesson. We are going to move to our Print
| | 00:17 | Layout View, a more common view, what
people are used to working in when using
| | 00:21 | Microsoft Word. You will notice that
publication templates are no longer
| | 00:25 | available from the Elements Gallery
when we switch to that view. Instead, you
| | 00:29 | are going to have access to
something we are going to talk about in this
| | 00:31 | lesson, Document Elements.
| | 00:34 | You will use Documents Elements to help
automate some of those common but time
| | 00:37 | consuming tasks, like creating a Table
of Contents, for example. So right from
| | 00:41 | the Elements Gallery we will have
access to professionally designed components
| | 00:45 | like Cover Pages, that Table of
Contents, Headers, Footers, Bibliography, you
| | 00:49 | name it and it's going to be there.
| | 00:51 | Let's switch to that view by opening
up an existing document that's already
| | 00:56 | been created for you. If you are a
premium subscriber, follow me up to File and
| | 01:00 | then Open and right from the Exercise
Files you will find Alice.docx. It's a
| | 01:07 | brand new Microsoft Word 2008 document.
So I will click Open and you will, it's
| | 01:12 | actually the first of the few
chapters in Alice's Adventures in Wonderland.
| | 01:15 | Plain text, and as we move through the
page you can see down at the bottom on
| | 01:20 | our Status bar we are in, Print Layout
View. The second last button, hover over
| | 01:25 | where your button is selected
representing Print Layout View and if we look at
| | 01:28 | our Elements Gallery, Publication
Templates is gone, but we have Document Elements.
| | 01:34 | So let's give that a click, this
expands our Document Elements to show us we
| | 01:38 | have Cover Pages, quite a few to choose
from. We have got Headers and Footers.
| | 01:44 | Choosing Header or Footer allows us
to choose whether or not headers and
| | 01:47 | footers will appear on all the pages
or odd and even pages only. We can have
| | 01:52 | two different headers and two different footers.
| | 01:54 | We can also insert Bibliographies. And
as we click on these, we see samples to
| | 01:59 | choose from different formatting. So we
will start with Cover Pages. Now Cover
| | 02:04 | Pages typically are the first page in
your document. That means this current
| | 02:08 | first page will become page two, and
I am thinking probably our Cover Page
| | 02:12 | should have this title on it. It
doesn't need to appear here on this page.
| | 02:16 | So I am going to highlight it. I am
going to click and drag over it, right to
| | 02:19 | the d and I am going to cut this. I can
go up to Edit menu and choose Cut from
| | 02:23 | there. Command+X will also remove it.
I could go to the selected text with my
| | 02:29 | mouse, right-click or Command-click
with a single button mouse and choose Cut
| | 02:33 | from there. However you like to do it,
choose Cut and that will put it in the
| | 02:37 | clipboard temporarily till we are
ready to paste it. Where are we going to
| | 02:40 | paste it? On our cover page.
| | 02:42 | So here you can see, we have got some
simple cover pages, some graphical ones
| | 02:46 | as well, some colorful ones. If I move
my Formatting Palette out of the way,
| | 02:50 | you can see there is actually another
section full of these. Let's find one
| | 02:54 | that suits our needs. I like this one
here, Cover Page number seven. So I am
| | 02:58 | going to click on that.
| | 02:59 | So right away, I've got a brand new
Page one, my cover page. You will notice
| | 03:04 | Chapter 1 now appears on page two. So I
am going to scroll back up here. I have
| | 03:09 | got some placeholders for a title, a
subtitle, a graphical element and even it
| | 03:14 | has my name down here. I am not the
author of this, so I am going to be
| | 03:17 | changing that for sure.
| | 03:18 | But let's start with the document
title. I am going to double-click on the
| | 03:22 | Document Title. It highlights the
placeholder text. So I can replace it with
| | 03:26 | what I cut a moment ago.
| | 03:28 | So we can paste that here using a
couple of different methods. We could
| | 03:32 | right-click or a Command-click, your
choice. You will see that Paste and Paste
| | 03:36 | Special appear there or if you go up to
the Edit menu, you can do it from there
| | 03:40 | as well. I don't want to just paste,
because I won't have full control over the
| | 03:45 | formatting. The formatting on my
previous page one is different from my new
| | 03:49 | cover page. So by going to Paste
Special you have some more options.
| | 03:53 | You can choose HTML format, which is
highlighted by default. It could be a Word
| | 03:57 | Document Object if you wanted it to be
treated that way. It could be formatted
| | 04:02 | text with the formatting we had on
our previous page one, will be
| | 04:05 | carried over to our cover page.
That's not what I want. Unformatted text is
| | 04:10 | really what I do want. In this case it
will be stripped off of all formatting
| | 04:13 | and we will take on the
formatting of my new cover page.
| | 04:16 | So I am going to click OK. That
inserts it right there and you can see it
| | 04:20 | doesn't quite fit. There is too much in
the title and the font is too big. So I
| | 04:24 | am going to change the font size. I am
going to click and drag over the text I
| | 04:27 | can see in this Text Box. And I am
going to move it down to -- well let's try
| | 04:33 | 24. You can see that does work. We can
now see the entire title on one line.
| | 04:39 | Now if you want it on two lines, you
could change the size of your Text Box,
| | 04:42 | just by dragging the handle, but I
like it all on one line. And I clicked off
| | 04:46 | to the right hand side here to see
the finished product. Subtitle, I don't
| | 04:50 | need. If there is an element, you
don't need. No problem, just click on it.
| | 04:53 | It's selected. Hit Delete on the
keyboard and it's gone, just like that.
| | 04:57 | How about our graphic? Well, let's
change it to something more appropriate. I
| | 05:00 | am going to click on the flower and
you will notice my formatting palette is
| | 05:04 | changing all the time. It's context
sensitive. When I am on text, like my name
| | 05:08 | down at the bottom, you can see I have
got some Text Box options, Colors and
| | 05:12 | Weights and so on for working with text.
| | 05:14 | When I click on my flower, I am in the
picture section by default. I do want to
| | 05:19 | replace this with my own graphics. So
I am going to click on Replace. That
| | 05:23 | means my graphic is going to come in
and it's going to fit that placeholder
| | 05:27 | nicely. From the Exercise Files, if
you've got them, you can choose alice.png.
| | 05:32 | We could TIFF, JPEGs, GIFs, you name it,
but this one happens to be a PNG file.
| | 05:37 | I am going to click Insert. Inserts
it right where the flower was. Perfect.
| | 05:42 | Down below where I see my name, if I
wanted to change that, I could obviously
| | 05:46 | triple click to highlight every here
or just click and drag. Type in Lewis
| | 05:50 | Carroll or if I don't want anything
down there, we already know we can click
| | 05:54 | once, hit Delete to remove an
element. So there is our cover page.
| | 06:01 | Scrolling down to page two now where
we see Chapter 1. If we are going to
| | 06:06 | create a Table of Contents, all we have
do is go through our document selecting
| | 06:10 | text that needs to appear in the Table
of Contents, for example Chapter 1. Now
| | 06:14 | I am going to highlight Chapter 1 with
it selected. Notice I have got my styles
| | 06:20 | options opened up here. I
am going to choose Heading 2.
| | 06:22 | I like that formatting and because it's
selected as a heading, it's now marked
| | 06:29 | with some codes that we can't see on
the page, but can be used in the Table of
| | 06:34 | Contents. I have already gone through
the document and selected Chapter 2 and 3
| | 06:38 | as Heading 2.
| | 06:40 | When I go up to the Table of
Contents you can see some of the formatting
| | 06:43 | involves headings. This is the
formatting options I have to choose from when
| | 06:47 | using heading styles, but I can do
manual formatting as well. So here I just
| | 06:53 | select the formatting I want and then
choose the options I like from here. But
| | 06:57 | by using Headings, it really
simplifies things. Heading Styles, I will just
| | 07:01 | choose one I like, dot leaders, I kind
of like. I like the boldness here and
| | 07:05 | the font that's being used.
| | 07:06 | So I am going to select this first
one. As soon as I do you can see what
| | 07:10 | happens it gets inserted right
where my cursor was. So luckily we have
| | 07:14 | Command+Z, which is our undo. We can
hit the Undo button up here as well. We
| | 07:20 | just need to click where the Table of
Contents belongs. Then select it from our
| | 07:24 | Elements Gallery. That looks better.
| | 07:27 | In fact, it should probably be on its
page. So if we click down here next to
| | 07:31 | Chapter, this would be a good place to
insert a page break. So we will go up to
| | 07:35 | the Insert menu down to Break and
select Page Break. That moves Chapter 1 down
| | 07:40 | to its own page. So the Table of
Contents is now on it's own page.
| | 07:44 | Notice that Chapter 1, 2, and 3 which
were marked as headings are in there and
| | 07:48 | the page numbers are automatically
recognized over here on the right hand side.
| | 07:53 | As we add text and move things around,
the page numbers may change, well they
| | 07:57 | will change automatically in our Table
of Contents. So very simplified, made
| | 08:02 | easy for us. Excellent.
| | 08:04 | So you can also use Headers and Footers.
Header is text or object that need to
| | 08:10 | appear at the top of every page.
Footers at the bottom of every page.
| | 08:14 | Bibliographies typically go at the
end of your document. Let's just try one
| | 08:18 | more. We will work with a footer.
Now when we click Footer, we can choose
| | 08:21 | whether or not our footers are going to
appear on every page or we can do once
| | 08:26 | for odd or even pages.
| | 08:28 | So if we want to have a different
footer on the odd pages from the one on the
| | 08:31 | even pages, we can select one of these
and create our footer and then go to the
| | 08:35 | other and create that footer, but
let's simplify it. We will leave it at All
| | 08:39 | Pages. We will go down to the bottom of
our first page. Notice my mouse pointer
| | 08:43 | right now. Because there is a graphic,
it's a four-pointed arrow. When I move
| | 08:46 | underneath that though it changes.
| | 08:49 | That's my footer area. So I can double-
click to get in there and I just missed
| | 08:53 | it, got the objects. I am going to try
it a little bit lower, down here, still
| | 08:58 | getting it. Let's go to our second
page. Here we have got lots of room.
| | 09:03 | Double-click down there. Notice that
now we are inside the footer and we have
| | 09:06 | got a Close option here. We have also
got Header and Footer options over here.
| | 09:11 | So if we want to put in page numbers
for example and I am going to do that here
| | 09:16 | actually. I am going to put in, right
aligned, here we go. The word Page, I am
| | 09:23 | going to type Page, leave a space.
Notice that X of Y shows up. That's one of
| | 09:27 | the options, but I can just insert the
number, page number. Automatically a 2
| | 09:32 | shows up here, and if I wanted to I
have other options here for the number of
| | 09:36 | pages. So I might just do that. I am
going to leave a space of and then put in
| | 09:40 | the Page 2 of 12 in this case. Perfect.
| | 09:45 | I am going to double-click above my
footer here to get back inside my document,
| | 09:49 | and as I scroll down through the pages,
there is page 2, there is page 3 of 12,
| | 09:53 | there is page 4 of 12. It's the same
on every single page, because I have got
| | 09:58 | all pages selected here. So if you
wanted to say page 4 of 12 on the even pages
| | 10:04 | to appear on the left and odd ones on
the right, you could do separate ones for
| | 10:08 | odd or even pages. Just like that.
| | 10:10 | When you are done with your Document
Elements, you just close them up like so
| | 10:14 | and you have now got an updated
document, you are able to do some really cool
| | 10:18 | things. They are typically time
consuming tasks and a little bit complex on
| | 10:22 | occasion, but really it only took us a
few clicks to get exactly what we needed
| | 10:27 | using Document Elements in Word 2008.
| | Collapse this transcript |
| Using Ligatures| 00:00 | In this lesson we are going to talk
about something that you as a Mac user may
| | 00:03 | already be familiar with in other text
applications, but you have never seen it
| | 00:08 | here in Word 2008. I am talking about Ligatures.
| | 00:11 | Now ligatures are really just font
characters that are made up of two or more
| | 00:15 | separate characters to improve text
style and the readability of your document.
| | 00:20 | Now in Word 2008, you have to be
using certain fonts to be able to use
| | 00:25 | ligatures and you need to be in
the Publishing Layout View as well.
| | 00:30 | So keep in mind that if you are using
Mac OS X Tiger 10.4 or higher then you
| | 00:36 | will have access to ligatures in Apple
Advanced Typography fonts. Now if you
| | 00:41 | have got Leopard, you are going to have
access to ligatures in both those Apple
| | 00:44 | Advanced Typography fonts
as well as OpenType fonts.
| | 00:47 | We are going to open up a brand new
document here. So let's go up to File and
| | 00:52 | choose New Blank Document. We are
going to switch to our Publishing Layout
| | 00:56 | View. So down we go to the View
buttons. The middle one is your Publishing
| | 00:59 | Layout View. I am just going to zoom
in using my Zoom Loupe tool here. I am
| | 01:04 | going to give that a click and I am
just going to click and drag. So it's going
| | 01:06 | to be very easy to see what I type in here.
| | 01:09 | Back I go to my Selection tool and I
am going to click down here. There is a
| | 01:13 | text box waiting for me. In here I am
going to type in some characters, but I
| | 01:18 | am going to first make sure I have got
the right font selected and I am going
| | 01:21 | to turn the ligatures on in this
document. So you will notice over here in the
| | 01:25 | Font section, because we are in
Publishing Layout View, we have this check box
| | 01:30 | down here Ligatures In Document. So
clicking this turns on that ability.
| | 01:35 | Now I am going to choose a font that I
know has ligatures. It's one of those
| | 01:38 | Apple fonts. So up here under Font Name,
I am going to click the dropdown. And
| | 01:43 | I am going go down to this one here,
Apple Chancery. We give that a click and
| | 01:48 | watch what happens when I type in the
word The. So, T, h, e. Now I don't know
| | 01:55 | if you can see it, but the T and the H
just became one character. If I turn off
| | 01:59 | Ligatures, look what happens.
| | 02:01 | The T and the H are now separated.
So you can see that they are actually
| | 02:06 | separate characters, turn this back on.
The T and the H become one again. I am
| | 02:10 | going to leave a space. I am going to
type in '...' and as soon as I hit the
| | 02:15 | third dot, you can see what happens.
It's turned into one character now. I can
| | 02:19 | click on either side, but I can't
click in between the dots. It's a single
| | 02:23 | character. That's also a ligature.
| | 02:25 | I am also seeing this underlining here
because as I hover over that, there is
| | 02:28 | an AutoCorrect feature that's turned on
and if I click the dropdown arrow I can
| | 02:33 | change it back to three dots, if
that's what I really wanted. Stop
| | 02:36 | Automatically Correcting three dots and
turning it into the ellipsis character,
| | 02:40 | but because I have got Ligatures
turned on, that makes sense. I do want that
| | 02:44 | particular one turned on.
| | 02:45 | So when I go down to my Font Names over
here, keep in mind anything that starts
| | 02:51 | with Apple is going to have, like
Apple Casual for example, will have the
| | 02:55 | ability to use those ligatures as well.
So if I hit Return here and type in the
| | 03:01 | word The. It doesn't apply there, but
how about the three dots? Sure enough,
| | 03:06 | that became an ellipsis character.
| | 03:10 | So it's as simple as clicking a check
box to turn ligatures on or off in your
| | 03:15 | document. Keep in mind that you have to
be in the Publishing Layout View to see
| | 03:19 | this check box and you have to be
using the right font. So check out your
| | 03:22 | operating system and check out the
font that you are using in your document
| | 03:26 | before deciding whether or not
ligatures are important to you.
| | Collapse this transcript |
|
|
3. New in PowerPoint Choosing slide themes| 00:00 | All right, in this chapter, we're
going to shift our focus over to Microsoft
| | 00:03 | PowerPoint. There is a bunch of new
features in this application we need to
| | 00:06 | discuss, starting with Slide Themes.
Then we'll move into Custom Layouts. We'll
| | 00:11 | look at how you can send your slideshow
to iPhoto. We'll present with a remote
| | 00:16 | control and we'll look at using dynamic
guides in this chapter. In this lesson
| | 00:21 | specifically, we're going
to discuss Slide Themes.
| | 00:24 | Now a slide theme is really just a
coordinated set of fonts and colors and
| | 00:28 | visual effects that give your
presentation a unified design. So you want your
| | 00:33 | slide presentations to be consistent,
you don't want to distract from the
| | 00:37 | message, but at the same time you want
to add visual interest. So by using the
| | 00:41 | right color combinations or right fonts,
right special effects, you've got them
| | 00:45 | all together in a theme saving you all
the work and you can see I've already
| | 00:49 | got a presentation open
up here that uses a theme.
| | 00:52 | If you're a premium subscriber and you
want to follow along, you can open up
| | 00:55 | this one called Jellybricks.pptx right
from your Exercise Files and you'll see
| | 01:00 | that we've actually got four slides in
this presentation. As we move through
| | 01:04 | the slides, there are some special
effects, and you can see there are certain
| | 01:07 | fonts that are being used, certain
color combination throughout the slide
| | 01:11 | presentation. So it's fun to look at,
but at the same time it's not overly
| | 01:15 | distracting.
| | 01:17 | Now, to change themes is really
quite simple. We've got from our Elements
| | 01:21 | Gallery a Slide Themes tab right here
at the start. Clicking this expands that
| | 01:26 | area and you can see we've got Built-
In Themes, and that's what we're looking
| | 01:30 | at right now. We've got themes that
are being used in the presentation. So if
| | 01:34 | you're using one theme, you'll see it
here. If you've got multiple themes being
| | 01:37 | used in a presentation, you'll see them
all listed here so you can switch back
| | 01:41 | and forth.
| | 01:42 | Custom Themes is where you can go to
actually borrow a theme or even create
| | 01:47 | your own theme. You can do that too. To
see all the themes together, click All
| | 01:52 | Themes and you can see we can actually
move through nine sections of themes to
| | 01:57 | choose from here.
| | 01:59 | So it's as simple as choosing a theme
that you like and it will be applied to
| | 02:03 | your presentation. So for example, if
I go over to this theme here, it looks
| | 02:08 | like it could be used in a musical
setting and give it a click, you can see
| | 02:13 | what happens. All of a sudden I've got
different colors being used, probably
| | 02:17 | different fonts.
| | 02:18 | Notice as I move through that some of
the photos in my presentation have been
| | 02:22 | adjusted, they don't line up perfectly.
So not only are you changing color
| | 02:26 | schemes and fonts, but the layout of
your slides is being changed as well. If I
| | 02:31 | go up to Undo, I'll switch back to my
original theme and you can see that I've
| | 02:35 | got a different set of colors here
and as I move through the various slides
| | 02:39 | that the photos and the text, all fit nicely.
| | 02:42 | So you have to be careful when
changing themes, but we'll explore a couple of
| | 02:46 | different themes here as well. Let's
go to this one here. As you hover over
| | 02:50 | them, you see the name up here, just
above your Browse button. This one is
| | 02:53 | called Breeze. If I click on that you
can see again my photo is being adjusted,
| | 02:58 | it's being enlarged. That works out
okay there. That's not bad either. I've got
| | 03:03 | some adjusting to do down here.
| | 03:04 | Now adjusting is not that bigger deal.
You can readjust your photos and so on
| | 03:08 | so that the images fit inside. You can,
for example, if I go over here and move
| | 03:13 | this actual photo over with four-
sided arrow where it belongs and this is
| | 03:18 | actually just WordArt that I can move
like any other object onto the right.
| | 03:23 | So simple adjustments might need to
be made. You might have to resize some
| | 03:26 | things to make them fit nicely on your
presentation. But the majority of the
| | 03:32 | work, the majority of the effort and
the time you're going to spend designing
| | 03:35 | your slide presentations is done
very quickly and easily, thanks to Slide Themes.
| | 03:41 | Now, I want you to notice that you can
actually go in here and make changes to
| | 03:44 | things like the slide colors being
used in the theme. Over here on the
| | 03:48 | right-hand side we've got our
Formatting Palette and Document Theme is a
| | 03:51 | section. So you can see colors are
being used here. If you want to change the
| | 03:54 | color scheme, you can do that.
Everything else about the theme will stay the
| | 03:58 | same, but when you come down to a
different color scheme and select it, you can
| | 04:02 | see new colors are being used
throughout this presentation.
| | 04:05 | So once you've started making changes
to colors and even the fonts that are
| | 04:11 | being used, if you wanted to do that,
you'll see different fonts now showing up
| | 04:16 | in the title areas and so on. Then you
might want to save those changes as your
| | 04:21 | own theme. So clicking the Save Theme
button allows you to save your theme to
| | 04:25 | the My Themes section. We've talked
about this briefly in a previous lesson.
| | 04:30 | All you have to do is give it a name,
look at the name here, Jellybricks, it's
| | 04:33 | already showing up there because that's
the name of my presentation. If I want
| | 04:36 | to keep that, no problem, the extension
is THMX on the end. When I click Save,
| | 04:41 | I've now saved that theme.
| | 04:43 | So if I switch back to a different
theme and look at the different colors and
| | 04:47 | so on that are being used here under
All Themes, if I go back to the Built-In
| | 04:51 | Themes here and select something
different and choose this one here. Now I want
| | 04:56 | to change back to my custom theme.
| | 04:58 | If I go up to the Custom Themes option,
you can see I've got them here. Here's
| | 05:01 | one called Jellybricks. I can also
browse to it using my Browse button, going
| | 05:05 | to My Themes. You can see I've got two
in here actually that are custom. I've
| | 05:10 | got Newsletters and I've Jellybricks
right there. Clicking Apply will apply to
| | 05:14 | my presentation, simple as that.
| | 05:17 | So themes, you've got lots to choose
from to give you a good head start. Then
| | 05:21 | if you want to make some adjustments,
such as the colors being used in the
| | 05:24 | scheme and the fonts, you can always save
that theme. You can browse to it right
| | 05:28 | from here or use the Browse button
here in our Elements Gallery where you've
| | 05:32 | got quick and easy access to
all kinds of Built-In Themes.
| | Collapse this transcript |
| Creating custom layouts| 00:00 | In this lesson, we are going to talk
about slide layouts. You have got a number
| | 00:03 | of slide layouts to choose from when
you are creating slides in a presentation.
| | 00:07 | But if you are looking for a
specific layout that doesn't exist, you can
| | 00:12 | create your own custom layouts now in
PowerPoint 2008. That's what we are going
| | 00:17 | to do right now.
| | 00:18 | You will use a custom layout to make
text and any other objects that appear on
| | 00:22 | your slide go precisely where you
want them to be on your slides. For each
| | 00:26 | layout that you create you can specify
for example, the number, the size and
| | 00:30 | the location of placeholders,
background properties, graphic images, charts and
| | 00:34 | diagrams and so on.
| | 00:35 | Now, your custom layouts are going to
appear on the Slide Layout tab in the
| | 00:40 | Elements Gallery, right next to your
standard PowerPoint layouts when you are
| | 00:43 | done and that's what we are going
to do right now. I have still got my
| | 00:46 | Jellybricks presentation open. I have
done a little bit of editing, changed the
| | 00:50 | cropping on this image, so we can
see all of the band members and I have
| | 00:54 | renamed it Jellybricks2.
| | 00:56 | So if you are a premium subscriber
and you want to follow along, open up
| | 00:58 | Jellybricks2 from the Exercise Files
and we are going to create a brand new
| | 01:03 | slide layout. If we click the Slide
Layouts tab here in our Elements Gallery,
| | 01:07 | we see all of the slide layouts
that we have to choose from here.
| | 01:10 | So if we are looking for a specific
layout that just doesn't exist, we can
| | 01:14 | create our own and that's what we are
going to do. First thing you need to do
| | 01:18 | though is change your view from
normal, which is checked off here, to the
| | 01:22 | Master, Slide Master view. So down to
Master, over to Slide Master, give that a
| | 01:27 | click and that changes your view. So
you are actually editing the masters or
| | 01:31 | the slide layouts
individually for this presentation.
| | 01:35 | So if I come down to this first
layout, notice that I have at the top the
| | 01:38 | actual Master selected. If I come down
to the Title slide layout right here,
| | 01:43 | here is where the title goes and the
subtitle. Notice, there is the footer down
| | 01:47 | here. A group of buttons has
appeared as well. We have got a new toolbar
| | 01:51 | showing up when we go into this Master View.
| | 01:54 | Up here we have got a button to close
the master when we are done, but then
| | 01:57 | here we have the opportunity to
insert new masters or if we want just new
| | 02:02 | layout. So new slide layouts and then
we have got some buttons for content.
| | 02:06 | Some of it's preset for us like Titles
and Vertical Titles and Footers and then
| | 02:10 | we have got a bunch of placeholders
that we can insert into our new layout as
| | 02:14 | well. So we will get to those in a minute.
| | 02:17 | Right now though, you need to make
sure that you click on any one of these
| | 02:19 | layouts to add a brand new layout. So
I am just going to click on the first
| | 02:23 | one, so it's easy to find after. This
is my title slide. I am going to go up to
| | 02:27 | the Insert menu. You will notice New
Layout is there. That's the equivalent of
| | 02:31 | clicking this button right here on our toolbar.
| | 02:34 | So when I click New Layout, I get a
new custom layout. Notice as I hover over
| | 02:39 | the first one here, that's my title
slide. As I move down to the next one, it
| | 02:43 | says, custom layout. So I can rename
that one. So I am done something that
| | 02:47 | makes a little more sense. So it's
easy to find in the list of slide layouts
| | 02:51 | when I need it.
| | 02:53 | Right up here, you can see I have got
a title showing up. I have got a footer
| | 02:56 | down at the bottom. Notice these two
buttons here are depressed by default. If
| | 03:01 | I don't want a title at the top, I can
turn it off. Same thing for the footer,
| | 03:05 | clicking this button it disappears. It
is a toggle button, so I can turn that
| | 03:09 | back on. I do want the footer and if I
wanted vertical titles perhaps, I could
| | 03:13 | change it to a vertical title, but I
don't like that. I am going to go back to
| | 03:17 | the horizontal one
across the top. Okay, perfect.
| | 03:20 | Now, I have got this empty space down
below where I can start adding content.
| | 03:24 | So I can put in Content or a Vertical
Content and that gives me the option to
| | 03:28 | choose, is it going to be a chart,
is it going to be SmartArt graphics,
| | 03:32 | ClipArt, media or I can be specific and
choose from them individually over here
| | 03:37 | on the right-hand side of the toolbar.
| | 03:38 | We can also insert text, vertical text
as well. There is tables, charts, there
| | 03:43 | is my SmartArt Graphics, ClipArt,
pictures and media like videos and sound. So
| | 03:48 | I am going to go to vertical text.
That's the first thing I want. As soon as I
| | 03:53 | click on it, my Mouse Pointer turns
into this crosshair. Now, all I have to do
| | 03:56 | is click and drag the
area where I want this to go.
| | 03:59 | So I am going to click and drag down
the left-hand side here. When I get the
| | 04:03 | rectangle size exactly the way I want,
I will release. Now, I have got a spot
| | 04:07 | here for text. Now, it's kind of going
the wrong direction, but that's okay.
| | 04:11 | I can rotate that. This very top handle,
this green handle at the top, when I
| | 04:16 | hover over, it turns my mouse pointer
into this circular arrow, meaning I can
| | 04:20 | rotate this just by clicking and
dragging it and dragging it around in
| | 04:24 | 180-degree circle and release. That's
the way I want my text to go, perfect.
| | 04:30 | Now, I have got an area here where I
can put in my chart. So I am going to go
| | 04:34 | up here to the Chart button. Give that
a click and now I am going to click and
| | 04:38 | drag across and down, and you can see
there is these dynamic guides that show
| | 04:44 | up. As I go down towards the bottom,
they show up horizontally telling me that I
| | 04:48 | am lined up at the bottom and
with the middle of my text box.
| | 04:52 | So when I get that showing up,
that's a perfect spot to let go and when I
| | 04:56 | release, I have got a spot for my chart.
So on this particular slide layout,
| | 05:00 | I will always have room for a title,
any text I want down the left, an area for
| | 05:06 | just the chart. It can be anything
else unless I just have to change that
| | 05:09 | manually on the slide, but it's set
up for chart to go in there and at the
| | 05:14 | bottom I have got my
footer data as well, perfect.
| | 05:17 | All I need to do now is rename this. I
can do that from the Edit menu. When I
| | 05:21 | go up to Edit, you will notice that
here is where I can go to duplicate an
| | 05:25 | existing layout. So if I got a layout,
that's close to what I want, I can
| | 05:28 | duplicate it and make changes to it.
It's another way to create a custom layout.
| | 05:33 | I can delete a layout if I find I am
not using it, and I can also rename my
| | 05:38 | layout and that's what I am going to do
right now. It's called Custom Layout by
| | 05:41 | default, and I am going to highlight
that by clicking and dragging over it. I
| | 05:45 | am going to type in my own, Financial
Data. So I am going to use this slide for
| | 05:51 | my financial data.
| | 05:52 | When I click the Rename button,
notice as I hover over it over here in the
| | 05:55 | Navigation Pane it's called
Financial Data right below my title slide. So
| | 06:00 | remember that location. We are going
to close our Master right now. Takes us
| | 06:04 | back to our presentation. Let's go down
to the last slide and we will add a new
| | 06:08 | slide. I am going to click the New
Slide button, and I am going to change this
| | 06:12 | layout by selecting it on the list.
| | 06:14 | Now remember, it's the second one over.
We have got our title slide. As I move
| | 06:17 | to the second one, notice the name up
here is Financial Data. So I am going to
| | 06:22 | click on that which changes it. It's
applied to the existing slide, it doesn't
| | 06:26 | insert a new slide, and now I
have got an area for my title.
| | 06:30 | So I am going to type in Financials -
Q4. Over here, I have got an area for
| | 06:38 | text. I can click in there, type in
Jellybricks 2007. It's vertical text and
| | 06:46 | over here, I have got an area for a
bulleted list if I wanted to, I can click
| | 06:50 | right on the chart to insert a chart.
And as soon as I do that, you can see I
| | 06:54 | have got all the different
charts to choose from here.
| | 06:56 | I am going to go to Column and I am
going to select this 3D one, and that's
| | 07:00 | what's going to up here, of course,
I'm going to be brought over to Excel.
| | 07:04 | In Excel is where I am going to edit
my data. You can see I have got some
| | 07:08 | existing data in there. Now, for the
sake of time, I am just going to leave the
| | 07:11 | sample data in here and I am going to
close up Excel by going to Excel and Quit
| | 07:15 | Excel and I am going to see that
actual data appear here in my slide.
| | 07:20 | I will deselect by clicking off of it,
and you can see the beauty of a custom
| | 07:24 | slide. Now, because I am using a custom
layout that I have created, I can't go
| | 07:29 | in there and delete the layout. I have
got a slide that's using that layout.
| | 07:33 | So for example, if I go up to View, come
down to Master and Slide Master, and I
| | 07:38 | click on my Financial Data layout
right here and I go up to Edit menu,
| | 07:43 | remember that Delete Layout was selectable
before, but it's not now because I am
| | 07:48 | actually using this layout in my presentation.
| | 07:51 | So if I close the Master and return to
the slide presentation and delete this slide...
| | 07:57 | Now, I am just going to right-click
or Command-click with a single
| | 08:00 | button mouse and I am going to choose
to remove the slide by clicking Delete Slide.
| | 08:04 | It's gone.
| | 08:06 | Now, if I go up to View, switch over to
my Master, go to Slide Master, click on
| | 08:13 | the second one that I created, the
Financial Data, there it is. If I go up to
| | 08:17 | Edit, now I will be able to delete this
layout if I find it's a layout that I
| | 08:21 | am just not using. So choosing Delete
Layout removes it from the list in this
| | 08:25 | particular master. I will close the
master to return to my presentation and
| | 08:30 | that's how you create custom layouts.
| | Collapse this transcript |
| Sending slideshows to iPhoto| 00:00 | In this lesson, we are going to talk
about a great new feature that I really
| | 00:03 | like and that's the ability to send
your slide shows directly to iPhoto. So if
| | 00:08 | you wanted to share a presentation for
example with someone who doesn't have
| | 00:11 | PowerPoint, this is a great option or
if you are on the go like me and you
| | 00:15 | want to have access to your
presentations without logging the laptop around,
| | 00:19 | you can send the presentation to
iPhoto and then once the presentation is in
| | 00:22 | iPhoto, you can sync the
slides with a video iPod.
| | 00:26 | PowerPoint is going to create a
picture for each one of the slides in your
| | 00:29 | presentation and then those pictures
will be saved in a brand new album in your
| | 00:34 | iPhoto library. It's very easy to do
and that's what we are going to do right
| | 00:37 | now. You can see I am still working
with my Jellybricks presentation from the
| | 00:40 | previous lessons.
| | 00:42 | If you want to follow along and
you got the Exercise Files, open up
| | 00:45 | Jellybricks3.pptx to have exactly what
I have and you can see we have got four
| | 00:50 | slides in this presentation. They will
become four pictures in our brand new
| | 00:54 | album in our iPhoto Library when we are done.
| | 00:57 | All we do is go up to File and down
to Send To, and there it is the third
| | 01:02 | option, iPhoto. Now, as soon as we
click iPhoto, we get some options here.
| | 01:06 | First of all, we can name our brand new
album. By default, it's going to be the
| | 01:10 | same name as your presentation. In this
case, Jellybricks3.pptx, but I am going
| | 01:15 | to change that. We don't need the
extension or the 3. I am just going to call
| | 01:19 | it Jellybricks Presentation.
| | 01:23 | Now, I can choose the format for the
actual slides. Are they going to become
| | 01:27 | JPEGs or PNG files? That's totally up
to you. I am going to leave JPEG the
| | 01:31 | default setting and the next thing I
can do is decide whether or not everyone
| | 01:35 | of the slides in my presentation is
going to go into iPhoto or just selected ones.
| | 01:40 | Now, before going up to the File menu
and choosing Send to iPhoto, I would have
| | 01:45 | had to select various slides to be
able to choose Selected. Right now, if I
| | 01:50 | choose Selected, well, there is only
one slide here, the first slide that's
| | 01:53 | selected. But you would want to go in
there and select multiple slides if you
| | 01:57 | wanted to and then choose this radio
button before clicking Send to iPhoto.
| | 02:01 | I am going to leave it at All. All of
my slides will go into iPhoto. There is
| | 02:04 | only four of them and I will click
Send to iPhoto. Now, as soon as I do this,
| | 02:09 | some things start happening. First of
all, iPhoto opens up. Then each of the
| | 02:12 | slides is converted to a picture.
| | 02:14 | Then there is a brand new album
created called Jellybricks Presentation and
| | 02:18 | there is my four pictures. Each one of
them a separate picture created from the
| | 02:23 | slides in my presentation and because
I am in iPhoto now, I am going to move
| | 02:27 | this window up, I have got all these
options down at the bottom for editing,
| | 02:31 | rotating, hiding, flagging these
pictures, just like any other picture in my
| | 02:35 | library. I can create books and
calendars and cards out of these slides, which
| | 02:40 | are now pictures.
| | 02:41 | Look at this. I have got the Web Gallery.
I can email these, print them, even
| | 02:44 | order prints if I wanted to. All of
the options I have in iPhoto available to
| | 02:49 | me here. I can even zoom-in to make
those a little bit bigger, so I can get a
| | 02:54 | better look at them. Since there is
only four of them, there we go. And if I
| | 02:57 | wanted to share this with someone who
doesn't have presentation package like
| | 03:00 | PowerPoint, I would click on Email and
using my default email application send
| | 03:05 | all of these photos off to that person,
and they have my presentation, even
| | 03:08 | though they don't have PowerPoint.
| | 03:10 | I am going to close up iPhoto. It
returns me back to PowerPoint and that's how
| | 03:15 | easy it is to send your slide shows to iPhoto.
| | Collapse this transcript |
| Using Dynamic Guides| 00:00 | If you are already familiar with some
of the iWork applications like Keynote,
| | 00:04 | for example, or even Pages, this next
feature won't be new to you at all, but
| | 00:08 | it's definitely new to PowerPoint and
the Office Suite 2008. What you are going
| | 00:12 | to see here are Dynamic Guides
appearing to help you line up objects as you
| | 00:17 | create them or move them around
on your slides here in PowerPoint.
| | 00:21 | So Dynamic Guide is used to help you
align, or even resize objects relative to
| | 00:27 | each other, but also relative to the
center of a slide. I've already got a
| | 00:31 | presentation open here called Guides.
pptx. This is what we are going to use. If
| | 00:36 | you are a premium subscriber and you o
want to follow along, open this up from
| | 00:39 | your Exercise Files, we've got two
slides in this presentation: one blank one
r
| | 00:43 | and the second one already has some
objects on it, we'll play around with that
| | 00:47 | in a second.
| | 00:47 | Right now, we will go to the blank O
slide; slide number one and we'll see how
| | 00:51 | the Guides can help us to draw p
something from scratch. We are going to go up to
| | 00:55 | our Shapes drop-down, let's go down
tot Rectangles and we'll just select the
| | 00:59 | Regular Rectangle, turns our
mouse pointer into a cross here.
| | 01:03 | `Now all we have to do is click-and-drag
+, I am going to hold down my Shift key,
| | 01:06 | I am going to start in the top left
F9quadrant of my slide. I am going to hold
| | 01:10 | down Shift, so I get a perfect square
as I click-and-drag to the right and down
| | 01:15 | and you can see it's going be a perfect
square. What's going to happen though,
| | 01:18 | is these guides will appear, you can
see there is one going across my slide in
| | 01:22 | the middle, that is the center of my
slide and as I go pass that it disappears
| | 01:28 | and now I am seeing the vertical one.
| | 01:30 | So I've got a slide now that's on the
left-hand side of my slide; just touching
| | 01:34 | the center and as I go passed it,
eventually I may see those guides appear
| | 01:40 | again as my object is centered on
that guide. In this case, my object is
| | 01:45 | centered vertically. You can see the
guide appears right down the middle. So I
| | 01:48 | am going to release. That draws my
perfect square, I am going to change the
| | 01:52 | color on the inside here by going to
the Fill drop-down in my Formatting
| | 01:56 | palette, and I am going to choose white,
so it's easier for you to see the guides.
| | 01:59 | Alright, now I am going to move this up
and you can see as soon as I move it up
| | 02:03 | slightly, I've now got guides going up
and down, and left and right, indicating
| | 02:08 | that this is the center of my slide.
So I am going to move it up a little bit
| | 02:13 | further until I see that centering;
there it is. I've got them both going now
| | 02:16 | all the way through the object,
indicating that this object is perfectly
| | 02:20 | centered on my slide.
| | 02:23 | So if I want to size this down, I can
go to one of the handles on the sides or
| | 02:27 | the corners, and as I click-and-drag, I
am going to be changing the shape, if I
| | 02:31 | don't hold down my Shift key. So
I am going hold down Shift as I
| | 02:34 | click-and-drag, and you can see it's
going to keep it a perfect square and as I
| | 02:40 | move away from those guides, they
disappear, so with a smaller object, now to
| | 02:43 | move it I want to see those guides
reappear, and as soon as I get to the
| | 02:48 | center, I am going to see the vertical one.
| | 02:50 | Notice that, because I am moving it, I
am getting guides in relation to where
| | 02:55 | the object was. So if I move it there
for example, it's lined up perfectly with
| | 03:00 | that top right quadrant of where it
used to be. I move it totally out of the
| | 03:04 | way here and now back into the center,
I am going to see guides appear, there
| | 03:08 | is the center, vertically and there
is the center of where it used to be.
| | 03:12 | So you can see how the guides are
going to help you line things up as
| | 03:16 | you create them. I am just going to
delete that and move on to slide number 2,
| | 03:20 | where we've got objects already created.
| | 03:23 | Now, if you want to get some help
aligning up objects with one another, this is
| | 03:26 | very handy as well. The Dynamic Guides
are turned on by default. If you go up
| | 03:31 | to your View menu and come down to
Guides, you'll see that Dynamic Guides does
| | 03:36 | have a checkmark next to it. There are
also Static Guides that can be turned on
| | 03:40 | and off, and more importantly down
below, you can Snap to a Grid or Snap to
| | 03:45 | Shape. That includes your guides.
| | 03:46 | You'll notice that when you are moving
things and you hit a Guide, it kind of
| | 03:49 | snaps into position and holds it there,
just for a split second to help you
| | 03:52 | align things up perfectly,
| | 03:54 | I am going to show the Static Guides,
which go up and down, left or right,
| | 03:59 | right down the center of my slide, but
with the Dynamic Guides turned on, if
| | 04:03 | those are distracting to you, you can
turn them off just by going back to View,
| | 04:07 | down to Guides or Command+G on the
keyboard. You can see that's a shortcut for
| | 04:11 | turning those on and off.
| | 04:14 | Okay, so let's see, if we can move
this circle just by clicking and dragging
| | 04:17 | with the four-sided arrow so that it's
centered and on the left-hand side of
| | 04:20 | our slide.
| | 04:21 | Eventually we'll hit, you can see
right there, there is a guide down the
| | 04:24 | left-hand side and there is one going
all the way across our slides, so there
| | 04:28 | is the center for my circle.
| | 04:30 | Now, if I want this to be line up with
the top of my circle this triangle here,
| | 04:35 | I can click-and-drag it. When I hit the
top of the circle here, you see a guide
| | 04:40 | does appear. It's kind of hard to
see through there, but there is a guide
| | 04:43 | helping me line things up with the
top of the circle and now I am just
| | 04:47 | perfectly lined up with the left. You
can see there is a guide on the left,
| | 04:50 | telling me if I go any further I'll be
overlapping the space at the circle all
| | 04:54 | occupies. So I am going to release
right there. I am going to move this one
| | 04:58 | over and across you can see there is
the center of the slide, but if I move it
| | 05:02 | down I am lining up with the top.
| | 05:04 | Now, there are some alignment options
that you can access through the menus to
| | 05:09 | select the objects and align them with
one another. But with the guides already
| | 05:12 | there, it makes it quite easy to align
their tops, for example. Right there you
| | 05:16 | can see all their tops are
perfectly aligned, thanks to those guides.
| | 05:20 | So I would play around those if you
want them lined up perfectly on top of each
| | 05:23 | other, you can get guides that will
help you do that as well. So I want to drag
| | 05:27 | that on top of here, see guides that
will take me right to the center, as I
| | 05:32 | move it down, perfect, just like that.
And you can see that because they are
| | 05:35 | overlapping one another, I am not able
to see all of my objects. That's called
| | 05:40 | the stacking order and that's
a whole other lesson in itself.
| | 05:43 | But just so you know, you've got
these guides to help you line things up,
| | 05:46 | whether you are stacking them on top of
each other or beside each other. Check
| | 05:52 | out those guides as they appear to
help you get things placed perfectly on your
| | 05:57 | slides just the way you want them.
| | Collapse this transcript |
|
|
4. New in Excel Using Ledger Sheets| 00:00 | In this chapter, we are going to shift
our focus over to Microsoft Excel in the
| | 00:04 | Office suite 2008 for the Mac here.
There are a few new features in Microsoft
| | 00:09 | Excel that really enhance the
functionality of this program.
| | 00:13 | You are going to like some of the
features especially when it comes to building
| | 00:16 | formulas; there is a formula builder
we are going to talk about. You can auto
| | 00:19 | complete formulas, a nice little
feature that does some of the work for you.
| | 00:24 | There is some improved functionality
when it comes to creating charts. We'll
| | 00:27 | take a look at that later on, but
right now, we are going to start with
| | 00:30 | something brand new that I really like
because again, a lot of the work is done
| | 00:35 | for you, saving you a lot of time and
effort. I am talking about ledger sheets.
| | 00:40 | There are a number of ledger sheets
built into Microsoft Excel, they are
| | 00:43 | pre-formatted Excel sheets that will
help you do things like balance checkbooks
| | 00:48 | and track investments, creates expense
reports and all kinds of other common tasks.
| | 00:53 | Now, every ledger sheet is going to
address a specific scenario. Here is an
| | 00:57 | example. If you open an invoice
ledger sheet, the sheet contains all of the
| | 01:02 | formulas, all the calculations, all of
the columns that you need, or that are
| | 01:07 | appropriate for tracking and managing
invoices. Same will go for budgets. If
| | 01:11 | you wanted to create a home budget or
even a business budget. So, we are going
| | 01:15 | to take a look at ledger sheets.
| | 01:16 | Now, there is a couple of different
ways to access them in Excel. So, right
| | 01:20 | now, you can see I don't have anything
open here, but I am in Microsoft Excel.
| | 01:24 | So, you'll want to launch Excel first
of all. Now, if you don't have it already
| | 01:27 | launched, when you do, you are going to
see the Project Gallery show up. So, I
| | 01:31 | am going to go up to File
and then click Project Gallery.
| | 01:34 | From here, we can actually select a
Ledger Sheet to create a brand new workbook
| | 01:39 | from those ledger sheets. So, for
example, if I look down at the categories
| | 01:43 | here, I see Ledger Sheet has a little
arrow next to it. So, it's a category
| | 01:47 | with subcategories and in here is where
I'll find Accounts, Budgets, Invoices,
| | 01:52 | List, Portfolios, and Reports.
| | 01:55 | Now, I want you to notice that, for
example, here when I click Reports, I've
| | 01:59 | got three options; Outstanding
Invoices, there is Expense Report, Customer
| | 02:03 | Statement. They'll all have the Excel
icon at the top in the screen bar. That
| | 02:08 | represents one of those ledger
sheets that has built-in calculations and
| | 02:11 | formulas and functionality.
| | 02:13 | If I go up to Account, notice that
Business Checkbook and Checking Ledger, I
| | 02:19 | see those same icons at the top, but
then there are some options here that
| | 02:22 | don't have it, like a Savings Passbook,
a Personal Checkbook. Well, those are
| | 02:26 | typically what you might be used to
call in templates where you would select
| | 02:31 | one of these and then you would have to
go in and create your formulas and put
| | 02:34 | in your content and so on.
| | 02:36 | So, typically what you are used to
seeing are these options but with the new
| | 02:40 | ledger sheets, you are going to see, a
lot of these little icons with the Excel
| | 02:44 | symbol at the top, which will have
the built-in functionality of a ledger sheet.
| | 02:48 | So, we are going to go down to Budgets
here, and let's say, we want to set up a
| | 02:52 | Home Budget. We will click on Home
Budget, with it selected, click Open and
| | 02:56 | what you are doing is creating a
brand new workbook now using that Ledger
| | 03:00 | Sheet. So, look at the bottom and you
can see there is one sheet here that's
| | 03:03 | called Ledger 1; it's not called Sheet
1, it's a ledger that has some of that
| | 03:08 | built-in functionality sitting there,
waiting for you, certain columns are
| | 03:12 | appearing by default. Some of them have
data in them already. Some of them have
| | 03:17 | formulas in them already. It's all done for you.
| | 03:20 | Now, of course, you are not stuck with
what they give you. If you want to go in
| | 03:23 | and make some changes like remove
columns you won't use, and add some that are
| | 03:27 | missing, or change the formatting of
your Ledger Sheet, you can do that.
| | 03:32 | Another way to access Ledger Sheet is
to access them from the Sheets tab here
| | 03:37 | in the Elements Gallery. So, if
you've already got a file open, a certain
| | 03:41 | workbook and you want to add a Ledger
Sheet, click the Sheets tab and there are
| | 03:46 | those categories again; there is
Accounts, you can see there is Budgets,
| | 03:50 | Invoices, Lists, Portfolios, Reports,
even got Blank Sheets over here for
| | 03:55 | creating blank charts, blank lists,
even just a blank sheet altogether.
| | 04:00 | So, I am going to come over here to
Budgets and you'll see that as I move
| | 04:04 | through these, I see the information
showing up on the left-hand side telling
| | 04:08 | me a little bit about what each of
these do. And as I move across, you can see
| | 04:12 | this one here is my Home Budget that I
currently have showing up down below.
| | 04:16 | So, you can grab sheets right from the
Elements Gallery. I am going to close
| | 04:20 | that up by clicking it again.
| | 04:22 | You can also go to the Insert menu and
from here if we go down to Sheet, you'll
| | 04:27 | notice that we've got Blank, Chart, and
List, those three options we saw under
| | 04:31 | Blanks, but we've also got Other and
when we click Other, here is where we see
| | 04:35 | the Project Gallery again and we've
got our Ledger Sheets right here, all of
| | 04:40 | them just like we saw earlier
available to us from the Project Gallery. So
| | 04:44 | that's another option. Without creating
a new workbook, you can access those sheets.
| | 04:48 | All right, back to our actual file
down here. I am going to hide the Gallery,
| | 04:54 | so I am going to show it and just hide
it to remove it. Here is my actual sheet
| | 04:58 | and if I wanted to make some changes
to the way this looks, I can do that,
| | 05:02 | thanks to my Formatting Palette over
here. Notice, I've got a Ledger Sheet
| | 05:06 | section here. The Ledger Sheet section
gives me options like naming my columns,
| | 05:11 | inserting columns, or removing columns,
I don't use. I have some Grid options
| | 05:15 | as well to adjust the Style of this
particular sheet, adjust Row height and
| | 05:20 | under Flags, I've got categories as well.
| | 05:23 | Notice that in this particular Ledger
Sheet, I have a Category column already
| | 05:28 | and if I click in there, you will
notice there is a little drop-down arrow. So,
| | 05:32 | I am not talking about drop-down arrow
that we see next to each of the column
| | 05:35 | headings, but down below, you can see
that I have got a number of categories to
| | 05:39 | choose from right here; Bonus at the
top. Under Personal Expenses, I have got
| | 05:43 | Automotive, Banking and so on, all the
way down to Utilities, and then I have
| | 05:47 | got Business Expenses. So, a lot to
choose from here. Under Personal Expenses
| | 05:52 | if I was to choose something like Food,
for example, that would be suitable for
| | 05:55 | a Home Budget and then I just
fill in Dates, Payees and so on.
| | 06:00 | I am going to start up here, though,
where I do have a section for the name of
| | 06:03 | my budget. So, I am going to double-
click to get inside there, and I am going
| | 06:07 | to type in the name, House Budget for
2008. So, we are setting up for 2008 and
| | 06:14 | I am just going to double-click down
below to lock that in. I also have down
| | 06:19 | below Enter budget comment here, so I
can take that out or put in a comment.
| | 06:23 | You can see the formatting is done for me.
| | 06:25 | I have also got some automation built
-in to this particular ledger here,
| | 06:28 | showing me the name of my file, which
is not saved yet. It's just Workbook4 for
| | 06:33 | me. You'll see workbook and the number
up there for you, and it's a one pager.
| | 06:38 | I am on Page 1 of 1, so that's good to know.
| | 06:41 | Now, down below, let's say, there are
certain fields or columns that I am not
| | 06:45 | going to use. For example, Estimate,
maybe I am not going to use Estimate. I am
| | 06:50 | going to come over to the Ledger Sheet
section here and underneath the name of
| | 06:55 | my column that's currently selected,
which is Memo, you can see I've got an
| | 06:59 | Insert and a Delete option. Well, I
am going to go to the Delete option, it
| | 07:02 | really doesn't matter where I am in
my Ledger Sheet when I come here, I am
| | 07:05 | going to click the drop-down and I am
going to see all of the columns that are
| | 07:08 | being used in this particular ledger.
| | 07:11 | So, if I don't use Estimate, I can
click on it and then click Delete to confirm
| | 07:16 | that I want to remove that column.
Notice that it's gone now. Now, the Total
| | 07:20 | Estimate was relying on the contents
of that Estimate. So, I probably don't
| | 07:24 | want that one either. Now that there
is an error showing up, it's not able to
| | 07:28 | reference the column that I just
removed. So, Total Estimate, I am going to
| | 07:32 | take that out too.
| | 07:33 | I am not asked to confirm that one
because it doesn't actually link to any of
| | 07:38 | the other cells in this ledger. So, now
I am down to just six columns but if I
| | 07:43 | wanted to add some, I can come over to
my Insert drop-down and I am going to go
| | 07:48 | down to Budgets, there is those
categories again, but under Budgets, I am going
| | 07:52 | to see the ones that are currently
being used, they are not selectable like
| | 07:55 | Amount Paid, Category, Payee; they are
kind of de-highlighted so that I can't
| | 08:01 | select them again, but there are a
number of columns I can choose from;
| | 08:05 | Approved, Billed, Date Paid
and Due Date, account like those.
| | 08:09 | So, I am going to choose Due Date and
you can see that pops in there next to
| | 08:13 | Memo, and I am also going to put in the
Date Paid. So, I am going to back down
| | 08:17 | to Budgets, choose Date Paid and that
slips in right beside Due Date. You can
| | 08:22 | see everything is adjusted for me,
everything looks good and now it just a
| | 08:25 | matter of coming in here and start
filling in things, like the Date I enter it,
| | 08:29 | the Payee. Over here, I've got a Memo
section and then the Due Date and the
| | 08:33 | Date Paid could be different from the date
that it was actually entered here in the ledger.
| | 08:39 | How about the Column title? So, if I
come up to Memo here, there is a couple of
| | 08:43 | options. First of all, I can go over
to the Ledger Sheet section here of my
| | 08:47 | Formatting Palette and I can come in
here where it says Memo and type something
| | 08:50 | else like Notes, for example. I'll hit
return to lock that in and you can see
| | 08:54 | it changes over here. But each of
these column headings has its own little
| | 08:58 | drop-down arrow to the right.
| | 09:00 | So, if I go over to where it now says
Notes and click that little drop-down,
| | 09:03 | you can see I can delete this column.
I could rename it, I can format the
| | 09:08 | column, look at the Column Settings
and I can even do some sorting and some
| | 09:12 | filtering using these options down below.
| | 09:15 | So, I am going to go to Rename Column,
it gets me inside here so I can actually
| | 09:20 | take out Notes, deleting Notes and I
am going to put it back to Memo and hit
| | 09:25 | Return, that will lock it in. I am also
going to click the drop-down again for
| | 09:30 | Memo and show you that you can format
columns. So, by choosing Format, takes me
| | 09:35 | to the Format Cells dialog, so I can
choose what that's going to look like. In
| | 09:39 | this case, it's a Memo. So, Text is
selected here, that's pre-formatted for me,
| | 09:43 | but if I wanted to change it to
something else, then I could, here is my
| | 09:47 | Categories under Number.
| | 09:48 | If I want to change the alignment,
Horizontal Alignment. I want it left and if
| | 09:54 | I wanted an indent, I could add it here.
You can see the Orientation, Wrap text
| | 09:59 | is turned on. All of the typical
formatting you are used to getting at in a
| | 10:03 | regular spreadsheet, you have
access to here through the column header
| | 10:07 | drop-down. So, I'll click OK to save
this and then I am going to go back here
| | 10:11 | to Memo again, click the drop-down and
go to Column Settings this time. Column
| | 10:15 | setting is a little bit different. Here
again, I can change the name and I can
| | 10:19 | go to Formatting as well as
Conditional Formatting from here. Conditional
| | 10:23 | Formatting means depending what goes
into an actual field in that column, in
| | 10:27 | actual cell, it may show up different.
For example, if you want to set it up so
| | 10:31 | that numbers that are negative show up
in red and numbers that are positive in
| | 10:36 | black, you could set up Conditional Formatting.
| | 10:39 | We can also set up default values
here or unique values only. There is
| | 10:43 | Validation we can set up when we turn
these on as well. So, I am going to click
| | 10:47 | Cancel but I just want you to know that
it is all there even though we are in a
| | 10:50 | ledger that's pre-formatted for us. We
have some pretty good control over how
| | 10:55 | this is going to look.
| | 10:55 | Let's go to the Grid now section here.
If we don't like the Alternating Rows, I
| | 11:00 | like the Classic Ledger. If I click
this drop-down, you'll see that I have
| | 11:03 | options for No Gridlines, there is our
Alternating Rows that we see now, makes
| | 11:08 | it easy to line up items in a row. But
we have got Alternating Columns too and
| | 11:12 | there is the Classic Ledger that I like.
I am going to click on that, you can
| | 11:16 | see that's real easy to follow. So, I
like the classic but there is a couple of
| | 11:19 | other options: Plain and Soft
Gridlines as well. I am going to leave it at
| | 11:23 | Classic Ledger.
| | 11:24 | We also have the ability to change Row
Height. So, for example, a row across
| | 11:28 | the top, which has all of our column
headings. Maybe we want to decrease that
| | 11:33 | row height. You can see it's set
right here to 0.55 inches. We can use our
| | 11:37 | little arrows to increase or decrease
but we also have the slider. By clicking
| | 11:41 | and dragging the slider, it's going to
adjust it so we can visually move it to
| | 11:45 | a location on the slider that we like
and when we release, we'll see the value
| | 11:53 | show up here. We got to type that in
or use the arrows to get there as well.
| | 11:58 | Down below under Flags, well we have to
click on a cell like here where we have
| | 12:01 | got categories. If we wanted to change
that category, we can do it right from
| | 12:05 | here, by clicking the dropdown. There
is the various categories that we saw,
| | 12:10 | or sections. If we go down to Personal
Expenses, maybe this is Household.
| | 12:14 | You can see we just change the Category,
but we can do it right from here as well.
| | 12:20 | So, lots of options when it comes to
using ledgers but the main feature of
| | 12:25 | these new ledger sheets is that they
are pre-formatted for you. They have the
| | 12:28 | typical columns you'll need in a
scenario, like in this case a house budget,
| | 12:33 | and all of the calculations or
formulas are setup for you. I really like this
| | 12:37 | new feature. Play around with the
different options. There is lots of ledger
| | 12:40 | sheets to choose from. You should go
in there and experiment and get familiar
| | 12:44 | with some of the automation built into these.
| | Collapse this transcript |
| Using the Formula Builder| 00:00 | Many different people will use a
program like Microsoft Excel for many
| | 00:04 | different reasons but quite often,
almost always there are numbers involved and
| | 00:09 | there are calculations being
performed on those numbers. Some of those
| | 00:14 | calculations can be quite simple like
totaling up or summing up a column. Or
| | 00:18 | there may be more complex operations
going on like calculating the payment on
| | 00:23 | a loan at a certain
interest rate over a certain term.
| | 00:26 | Well, a lot of these formulas and
functions are built right into Excel. It's
| | 00:29 | just a matter of finding them and
with this new feature called the Formula
| | 00:33 | Builder you can create formulas in a
simple step-by-step approach. In other
| | 00:38 | words, you don't need to memorize
functions or their syntax. All you have to do
| | 00:43 | is search for a function or start
inserting part of the argument and the
| | 00:47 | formula will build for you.
| | 00:49 | You kind of see what I mean in a
second here. We are going to look at the
| | 00:52 | Formula Builder using an existing file.
If you are a premium subscriber and you
| | 00:58 | have got the Exercise Files and want to
follow along, you can open up this one
| | 01:01 | here called Expense_Report.xls. This
is an old fashion Excel expense report.
| | 01:07 | You can tell by the extension, it's XLS,
but I had no problem opening it up here
| | 01:12 | in the newer version of Microsoft Excel.
| | 01:14 | Now this has some data in it already.
We have added some dates and some text.
| | 01:20 | We have got some of the numbers in
here so the values and then exchange rate.
| | 01:24 | Now we need the formulas of the
calculations that will give us the totals for
| | 01:29 | each row as well as the grand total
down below. So we are going to play dumb
| | 01:33 | here like we have no clue what to do
next; we are going to use the Formula
| | 01:37 | Builder to build our formula.
| | 01:39 | Well, the formula is going to go right
in here in this cell, which is actually
| | 01:43 | J11. So column J, row 11 that's where
we want our formula to go. We are going
| | 01:48 | to use the Formula Builder to do it.
It's the third button in here over here to
| | 01:52 | the right of our Formatting palette
and there we go. Now there is a couple of
| | 01:56 | sections in the Formula Builder. First
of all there is a search area. So here
| | 02:00 | you type a brief description of what
you are trying to do and it will narrow
| | 02:05 | down this list of functions you see below.
| | 02:07 | As I scroll through the list, you will
see it's quite a long list. So someone
| | 02:12 | who is new to Excel will probably have
no clue what most of these functions do.
| | 02:17 | But if you want to type in the
description up here what you are trying to do,
| | 02:21 | this list gets narrowed down to the
functions that you probably need to use to
| | 02:25 | accomplish what you are trying to do.
So I am going to click here and search
| | 02:29 | for a function and really what I want
to do is multiply one number by another
| | 02:33 | number. So I am going to start typing
multiply. As I do, already the list is
| | 02:40 | being narrowed down. You can see as I
scroll through this list, it's quite short.
| | 02:44 | Right at the top, under Arithmetic is
Add, Subtract, Multiply and Divide. So I
| | 02:49 | am going to double-click this, like
it says down at the bottom and this
| | 02:53 | displays a section below where I can
start building my formula. So I have got
| | 02:58 | to take one number, multiply it by
another number. Cursor is flashing in
| | 03:01 | number1, which is actually this. I am
going to click on it, H11. It's inserted
| | 03:07 | in there for me and you see the value
right there. The operation is actually to
| | 03:13 | multiply this number by another.
| | 03:14 | So I am going to click here for
operator and choose multiply. Notice it shows
| | 03:19 | me that that's the asterisk. In other
words I am learning on the fly here that
| | 03:23 | I could be typing in equals H11 asterisk.
And then the actual number I want to
| | 03:28 | multiply that by is the second number.
I am going to click down here, choose my
| | 03:33 | second number and instead of typing it
in just click on it, puts in the actual
| | 03:37 | cell and the value shows up here. Once
I see green, I can hit Return to lock in
| | 03:43 | that formula, easy as that.
| | 03:45 | So there is my formula and of course I
would repeat that for each of these rows
| | 03:49 | or to save time, copy this down.
Easiest way to copy this formula all the way
| | 03:54 | down using relative addressing is to go
to the bottom right corner and you see
| | 03:58 | the plus sign, click and drag it down.
It inserts a formula that will use the
| | 04:02 | numbers to the left of that formula
that's what relative addressing is. So
| | 04:07 | there is my answer for each of those
rows. Now I just need one down here for
| | 04:12 | the grand total.
| | 04:13 | So I am going to start over. I am going
to click down here for total and really
| | 04:17 | what I want there is to sum up all of
those numbers. So if I start typing sum,
| | 04:22 | you can see that right at the top is,
the word sum. So I am going to click on
| | 04:26 | sum and you can see again, down
below it says, To begin double-click a
| | 04:30 | function, like I am going to
right now, to start creating it.
| | 04:34 | Now in this case, look what it did for
me. It selected this entire column. So
| | 04:40 | we had knew, we are just smart enough
to know that there is a bunch of numbers
| | 04:42 | above, why not use them all including
the blanks, because if we start to add
| | 04:47 | some rows later on, well we want them
included in the subtotal, so that's perfect.
| | 04:52 | All I have to do now is hit Return;
locks in my TOTAL, there it is at the
| | 04:57 | bottom and I have got my completed
expense report. All thanks to the Formula
| | 05:03 | Builder. Now keep in mind that as
you get good at this and you start
| | 05:06 | remembering what you are doing, you can
type in formulas right in the cells or
| | 05:11 | if you wanted to, you can come up here
it's at the top of your screen to type
| | 05:14 | in the formula. You can even go up
there to see the formula. So if I click down
| | 05:18 | here for my title and I look up here,
there is what I could have typed if I had
| | 05:23 | known to do, so =SUM, and in brackets, there's the range.
Cell J11, there's the colon, representing from there to J30.
| | 05:32 | So that's my formula over here.
Double-click here. There is the formula I
| | 05:36 | started with. Equals one cell times
another cell. In this case, H11*I11. When I
| | 05:42 | am done with the Formula Builder I can
close this up or just switch back to my
| | 05:45 | Formatting palette if I want to
start formatting my actual spreadsheet.
| | 05:51 | So the Formula Builder will save you a
lot of time as you are learning about
| | 05:55 | some of the functionality built into
Microsoft Excel. Experiment with some of
| | 05:59 | those functions and formulas as you
build formulas in your spreadsheets.
| | Collapse this transcript |
| Using Formula AutoComplete| 00:00 | All right, continuing on our theme of
building formulas here in Microsoft Excel
| | 00:04 | 2008, we are going to look at another
new feature that's going to make writing
| | 00:09 | formulas and functions more efficient
for you if you are new to Excel and new
| | 00:14 | to the various formulas and functions
you have access to in this powerful
| | 00:18 | program. It's called Formula
AutoComplete and when you write and edit formulas,
| | 00:23 | you won't have to remember function
names, to find names or other elements of
| | 00:26 | the formula because there is going to
be a little pop-up window that appears
| | 00:30 | giving you options along the way.
| | 00:32 | It's going to help you always get the
right syntax as you are creating your
| | 00:35 | formulas and then over time as you get
at writing formulas, you have the option
| | 00:39 | to turn it off. That's what we are
going to look at in this lesson. You can see
| | 00:42 | I've actually got a spreadsheet open
here. It's called Expense_Report2.xls, very
| | 00:47 | similar to the spreadsheet we used in
the previous lesson, but I've got this
| | 00:51 | new field over here for the exchange amount.
| | 00:53 | Now it will be nice to figure out
before exchanging from US funds to Canadian
| | 00:59 | funds, what's the difference? How
much extra am I paying? Now the exchange
| | 01:03 | amount is going to be a total of these
numbers minus this total down below to
| | 01:08 | give us the difference.
| | 01:09 | So we are going to start by clicking
inside the cell and we will begin our
| | 01:13 | formula like we do all the time with
the equal sign. So I am going to hit the
| | 01:16 | equal sign. As soon as I do, Excel
knows I am now starting to build a
| | 01:20 | formula. So if I type a letter like the
letter S as in SUM, look what happens.
| | 01:26 | Well, a couple of things. First of all,
I get this menu popping up with every
| | 01:29 | possible function beginning with the
letter S, and at the top I am going to see
| | 01:33 | most recently used functions. These
are functions, I have already used in
| | 01:38 | either this spreadsheet or another in
this session. Also what's happening, you
| | 01:42 | can see the word SUM is
automatically being entered for me, so Excel was
| | 01:46 | assuming I want a sum. If it's not the
case, I can continue typing letters and
| | 01:50 | you can see I type in the U, it
narrows down my list to all the commands that
| | 01:54 | start with SU, and it is sum that I want.
So I can click on SUM, and as soon as
| | 02:00 | I do, it enters that for me and I
have got my round brackets now with the
| | 02:03 | cursor flashing inside ready to
select the first set of numbers.
| | 02:08 | Now the other neat thing that happens
here is the word SUM that appears down
| | 02:11 | below, so I get an idea of the syntax
that I am looking for a series of numbers
| | 02:16 | and I can have additional numbers as
well. In this case, number2 you can see is
| | 02:19 | in brackets, and the word SUM is a
link. So if I want help using the sum
| | 02:24 | function, I can click right on
that to launch the Help window.
| | 02:28 | But instead I am just going to go and
select my range. So I want the total of
| | 02:31 | these numbers, I am going to click-and-
drag and as I do, you can see that range
| | 02:35 | is entered in between the brackets.
I'll always get the right syntax, thanks to
| | 02:39 | AutoComplete.
| | 02:41 | The other thing that's happening is my
formulas being written up here on the
| | 02:44 | Formula Bar. So to finish this off, I
can actually come up here, click inside
| | 02:48 | there, type in my minus sign,
because I do want the total of these numbers
| | 02:52 | minus this number here. I've got my
minus sign here and I just click on
| | 02:55 | this number. Notice that it's being
written here and here at the top, and when
| | 02:59 | I hit Return, it's locked in. There
is my answer. $32.79 is the difference
| | 03:05 | between US and committee funds using
these exchange rates that we see here.
| | 03:10 | So AutoComplete, very handy,
especially as you are getting familiar with the
| | 03:14 | various formulas and functions built
into Excel here. Now of course, there are
| | 03:19 | many complex formulas and functions,
and AutoComplete is going to help you when
| | 03:23 | you get into those. This
example was quite simple.
| | 03:27 | But overtime you will get good at
writing your formulas and you won't need
| | 03:30 | AutoComplete anymore, so you can turn
it off. To do so, you go up to Excel at
| | 03:35 | the top and choose Preferences, and
you'll notice here in the Formulas and
| | 03:39 | Lists section, we have an
AutoComplete icon. Clicking this shows you that
| | 03:44 | everything here is checked off or
enabled. As we hover over these, we get some
| | 03:48 | information down below in this
description area here, about what is checked
| | 03:52 | off. Completes entries as we start to
type. So we saw that as we typed in the
| | 03:56 | word sum after the equal sign. Showing
the AutoComplete menu for functions and
| | 04:01 | everything, that popped up as we started
typing as well. So we can disable these.
| | 04:05 | These two functions down below are sub-
categories of the Show the AutoComplete
| | 04:10 | menu option. So down below,
automatically enter the closest match as I type,
| | 04:16 | and show the menu only after I typed x
number of letters. So all we needed to
| | 04:20 | do is type-in the letter S to see
that show up that's because 1 is selected
| | 04:24 | here, but we can increase that or
decrease that by using our little arrow
| | 04:28 | buttons here to suit our needs.
| | 04:30 | If we're done with AutoComplete, we no
longer need its help, we can de-select
| | 04:35 | these top two checkboxes to turn it
totally off and click OK. Now AutoComplete
| | 04:41 | won't jump into action as we start
typing in formulas, let's just test this,
| | 04:45 | type-in an equal sign here in K13.
Start typing in the word SUM. Now you can
| | 04:50 | see nothing is showing up here to help
me. I am on my own now. I have to put in
| | 04:54 | the brackets. Now as soon as I put in
the bracket, I do get some help showing up.
| | 04:58 | So that doesn't go away, but you can
see I am kind of on my own writing the
| | 05:02 | formula at this point without AutoComplete
turned on. So I'll just take those out,
| | 05:07 | and click in another cell.
| | 05:09 | So helping you get more efficient,
writing formulas, keeping your syntax
| | 05:14 | correct, helping you learn how to
write formulas and functions here in Excel,
| | 05:17 | that's the purpose behind Formula
AutoComplete. Like I said, when you no longer
| | 05:22 | feel like you need AutoComplete, go up
to your Excel Preferences to turn it off.
| | Collapse this transcript |
| Creating charts| 00:00 | Back in Chapter 1 we took a brief
look at some of the charting improvements
| | 00:04 | found in the Microsoft Office suite
in general. Now we are going to dig a
| | 00:07 | little bit deeper here in Microsoft
Excel. Really, this is where you are going
| | 00:12 | to work with a lot of data, a lot of
numbers. If you are creating a chart in
| | 00:15 | PowerPoint or in Microsoft Word, you
are taken to Excel to work with the data
| | 00:20 | that makes up the chart.
| | 00:21 | So here we are in Excel where we
have already got data. It's time to dig a
| | 00:25 | little deeper into some of the
improved charting capabilities you have. Well,
| | 00:29 | you are going to be able to create some
really modern looking charts using some
| | 00:32 | of those new templates we took a
peek at back in Chapter 1, but there is a
| | 00:35 | bunch of tools that includes special
effects like 3D and transparency and
| | 00:39 | shadows we need to talk about.
| | 00:41 | We can preview and insert any chart
directly from the Charts tab up here in the
| | 00:45 | Elements Gallery and after we created a
chart here in Excel, the neat thing is
| | 00:49 | that we can take that chart and use
it in a Word document or use it in a
| | 00:53 | PowerPoint presentation if we want. So
we can do all of our work here in Excel.
| | 00:57 | Now you can see, I have already got a
file open called Revenues.xlsx. If you
| | 01:02 | are a premium subscriber and you want
to follow along open that one up from the
| | 01:05 | Exercise Files.
| | 01:06 | And the first thing we are going to do
to create our chart is actually select
| | 01:09 | our data. If we don't select the data
first, by clicking and dragging over the
| | 01:13 | data we want to use in our new chart,
then we create a brand new spreadsheet
| | 01:18 | with sample data in it. That's what we
saw in chapter 1 when we created a chart
| | 01:22 | from those other applications.
| | 01:23 | Well, here in Excel if you have
already got the data, select it first like I
| | 01:27 | did. I went from cell C6 all the way
across and down to cell F10. I have got
| | 01:31 | multiple data series in here and
multiple years. So I got to be careful about
| | 01:35 | what kind of chart I choose. I wouldn't
use a pie chart, for example, for the
| | 01:40 | selected data that I have here. But
maybe a column or a bar chart would be
| | 01:43 | good. Next, we will go up to the
Charts tab on the Elements Gallery.
| | 01:47 | This expands the area to show
all the different categories.
| | 01:50 | I have got all charts showing up here
and it looks like I have got 13 screenfuls
| | 01:54 | of charts to choose from, if I
leave All selected. But if I want to
| | 01:58 | narrow it down to Area charts, here I
can see all of the area chart options I
| | 02:03 | have. I have got Bar charts here
remember they are horizontal, they go from
| | 02:06 | left to right and I have got three
screenfuls. If I go over to Column, it's
| | 02:10 | really the same thing but Vertical
columns and I have got bars. If I scroll
| | 02:15 | over to the right, I have got cylinders,
I have also got cones and I have even
| | 02:19 | got pyramids here. And different ways
to display the data for example, if we
| | 02:23 | want it overlapping we could choose 3D
cone. If we want them side-by-side or
| | 02:28 | clustered, we have this option. We
also have stacking and stacked 100% is
| | 02:33 | another option.
| | 02:34 | But I am going to go over to the
actual cylinders, I like this one here and I
| | 02:39 | am going to go with the 3D cylinders
where it's kind of overlapping. Giving
| | 02:43 | this a click, look how long it takes
to actually create my chart. Well, the
| | 02:47 | chart is created with some default
settings. So down below, you can see I have
| | 02:52 | got each of the data series showing up
here, Pies, C, Breads, and Pastries. I
| | 02:55 | have also got each of my
three years that were selected.
| | 02:58 | I have got a legend over here on the
right by default and you can see I have
| | 03:02 | got the value showing up on my Y axis
and because it's a 3 Dimensional, I have
| | 03:07 | got some depth in here as well. So I
have got a back wall. I have got a side
| | 03:10 | wall to help me read the actual data.
So as I look across, I might want to
| | 03:15 | change some of the features that are
given to me by default to make a little
| | 03:19 | bit easier to read but all in all, it's
a nice looking chart and I could leave it as is.
| | 03:23 | But we have got a little extra time so
I am just going to increase the size of
| | 03:27 | this chart. This is not where it's
going to reside in the end; we will move it
| | 03:30 | around, but I am going to make it
little but bigger and let's look at some of
| | 03:33 | the options that we have now over on
our Formatting Palette. Notice that Chart
| | 03:37 | Options is opened up. Here we can add
Titles, affect the display of our Axes,
| | 03:43 | Gridlines, we have some other options
for Labels and our Legend down below.
| | 03:47 | Then we have got Chart Data, we have
got Chart Style, Quick Styles to choose
| | 03:51 | from. We got Shadow options including
Transparency, all kinds of things we can
| | 03:55 | do with our chart now. All from this
one palette called our Formatting Palette.
| | 03:59 | So let's start up here with Titles. Now
if we wanted to put in the title all we
| | 04:04 | have to choose is where it's going to
go by clicking this dropdown, do I want a
| | 04:07 | Chart Title, a Horizontal, Vertical
or Depth title for each of our axis.
| | 04:11 | I am going to go to Chart Title, you
can see down below it says, Click here to
| | 04:15 | add the title. So there is no title
but I can click in there just once,
| | 04:19 | highlights everything so I can type
right over it. I am going to type in
| | 04:23 | Revenues and you can see as I am
typing, it appears at the top of my chart.
| | 04:27 | 2005 to 2007.
| | 04:30 | The other thing that happens is the
actual data down below is kind of squished in,
| | 04:34 | so that there is room now for
the title and it's not looking all that
| | 04:38 | messy. So there is our Titles. Now on
the Axes section, you can see that we
| | 04:42 | have got three buttons that are selected.
We are viewing all three, our Primary
| | 04:47 | Vertical Axis, our X axis, which is the
Horizontal one, and our Depth Axis. So
| | 04:52 | if we want to turn any of these off,
we can and you can see down below that I
| | 04:55 | have lost those. Now I have got no X
axis or Horizontal and there goes my
| | 05:01 | vertical. So those are good to turn on
because we do want to be able to read
| | 05:06 | our data and read it accurately, so
we want those in there as well. So I am
| | 05:10 | going to leave all three of those selected.
| | 05:12 | Now the Gridlines can help us read.
Now it's very difficult to see the
| | 05:15 | difference between each of these
cylinders and if we hover over them, we get
| | 05:19 | the values but it might be easier for
us to read if we had some gridlines in
| | 05:23 | between these major gridlines. So
over here you can see Major Gridlines are
| | 05:27 | turned on, for the Horizontal
Gridlines; I don't really need Vertical ones,
| | 05:31 | they won't help me read anything.
| | 05:33 | So I am going to keep them turned off,
but down below for Minor, I am going to
| | 05:36 | add the Minor Horizontal ones by
clicking this button which then makes it a
| | 05:41 | little bit easier for me to see just
at a glance what values I am looking at
| | 05:45 | for each of these series. Okay, so we
have got Gridlines, other options include
| | 05:50 | Labels and Legend. If you really want
to know, what each of these is worth, you
| | 05:54 | can turn on some Labels.
| | 05:55 | I am going to click the dropdown and
choose a value from the list and you can
| | 05:59 | see each of the values now shows up at
the top of each of the cylinders. Now
| | 06:04 | it's kind of messy looking. So you
might want to choose None. Another option is
| | 06:09 | to choose labels down below. Now we
don't need them because across the bottom
| | 06:13 | of our screen, we see Pies, Cakes,
Breads and Pastries but if we turn on Labels
| | 06:16 | we will see them at the top of each
of our cylinders as well. I am going to
| | 06:20 | leave it at None.
| | 06:21 | The Legend does appear over here on the
right; do we need it? Well, it kind of
| | 06:25 | tells us what color represents what
year but we have also got this down the
| | 06:28 | right hand side. So I would either
turn off the Legend or I would turn off my
| | 06:33 | Depth Axis. So I come up here and turn
off this guy to take those out and just
| | 06:38 | leave my Legend or do a vice versa
change the Legend to None and keep the Depth
| | 06:44 | Axis labels.
| | 06:45 | I am going to leave the Legend in there.
Chart Data, we have got options for
| | 06:48 | sorting our data. If we want to
rearrange the data, just a click at the button
| | 06:52 | will change the column to row sort and
you can see it's very difficult to read
| | 06:56 | when we switch our years and our series
and can't really tell what those values
| | 07:02 | are back there. So I am going to
switch it back to Columns, there we go.
| | 07:06 | Down below, we have got Chart Style.
Now I am going to close up my Chart Data
| | 07:09 | and my Chart Options section. So I can
open up the Chart Style. You can see we
| | 07:14 | have got styles to choose from here. We
can scroll through the various options
| | 07:18 | until we see something we like. We were
given this style by default but if you
| | 07:22 | want to go with shades of a single
color, you can do that. Kind of fits our
| | 07:26 | logo, we have got some pinks and shades
of red in here. There is our legend, it
| | 07:31 | changes accordingly. You can see there
are lots of options to choose from. I
| | 07:34 | might go for one that actually has a
black background just to make it stand out
| | 07:39 | and you can see the 3D effects a
little bit better using this option.
| | 07:43 | So changing your Chart Style is easy as
finding it on the list and clicking, I
| | 07:47 | like that. I am going to up the Chart
Style and go to Quick Styles and Effects.
| | 07:52 | In here you can see; now this is for
our entire chart, if we want to put a
| | 07:56 | shadow for example, around it to make
it come off the page. We could choose
| | 08:00 | from our Shadows here. If we want to
change a quick style for some of our text,
| | 08:04 | we can do that as well.
| | 08:05 | But I am going to go back to Shadows
and I am going to make it stand off the
| | 08:09 | page here just by clicking the Shadow.
And notice that down below I have some
| | 08:12 | options for the shadow now that it's
turned on, such as the Angle. So I can
| | 08:16 | adjust the angle maybe I want it down
and to the right, an Outer shadow and the
| | 08:22 | color of the shadow is black by default,
so I can change the color if I want to
| | 08:26 | from there. The Distance, I can
increase that in point sizes or decrease it,
| | 08:31 | that's totally up to you.
| | 08:32 | Add a Blur to add some realism; some
Transparency also makes it look a little
| | 08:37 | bit more real. When we deselect this
chart, you will see that nice looking
| | 08:40 | shadow in a moment. I am going to click
on Document Theme down here because we
| | 08:44 | have also got themes for Excel. Now
remember, we talked about this earlier when
| | 08:48 | we choose Document Themes. It's
going to affect things like our SmartArt
| | 08:51 | graphics and our charts. Nothing else.
So any of the data in your chart or
| | 08:56 | actually in behind on your
spreadsheet will not be affected by a Document
| | 08:59 | Theme. But we can go directly to
Document Themes here; you can see that
| | 09:03 | includes Color schemes and Font
schemes as well. We talked about that in the
| | 09:07 | first chapter, if you want to review
that I would suggest going back there.
| | 09:10 | We kind of set up our own theme with
each of the selections we have made. So
| | 09:14 | I'm going to keep that as is. I'm going
to click outside of my graph. You can
| | 09:18 | see that blurred, hazy shadow around
the outside and now it would just be a
| | 09:23 | matter of sizing this and moving it to
a good location. So I am going to click
| | 09:27 | on it again, clicking right on the
outside edge with the four-sided arrow
| | 09:30 | allows me to click and drag it to
move it to a different location.
| | 09:34 | So I am going to move it down there.
I'm going to scroll down and maybe size
| | 09:39 | it accordingly. It's a little bit too big
so I am going to go to a corner. When
| | 09:44 | I see a double arrow means I can size
it down both vertically and horizontally
| | 09:49 | from the corners till I get a size
that's suitable. I am going to move it up
| | 09:52 | underneath my data, center it nicely,
deselect to see the finished product and
| | 09:57 | that's pretty sharp.
| | 09:58 | Didn't take much time at all to create
a very sleek and professional looking
| | 10:03 | chart that uses some of the same
features that we see in our actual
| | 10:07 | spreadsheets, so some of the effects
that we can apply like Shadows and
| | 10:11 | 3-dimensions, Transparency. Lots of
fun things you can do with charts.
| | 10:15 | I encourage you to experiment with the
different chart types and the different
| | 10:19 | effects. Lots to choose from over here
on the Formatting Palette, so you could
| | 10:23 | spend a lot of time just playing
around till you get something exactly that
| | 10:26 | suits your needs.
| | Collapse this transcript |
|
|
5. New in Entourage Using My Day| 00:00 | Well it looks like there is just one
more application in the Microsoft Office
| | 00:03 | 2008 suite here for the Mac that we
need to explore and that is Entourage.
| | 00:08 | If you are using Entourage as your e-mail
application or to stay organized with
| | 00:12 | the calendar and tasks and so on, well,
there are plenty of new and improved
| | 00:16 | features in Entourage that we are
going to look at in this chapter.
| | 00:20 | For example, you can now use Spotlight
search functionality right from within
| | 00:24 | Entourage to find any information even
if it's in a message attachment. There
| | 00:28 | is improved junk mail filtering and
phishing protection that we need to
| | 00:32 | explore. You can create to-do lists now
and even use flagging. We will look at
| | 00:36 | that a little later on. If you are
going to be out of the office and you want
| | 00:39 | Entourage to reply the messages
automatically when you are out, you can setup
| | 00:42 | an Out of Office assistant now. Then,
of course, you need to be on a Microsoft
| | 00:46 | Exchange Server. We will look at
customizing your toolbars in this chapter,
| | 00:50 | adding, re-arranging, removing toolbar
buttons to suit you needs. We will look
| | 00:54 | at the improved calendar interface as well,
redesigned to make it easier for you
| | 00:59 | to manage your events and tasks.
| | 01:01 | But in this lesson, we are going to
start with something that's brand new to
| | 01:04 | Entourage, it's called My Day. And you
can see here on my screen I have actually
| | 01:08 | got Finder open and in the Applications
folder I have got the Microsoft Office
| | 01:12 | 2008 folder, then there is an Office
folder and look what's in there.
| | 01:17 | An application called My Day. So you can
access it from here but usually what you
| | 01:22 | will do is setup My Day to run
automatically as soon as you log-in and it will
| | 01:26 | run on top of all your other
applications and what My Day will do is allow you
| | 01:31 | to quickly view your calendar events
and manage your to-do list from your
| | 01:35 | Desktop without even having to be
in Entourage. Now it's linked to your
| | 01:39 | calendar and your to-do list in
Entourage but you don't have to have it running.
| | 01:43 | So one thing that you might want to do
is instead of having to go through this
| | 01:47 | routine to launch it is to have it
automatically run or at least copy it to
| | 01:51 | your Dock which I have done. So I don't
need to launch it from here. I am going
| | 01:55 | to close up Finder. You can see I
have got Entourage running here in the
| | 01:58 | background. I can access My Day right
from Entourage as well on the toolbar
| | 02:02 | there is an icon. But I am going to go
down to the Dock and I am going to click
| | 02:06 | on My Day and that brings it up here
on top of all my other applications in
| | 02:11 | this case. You can see that My Day is
now running with Entourage in the background.
| | 02:15 | So I am going to click on Entourage
and I am just going to hide it for now.
| | 02:20 | Command+H would do that as well, just
so we can focus in on My Day. Now there
| | 02:24 | are two sections to My Day. In the top
half we have got our calendar events; in
| | 02:29 | the bottom half any To Do items. So
any items on your To Do List in Entourage
| | 02:33 | will appear here and you can see it's
setup to view day by day. Currently I am
| | 02:38 | seeing today's date. For me, December 12,
11:45 AM. You can see at the top it
| | 02:44 | says I am free until 4:00. That's means
I must have something going on. I look
| | 02:47 | at my calendar. Sure enough I have a
conference call. As I hover over the
| | 02:51 | event, I am also going to get some
information. You can see it's a phone call
| | 02:55 | and it looks like from 4:00 - 4:45
Conference Call with Headquarters.
| | 02:59 | Now I have the hours of the day showing
up here so I can move forward and back
| | 03:04 | through the day viewing the various
hours of the day but I can also move from
| | 03:09 | day to day using these arrows. So if I
want to go to tomorrow, I can click the
| | 03:13 | right arrow, see what's going on, I
have got no events. But it does look like I
| | 03:16 | have got a To Do list item here which
is to Pack for the Tradeshow and as I
| | 03:21 | move to the next day after that nothing
going on there. To quickly move to the
| | 03:25 | current date I can click the middle
button right here. So I don't have to hit
| | 03:28 | the left button to move back to today,
hitting it many times but to go to the
| | 03:33 | previous day, left arrow, next day,
right arrow, today, the middle button.
| | 03:37 | So it's always going to display the
current date and time here when you click
| | 03:41 | on today and if you need to add any
items, you can come down here. Notice there
| | 03:46 | is a little check mark with a plus sign
so if you wanted to add a new task, you
| | 03:49 | can do it. Just click on the plus sign.
Down below it says Create a task, so I
| | 03:55 | can click in here. Let's say for the
conference call I need to prepare for
| | 04:00 | this. Prepare notes for Conf Call and
when I hit Return that's locked in, you
| | 04:08 | can see it now shows up here on my To
Do List. And it does have a little check
| | 04:12 | box so when I have prepared my notes,
I can actually check this off to remove
| | 04:16 | it from the list. It will still
appear in my To Do List in Entourage with a
| | 04:20 | line through it so I know that I have
actually done it but here in My Day it's
| | 04:25 | just a quick and easy to use so I can
check things off nicely just by clicking
| | 04:29 | the check box and away it goes.
| | 04:31 | Now down below you can see I have got a
printer icon here so I can print my To
| | 04:35 | Do List and calendar items. Over here
is where I can setup my Preferences.
| | 04:39 | That's what we are going to do right
now. Clicking the Preferences icon shows
| | 04:42 | you there is three sections; General,
Events and To Do List preferences. Under
| | 04:47 | General, you can see that there is two
radio buttons here; Show on Mac OS menu
| | 04:51 | bar or Show in Dock, currently
selected to Show in Dock. But you can change
| | 04:57 | that easily just by clicking the
appropriate radio button, whatever your
| | 05:00 | preference maybe. Notice that this is
checked on Open after computer logon. So
| | 05:05 | as soon as I login to my Mac, boom!
My Day launches and it's running in the
| | 05:11 | background. I can access it anytime.
Keep on top of all other applications so
| | 05:15 | no matter what other applications I am
running, I will always be able to see
| | 05:18 | the My Day interface and My Day
keyboard shortcut is Ctrl+M. You can set that
| | 05:24 | up to be whatever you like just by
clicking in here and typing a key, but I am
| | 05:28 | going to leave it as Ctrl+M.
| | 05:28 | Let's go over to Events. Here you
can see that I can select from multiple
| | 05:34 | calendars if I want them to appear
in My Day, right now I only have the
| | 05:38 | Entourage calendar to choose from and
it's currently selected. But of course if
| | 05:42 | I don't even want that I can deselect
it. I am going to keep it checked. You
| | 05:46 | can also choose to show events that
I setup with the status of free. So I
| | 05:51 | wanted in my calendar even though it's
not going to create busy time for me,
| | 05:55 | well I can show those as
well by clicking this check box.
| | 05:59 | And for the To Do List preferences,
click To Do List, Show To Do Items, Due
| | 06:04 | Today. So I am going to see that or if
I want Starting Today, I can do that as
| | 06:08 | well. Include flagged messages and
contacts, items with no start date, no due
| | 06:13 | date and overdue items, they will all
show by default on my To Do List. Now of
| | 06:19 | course you can deselect any of these,
if you don't need items that don't have a
| | 06:23 | due date showing up, you can deselect
them by clicking the check box. I am
| | 06:27 | going to leave them all selected and click OK.
| | 06:31 | Now of course I can size this to be
exactly what I need. If I want it to take
| | 06:35 | up more space or less space, you can
see the minimum, it is right about there
| | 06:40 | but I am not really seeing any calendar
items or To Do List items so typically
| | 06:46 | you are going to see your screen
about that size. Now we can adjust the
| | 06:51 | difference between our calendar and
our To Do List just by dragging this item
| | 06:56 | up and down, half way will allow an
equal number of calendar events and To Do
| | 07:02 | items but of course as you have more To
Do items and less calendar events, you
| | 07:06 | may wish to adjust that or the reverse
maybe true as well; more events and less
| | 07:11 | To Do items. You may want less room
being taken up by your To Do List, totally
| | 07:16 | up to you.
| | 07:17 | When you are done using My Day, you
can actually click the Close button but I
| | 07:21 | want you to see that down below on the
Dock it's still running. You can see by
| | 07:26 | the little arrow underneath My Day
that is it's still running in the
| | 07:29 | background, so it's not really
closed up. If I want to quit My Day, I can
| | 07:33 | right-click it down here or Ctrl-click,
if you got a single button mouse, and
| | 07:38 | choose Quit right from here. Notice
that you can also access some of those
| | 07:43 | preferences like Open At Login is
selected, just Show in Finder or Show. Remove
| | 07:48 | from Dock is another option when you
right-click or Ctrl-click down at the bottom.
| | 07:52 | But I am going to click on the Quit to
quit that. I am going to come back down
| | 07:56 | here and I am going to click on
Entourage because that's where we are going
| | 08:01 | next in the next lesson. We are going
to take a look at the Spotlight search
| | 08:05 | capabilities built-in to Entourage now.
| | Collapse this transcript |
| Searching with Spotlight| 00:00 | I want you to imagine for a moment
that someone has asked you for information
| | 00:05 | and you know that that information is
either in an e-mail address or in an old
| | 00:09 | calendar entry. Maybe it's in your To
Do List or part of your contacts, maybe
| | 00:13 | its in a project, it might even be an
attachment in one of your e-mail messages,
| | 00:17 | you can't remember. Wouldn't it be
nice if you could go to one central
| | 00:21 | location, type in what you are looking
for and it will find it, even if it's in
| | 00:25 | an e-mail message attachment or part of
your calendar, anywhere else on your computer?
| | 00:30 | Well, if you are using Mac OS X Tiger
10.4 or higher, you already now about
| | 00:34 | this functionality. It exists, it's
called Spotlight and you can actually use
| | 00:38 | Spotlight search functionality right in
Entourage now. That's what we are look
| | 00:43 | at in this lesson. You can see I have
got Entourage running and currently I am
| | 00:47 | looking at my mail. Mail is selected
over here but if I go through my Address
| | 00:51 | Book you can see I have I got some
contacts. Over here in my Calendar, I have
| | 00:55 | got some entries, I have got one note
on my To Do List, I have got a couple of
| | 00:59 | things, and under Projects nothing there.
| | 01:02 | I am going to go back to Mail and let's
say I need to find some information
| | 01:06 | I know that I have entered somewhere
regarding key chains. Well, the easiest way
| | 01:10 | to do that is not to search through my
inbox, going through the various dates,
| | 01:14 | looking at the titles. I am going to go
right up here to the top right corner.
| | 01:18 | Notice that here on the menu bar at
the very far right I do have my Spotlight
| | 01:22 | icon. So I can type in whatever I am
looking for here. It's going to search my
| | 01:26 | computer. But it's also right here in
my Entourage window in the top right
| | 01:30 | corner. On any one of these screens, if
I go to my To Do List, you can see it's
| | 01:34 | up there in the right corner.
How about in my notes? Sure enough.
| | 01:38 | So I am going to start at Mail. I am
going to type in what I am looking for,
| | 01:42 | two words here, key chain, and I don't
have to hit Return or anything it just
| | 01:47 | starts searching. Now because I am in
Mail right now, it's looking in my Inbox.
| | 01:52 | There are no messages. Okay. How
about Folders on My Computer, no.
| | 01:56 | All Messages, no. Well, this is the one
I like right here, search everything.
| | 02:00 | Search everything for the two words,
key chain. When I click Everything, sure
| | 02:04 | enough there is a Title in my notes
and you can see that it's called Key
| | 02:08 | Chains. I can access the note right
from here from the results; just double
| | 02:11 | click it, opens up the note. There is
the title Key Chains, Remember to bring
| | 02:15 | key chains to give away at the show.
When I am done with the note, I close it up.
| | 02:20 | So my search results stay here for me
and the neat thing is I can save these
| | 02:25 | results if I wanted to, call it Key
Chain so anytime I am looking for key chain
| | 02:30 | information, I can run this, click Save.
I can also come over here to the right
| | 02:36 | hand side and show some advanced search
options. Clicking the plus sign expands
| | 02:41 | this search area. So I am not just
searching for items like key and chain but
| | 02:45 | if I want criteria to be met, I can
click here. Right now Match if all
| | 02:50 | criteria, what about if any criteria
are met. If I select that, it can be the
| | 02:54 | word key or the word chain or both
in the search results down below.
| | 02:58 | I can also use some operators like
Titles, search Body, Person Names, Dates,
| | 03:04 | Categories, Projects look at all the
options I have to choose from. But Item
| | 03:08 | Contains is the default. So wherever
any item contains key chain, it's going to
| | 03:12 | find it. In this case I am going to go
back to Match if all criteria are met.
| | 03:17 | So I am looking for both words, it's
the same results in this case. But it's
| | 03:21 | now saved so I can run it again.
| | 03:24 | Now let's try another one, I am going
to go up here and notice that when I
| | 03:27 | click this little dropdown next to my
Spotlight that I have got key chain in
| | 03:32 | there and here are some others that I
have searched for in the past. So instead
| | 03:36 | of typing in trade show up here in the
search field, I can just select it from
| | 03:40 | here, it's a previous search and look
at this, searching Everything again, it's
| | 03:45 | finding trade show title in the
calendar folder. So here is a calendar entry.
| | 03:49 | Double clicking this displays that
event. So I can make changes to it without
| | 03:54 | even going to my calendar and trying to find it.
| | 03:56 | I am going to close that up. I am
going to close up Spotlight by clicking the
| | 04:01 | Close button over here on the top right
corner. Do you want to save the changes
| | 04:04 | you made to your saved search which
included changing the criteria? I can
| | 04:08 | choose not to save or to save those
changes and it takes me back where I was to
| | 04:13 | my Mail folder.
| | 04:15 | So Spotlight functionality very
powerful, easy to use and built right into to
| | 04:20 | Entourage now.
| | Collapse this transcript |
| Using filtering and phishing protection| 00:00 | Well, I suppose it's a sad commentary
on society today, but there definitely
| | 00:05 | is a lot of junk e-mail going around
and even worse, some malicious e-mail going
| | 00:11 | around known as phishing messages.
| | 00:13 | We are going to talk about those and
the protection you get in Entourage now,
| | 00:17 | which has improved over the previous
version. You can filter out unwanted
| | 00:21 | messages better than ever thanks to
some enhanced junk e-mail protection that
| | 00:25 | you have access to. Also you will get a
warning if Entourage detects a phishing
| | 00:29 | message that has links to a suspicious
website. Now, if you have never heard of
| | 00:33 | the term phishing, it's an online
fraud technique that uses mail messages in
| | 00:39 | websites that mimic well-
known and trusted brands.
| | 00:42 | So, although they seem to be from
legitimate organizations, phishing messages
| | 00:46 | and websites try to trick you into
disclosing personal information. Like your
| | 00:50 | account numbers and passwords. So
there is some built-in protection here in
| | 00:54 | Entourage, it's improved. We are going
to take a look at that now. And we are
| | 00:58 | going to start with just our regular
junk e-mail. You will notice over here on
| | 01:01 | the left-hand side there is a Junk E-
mail folder by default. And there are ways
| | 01:06 | for you to have messages
automatically go to the Junk E-mail folder and be
| | 01:10 | marked as Junk E-mail. But then of
course as you receive messages you also have
| | 01:14 | the ability to mark them as Junk E-mail.
| | 01:17 | So for example, here I am looking at a
message. If you have got any messages
| | 01:21 | open that you want to experiment with,
go ahead and do that. I selected this
| | 01:25 | message from Microsoft down below,
and let's just say this for me is junk
| | 01:30 | e-mail. Well, the easiest way to mark
it as Junk E-mail, I can go up to the
| | 01:34 | menus if I wanted to under the Message
heading here and marked it as junk. But
| | 01:38 | it's even easier just to go up to the
toolbar here and click the Junk envelop.
| | 01:42 | AS soon as I do that it gets moved
over to my Junk E-mail folder. It's also
| | 01:46 | marked as Junk E-mail. So it goes to
the Junk E-mail category. I can click on
| | 01:52 | it here to look at it, and notice that
there is a message here, Beware of links
| | 01:55 | in this message. The message appears
to be junk mail. That's because, we have
| | 01:58 | marked it like that.
| | 01:59 | If it's not junk e-mail, I can changes
back to not junk by clicking this link
| | 02:04 | or clicking the button up here which
is now turned into a Not Junk icon. And
| | 02:09 | let's see what happens if I try to
open up a natural link like a JPEG image,
| | 02:13 | double-clicking it displays this
warning now, Some files can contain viruses or
| | 02:18 | otherwise be harmful to your computer.
It's important to be certain that these
| | 02:21 | files come from a trustworthy source. I
like this message. It just warns me. If
| | 02:26 | you don't like the message you can
choose not to show the message again by
| | 02:29 | clicking this check box. I am going to
leave mine unselected. And at this point
| | 02:33 | I can open it or just hit Cancel to avoid it.
| | 02:36 | Now when you get links in an e-mail
message, it's actually best not to click
| | 02:39 | those links but to type those addresses
in, in a separate browser window. That
| | 02:44 | way you can avoid some of those
phishing scams what we were talking about.
| | 02:48 | Okay, so here we are, we have got a
message that has been marked as junk
| | 02:51 | manually, it wasn't automatic. But if
we want to get it back, clicking, This is
| | 02:55 | not junk e-mail right here in the
message or going up to the Not Junk button
| | 03:00 | here on the toolbar, displays a Junk E-
mail Protection dialog box. And here we
| | 03:05 | can add the sender to our
Address Book. This is interesting.
| | 03:08 | Any contacts you have in your Address
Book messages from them will never be
| | 03:13 | considered junk e-mail. So if you
wanted to add this address to your Address
| | 03:17 | Book, messages from this address will
never be considered junk e-mail from this
| | 03:21 | point forward. Other options include
Classify all messages sent from the
| | 03:25 | sender's domain as not junk. We are
going to take a peek at some of the
| | 03:29 | preferences you can setup in a moment.
But by setting up their domain as not
| | 03:34 | junk then any messages coming from
this particular domain microsoft.com will
| | 03:39 | not be considered junk or I can, Just
classify this one message as not junk, if
| | 03:43 | I select this Radio button down at the bottom.
| | 03:46 | I am going to go right here to
Classify all messages send from the sender's
| | 03:49 | domain as not junk, and click OK. So
back it goes to my Inbox, I click my
| | 03:54 | Inbox, look down at the bottom sure
enough its back and notice that bar is gone
| | 03:58 | now. So this is considered a legitimate message.
| | 04:01 | All right, let's check out some of the
preferences now that you have access to
| | 04:05 | from the Tools menu. Down to Junk E-
mail Protection right here and you will
| | 04:10 | notice that there is three sections,
Level, Safe Domains, and Blocked Senders.
| | 04:15 | We will start right here in the Level
section. Here is your default, the level
| | 04:19 | of junk e-mail protection that is
setup for you set to Low, which will catch
| | 04:23 | the most obvious junk e-mail messages.
Some legitimate messages could sneak
| | 04:28 | through, so it's a good idea to check
your Junk E-mail folder every now and
| | 04:32 | then. Especially, if you see a number
in brackets next to it indicating there
| | 04:35 | is new messages in there. Go check
them out, if you want to delete them you
| | 04:39 | can, or you can set it up so that
messages in your Junk E-mail folder are
| | 04:43 | deleted automatically
after a certain number of days.
| | 04:46 | So, here you can see I have got 99, if
this is your first time setting this up,
| | 04:50 | it probably says 30 days in there. But
you can type in any number you want, and
| | 04:55 | there we go. So I am going to set it
up so that after 15 days of sitting in a
| | 04:59 | Junk E-mail folder they get deleted
automatically. So for me that means
| | 05:03 | checking regularly to see if there
is any legitimate messages in there.
| | 05:07 | Especially, if you change the level,
if I go to a higher level of protection,
| | 05:11 | it will catch most junk e-mail. But
some valid messages maybe caught as well,
| | 05:16 | so again I would need to check that
folder, or the other option is to choose
| | 05:20 | Exclusive. Only messages that you mark
as Safe in the Safe Domain List will be
| | 05:26 | allowed to come through. Messages that
are not considered safe will not come
| | 05:31 | through and will be rerouted to your
Junk E-mail folder. That means you need to
| | 05:35 | go in there on a very regular basis
to see if there is any valid ones.
| | 05:39 | Now, keep in mind when you add an
address to your Address Book, they will
| | 05:42 | always be valid as well. Now, if you
don't want any protection at all, just
| | 05:46 | choose None here at the top, that turns
off your Junk E-mail Protection. But I
| | 05:51 | am going to leave mine set to Low. And
I do want old messages 15 days or older
| | 05:56 | to be deleted for me. Now, before we
click OK, to save our changes let's go up
| | 06:01 | to Safe Domains. Anything you type
in here will be considered safe that
| | 06:05 | meaning, messages that have something
at this domain will always come through
| | 06:11 | so any e-mail address that has at lynda.
com at the end of it will come through
| | 06:16 | for me. Now you can just type in any
domain you want just by typing the domain
| | 06:22 | part, that's everything that comes
after the @ sign, and you should type in
| | 06:27 | correctly as well.
| | 06:29 | The opposite of that is to Blocked
Senders, going over to the Blocked Senders
| | 06:33 | section, here you can type in actual
e-mail addresses or domains and any
| | 06:38 | messages coming from those addresses
or those domains will be blocked and go
| | 06:42 | directly to your Junk E-mail. They
will be treated as junk e-mail. They go to
| | 06:46 | that folder and they are marked as Junk E-mail.
| | 06:49 | Keep in mind that when messages are
marked as Junk E-mail, certain things
| | 06:53 | happen. To help protect against
phishing you will see that warning for example,
| | 06:58 | when you go to open up a link. Also
any messages that are in your Junk E-mail
| | 07:03 | folder will not display some of the
embedded links. So you've got to be careful
| | 07:08 | when you look at your Junk E-mail
folder and start opening up messages and
| | 07:12 | clicking on links.
| | 07:13 | So anything that you don't want coming
through, type in the domain here or the
| | 07:17 | actual e-mail address and those
messages will go directly to Junk E-mail.
| | 07:22 | To save your changes you click OK. That
returns you back to your previous screen.
| | Collapse this transcript |
| Using To Do Lists| 00:01 | Need some help focusing on what's
important? Why not try out the brand new To
| | 00:05 | Do List built-in to Entourage 2008?
Similar to Tasks, the To Do List is a single
| | 00:11 | location where you can see task items
but also messages and contacts that are
| | 00:15 | flagged as To Do items all in one
location. Now, you can customize your To Do
| | 00:20 | List to filter items based on factors
like due dates and priorities and you can
| | 00:24 | even check off the items on your To
Do List as you complete them. So we are
| | 00:27 | going to check out this brand
new To Do List in this lesson.
| | 00:30 | Here you can see I am looking at my
Mail folders right now. I can access the To
| | 00:34 | Do List by going up to Tasks or down
below the toolbar you will see To Do List
| | 00:39 | right here. Clicking this takes us to
the To Do List. You can see it shows up
| | 00:43 | right below Tasks, so clicking Task
would takes us to our tasks but also we can
| | 00:48 | access the To Do List. Now To Do List
will show your tasks so if you got any
| | 00:53 | tasks they will be listed here. But
you will also be able to see things that
| | 00:56 | you need to follow up on like maybe a
contact from your Address Book or an
| | 01:00 | e-mail message you got and you want to
follow up with a To Do item, and here
| | 01:04 | is how flag those items.
| | 01:05 | Let's go back to our Mail for a
second. Hopefully, you have got an e-mail
| | 01:09 | message that you can experiment with
here. I am going to use this one from
| | 01:12 | Microsoft down at the bottom and
let's say I need to follow up on this next
| | 01:15 | week. The easiest way to flag this as
a To Do item is to go up to the Flag
| | 01:20 | button up here. You notice there is a
little arrow. And I can click this to
| | 01:24 | choose when I want to follow up on this.
Today, Tomorrow, This Week, Next Week
| | 01:29 | or if I need to put in a specific
date I can choose Choose Date. If I don't
| | 01:34 | have a due date, no problem. That's
number five on the list. Also I can add
| | 01:39 | reminders and mark them as complete
right from this button. But I am going to
| | 01:42 | choose a date by clicking Choose Date
and the Dates and Reminder dialog box
| | 01:46 | shows up and you can see I can setup a
Start Date, I can setup a Due Date, even
| | 01:51 | a Reminder Date.
| | 01:52 | So the Due Date I am going to change by
clicking the calendar icon. I want this
| | 01:56 | to be due next week so I am going to
choose the 18th. But I would like a
| | 01:59 | reminder on the Monday, the 17th so I
am going to click the Reminder check box,
| | 02:04 | and I click the calendar icon and
choose Monday. Now I can also adjust the
| | 02:09 | time, if I want this to be at 8:15 in
the morning, well I can knock this down,
| | 02:14 | down arrow taking me an arrow back
with each click. And then I am going to
| | 02:18 | click in the minutes over here and bump
that up, of course I could just type 15
| | 02:22 | in there if I wanted to. But I can use
the arrows as well. And when I click OK,
| | 02:27 | this is an E-mail message. It's still
here in my Inbox but notice now that is
| | 02:31 | flagged as a To Do item as
well and there is the Due date.
| | 02:34 | So, if I am in my E-mail looking at it,
I am reminded that I have got a To Do
| | 02:38 | item associated with this due on the
18th. But If I go back to my To Do List by
| | 02:43 | clicking To Do List, you will see it's
been added here, Welcome to Microsoft,
| | 02:47 | its got a little alarm clock
indicating that this has got a Due date, and a
| | 02:53 | reminder assigned to it. Notice the
due date does show up over here. The
| | 02:57 | completed date will show up once it's
done, it's in my Inbox folder. These
| | 03:02 | other items are just part of my To Do
List or my Tasks. And then I have got
| | 03:07 | Categories as well and
Projects currently set to None.
| | 03:10 | So let's create a brand new item here
on our To Do List from scratch. We can go
| | 03:14 | up to the New button. Notice there is
a little arrow for this as well. But we
| | 03:17 | do want to create a Task that's what
we choose when we click the New button
| | 03:21 | here in our To Do List. So creating a
new task is just like creating any task,
| | 03:26 | it will show up in our To Do List. We
can type in a title; I am going to type
| | 03:30 | in, Prepare Customer Site. I am going
to start this and I am going to say,
| | 03:39 | Tomorrow. And I would like to have this
Done. I am going to setup a Due date by
| | 03:45 | next Friday. And I would like a
Reminder. I am going to have the Reminder go
| | 03:52 | out today. And I am going to bump
that up to 11:30 how about, I am going to
| | 04:00 | type in 30, there we go.
| | 04:03 | Now, I can also setup a Priority if
this is really important. It would be the
| | 04:06 | highest priority or semi-important. I
am going to choose High. But I have also
| | 04:10 | got Low and Lowest as options. Normal
is the default, I am going to set this to
| | 04:14 | a High priority, it only Occurs once.
Notice I also have some options up here,
| | 04:19 | if I wanted to setup due dates
under To Do. So this could be due today,
| | 04:24 | tomorrow. I could choose the due
date like I am doing right now. It's not
| | 04:27 | selectable from here, because I am
already doing it and I can mark it as
| | 04:31 | Complete when it's done from
this little dropdown as well.
| | 04:34 | But I am going to go to Categories,
this is work related so I am going to
| | 04:38 | choose Work to sign it to a category.
This is handy if you want to filter down
| | 04:41 | your item, show me all my work items or
all my personal items together. So with
| | 04:46 | that selected, notice there is no Save
button. I can go up to the file to save
| | 04:50 | this at anytime and keep working on it.
But when I close it, if I haven't saved
| | 04:54 | it, I will be prompted to save it, and
now it's added to my list. Notice the
| | 04:58 | color-coding here. Book Car
Appointment shows up in green. That's personal.
| | 05:02 | Prepare Customer Site, that's a work
related item, I see that over here in the
| | 05:06 | Categories column.
| | 05:07 | And of course I can sort by
Categories if I want to in reverse order. I can
| | 05:12 | sort by Due Dates, just by clicking
these headings. These are all part of tasks
| | 05:16 | that you are probably used to doing if
you use tasks already. But when I mark
| | 05:21 | items like e-mail messages as To Do
items they don't show up in tasks. So if I
| | 05:26 | come over here, you won't see the
Welcome to Microsoft item, but if I go to my
| | 05:30 | To Do List, you will see
it down here, so very handy.
| | 05:35 | Now, you will get reminders, keep in
mind too if you are using My Day that your
| | 05:39 | To Do List items will show up there and
Reminders will pop-up if you are using
| | 05:43 | My Day occasionally just to tell you,
hey! Don't forget you have got a Due date
| | 05:47 | and you need to get something done. I
am going to go back to my e-mail. If I
| | 05:51 | want to un-flag something as a To Do
item, I can go up to my To Do Flag, and
| | 05:57 | Clear the To Do Flag. As soon as I do
that it's no longer a To Do item. If I go
| | 06:02 | back to my To Do List, look
at that it's gone from there.
| | 06:06 | So if you need to be focused and you
want to organize things in one location,
| | 06:10 | no problem, you can use your To Do
List, brand new. You can even filter out
| | 06:14 | items; notice that I have a Task
contains options here, I have also got
| | 06:18 | Category and Project. If I want to see
all of the items that are categorized as
| | 06:23 | work, here is how I do it. There is
only one item here in my To Do List.
| | 06:27 | How about all my personal ones? Just one
as well. If I want to see them all or have
| | 06:32 | no filtering on, I choose None. Look at
that, we can go back to my Tasks to see
| | 06:38 | all of my tasks. I can also come in
here if I want to choose a filtering option
| | 06:42 | for the Task contains and type in
what I am looking for. How about the word
| | 06:47 | customer? And I hit Return. There is
only one item in here where the Task
| | 06:53 | contains the word customer. I can
delete that to get them all back.
| | 06:59 | So lots of options using your To Do
List help you to stay organized, focus on
| | 07:04 | what's important, brand
new here in Entourage 2008.
| | Collapse this transcript |
| Creating out-of-office messages| 00:00 | In this lesson, we are going to
explore the scenario where you are not
| | 00:03 | available to answer your email messages.
Perhaps you are on vacation ir you are
| | 00:07 | out of the office and you want an
automated response to go out to those sending
| | 00:11 | you email, indicating that you are not
available to answer them and maybe even
| | 00:15 | say when you will be.
| | 00:17 | If you would use Microsoft Outlook or
you are on a Microsoft Exchange Server,
| | 00:20 | you may be familiar with the Out of
Office Assistant. Well, now in Entourage
| | 00:25 | 2008, if you are on a Microsoft
Exchange Server you can access the Out of
| | 00:29 | Office Assistant right from within Entourage.
| | 00:32 | Now if you are not on an Exchange Server,
no problem. There are other ways for
| | 00:36 | you to automatically reply the messages
coming in. We are going to look at that
| | 00:39 | scenario here. I am in Entourage and I
am looking at my mail. I am going to go
| | 00:44 | up to the Tools menu.
| | 00:46 | Now I am not on a Microsoft
Exchange Server. So down here where we see
| | 00:50 | Newsgroup Settings, right below that if
you are on an Exchange Server check it out.
| | 00:56 | You will see the Out of Office
Assistant right there. You can click it and
| | 00:59 | use the Out of Office Assistant just
like you would in Microsoft Outlook or in
| | 01:03 | any other application on the Exchange Server.
| | 01:06 | Now what happens if you are not an
exchange server? Well, if you are like me
| | 01:10 | you need to go down to Rules, right
below that. Clicking Rules allows you to
| | 01:14 | come in and set up rules for messages
that are coming in. We will click the New
| | 01:18 | button. Right away you can see we have
got the Edit Rule dialog box showing up.
| | 01:22 | We can name this rule. I am going to
call this Out of Office; you can call
| | 01:27 | whatever you like, vacation. And down
below you can see in the Then field for
| | 01:33 | All Messages we can set up criteria.
Right now it set up to Change Status.
| | 01:38 | Well, I am actually going to click
this and choose Reply. Choosing Reply now
| | 01:43 | allows me to type in reply text.
Clicking the Reply Text button is where you go
| | 01:48 | to enter your information.
| | 01:50 | So I am currently out of the office,
returning, I am going to say January 2,
| | 02:03 | 2008 and then you might want to say
something like 'I will not be able to access
| | 02:11 | email until then.' Something like that.
'If your message is urgent, please
| | 02:22 | contact' and then you could put in
whoever you want here. I am going to type -
| | 02:27 | 'no one.' There we go. And when I click OK
and make sure that this rule is enabled.
| | 02:33 | You want to have a check mark in the
Enabled check box. Click OK and you will
| | 02:38 | set up that rule. It now appears here
on the list of rules. It's for me my only
| | 02:43 | rule and when I come back of course, I
will probably just want to disable this.
| | 02:48 | I don't need to delete it necessarily
but if I disable it then I know that
| | 02:53 | messages will come through and I will
be able to answer them. They won't get
| | 02:55 | the automatic reply and then when I am
out of office, so next time I can just
| | 03:00 | re-enable it and actually
edit it by changing the date.
| | 03:03 | So I can double click this and I would
go into my Reply Text and just change
| | 03:07 | the dates, my return date for example.
I am going to click Cancel right here,
| | 03:11 | Cancel right here and I will disable
that until I am ready to leave the office.
| | 03:16 | When you are done with the Rules,
just click Close and your rules will be
| | 03:20 | set up if you would enable them.
Automatic replies will go out.
| | 03:24 | So just to recap, if you are on an
Exchange Server, you can actually use the
| | 03:28 | Out of Office Assistant to do what
we just did, but if you are not on an
| | 03:31 | Exchange server, no problem. Just set
up a rule like we did just now to have
| | 03:36 | automatic replies go out. Your messages
continue to come in. They will pile up
| | 03:39 | in your Inbox but at least people will
know that you are not able to get back to them.
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| Customizing toolbars| 00:00 | In this lesson, we are going to talk
about how you can customize your workspace
| | 00:04 | to appear just how you like it. So you
had a few options in previous versions
| | 00:08 | of Entourage. Now you have full
control over what buttons appear or don't
| | 00:12 | appear on your toolbars.
| | 00:14 | So what we are going to do, you can see
I am in my To Do List right now and as
| | 00:18 | I am checking off items as they are done,
I decide this would be nice if I get
| | 00:22 | print out this list. Well, there is
no Print button up here on my toolbar.
| | 00:25 | I have to go up to File and Print.
Maybe it would be nice, I do a lot of
| | 00:28 | printing, if we have that button up here.
And maybe there are some items up here
| | 00:32 | that I never use. I would like to be
able to remove them from my toolbar.
| | 00:35 | Well, there is a couple of
different ways you can access the ability to
| | 00:39 | customize your toolbar. You can go up
to the View menu and you will notice that
| | 00:43 | from here, Customize Toolbar does appear.
Or you can right-click on the toolbar,
| | 00:49 | Ctrl-click if you have got a single
button mouse and that displays the pop-up
| | 00:53 | menu where you can also choose
Customize toolbar right from here.
| | 00:57 | Now just before we customize our
toolbar you do have some other options.
| | 01:00 | By default you are viewing the icon with
text underneath. You can view the icon
| | 01:05 | only by clicking Icon Only. Then you
really have to know your icons. You can
| | 01:10 | right-click or Ctrl-click with the
single button mouse and choose Text Only.
| | 01:14 | Now you are just viewing text. That
creates a little extra space to add some
| | 01:18 | new options. I am going to right-click
again, go back to Icon and Text but I am
| | 01:23 | also going to switch to small size.
So another right-click and down to Use
| | 01:27 | Small Size gives me some
additional space as well.
| | 01:30 | All right, let's go back to customize
our toolbar. Now I will right-click.
| | 01:34 | Customize Toolbar. Now from this
window you will see that Use Small Size
| | 01:38 | selected. Icon and Text, we have those
options here but now we also have the
| | 01:43 | ability to drag buttons to our toolbar,
buttons that we're going to use and
| | 01:47 | take buttons that we're not going to use off.
| | 01:49 | Let's say we don't use My Day. We can
click on it here, drag it right off, when
| | 01:53 | you see the puff of smoke let go and
it's gone. Here is out Print icon. We can
| | 01:58 | drag that up. Now you can see as I move
there is a space that's kind of created
| | 02:03 | for me and that's because we
have got a flexible space in here.
| | 02:06 | Notice that we can also put in
separators. So a single line separator, we can
| | 02:11 | put in a space. We can use a
flexible space as well that will expand or
| | 02:15 | contract as we add and remove buttons.
So let's say that we also use out links
| | 02:20 | a lot. I am going to add Links up here.
It creates a little space for me.
| | 02:24 | I don't want the To Do option. I am
going to pull that off. I don't like the
| | 02:28 | Status icon either. I am going to put
in maybe something else like the Toolbox.
| | 02:35 | Then I realize, hey, I have made a real
mess of this. I don't remember what was
| | 02:38 | there originally. Well, the nice
feature is that if you get all messed up you
| | 02:43 | can drag the original default set.
So by coming down here, clicking and
| | 02:47 | dragging that right up to the top and
releasing and you will be back where you started.
| | 02:52 | So when you are done customizing your
toolbar, click the Done button down below
| | 02:56 | to save your changes and you will see
your new toolbar up across the top. So a
| | 03:01 | brand new feature built into Entourage.
Now it has the ability to create a
| | 03:05 | workspace that works for you
by customizing your toolbar.
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| Managing events and tasks in Calendar| 00:00 | If you are accustomed to using the
calendar in Entourage, here in Entourage
| | 00:04 | 2008 you are going to notice an
improved Calendar interface. It's been
| | 00:08 | redesigned to make it easier for you
to manage your events and your tasks.
| | 00:13 | You can color code events using
categories. It's easy to create new events just
| | 00:17 | by clicking and dragging and you can
even do your To Do List right beside your
| | 00:21 | Calendar now.
| | 00:22 | So we are going to look at all of
these in this lesson and you can see I have
| | 00:25 | already switched over to my calendar.
If you haven't go ahead and click your
| | 00:28 | Calendar icon up here and we are going
to switch our view. You can see we have
| | 00:31 | got Day, we have got Work Week, Week and Month.
| | 00:35 | Let's go to the Work Week and I am
going to move to next week here where I have
| | 00:39 | got some blank space. All we are going
to do is create a brand new event. Now,
| | 00:43 | we can go up to our New Button right
here and give it a click and then fill in
| | 00:47 | the blanks or if you want to quickly
create something, let's say from 10 to 12
| | 00:52 | on Monday, you can just click and
drag from 10, down to 12 and release.
| | 00:57 | You have got your new event.
| | 00:59 | Now you are inside the new event and
New Event is highlighted, so you are ready
| | 01:03 | to type. Let's say it's Status Meeting
and when I hit Return you can see it's
| | 01:10 | locked in. It's also got a reminder
set up for me. If I want to make any
| | 01:14 | adjustments to the defaults I can do
that just by double clicking the event.
| | 01:18 | So there is the actual subject, Status
Meeting. If I want to choose a location,
| | 01:22 | I am going to type in Boardroom A and
if I want to make any changes to the
| | 01:27 | dates and the times, that's already in
there for me. The duration is set to two
| | 01:30 | hours because that's what I clicked
and dragged on the calendar, occurs only
| | 01:34 | once. I can change that to a Repeating.
So that's every Monday at that time. Or
| | 01:39 | if it's the 17th day of every month.
| | 01:41 | You can see the options I have. I can
even go to Custom like always. I am going
| | 01:45 | to choose Every Monday to make it a
recurring event and down below you can see
| | 01:49 | the reminder is turned on for me by
default and set to 15 Minutes. That was all
| | 01:53 | part of creating that event quickly by
clicking and dragging. Of course, I can
| | 01:57 | make changes to that if I want to
using the arrows or just come in here and
| | 02:01 | type in a value.
| | 02:02 | All right, when I am done making
changes of course, if I close this without
| | 02:07 | saving I will be warned to save it. I
am on the way out but you can save at any
| | 02:11 | time. Notice now it's a recurring
meeting. I now see the place where this
| | 02:15 | meeting is taking place and the title
and if I move to next week we should see
| | 02:19 | it from 10-12 there it is on the 24. We
move over to the next week, same thing,
| | 02:25 | I have got a recurring
meeting going on here on Monday.
| | 02:28 | Now that's just clicking and dragging
to create a brand new meeting. The other
| | 02:32 | thing that we can do is color code these.
Right now you can see the color that
| | 02:36 | showing up is this blue color. Now if
I click on the actual meeting so it's
| | 02:40 | selected and go to my Categories drop-
down, you can see that the default color
| | 02:45 | blue is because I haven't assigned a
category, but I have all of these other
| | 02:49 | color codes representing different
categories like family, friends, holiday,
| | 02:53 | down below is Work.
| | 02:55 | I am going to click on that one. You
can see how it changes color now to
| | 02:59 | indicate that this is under the Work
category. Okay let's go over to Friday
| | 03:03 | here and I am going to click and drag
from noon, I am going to drag all the way
| | 03:08 | down to 5. I am going to take that time
off. So I am going to type in Vacation
| | 03:14 | Leave.
| | 03:16 | Now if I wanted to type in a
Location I could, just click down here and
| | 03:20 | highlight location. Type whatever I
like in here. I am going to type in Out of
| | 03:24 | Office. And I am inside, I have got
that default reminder as well but of
| | 03:29 | course, when I click or double click
to lock it in, I can go back and make
| | 03:34 | changes at any time.
| | 03:35 | So I am going to double click it now
to open this up and I am going to change
| | 03:38 | the category here for this one to --
let's go to Holiday right there and this
| | 03:45 | is also Personal. Notice that I can
check off more than one check box if I want
| | 03:50 | doing it this way. I am going
to leave it as Holiday, click OK.
| | 03:53 | I am going to save my changes by going
up to File and Save or Command+S before
| | 03:58 | I close. You can see that it's now
color coded to show that I am going to be
| | 04:03 | out of the office and that's for
personal reason. So I have got a vacation
| | 04:07 | leave going on there.
| | 04:09 | So the other thing that you can do
that's brand new to the calendar is display
| | 04:12 | your To Do List right beside your
Calendar. As soon as you move to the Calendar
| | 04:17 | View, it doesn't really matter which
you are in, whether it's Week or Month or
| | 04:20 | Day, you have got the To Do List
button right up here now on your toolbar and
| | 04:24 | clicking this, squeezes it in
over here on the right-hand side.
| | 04:28 | Now if I want less room for my To Do
List, no problem. I can click and drag
| | 04:32 | left and right to create more or
less room. My calendar will adjust
| | 04:35 | automatically to accommodate whatever
size I choose for my To Do List. So I can
| | 04:41 | access my To Do List right from here.
I have the options to Delete and change
| | 04:46 | categories and everything for my To Do
List. If I want the To Do List showing
| | 04:50 | up here on my Calendar, I will just
click the same button I turned it on to
| | 04:53 | turn it off.
| | 04:55 | So a new and improved interface here in
your calendar, making it easier for you
| | 04:59 | to create new tasks. Just click and drag.
Go back and make changes if you need
| | 05:03 | to but if the defaults are fine. You
have a new event and new task showing up
| | 05:08 | in your calendar just like that. We have
also got the ability to view our To Do
| | 05:12 | List and color code things, so it's
easier to look at and manage your events.
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ConclusionGoodbye| 00:00 | So there you have it. You should now be
feeling more comfortable with the many
| | 00:04 | new and improved features in Microsoft
Office for Mac 2008. I think you will
| | 00:09 | find that once you get used to the
new interface, this latest release of
| | 00:13 | Microsoft Office for the Mac is the
most intuitive one yet. This is David
| | 00:17 | Rivers saying, so long, have fun
and I hope to see you again in another
| | 00:22 | lynda.com title.
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