IntroductionWelcome| 00:00 | (music playing)
| | 00:04 | Hi, I'm Curt Frye. Welcome to Up
and Running with Office Web Apps.
| | 00:08 | In this course I'll show you how to
set up a Windows Live account and manage your
| | 00:12 | files in the SkyDrive online file system.
| | 00:15 | I'll discuss Word, the Word processing program.
| | 00:18 | I'll demonstrate how to manage text
and organize your data using tables.
| | 00:22 | Next, I'll dive in to Excel,
the spreadsheet program.
| | 00:26 | I'll show you how to manage
worksheets and create and customize charts.
| | 00:29 | After Excel, I'll show you how to
create presentations and present slideshows
| | 00:34 | using the PowerPoint Web App.
| | 00:36 | The final app, OneNote, lets you
manage notes from meeting, brainstorming
| | 00:39 | sessions, and classes.
| | 00:41 | Like the other Web Apps, you can open
OneNote files in the desktop application.
| | 00:45 | In the courses final chapter, I'll show
you how to share your files, collaborate
| | 00:49 | with your colleagues, and
embed online files into web pages.
| | 00:53 | The Office Web Apps combine the best
aspects of the cloud with the familiar
| | 00:57 | Office desktop applications.
| | 00:58 | I'm sure you'll find that that your
time with Up and Running with Office Web
| | 01:02 | Apps will be time well spent.
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| Using the exercise files| 00:00 | If you are a Premium subscriber to the
lynda.com online training library then
| | 00:05 | you have access to the
exercise files for this course.
| | 00:08 | Unlike other courses, which use desktop
applications only, you are working here
| | 00:13 | with the Office Web Apps in the cloud.
| | 00:15 | So what I recommend you doing is
watching all of chapter1 and then using the
| | 00:19 | skills you've learned to add the
SkyDrive application to your computer.
| | 00:23 | It's available for both PC and Mac.
| | 00:25 | Then what I recommend you do is add the
exercise files to your SkyDrive folder
| | 00:29 | on your computer so that those files will
be available here in SkyDrive in the cloud.
| | 00:34 | There are no files for chapter 9,
which deals with the OneNote Web App.
| | 00:39 | Instead, you can just follow along on
the screen or create your own assets.
| | 00:44 | Once you've uploaded the exercise files,
you can click inside of your exercise
| | 00:48 | file folder and then click a tile to
open a folder for particular chapter.
| | 00:53 | If you're not a Premium subscriber,
you can always follow along on the screen or
| | 00:57 | create your own resources.
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1. Introducing Office Web AppsSurveying the Office Web Apps| 00:00 | The Office Web Apps provide online
access to basic versions of four Office
| | 00:04 | applications: Word, Excel,
PowerPoint, and OneNote.
| | 00:09 | In this movie, I will give you a
brief tour of the Web Apps and provide an
| | 00:13 | overview of what you can do in each one.
| | 00:15 | There is not really a sample file for
this movie. All I want to do is move
| | 00:19 | through some exercise files from the
course and give you a little bit of
| | 00:23 | familiarity with what's going on.
| | 00:25 | I am starting out with the Microsoft Word Web
App, and you can see that I have a Word document.
| | 00:30 | It's simply a letter, and I'm using my
scroll wheel to scroll down. And you also
| | 00:34 | see the Ribbon interface, which
was introduced in Office 2007.
| | 00:39 | So, like in the Word desktop application,
you can type anything you want, so for
| | 00:44 | example November 28, 2012. You can also
format any items using the controls in
| | 00:51 | the font group here.
| | 00:52 | So if I scroll down and select this line
of text, I can go up to the font group,
| | 00:58 | make the text bold, make it
italic, underline, any combination.
| | 01:04 | If you've used the Word desktop
application, I'm sure all of this is
| | 01:07 | very familiar to you.
| | 01:09 | There are some new capabilities in this
version of the Word Web App, and you can
| | 01:13 | find them on the Page Layout tab.
| | 01:15 | Here in addition to being able to
change paragraph indenting and spacing before
| | 01:20 | and after, you can change the size of
the page, the orientation--either portrait
| | 01:25 | or landscape--and also your margins.
| | 01:29 | Those are all very neat, and I
think you'll find that they expand the
| | 01:32 | capabilities of Word Web App
and make it much more useful.
| | 01:37 | The next Web App that I like
to cover is the Excel Web App.
| | 01:40 | You use Excel to summarize
data usually in list format.
| | 01:44 | So for example, here I have a set
of monthly sales by Month Retail and
| | 01:49 | Wholesale sales broken out.
| | 01:52 | As in Word, you can format any of these
items by selecting the cells and using
| | 01:57 | the formatting controls in the font group.
| | 02:01 | You can also press Ctrl+Z to
undo anything you've just done.
| | 02:05 | You can also change number formatting.
| | 02:07 | So for example, I can go up to the
Number group and select a new format, say a
| | 02:12 | Currency format, and that would add
dollar signs and two points to the right
| | 02:16 | of the decimal point.
| | 02:17 | I'll press Ctrl+Z again to undo that.
| | 02:21 | You're also able to create charts.
| | 02:23 | So for example, just click there to
release the selection. I'm going to the
| | 02:28 | Insert tab and create a chart.
| | 02:30 | So let's say that I want to create
a column chart for all of this data.
| | 02:35 | I can click the Column button, select
the type of column chart that I want,
| | 02:39 | and Excel creates it.
| | 02:41 | To get rid of the chart, I'll just
make sure that I have it selected and
| | 02:45 | press the Delete key.
| | 02:46 | You can also create AutoSum formulas
just like you would in the regular Excel
| | 02:51 | desktop application.
| | 02:53 | One new thing that you can do is to
create a survey. And I won't go into detail
| | 02:58 | here because I'll do it later in the course,
but if you create a new survey, users
| | 03:02 | can get into that survey and interact
with it over the web using nothing but a
| | 03:06 | web browser, and the data that they
enter goes directly into an Excel
| | 03:10 | worksheet. Very useful.
| | 03:14 | The next step I'd like to cover is the
PowerPoint Web App, and here you can create
| | 03:19 | slides using the controls
here in the Slides group.
| | 03:23 | You can also add shapes. For example,
if you wanted to draw a cube, you can do
| | 03:28 | that, and Delete to get rid of it.
| | 03:30 | All of your normal formatting
tools are available as well.
| | 03:33 | Also, new in this update of the web
apps, you can define animations for your
| | 03:38 | slides and you can also define the transitions.
| | 03:42 | So, you can add a little bit
of splash to your presentations.
| | 03:45 | On the Insert tab, you'll see that you
can add SmartArt. So for example, if you
| | 03:51 | want to add an organizational chart or a
process diagram, no problem; you can do it.
| | 03:56 | Finally, you have access to the OneNote Web App.
| | 03:59 | OneNote is, as the name implies, a
notetaking application, so you can add text.
| | 04:04 | If you want, you can also go to the
Ribbon and add Images or clip art or
| | 04:09 | hyperlinks to other resources.
Also, and I think is pretty useful,
| | 04:15 | if you have an item that is an action
item for you, you can go on to the Home
| | 04:19 | tab and tag it to make it a To Do item
and when you've completed the item and
| | 04:26 | you can check it off, all you need do
is check the tag and it's done, and it's
| | 04:32 | indicated that it's done within your notebook.
| | 04:35 | All you need to know now is which web
browsers are supported by the Office Web Apps.
| | 04:40 | If you're on Windows, you can use
Internet Explorer 7 or later, Firefox 3.5 or
| | 04:46 | later, and Chrome 3 or later.
| | 04:50 | One limitation of Chrome 3 is that you only
have access to Windows Live, that is, SkyDrive.
| | 04:56 | If you're on a Mac, you can use Safari 4
or later or Firefox 3.5 or later, and if
| | 05:02 | you're on Linux, you can
use Firefox 3.5 or later.
| | 05:06 | One very important aspect of the Office
Web Apps is the ability to open a file
| | 05:11 | in the desktop application
version you need for that file.
| | 05:14 | So for example, you can open an
Excel Web App file in your Excel
| | 05:18 | desktop application.
| | 05:20 | If you're using Windows and you have
Internet Explorer 7 or later, then you
| | 05:24 | can open your Web App files in the
corresponding desktop application with
| | 05:28 | Office 2003 or later.
| | 05:30 | So that means Office 2003, 2007, 2010, or 2013.
| | 05:36 | If you're on Windows and have Firefox
3.5 or later, then you need to have Office
| | 05:41 | 2010 or 2013 installed.
| | 05:43 | If you're using a Mac, you need to
have Office 2011, and you also need to be
| | 05:48 | running Safari 4 or later
or Firefox 3.5 or later.
| | 05:53 | So, what that means is that any recent
version of Office and any modern browser
| | 05:59 | will allow you to work with the Office
Web Apps, and also to open documents from
| | 06:03 | the Web Apps in the
corresponding desktop applications.
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| Creating a SkyDrive account| 00:00 | To use the Office Web Apps you
need to have a Microsoft account.
| | 00:04 | Microsoft accounts, which are also
referred to as Microsoft IDs, are free and come
| | 00:09 | with 7 gigabytes of could storage
through Microsoft's SkyDrive system.
| | 00:13 | In this movie I'll show you how to
create a Microsoft account if you
| | 00:16 | don't already have one.
| | 00:18 | The first thing you need to do is
fire up your web browser and visit
| | 00:21 | www.skydrive.com, and SkyDrive is just
the two words together, and you can see
| | 00:29 | the spelling there.
| | 00:31 | If you already have a Microsoft
account, you can sign in, and if want to stay
| | 00:34 | signed in, you can check
the Keep me signed in box.
| | 00:37 | However, if you don't have a Microsoft
account, you can click the Sign up now
| | 00:41 | link to display the page that lets you sign in.
| | 00:45 | Please note at the top of the page
where it says that if you have a Hotmail,
| | 00:49 | SkyDrive, or Xbox Live account or you
run a Windows Phone, then you already have
| | 00:54 | a Microsoft account; you can
use those credentials to sign in.
| | 00:57 | Otherwise, all you need to do is fill
out the form and it's, I'm sure,
| | 01:01 | familiar to all of you. You have your name,
birth date, gender, asking for your
| | 01:06 | account name and password, information
to get in touch in case you need to reset
| | 01:10 | your password or recover it, and then
finally, where you're from and your ZIP
| | 01:15 | code or postal code information.
| | 01:16 | Finally, you have the
CAPTCHA information at the bottom.
| | 01:20 | You can choose whether or not to
receive promotional offers from Microsoft, and
| | 01:26 | when you are done, you can click
I accept to create your account.
| | 01:29 | What happens after you click I
accept, is that you'll receive the
| | 01:32 | verification email, and you'll need
to click the link that appears on the
| | 01:37 | email to complete the account, at
which point you can log in and start using
| | 01:41 | SkyDrive and the Office Web Apps.
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| Uploading documents to SkyDrive| 00:00 | You can create files using any of the
Office Web Apps from within SkyDrive.
| | 00:05 | You can also upload files from your
computer to your SkyDrive account.
| | 00:09 | In this movie, I will show you how to do that.
| | 00:11 | I'll demonstrate using a file that is
one of the exercise files of this course,
| | 00:16 | but you can use any file from your
computer, as long as it's a reasonable size.
| | 00:19 | The maximum size for any file in
SkyDrive is 300 megabytes, but in this case,
| | 00:24 | because we are doing an upload, just
pick a small file that you can use so the
| | 00:28 | upload will go quickly.
| | 00:29 | The first thing you need to do is to
navigate to the SkyDrive folder where you
| | 00:34 | want to upload the file, and
then you have two options.
| | 00:37 | First, if you want to upload, all you need
to do is go to the Ribbon and click Upload.
| | 00:42 | Doing so displays the Upload
panel, and then you can select the files
| | 00:47 | from your computer.
| | 00:49 | Then you can navigate to whichever
folder contains the files you want to upload,
| | 00:53 | click it, and then click Open.
| | 00:56 | You see the message at the bottom-right
corner indicating that the upload is in progress.
| | 01:01 | It will tell you when it's done, and after a
moment SkyDrive refreshes and the file appears.
| | 01:06 | I'll go ahead and delete the file.
| | 01:09 | To do that, I'll right-click it,
click Manage, and click Delete.
| | 01:13 | I don't want to undo it, so I'll
just go ahead and close the message box.
| | 01:17 | There is another way to upload files,
and you probably got a sense that when the
| | 01:21 | showed you the panel a moment ago.
| | 01:23 | I'll click the Upload button, and again,
this is on the Ribbon at the top of the
| | 01:28 | user interface. And then you see that
you can drop files from your computer.
| | 01:32 | To demonstrate that, I will resize
Internet Explorer, and you can see that I have
| | 01:38 | a file explorer from the operating
system already open, and I'm open to the
| | 01:42 | chapter 1 folder in the Exercise Files archive.
| | 01:45 | Now if I want to add that file, all I
need to do is click and drag the file and
| | 01:51 | you'll see the cursor has a little
rectangle beneath it, and when I release the
| | 01:56 | left-mouse button, SkyDrive updates to
indicate that it is uploading the file.
| | 02:00 | It also shows that it's done, and after a
moment SkyDrive refreshes and the file appears.
| | 02:05 | The drag-and-drop functionality that I
just showed you only works with Internet
| | 02:09 | Explorer at the moment.
| | 02:10 | So if you're using another browser,
use the upload method I showed you earlier.
| | 02:14 | And that's all there is to
uploading files to SkyDrive.
| | 02:17 | It's a very simple process and if you
use it in the file explorer mode, like I
| | 02:22 | did at the end of the movie,
you'll save a lot of time.
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| Managing documents in SkyDrive| 00:00 | SkyDrive is the Windows
Live version of file explorer.
| | 00:04 | In other words, it's the interface
that allows you to manipulate your files,
| | 00:08 | upload them, delete them, copy them, and so on.
| | 00:11 | In this movie, I'll show you how to use SkyDrive
to manipulate the files that you upload there.
| | 00:16 | First thing's first: I will
show you how to open a file.
| | 00:19 | So if you've uploaded the Exercise
Files archive for this course, you can go to,
| | 00:24 | say, chapter 6 and to open a folder you
click it, and then you can look at the
| | 00:29 | files that are available to you.
| | 00:30 | Let's say that I want to opened the workbook
for 06_02; all I would need to do is click that.
| | 00:37 | So I'll just go ahead and click the tile
and the file appears inside of the Web App.
| | 00:43 | And I'll go ahead and click
the Close button to close it.
| | 00:45 | Doing so returns me to the
directory that I was in before, in SkyDrive.
| | 00:49 | You can move among the
directories in a number of ways.
| | 00:52 | First of all, there are several main areas.
| | 00:54 | You can go to Files,
which is just your file area.
| | 00:58 | It shows you everything that you have.
| | 01:00 | Then you have Recent Documents, which
is lists of things that you have opened
| | 01:04 | recently. And you also have the
Shared folder. That indicates any files you
| | 01:09 | shared with other users.
| | 01:10 | You also have links to groups and any
PCs that you've linked to your computer.
| | 01:15 | If you want to rename a file,
all you need to do is check it.
| | 01:18 | So for example here, I have checked
workbook for 06_02 and that check is
| | 01:23 | left over from when I opened the file.
| | 01:25 | So I'll go ahead and clear it and move
over to workbook for 06_03, and you see
| | 01:29 | the checkbox appears.
| | 01:31 | I'll click it so it's checked.
| | 01:32 | Now the Ribbon changes and I have tools
that I can use to manipulate the file.
| | 01:37 | You do that by clicking Manage.
| | 01:40 | Clicking Manage displays a list
of all the things that you can do.
| | 01:43 | You can rename the file, delete it,
move it, copy it, shows its version history, and
| | 01:48 | also show the file's properties.
| | 01:49 | Properties are interesting because
they can show you when the file was created,
| | 01:53 | what directory it is in, and
who created it, and so on.
| | 01:56 | If you want to close the Properties
pane, then all you need to do is click
| | 02:00 | Manage and click Properties again.
| | 02:02 | If you want to add a folder, say for
example a subfolder within the chapter 6
| | 02:06 | folder that I have open right now,
click Create and then click Folder.
| | 02:12 | Then you give a name to the new folder,
and I'll call it Presentation and press Enter.
| | 02:18 | Now you can copy any file
that you want into that folder.
| | 02:20 | Say for example, I could drag the chart
summary for 06_01 presentation, up into
| | 02:26 | the folder. And when I
drop it, the file is moved.
| | 02:30 | To open the folder, I just click it and
then if it want to move this file back
| | 02:35 | up, I check it, click Manage, click Move To, and
| | 02:39 | then I can navigate to the folder that
I want--and in this case I want it to be
| | 02:43 | Chapter06--and click Move.
| | 02:47 | Now this folder is empty, and I can move
back up by clicking here, along the line,
| | 02:52 | which gives you the path of the current folder.
| | 02:55 | So I have Presentation, and I'll click
Chapter 6, and you see that the chart
| | 02:59 | summary file is back in that folder.
| | 03:02 | If I want to delete the presentation
folder that I created, I can check it,
| | 03:06 | click Manage, click Delete, confirm the
deletion by not undoing it, and we're done.
| | 03:13 | Those are the basics of working within SkyDrive.
| | 03:16 | I think you'll find it pretty intuitive,
especially if you are used to working
| | 03:19 | with the Windows 7 or
Windows 8 operating system.
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| Syncing files using SkyDrive for PC| 00:00 | When you edit documents on your
computer and online, you run the risk of
| | 00:04 | creating two or more versions of the same file.
| | 00:07 | You can synchronize your SkyDrive
files using the SkyDrive apps that are
| | 00:11 | available for Windows, Mac OS, iPad,
and other devices and operating systems.
| | 00:16 | In this movie, I will show you how to
get the SkyDrive for PC app and use it
| | 00:20 | to sync your files.
| | 00:22 | To get the SkyDrive apps, open your
SkyDrive account and then at the bottom-left
| | 00:26 | corner you'll see the Get SkyDrive apps link.
| | 00:29 | I'll go over and click that,
| | 00:32 | and doing so displays
the Get SkyDrive apps page.
| | 00:36 | And you'll see that you have the apps
available for variety of operating systems
| | 00:40 | and platforms, Mac, also the Windows
surface devices running Windows RT,
| | 00:45 | Android, iPhone and iPad, and Windows Phone.
| | 00:48 | In this case all I want to do is
get the file for Windows Desktop,
| | 00:52 | so I'll click that tile.
| | 00:54 | When I do, Internet
Explorer shows the download page.
| | 00:58 | I'll go ahead and click the Download now link.
| | 01:01 | Doing so displays a message
bar at the bottom of the screen.
| | 01:05 | I can choose to run, save,
or cancel the download.
| | 01:08 | In this case I want to run the file, so
I'll click Run, preparing for first use.
| | 01:12 | It just takes a moment to download.
| | 01:14 | I can go ahead and click Get started, and I
need to sign in into my Microsoft account.
| | 01:19 | I should add that you might need to
click through a couple of security dialog
| | 01:23 | boxes based on your computer
settings and what you've already done.
| | 01:26 | But once you get this screen, type in
your Microsoft account name, press Tab or
| | 01:34 | click down, and then type in your
password. With that in, click Sign in.
| | 01:41 | The installation routine asks where you
want to put the folder. In my case, it
| | 01:46 | is suggesting Users\Curt\
SkyDrive, which is fine.
| | 01:49 | I could change it if I wanted to,
but I don't want to, so I'll click Next.
| | 01:53 | Now, I can select whether to sync all
files and folders on SkyDrive or choose
| | 01:57 | the folders to sync.
| | 01:59 | I want to sync all of the files and
folders on a SkyDrive, but if I didn't want
| | 02:03 | to, I could select the Choose folders
to sync option and select which files and
| | 02:08 | folders I wanted to keep in sync between
my desktop computers and the cloud.
| | 02:13 | But in this case I want to do
All, so I'll just click Next.
| | 02:16 | Then I can fetch my files from anywhere,
which will allow me to use SkyDrive to
| | 02:20 | fetch any of the files on this PC.
| | 02:23 | What that means is that if I'm logged
in to my SkyDrive account from any other
| | 02:27 | computer, I can reach in to this
computer--the one I'm working on right now--as
| | 02:32 | long as this is available over the Internet, to
bring files from this computer up into SkyDrive.
| | 02:37 | I'll go ahead and leave that
box checked and click Done.
| | 02:41 | When I do, I get the Welcome to
SkyDrive message and also a display of
| | 02:45 | the SkyDrive folder.
| | 02:47 | I'll just go ahead and close it.
| | 02:49 | And that is how you
download SkyDrive onto your PC.
| | 02:52 | The processes are very similar for
other operating systems, and I'm sure that
| | 02:56 | with the knowledge from this movie,
| | 02:58 | you'll be able to do it just fine.
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2. Managing Web Apps DocumentsCreating a new file| 00:00 | After you create a Microsoft account
and have a SkyDrive folder, you can create
| | 00:04 | new files using the four Office Web Apps.
| | 00:07 | Those are Word, Excel, PowerPoint and OneNote.
| | 00:11 | In this movie, I will show you
how to create those new files.
| | 00:14 | When you go into SkyDrive, on the
Ribbon at the top of the user interface,
| | 00:18 | you'll see the Create
button. Go ahead and click it.
| | 00:21 | Doing so displays all the
items that you can create.
| | 00:24 | You can create a folder, a Word
document, an Excel workbook, PowerPoint
| | 00:28 | presentation, OneNote notebook, or--
new in this version--the Excel survey.
| | 00:33 | In this case, I want create a Word document,
| | 00:35 | so I'll go ahead and click it.
| | 00:37 | Doing so displays the Word document
dialog box, and I'll just type in Letter
| | 00:43 | to Truck Company and click Create.
| | 00:49 | When I do, SkyDrive creates the
file and opens it for editing.
| | 00:53 | Even though I demonstrated the process
using the Word Web App, it's actually the
| | 00:56 | same for the other three programs as well.
| | 00:59 | Once I'm in the file, I can add content.
| | 01:02 | So let's say for example it type in a
date for the letter, press Enter, and let's
| | 01:10 | say that's all I'm going to do for the moment.
| | 01:12 | I'm in Word, so I need to save my work.
| | 01:14 | To do that, I'll click the Save
button on the Quick Access Toolbar.
| | 01:18 | The Web App saves what I've done, and
now I can close it by clicking the File
| | 01:22 | tab and clicking Exit.
| | 01:26 | Doing so returns me to the folder that
I was in previously inside of SkyDrive.
| | 01:30 | And that's all there is to creating
a file inside of the Office Web Apps.
| | 01:34 | It's very quick, and you can create
exactly the type of file that you want, in
| | 01:38 | the place you want, using
just a few clicks of the mouse.
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| Managing files using the File tab| 00:00 | After you create a file using one of
the Office Web Apps, you can manage the
| | 00:04 | file from within those applications.
| | 00:06 | In this movie I will show you how to do
that using the controls on the File tab
| | 00:10 | and also on the Quick Access Toolbar.
| | 00:13 | There are some slight differences
among the applications, but the main
| | 00:16 | differences are between
Word and the other three.
| | 00:19 | So, I'll just give you a
brief overview of what you can do.
| | 00:22 | For this movie, I will use the letter
for 02_02 sample file, which you can find
| | 00:28 | in your exercise files archive.
| | 00:30 | Here we are, within the file, and it
just contains a little bit of text.
| | 00:34 | What I'll do is point out how you can manage
the file using the controls on the File tab,
| | 00:39 | but first I want to mention that to
save your work inside of the Word Web App
| | 00:43 | there is a Save button at the
top-left corner of the user interface, just
| | 00:47 | above the File tab.
| | 00:48 | The Save button only appears in Word.
| | 00:51 | The other applications--
| | 00:52 | Excel, PowerPoint and OneNote--all save as you
go along, so there's no need for a save button.
| | 00:57 | In Word, for a reason I do not know, it's there.
| | 01:00 | Now let's take a look at what's available on
the File tab, so I'll go ahead and click it.
| | 01:05 | See that here we have basic Info about
the file. You can open it in Word or you
| | 01:10 | can view any previous versions of the file.
| | 01:12 | You can also save the file or use the
Save As dialog box to change its name, its
| | 01:18 | file type, or its location.
| | 01:20 | You can also print the file.
| | 01:21 | In Word you can print to a PDF.
| | 01:23 | In other applications you can print
either all or part of a worksheet for example.
| | 01:29 | You can also share the file, you can
share with people, or you can create
| | 01:33 | HTML code that allows you to embed a
link to the file inside of a blog post
| | 01:38 | or on another website.
| | 01:39 | That's very useful.
| | 01:41 | You can also discover more
information about the file or you can get help.
| | 01:46 | And finally, if you want, you can
exit the Word Web App entirely.
| | 01:50 | To get out of the Backstage view,
which is what we are seeing here, you can
| | 01:54 | click the Close menu button, which
returns you to the editing view of your file.
| | 01:59 | Those are the basics of what
you can do using the File tab.
| | 02:02 | I'm sure most of the
controls are familiar to you,
| | 02:05 | but every program is a little bit
different, so you should take the time to
| | 02:08 | familiarize yourself with what
you can do in each one of them.
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| Getting help in an Office Web App| 00:00 | The Office Web Apps are very much
like their desktop counterparts.
| | 00:04 | With that said, even if you are very
familiar with the desktop applications,
| | 00:08 | there might be times when you
need to get help using the Web Apps.
| | 00:11 | If that's the case, you can use the
techniques that I'll show you in this movie.
| | 00:15 | Just as an example, I'll work within
Excel using the sample file sheet for
| | 00:19 | 02_03, which you can find in
your exercise files archives.
| | 00:23 | But the techniques that I show you here
will apply to all four of the Web Apps.
| | 00:26 | If you want to get help in a Web App,
all you need to do is look at just below
| | 00:30 | the Title bar of your web browser.
| | 00:32 | There you'll see your name, then the
Sign out link, and then to the right of that, the question mark.
| | 00:38 | The question mark button is the Help button,
and you can click it to open the Help system.
| | 00:44 | Within the Help system you can search
for any sort of information you want
| | 00:47 | on using the Web App.
| | 00:48 | So let's say for example that I want to
display a list of the functions that are available.
| | 00:53 | To do that I can go over to the Search
Help box and click it and then type "lists
| | 00:58 | of functions" and then press Enter.
| | 01:02 | Doing so displays a list of Help topics,
and the third one is Excel functions (by category).
| | 01:08 | If I click that link I see Excel
functions by category and then I can scroll
| | 01:13 | down inside of the article, and I can
click any of these links to display that
| | 01:18 | section of the article.
| | 01:19 | And that's the same for
pretty much every help file.
| | 01:21 | There will be a list of links to places
within the article at the top, and then
| | 01:25 | you can click them to go anywhere you
want and learn more about the topic.
| | 01:29 | When you're done using the Help system,
all you need to do is click the Close
| | 01:33 | button and go back to the main application.
| | 01:35 | I did choose Excel for a reason, and
that's because there is one additional way
| | 01:40 | to get help in Excel that you
don't have in the other Web Apps,
| | 01:43 | and that is you can get help on a
function as you are creating a formula
| | 01:47 | that uses that function.
| | 01:48 | So I'll show you how to that. Click in cell A3.
| | 01:51 | Now I'll type an equal sign to begin
creating a formula, and then I'll type in SUM.
| | 02:00 | When I type a left parenthesis to
indicate that I've entered the function name
| | 02:04 | and I'm ready to start entering arguments,
| | 02:07 | you'll see that below the cell where
I am entering the formula, there is SUM
| | 02:11 | number 1 number 2 and so on.
| | 02:14 | The word SUM is printed in blue and also
underlined, indicating that it is a clickable link.
| | 02:20 | If I click SUM--and notice that the
mouse pointer changes to a pointing hand
| | 02:23 | when I do--the Excel Help system opens
up and I get help for the SUM function.
| | 02:29 | You probably won't need help creating
SUM formulas, but if you're working with a
| | 02:32 | function you're not familiar with--
maybe if you're working with a workbook that
| | 02:37 | a colleague created--then you can use
this method to get help and learn more
| | 02:41 | about the functions that were used.
| | 02:43 | As before, when you are done working
with this Help file, you can click the
| | 02:45 | Close button to get rid of it, and then
after the Help window disappears, I can
| | 02:49 | click inside of the cell where I was
creating the formula and press the Escape key to stop entering it.
| | 02:55 | So those are the basics of getting
help inside any of the Office Web Apps.
| | 03:00 | In Excel you have the added capability
of getting help on a formula function
| | 03:03 | that you're working with inside your worksheet.
| | 03:05 | So if something goes wrong, all you
need to do is edit your formula and then
| | 03:09 | click the links so that you can
get help on the specific function that you're trying to use.
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|
|
3. Building Word DocumentsEntering, editing, and reviewing document contents| 00:00 | After you create a document in the Word Web
App, you can begin to enter or edit content.
| | 00:05 | If you're familiar with the Word
desktop application, you'll find many
| | 00:09 | similarities between it and the web.
| | 00:11 | For this movie I will use of the letter
for 03_01 sample document, which you can
| | 00:18 | find in the chapter 3 folder
of your exercise files archive.
| | 00:22 | As I said, the Word Web App works very
much like the Word desktop application.
| | 00:27 | So for example, if I want to type in
some text at the top of the document, I
| | 00:31 | could type in the date--
| | 00:33 | say January 12, 2013--and also the Backspace
and Delete keys work the way you would expect.
| | 00:41 | So for example, if I wanted to
backspace over 2013 with the cursor or
| | 00:47 | insertion point flashing to the right,
I just press the Backspace key four
| | 00:51 | times to get rid of 2013. I'll re-enter it.
| | 00:55 | The Delete key works from the left. So
if I click to the left of the number 2013
| | 01:01 | and then press the Delete key,
it deletes the 2, the 0, and if I were to keep
| | 01:06 | going, the 1 and then the 3.
| | 01:08 | You can select text and a double-click
to select a word just like you can in
| | 01:13 | the Word desktop application.
| | 01:14 | So for example, if I wanted to select
just Curt, I can do that by clicking and
| | 01:21 | dragging, and I can select the word
Frye by double-clicking within it, which
| | 01:25 | selects the entire word.
| | 01:27 | One difference between the Word Web
App and the desktop application is that
| | 01:32 | triple-clicking it doesn't select an
entire paragraph. So if I were to triple-
| | 01:36 | click on 123, all I do is double-click
to select it and then single-click to
| | 01:43 | release the selection.
| | 01:45 | Cut, Copy, and Paste work
the way you would expect.
| | 01:47 | So for example, I can select January 12,
2013 and then on the Ribbon, on the Home
| | 01:55 | tab, I can click either Cut, which
removes the selected text, or Copy, which
| | 02:01 | copies it of to the
clipboard without removing it.
| | 02:03 | And if you click either Cut or Copy,
you'll get a message box asking if you
| | 02:07 | want to allow the web page access to your
clipboard, and in this case you do want it to,
| | 02:12 | so click Allow Access.
| | 02:14 | You can now go down and paste
whatever it was you cut or copied,
| | 02:18 | so I'll do that on the Reference line.
So I'll click to the right of the word
| | 02:22 | Project, press the spacebar, and
then, again, on the Home tab of the
| | 02:26 | Ribbon, click Paste.
| | 02:29 | Doing so pastes whatever is on
your clipboard into the document at
| | 02:33 | the insertion point.
| | 02:34 | But do note that you don't have
any Paste Special options available;
| | 02:38 | all you can do is cut and copy and then paste.
| | 02:42 | In the Word Web App you can use the
Save button to save your work, and that's
| | 02:47 | here at the top-left corner,
just above the File tab.
| | 02:50 | And if you want to undo or redo any
changes, you can do that using the Undo and
| | 02:55 | Redo buttons on the Ribbon, and those are
in the Quick Access Toolbar just to the
| | 03:00 | right of the Save button.
| | 03:01 | So if I wanted to undo my last
operation, I'll click the Undo button and to
| | 03:05 | redo it, click Redo.
| | 03:07 | If you've used the Word desktop
application, then the Word Web App will seem
| | 03:12 | very familiar to you.
| | 03:13 | There are a few things that are a
little bit different, but almost all of your
| | 03:17 | skills should transfer over quite nicely.
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| Reviewing documents| 00:00 | After you enter your text into an
online word document, you should take the time
| | 00:04 | to review what you've done.
| | 00:06 | In the word Web App you can check the
spelling of text you have entered, both in
| | 00:09 | the default language--which is English,
unless you change it--and other languages
| | 00:13 | that you identify for individual words.
| | 00:16 | For this movie I will use of the letter
for 03_02 document, which you can find in
| | 00:23 | your exercise files archive.
| | 00:25 | This document is an agreement letter
between a consultant and someone who is
| | 00:29 | hiring them, and as with any
professional document, I as the author want to make sure
| | 00:34 | that everything is spelled correctly.
| | 00:37 | You can check spelling in the Word Web
App by displaying the Home tab and then
| | 00:42 | clicking the Spelling button, And notice
that there are two parts of the Spelling
| | 00:46 | button: the main body and then the down arrow.
| | 00:49 | If I were to click the down arrow
then I would have a choice of
| | 00:52 | either Spelling or setting the
proofing language. I'll do both of those
| | 00:55 | options later, but the first to want
to do is click the main body of the
| | 00:59 | button so that I just do the spell-check.
| | 01:02 | So I'll click the main body of the
spelling button and when I do, the Word Web
| | 01:06 | App identifies the first word
that it thinks is misspelled.
| | 01:10 | In this case it's Anytown, which is a
fake town name that I typed into the
| | 01:14 | document, but in this case I want to
assume that I did spell it correctly.
| | 01:18 | If it weren't correctly then I
could select any one of the options or
| | 01:22 | alternatives that the
Word Web App has displayed.
| | 01:26 | If I wanted to change it, I can click
Any town, Antwon, or Anton. Clicking an
| | 01:31 | option would replace the highlighted
word with the word that I clicked. But in
| | 01:34 | this case I don't want to make change,
so I'll click outside of the list and
| | 01:39 | then click the spelling button again.
| | 01:41 | When I click the button, the Word Web
App highlights the second word that it
| | 01:45 | thinks might be misspelled;
in this case it's Othertown.
| | 01:48 | If I wanted to accept the selection of
Other, next word, town, then I can click it
| | 01:53 | from the list. But in this case, I'll
assume that it is spelled correctly, so
| | 01:57 | I'll click outside of the Suggestion
list to release it and then click the
| | 02:01 | Spelling button again.
| | 02:02 | When I do, the Word Web App highlights
the word inventry, and in this case and
| | 02:06 | this is a legitimate misspelling.
| | 02:08 | So I have i-n-v-e-n-t-r-y, when it should be
the suggested word of inventory with an o
| | 02:15 | between the t and the r. So I can click
that suggestion to have the Word Web App
| | 02:20 | make the change within the document, and
I will click Spelling button again and
| | 02:24 | the word Tarjeta, which is part of La
Tarjeta, meaning the card, is highlighted.
| | 02:29 | In this case, this is a legitimate
Spanish word and it is spelled correctly, so
| | 02:33 | what I want to do is change the
Proofing Language for that word so that it
| | 02:38 | won't show up as a misspelling.
| | 02:40 | To do that, with the word still
highlighted, I'll go inside of the list of
| | 02:44 | suggestions and click Set Proofing Language.
| | 02:47 | I get a list of languages, and I can
scroll down, and I am looking for Spanish,
| | 02:53 | for the United States. So, there it is.
| | 02:57 | Spanish for the United States.
With that selected, I will click OK and when I
| | 03:02 | click outside of the word Tarjeta,
it's no longer highlighted because it has
| | 03:06 | been identified as a Spanish
word and the spelling is correct.
| | 03:10 | Those are the tools that you have at
your disposal to check the spelling and
| | 03:13 | review the contents of your document.
| | 03:15 | If you create documents that contain a
lot of foreign language words, then make
| | 03:19 | sure that you set the Proofing Language
for those words so your spell checking
| | 03:23 | goes by more quickly.
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| Applying font formatting| 00:00 | Entering text into an online
Word document is a reasonably
| | 00:03 | straightforward process.
| | 00:05 | Of course you have to pay attention to
the words you write so they communicate
| | 00:08 | your meaning accurately.
| | 00:09 | You can enhance your document by
changing how certain words are formatted.
| | 00:14 | In this movie, I will show you how to change
the formatting of text within your documents.
| | 00:18 | I'm going to use the letter for 03_03
sample file, which you can find in your
| | 00:24 | exercise files archive.
| | 00:26 | This document is an agreement letter
between a consultant in a company, and
| | 00:30 | pretty much all the text
works fine just as plain text.
| | 00:33 | We don't need to do anything to it.
| | 00:35 | But let's say that I want to make the
reference line, which is here, stand out
| | 00:40 | from the rest of the text by making it bold.
| | 00:42 | To do that, I can use the
controls on the Home tab of the ribbon,
| | 00:47 | specifically the Font group.
| | 00:49 | I'll use my mouse's scroll wheel to scroll
down, and I'll select the reference line.
| | 00:55 | Now if I want to make text bold, I can
click the Bold button in the Font group,
| | 01:01 | and doing so applies
bold-face formatting to that text.
| | 01:04 | If I wanted to, I could also make the
text Italic, underline it, and I will show
| | 01:09 | you what that looks like,
| | 01:11 | by selecting the text and
clicking the Underline button.
| | 01:16 | You can also do
strikethrough, subscript, or superscript.
| | 01:19 | Now let's say that I want to change the
size of the font or the font itself--in
| | 01:24 | other words, the typeface and the size
that its displayed in. To do that I'll
| | 01:28 | select the text and then click the
down arrow for the Font Name control, and
| | 01:35 | then I can just select any
other font that's available to me.
| | 01:38 | I'll go ahead and do Cambria,
which is the heading's font that's built in.
| | 01:42 | So the font just changed. I can also
make the text larger by clicking the Font
| | 01:47 | Size control's down arrow and
selecting the specific size that I want.
| | 01:51 | It's already 11, so I will just make
it a little larger by clicking 12, and
| | 01:56 | when I click outside of the selection,
you can see the result a little bit more clearly.
| | 02:00 | If I wanted to go up or down a font
size--meaning from 12 to 11 to 10 to 9 or
| | 02:05 | going up from 12 to 14 to 16 to 18--
then I can select the text, and again, in
| | 02:11 | the Font group click the Grow Font
button, click once to 14, click again to
| | 02:17 | 16, or the Shrink Font button to go
back down. So that would take it to 14 to 12
| | 02:23 | and then back to 11.
| | 02:24 | You can also highlight text or change
it's color. So for example, if I were to
| | 02:28 | select the text again and I want to
highlight it, then I can click the highlight
| | 02:33 | control, which is the Text Highlight
Color button, and when I click it, I get a
| | 02:38 | list of available highlight colors.
| | 02:40 | So let's say that I want
to highlight it in yellow.
| | 02:43 | I will just click the yellow
square and they get the highlighting.
| | 02:46 | If I want to remove highlighting,
I can either click the Undo button, which
| | 02:51 | is here on the Quick Access Toolbar, or I
can click the highlight control again
| | 02:56 | and click No Color.
| | 02:58 | You can also change the color of text.
| | 03:01 | So if were to select the text again,
I can click the Font Color control and
| | 03:05 | select a color from the
color palette that appears.
| | 03:08 | Let's say that I'll go with a standard
color and make the text medium purple.
| | 03:13 | If you've formatted some text and you
want to remove all the formatting, you
| | 03:16 | don't have to go back through your steps;
instead, all you need to do is select
| | 03:20 | the text that you formatted and
again in the Font group, click the Clear
| | 03:25 | Formatting button, and doing so
returns the text to its original state.
| | 03:30 | The Word Web App gives you a lot of
different ways that you can format your text,
| | 03:34 | and I'm sure that you'll be able to
find a way that meets your needs and also
| | 03:37 | the needs of your audience.
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| Applying paragraph formatting| 00:00 | In the previous movie I showed you
how to format text in the Word Web App.
| | 00:04 | You can also change the formatting
applied to paragraphs within a document,
| | 00:08 | such as by creating a bulleted or
numbered list, changing the alignment, or
| | 00:13 | changing text direction.
| | 00:15 | For this movie, I will use the Planning
Doc for 03_04 sample file, which you can
| | 00:21 | find in your exercise files archive.
| | 00:24 | As you can see, my file contains a list of
items for an agenda for a meeting on July 13.
| | 00:29 | Meeting agendas are lists of items,
and that's a great way to show how you can
| | 00:34 | change the formatting within the Word Web App.
| | 00:36 | For example, let's suppose that I just
want to make sure that all of the items
| | 00:40 | are covered, but don't care about the order.
| | 00:42 | To do that I can create a bulleted list.
So the first thing I'll do is select
| | 00:48 | all the paragraphs that I want to format,
and then on the Home tab of the Ribbon,
| | 00:53 | click the Bullets button.
| | 00:55 | If I want, I can also click the
Bullets down arrow and I can select the type
| | 00:59 | of bullet that I want.
| | 01:01 | In this case I'll just use a solid
bullet, which is the default choice.
| | 01:05 | And when I do, you can see that
the Web App applies a bulleted list
| | 01:09 | formatting to the paragraphs.
| | 01:11 | Each paragraph gets its own bullet.
| | 01:13 | When I format these paragraphs as a
numbered list, then we have an implied
| | 01:17 | order, with 1 being first thing to
cover, going down through the list as
| | 01:21 | the numbers increase.
| | 01:22 | So I'm going to click the Undo button
to remove the formatting, and then again,
| | 01:27 | on the Home tab of the Ribbon, I'll
click the Numbering button, which is here.
| | 01:31 | I can either click in the main body of
the numbering button or I can click its
| | 01:35 | down arrow and select from the
type of numbering that I want.
| | 01:38 | In this case I'll just stay with the
default, which is standard numerals, so
| | 01:41 | I'll click it, and the list
is numbered 1, 2, 3, 4, 5, and 6.
| | 01:47 | You can also change the
level of items within your list.
| | 01:50 | So let's say for example that we have item 1.
| | 01:53 | Review open positions. That's fine.
| | 01:55 | Item 2. Status on building remodel.
| | 01:57 | That's a separate item. That's fine.
| | 01:59 | But then items 3 through 6 are
all part of the same discussion.
| | 02:03 | So we have an update on flex-time
policy for hourly employees, then
| | 02:07 | Legal report, Analysis of previous time
cards, and Total wage and tax liability report.
| | 02:12 | In this case, item number 3 would be
the top level, the general topic, and then
| | 02:16 | items 4 through 6 would be subitems.
| | 02:19 | I can mark them as subitems by
changing their level, and to do that, I'll
| | 02:23 | select the paragraphs I want to move down,
| | 02:25 | and then in Paragraph group,
click the Increase Indent button.
| | 02:31 | So now I have Items 1 through 3 and
then underneath Item 3, I have a, b, and c,
| | 02:36 | which were the items
formerly labeled 4, 5, and 6.
| | 02:39 | If I want to move those items back up
to the top level, I can either click the
| | 02:42 | Undo button as I did before, or if
too much time has gone by or I've saved,
| | 02:47 | closed, and then reopened this document,
I can change the level by selecting
| | 02:51 | the paragraphs and then in the Paragraph
group, clicking the Decrease Indent button.
| | 02:57 | And doing so moves the items up
to the top level in this case.
| | 03:01 | I can also change the
alignment of an individual paragraph.
| | 03:04 | So for example, I have the title of the
document here: Agenda for July 13 Meeting.
| | 03:10 | If I select that paragraph, I can now
use the buttons in the Paragraph group on
| | 03:14 | the Home tab of the Ribbon to
change that paragraphs alignment.
| | 03:18 | The default alignment is align left, or
you can center, align right, or justify
| | 03:24 | it, meaning that it spreads across the
entirety of the line, changing the spaces
| | 03:28 | between letters to spread things out.
| | 03:30 | In this case all I want to do is the
center the text and when I click the Center
| | 03:35 | button, the text is centered within the line.
| | 03:38 | You can also change the
spacing before and after paragraphs.
| | 03:41 | So for example, if I wanted to select
the first three paragraphs of the numbered
| | 03:46 | list, I can then click the Line
Spacing button and select the spacings.
| | 03:51 | Let's say that I want to
make it wider and go up to 1.5.
| | 03:55 | The spacing for those lines is now 1.5,
and the spacing for everything else is
| | 04:00 | 1.15, which was the default.
| | 04:03 | Finally, although I don't have example
to show you within this document, if you
| | 04:07 | have text that should be read right
to left, instead of left or right--
| | 04:11 | say, for example, you're looking at
Hebrew or Arabic text--then you can click
| | 04:15 | the Right-To-Left Text Direction button to
change that text so that it formats normally.
| | 04:20 | If you want to go back to left to
right, then you can click the Left-To-Right
| | 04:24 | Text Direction button, which is the default.
| | 04:26 | So, as you can see, you have a lot
of very useful and powerful paragraph
| | 04:31 | formatting tools in the Word Web App.
| | 04:33 | You can create pretty much any
arrangement of text that you want.
| | 04:36 | Feel free to experiment to find the
best way to communicate your information.
| | Collapse this transcript |
| Applying styles| 00:00 | Applying formatting to the contents of an
online Word document helps text, such as titles,
| | 00:05 | stand out from the main body of the document.
| | 00:07 | Applying formatting consistently is
both difficult and time-consuming, so the
| | 00:11 | Word Web App includes a number of
styles that you can apply to your document.
| | 00:15 | In this movie I'll use styles to
show you how to format your document's
| | 00:19 | contents effectively.
| | 00:20 | For this movie I'll use the Report for
03_05 sample document, which you can find
| | 00:27 | in your Exercise Files archive.
| | 00:29 | This document contains the start of
a summary of the annual report for a
| | 00:33 | corporation and I have a couple of headings.
In this case, I have the title of the document,
| | 00:39 | and then I have an Overview,
which is the first-level heading.
| | 00:43 | If I use my scroll wheel to move down,
you will see that New York would be
| | 00:47 | considered under the
Overview as a level 2 heading.
| | 00:50 | So I have the title, level 1
heading and level 2 heading.
| | 00:54 | I can create my own formatting on the
fly for each of these individual items or
| | 00:58 | I can use the built-in formatting
that comes with the Word Web App.
| | 01:02 | To do that I'll select the text that I
want to format, and in this case I'll
| | 01:06 | make it the document title, and then
on the Home tab of the Ribbon, in the
| | 01:10 | Styles Group, I'll click the More Styles
button to display the entire palette of
| | 01:16 | styles available to me.
| | 01:17 | And in the list of styles, I'll click
Title, and doing so applies the title format.
| | 01:23 | I can do the same thing for the
Heading 1 and Heading 2 formats.
| | 01:28 | So let's say that the
Overview is a first-level heading.
| | 01:31 | I'll select the text and in the
Styles Gallery, I'll click Heading 1.
| | 01:37 | And then New York is a level 2 heading,
so I'll select that text and click Heading 2.
| | 01:42 | There are many other styles available
to you, and I'll show you just one more.
| | 01:48 | That is the Emphasis style.
| | 01:51 | The second paragraph contains a
statement that, "The information contained in
| | 01:54 | this report is company
confidential and should not be disseminated."
| | 01:58 | If I want that statement to stand out,
I can select the text, click the More
| | 02:03 | Styles button, and then
click the Emphasis style.
| | 02:08 | So now the information is italicized.
| | 02:11 | One final thing is if you want to
remove all of the formatting from your text.
| | 02:16 | There are a couple of ways you can do that.
| | 02:18 | The first would be, if you
select the text and then click Normal.
| | 02:22 | That will take it back.
| | 02:23 | But that doesn't always
remove all of your formatting;
| | 02:25 | it depends on how you applied it.
| | 02:27 | The best way to clear all the
formatting from a selected block of text is to
| | 02:31 | select it and then, again on the Home tab,
this time on the Font group, click the
| | 02:36 | Clear Formatting button.
| | 02:38 | Doing so reverts it to the normal
style and removes any other formatting
| | 02:42 | that you've applied.
| | 02:43 | So as you can see, styles are a very powerful and
easy way to apply formatting to your documents.
| | 02:49 | I think you'll find a lot of
uses for them in the Word Web App.
| | Collapse this transcript |
| Inserting tables| 00:00 | Your online Word documents will
probably contain a lot of text, but they
| | 00:04 | will probably also contain data that
could be summarized in a table--for
| | 00:08 | example sales data.
| | 00:10 | In this movie I will show you how to
create and format tables in the Word Web App.
| | 00:14 | For this movie I will use the Report
for 03_06 sample file, which you can find
| | 00:20 | in your exercise files archive.
| | 00:22 | The sample file contains the start of a
report that summarizes sales for FY2012.
| | 00:26 | What I want to do is insert a table to
summarize data for the three regions--
| | 00:32 | California, Western US, and the
rest of the US--plus the sales data.
| | 00:36 | So to start out with, the table will be
two columns and three rows, and we'll add
| | 00:41 | another row as I get into the movie.
| | 00:43 | To create the table, first you
click where you want the table to go.
| | 00:47 | So the insertion point is blinking in
the place where you want to insert it.
| | 00:51 | And then on the Insert tab of the Ribbon,
click the Table button and then select
| | 00:57 | the size of table you want to create.
| | 00:59 | In this case I want a table
that is two columns and three rows.
| | 01:03 | So I insert a 2x3 table and then click
the icon at the bottom-right corner of
| | 01:09 | the spread that's highlighted.
| | 01:10 | So right now I have two columns and
three rows, so I click the cell of the table
| | 01:15 | grid at 2x3 and I get my table.
| | 01:17 | You'll also notice that I got the Table
Tools Layout Contextual tab on the Ribbon.
| | 01:22 | I'll show you how to use those
tools as I go through the movie.
| | 01:25 | But for now, let's go ahead and
add values into the table itself.
| | 01:29 | I'll start out with my headers, and in
the left I'll have Region. And then to
| | 01:34 | move to the next Table cell in the same row,
I'll press the Tab key and I'll type Sales.
| | 01:41 | If I want to move back to the left,
I can press Shift+Tab, and then if I want to
| | 01:46 | move back to the right, press Tab.
| | 01:48 | You've probably noticed that when you
move from cell to cell by pressing a Tab
| | 01:52 | key or Shift+Tab, that the Word Web
App highlights the next cell's value.
| | 01:57 | So if you wanted to delete it,
you can press the Delete key, type over it.
| | 02:00 | You can just start typing.
| | 02:02 | If a value isn't highlighted--say
for example, if I click to the right of
| | 02:06 | Sales and I press the Tab key--there
are no more cells in that row, so what'll
| | 02:10 | happen is the Web App will move your
insertion point to the first cell on the next row.
| | 02:15 | If I want to move down, I can press
the down arrow key. Also, if there are no
| | 02:19 | contents within a cell, I can press
the right arrow key to move to the right
| | 02:24 | or the left arrow key to move to the
left or the up arrow key to move up.
| | 02:27 | Let's go ahead and finish entering in my values.
| | 02:29 | So for the Region, the first one
I will type in is California.
| | 02:33 | Now I'll press the Tab key to move to
the next cell in the row, and type in
| | 02:37 | Sales, which was say 15
million, and then press the Tab key.
| | 02:45 | Now I can type in Western US,
press the Tab key, and let's say that
| | 02:52 | that was a little bit less
seven and half million, so 75,00,000.
| | 02:59 | Now I am in the last cell in my table.
| | 03:01 | I am at the bottom-right.
| | 03:02 | If I press the Tab key now, the Word
Web App adds a new row to my table.
| | 03:07 | So now I can type in "Rest of US,"
press the Tab key and type in 400,000.
| | 03:17 | If I want to format any of the data
inside of my table, I can do that using the
| | 03:22 | tools on the Home tab.
| | 03:23 | So let's say that I want to make the
text in my header row bold and centered.
| | 03:28 | To do that, I'll select the text, as I did
here, click the Home tab and then click
| | 03:34 | the Bold button, and then in
the Paragraph group, click Center.
| | 03:39 | So now I have a header row that
stands out nicely from the regular data.
| | 03:43 | I can also apply styles or
do anything else that I want.
| | 03:45 | It's just normal text arranged within a table.
| | 03:48 | I can also add images,
clip art, and hyperlinks into cells.
| | 03:52 | I'll show you how to do those tasks
later on in this chapter. But now let's go
| | 03:56 | back to the Table Tools Layout Contextual tab.
| | 03:59 | And I can get that by clicking any cell
within the table and then on the Ribbon,
| | 04:04 | clicking Layout, and you can see that I
have a lot of tools that would be very
| | 04:08 | useful for working with the table.
| | 04:10 | For example, I can select the entire
table by clicking the Select Table button.
| | 04:14 | I can select just a single column.
Say for example that I click so that the
| | 04:18 | Region column is active--the
insertion point is within that column.
| | 04:22 | Then I'll select the column. If I
want, I can also select individual row, so
| | 04:27 | I'll click on the Western US row, and
click Select Row. Or if I want to select
| | 04:32 | an individual cell, I can click, say,
in the California cell and select the
| | 04:37 | values within that cell.
| | 04:39 | If I want to delete any element of a
table, I can do that using the controls
| | 04:43 | in the Delete Group. So we have Delete.
| | 04:45 | I can either delete a
table, a column, or the row.
| | 04:48 | And again, if I have any
cell within the table clicked,
| | 04:52 | I can delete the entire table and its contents.
| | 04:55 | If I want to delete a column, then
all I need to do is click within a cell
| | 04:59 | within that column and click Delete
column, and the same for Delete row.
| | 05:03 | And just as I can delete columns and
rows or the entire table, I can insert
| | 05:08 | columns and rows using the
controls within the Insert group.
| | 05:12 | So for example, if I want to insert a
row above the current row, I can do that
| | 05:16 | by clicking Insert Above,
and I'll show you how to do that.
| | 05:19 | Say I want to add a row above Rest of US.
| | 05:23 | I can click the Rest of US cell so
that the insertion point is flashing and
| | 05:27 | then click Insert Above.
| | 05:30 | Insert Below would insert a row below
the cell that has the insertion point
| | 05:35 | within it right now.
| | 05:36 | I do something similar if
I want to insert a column.
| | 05:39 | Say if I wanted to insert a
column to left of the Sales column.
| | 05:42 | I'll just click any cell in that
column and then click Insert Left. Or, if I
| | 05:47 | wanted to insert a column to the
right, I can click Insert Right.
| | 05:51 | And I also have my Alignment tools
available, so I can Align Left, Center, or
| | 05:55 | Align Right, and those buttons act on
any cell that is currently selected.
| | 06:00 | One last thing I should mention:
| | 06:01 | if you're in a cell and you press the
Enter key, you add a carriage return and
| | 06:05 | move to the next line;
| | 06:06 | you don't move to the next cell.
| | 06:08 | So as you can see, you have a lot of
flexibility in creating and formatting
| | 06:12 | elements within a table.
| | 06:13 | You'll find all the tools you need to
present your numerical data succinctly
| | 06:17 | and effectively.
| | Collapse this transcript |
| Inserting pictures and clip art| 00:00 | The Word Web App is designed to make it
easy to enter and edit text.
| | 00:05 | That said, many documents can be
improved by adding visual elements such as
| | 00:09 | pictures or clip art images.
| | 00:11 | In this movie I will show you how to add and
format those elements within the Word Web App.
| | 00:16 | I'm going to use the images for the 03_07
sample file, which you can find in your
| | 00:23 | exercise files archive.
| | 00:25 | My goal for this movie is to bring in
images: first, an image that I would
| | 00:30 | insert as a picture, and the
second that I would bring in as clipart.
| | 00:34 | So I will bring in one as a
suggestion for a logo and another as a
| | 00:38 | suggestion for a catalog image.
| | 00:40 | To begin, click so the insertion
point is at the place in the document where
| | 00:44 | you want to add the image, and then on
the Insert tab, in the Pictures group,
| | 00:49 | click the Picture button.
| | 00:52 | Clicking the Pictures button displays
the Choose File to Upload dialog box,
| | 00:56 | and I've navigated to the exercise
files folder and within that, the chapter 3
| | 01:01 | file folder and now I can click
the file that I want, which is Olive
| | 01:04 | Oil_photoframe, and click Open.
| | 01:09 | Doing so causes the Web App to upload the image
and insert it within the body of the document.
| | 01:14 | You can add pretty much
any image type that you like.
| | 01:17 | The one restriction you should keep
in mind is that the picture must be
| | 01:20 | less than 6 MB in size.
| | 01:22 | After you insert the image, you can
edit it. So if you click it and then click
| | 01:28 | the Format contextual tab, you can use
the tools on the Format contractual tab
| | 01:32 | to do a number of things.
| | 01:34 | The first is to add alt text, which is
the text that shows up when you hover
| | 01:38 | your mouse pointer over the image,
and is also used in web browsers for
| | 01:43 | individuals who are visually impaired.
| | 01:45 | Of course they can't see the image
or perhaps not see it well, so the web
| | 01:48 | browser will read the alternative
text to let them know what was there.
| | 01:52 | If you've made changes to your image,
you can click Reset Picture to take it
| | 01:56 | back to what it was when
you've started working with it.
| | 01:59 | You can also add a variety of picture styles.
| | 02:02 | So let's say for example that I
wanted to add a photo frame. To do that I
| | 02:06 | can just click the Double Frame Black style
and the Word Web App updates the picture.
| | 02:12 | You can click the Quick Styles
button to display all the styles that
| | 02:16 | are available to you.
| | 02:17 | You can also grow, shrink, and scale the image.
| | 02:21 | So let's say that I want to make
the image a little bit smaller.
| | 02:24 | To do that I will click Shrink, and it
goes down by 10% size. So 90, then 10% of
| | 02:30 | 90 is 9, so I have gone
down to 81, 72.9, and so on.
| | 02:36 | I can also type in a scale of my own,
so just select the value in the Scale box.
| | 02:42 | And then let's say I want to
make it 60% of the original size.
| | 02:46 | I will just type 60, press Enter,
and the Web App updates the photo.
| | 02:51 | You can also add clip art.
| | 02:52 | So let's that I want to search in
the online clip art archive for an olive-
| | 02:57 | related catalog image.
| | 02:59 | To do that I click where I want the
image to go, and then on the Insert tab, in
| | 03:04 | the Pictures group, I click the Clip Art button.
| | 03:07 | Now in the Insert Clip Art dialog box,
I can search for images in Microsoft's
| | 03:11 | collection, so I'll type
in "olive" and press Enter.
| | 03:16 | The Web App searches and it returns pictures
that are related to the search term I typed in.
| | 03:20 | So let's say that I want to have a
plate of olives that I might use as hors d'oeuvres,
| | 03:25 | so I'll click that image and then click
Insert. Doing so causes the Web App to
| | 03:31 | upload the image and
insert it within the document.
| | 03:33 | The image is cloudy and that's
because it is currently selected.
| | 03:37 | You can also tell the image is
selected by the fact that the Format
| | 03:40 | contractual tab appears. And I can do
all the same things to clip art that I
| | 03:44 | could do to an image.
| | 03:45 | If I click the Format tab,
you'll see that I have all the same controls.
| | 03:49 | If I want to delete an image, I can
select it--so I'll just deselect and then
| | 03:54 | select it--and press the Delete key.
| | 03:57 | Working with images in the Word
Web App is extremely intuitive.
| | 04:01 | You'll find that you can do pretty much
everything you need to create attractive
| | 04:05 | and effective presentations and documents.
| | Collapse this transcript |
| Inserting hyperlinks| 00:00 | You're studying a course on the Office
Web Apps, so I probably don't have to tell
| | 00:04 | you that the Internet and World
Wide Web are pretty important.
| | 00:07 | One of the best features of the web is the
ability to create hyperlinks between resources.
| | 00:12 | In this movie I'll show you how to
create hyperlinks and online Word documents
| | 00:16 | to link to web resources that might
be of interest to you and your readers.
| | 00:20 | For this movie I will use the Report
for 03_08 document, which you can find in
| | 00:26 | your exercise files archive.
| | 00:28 | This document contains two lines
below the title: the first is a link to a
| | 00:33 | proposed Two Trees site,
| | 00:35 | and the second is a link to an
online training resource at lynda.com.
| | 00:39 | Let's start out with the Two Trees site.
| | 00:41 | If I want to add a hyperlink, all I
need to do is click the Insert tab on the
| | 00:46 | Ribbon and then click Link. Doing so
displays the Link dialog box. And I can
| | 00:51 | create a link into different ways.
| | 00:53 | I can either just type in the address
or type in display text, which will then
| | 00:58 | have the address behind it.
| | 00:59 | So if I were to click the display
text, it would go to the address
| | 01:03 | without displaying.
| | 01:04 | Let's just see what happens when
I create the address by itself.
| | 01:07 | So I will type in the
address for twotreesoliveoil.com:
| | 01:10 | http://www.twotreesoliveoil.com.
| | 01:22 | Just checking my spelling
to make sure it's right.
| | 01:24 | And now when I click the Insert button,
the address appears inside of the document.
| | 01:29 | And if I were to click it, I would
display the Two Trees Olive Oil site.
| | 01:32 | If I want to work with the URL that I
just added, I can right-click it, and doing
| | 01:37 | so displays a contextual menu or
shortcut menu of things that I can do.
| | 01:42 | I can edit the link, select the link,
open it, copy it, or remove it--and all
| | 01:48 | those options do exactly what you think they do.
| | 01:51 | Editing the link opens the Link dialog,
box which I will do now, and you see that
| | 01:56 | inside the Link dialog box we have the
web address, and also the web address is
| | 02:01 | repeated in the Display text box.
| | 02:03 | So, even though I didn't enter it
the first time, the Word Web App realized
| | 02:07 | that that's what I wanted to display.
| | 02:09 | Now let's say that I want to
have the display text say Two Trees.
| | 02:13 | I clicked inside of the Display text box,
and now I'll type "Two Trees" and click OK.
| | 02:22 | When I do, the Two Trees text appears,
and when I hover the mouse pointer over
| | 02:27 | that link, you see in the
tooltip that appears, the web address
| | 02:31 | twotreesoliveoil.com appears. And to
follow the link, I would need to Control+
| | 02:36 | Click it, so hold down the Control
key and click the left mouse button.
| | 02:39 | Now let's say that I want to add a
hyperlink to existing text. To do that you
| | 02:44 | select the text--and I'll make it Link
to online training resource at lynda.com--
| | 02:49 | and then again on the Insert tab click Link.
| | 02:53 | And you see that the selected text
appears within the display text box, and I can
| | 02:57 | type in the address, which is
http://www.lynda, for lynda.com.
| | 03:07 | And with that done, I can click
Insert and the hyperlink appears.
| | 03:11 | And that's how you work with
links inside of the Word Web App.
| | 03:14 | It's straightforward to add them,
but they greatly enhance the power of
| | 03:18 | your documents.
| | Collapse this transcript |
| Opening online files in the Word client program| 00:00 | The Word Web App gives you all the
tools you need to create a basic document.
| | 00:04 | You can add images, do your
spell check, change layout, and so on.
| | 00:08 | That said, it's not as powerful as the
full Microsoft Word application that you
| | 00:12 | use on your desktop.
| | 00:13 | In this movie, I will show you how to
take a Word Web App document and open it
| | 00:18 | in the desktop version of Microsoft Word.
| | 00:20 | For this movie, I'll use the
03_09_open file, which you can find in your
| | 00:27 | exercise files archive.
| | 00:29 | Opening a document in the desktop
Word application is very straightforward.
| | 00:33 | All you need to do is open the
document for editing in the Word Web App and
| | 00:37 | then on the Ribbon, click Open In
Word. You'll see it a security warning
| | 00:43 | indicating that a website wants to
open content using a program on your
| | 00:47 | computer. Just check to make sure that
the name and publisher are Microsoft and
| | 00:52 | then you can click Allow.
| | 00:53 | You'll see another warning from
Microsoft Office saying, "Some web files contain
| | 00:58 | viruses that can be harmful."
| | 00:59 | In this case, it's your own
file, so you can click Yes.
| | 01:03 | Doing so launches the Word
application. In my case, it's Word 2013.
| | 01:08 | The next step is to ask you to sign in
to Office, so just click Sign In and then
| | 01:13 | you sign in using your Microsoft
Account, which used to be called a Live
| | 01:17 | account. So I'll type in my information.
| | 01:23 | There is my log in and my
password, and now I can click Sign In.
| | 01:31 | And having gone through all that, I can
now work with a document inside of the
| | 01:35 | full desktop application.
| | 01:37 | That's all there is to it.
| | 01:38 | I can make any changes that I want to
inside of the Word desktop application and
| | 01:43 | save them back out to SkyDrive and be
able to use them in the Word Web App the
| | 01:47 | next time I open the file.
| | Collapse this transcript |
|
|
4. Changing Page Layouts in Word DocumentsChanging the document view| 00:00 | When you create a document in the
Word Web App, you can choose whether to
| | 00:04 | display your document in
Editing view or Reading view.
| | 00:07 | In this movie I'll describe the two views and
advise you when to use one versus the other.
| | 00:12 | For this movie I'll use the Letter for
04_01 sample file, which you can find in
| | 00:18 | your exercise files archive.
| | 00:20 | I have opened the file in the Word Web
App, and I've selected to edit the file
| | 00:25 | within the Word Web App, as opposed
to in Microsoft Word on the desktop.
| | 00:30 | If I want to change the view, I can
do that by clicking the View tab on the
| | 00:34 | Ribbon, and you can see that there are
two buttons: one for Editing view, which
| | 00:39 | is the default view, and then Reading view.
| | 00:42 | To switch between the two views, all
you need to do is click the appropriate
| | 00:45 | button. So in this case I want to go
from Editing view to Reading view, so I'll
| | 00:49 | just click the Reading view button and
doing so displays the document in Reading view.
| | 00:53 | If I want to go back, I click Edit
Document and click Edit in Word Web App.
| | 00:58 | Doing so brings back the
normal editing interface.
| | 01:01 | So the question is, When do you want to
use one versus the other? In other words,
| | 01:05 | when do you want to be in
Editing view and when in Reading view?
| | 01:08 | I tend to use Editing view whenever I
want to make any changes and also for
| | 01:13 | general proofreading.
| | 01:14 | When I switch back to Reading view--
and again, go to the View tab on the
| | 01:18 | Ribbon and click Reading view--you will see
that the Web App hides most of the user interface.
| | 01:23 | The only things that I can do are
choose to edit the document in the Word Web
| | 01:27 | App or Microsoft Word, I can share the
file, I can find the text within the file
| | 01:32 | or I can add comments. Because there
are fewer distractions, I get a truer
| | 01:37 | representation of what my file
would look like when I print it.
| | 01:40 | And that's the real
benefit of using Reading view:
| | 01:43 | you get to see your file as it'll be printed.
| | 01:45 | Of course, you still have access to the
File tab, so you can do any of the usual
| | 01:49 | things like saving, saving as, or
even exiting the Word Web App entirely.
| | Collapse this transcript |
| Changing page margins| 00:00 | Microsoft added a number of very useful
capabilities to this generation of the Word Web App.
| | 00:06 | Specifically what I want to covering
this movie is the ability to change the
| | 00:10 | margins of your Word Web App documents.
| | 00:13 | I will use the Planning Doc for 04_02
sample file, which you can find in your
| | 00:18 | exercise files archive.
| | 00:19 | The first thing you will notice is
that we have a new Page Layout tab,
| | 00:22 | so I'll go ahead and click that.
| | 00:24 | And you can see that there are
number of ways you can work with the text
| | 00:28 | inside of your document.
| | 00:30 | In the Page Setup group,
you'll see that you can change margins,
| | 00:32 | orientation, and size.
| | 00:34 | In this movie I'll talk about margins.
| | 00:36 | To change the margins of your document,
click the Margins button and then you
| | 00:40 | can select from a number of
preprogrammed options: Normal, Narrow, Moderate,
| | 00:45 | Wide, and the Office 2003 Default.
| | 00:48 | These are all carryovers from
the Word desktop application.
| | 00:51 | So if you want to apply one of those
margin settings, all you need to do is
| | 00:54 | click it--say for example, moderate.
| | 00:56 | On the other hand, the bottom link
allows you to create custom margins.
| | 01:00 | So I'll click that link to
open the Margins dialog box.
| | 01:04 | This dialog box isn't as complete as
the dialog box you get in the desktop
| | 01:08 | application, but you can change the
top, bottom, left, and right margins.
| | 01:12 | So say for example that I'm working
inside of a border and I need to set the
| | 01:18 | margins to 2 inches on every side.
| | 01:21 | So I'll set the top margin to 2 inches
and then press Tab to go to left, press
| | 01:26 | 2, bottom is 2 and right is 2.
| | 01:30 | I've made the changes that I want,
| | 01:31 | so I can either click Cancel, which
doesn't apply the changes, or I can click OK.
| | 01:35 | I'll go ahead and click OK, just to
see how they look inside the document.
| | 01:39 | And if I scroll down using my
scroll wheel, there they are.
| | 01:42 | If I want to undo the change, I can
either go back to Margins and select Normal,
| | 01:48 | which is what I had before, or I can
click the Undo button on the Quick Access
| | 01:52 | Toolbar to undo the change.
| | 01:53 | Those are the basics of working with
margins in this version of the Word
| | 01:57 | Web App.
| | Collapse this transcript |
| Changing page orientation| 00:00 | In this update of the Microsoft
Word Web App, Microsoft added some new
| | 00:04 | capabilities that allow you to change
the page layout of your Word documents.
| | 00:08 | In this movie, I will show you how to
change the page orientation of a document
| | 00:12 | that you've created.
| | 00:13 | I will use the Report for 04_03
sample file, which you can find in your
| | 00:19 | exercise files archive.
| | 00:21 | To change the orientation of a page,
click the Page Layout tab on the Ribbon
| | 00:26 | and then you can use the
orientation control in the Page Setup group.
| | 00:29 | You have two options to choose from,
which you can see when you click the
| | 00:33 | button, and those are Portrait, which is
the default orientation, and Landscape.
| | 00:38 | Portrait orientation, as the graphic
indicates, means that the document is
| | 00:43 | taller than it is wide.
| | 00:45 | This orientation is called Portrait
because it's used for most photographs and
| | 00:50 | paintings that are portraits of individuals.
| | 00:53 | The human body is taller than it is
wide, so you paint the portrait that way.
| | 00:57 | Landscape orientation, on the other
hand, is used for landscape paintings or
| | 01:01 | photography, and in that case,
the page is wider than it is tall.
| | 01:06 | So, I'll show you the difference.
| | 01:07 | We're currently in portrait orientation.
| | 01:10 | And if I click Orientation and then
click Landscape, the Word Web App creates a
| | 01:14 | document that is wider than it is tall.
| | 01:17 | Basically, what it did was changed the
margins so that the paper that this is
| | 01:21 | printed on is, like I said, wider than it is tall.
| | 01:24 | If I want to change the orientation
back, I can click the Orientation button,
| | 01:29 | then click Portrait, and
we go back to where we were.
| | 01:32 | So, depending upon the needs of the
document and your own corporate or personal
| | 01:36 | style, you can select the
orientation that works best.
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| Changing page size| 00:00 | In this update of the Word Web App,
Microsoft added some capabilities that let
| | 00:05 | you change the page layout of a document.
| | 00:07 | In this movie, I will show you
how to change the page size of the
| | 00:11 | documents you're creating.
| | 00:13 | I will use the Report for 04_04
sample file, which you can find in your
| | 00:18 | exercise files archive.
| | 00:19 | Every document you create has a
target medium, and in this case that will
| | 00:23 | usually be paper size.
| | 00:25 | Most often, you will print on an 8.5 x 11 inch
paper--at least if you're in the United States.
| | 00:31 | But if you need to print on another size
page and create a document specifically
| | 00:34 | for that size, you can do so
in this version of the Web App.
| | 00:38 | To begin, click the Page Layout tab on
the Ribbon and then in the Page Setup
| | 00:43 | group, click the Size button.
| | 00:45 | Doing so displays a number of
default sizes. So, you have Letter, Legal,
| | 00:50 | Executive, A4, which is used in
Canada and the UK and elsewhere.
| | 00:55 | If you want to select one of those sizes,
all you need to do is click it to apply it.
| | 01:00 | If you want to define a custom size,
then just click the Size button and click
| | 01:04 | Custom Page Size at the bottom of the
menu. And here you have a very simple
| | 01:08 | dialog box that allows you to define
the width and height of the paper size.
| | 01:14 | So in this case, let's assume that we
are printing half-size or a quarter size,
| | 01:19 | so we'll make it 4.25 inches
and then for the height, 5.5.
| | 01:25 | So this is quarter size of
an 8.5 x 11 sheet of paper.
| | 01:29 | Now I'll go ahead and click OK and when
I do, I see the document as it will be
| | 01:33 | printed on a page of that size.
| | 01:35 | If I want to make a change, I can click
the Size button and make any selection
| | 01:40 | that I want, or I can just click the
Undo button on the Quick Access Toolbar to
| | 01:44 | change it back, and undo again to
change it back to the original 8.5 x 11 size.
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| Indenting and spacing text| 00:00 | In this update of the Office Web
Apps, Microsoft added some very useful
| | 00:04 | capabilities to the Word Web App. Specifically,
| | 00:08 | you can change the page layout of your
documents in many more ways than you
| | 00:11 | could in the previous version.
| | 00:13 | In this movie I will show you how to
change line spacing and also indentation
| | 00:18 | in a Word document.
| | 00:19 | I'll use the Letter for 04_05
sample file, which you can find in your
| | 00:24 | exercise files archive.
| | 00:26 | If you look toward the top of this
document, you'll see that the two addresses--
| | 00:31 | the From address and the To address--
have very wide spacing between the lines.
| | 00:35 | Rather then send a letter that looks a
little bit odd, it's better to change the
| | 00:39 | spacing so that those lines are closer together.
| | 00:42 | To do that you select the lines that
you want to edit and then click the Page
| | 00:46 | Layout tab, and then over in the
Paragraph group, you can use the Spacing controls
| | 00:51 | to change the spacing
before and after each paragraph.
| | 00:55 | In this case the Before spacing is 0.
| | 00:57 | That's exactly what I want, but the
After spacing is set, for some reason, to 12.
| | 01:01 | To change it, I can click the down arrow,
change it to 6, and then change it to 0.
| | 01:07 | If I wanted to go the other direction--
say by clicking here and selecting the
| | 01:12 | second address--then I could go up to 12,
18, and so on. But in this case I want
| | 01:18 | to set it to 0 as well.
| | 01:20 | To do that I can click inside the box
like I did there to select the value, type
| | 01:24 | 0, press Enter, and the change is made.
| | 01:27 | You can also change the indentation of a
particular line. So let's say for example
| | 01:32 | that the Regards line here on the
Consulting Contract for an Excel VBA Project
| | 01:37 | is a line that I want to indent a little bit.
| | 01:39 | To do that I select the line and
then again in the Paragraph group on the Page
| | 01:44 | Layout tab, I can select whether to
indent it to the left or to the right.
| | 01:49 | In this case I want to move it in from
the left-hand margin, so I'll click the
| | 01:54 | up arrow in the Indent Left button and
it goes up by a 10th of an inch at a time,
| | 01:58 | and I'll indent by .5 of an inch.
| | 02:01 | If I wanted to make it a quarter inch,
then I could select inside the box by
| | 02:05 | clicking and then type
.25 and then press Enter.
| | 02:09 | If I want to indent a line from the
right, then I could do so either by using
| | 02:14 | the up and down arrows here or by
typing a value into the Indent Right box.
| | 02:19 | You would do that if you wanted to keep
the text from going all the way to the
| | 02:22 | right margin of your document.
| | 02:24 | So for example, if you had a block
quote one of maybe 150 or 200 words and you
| | 02:29 | wanted to set it off from the
surrounding text, you could indent the left side
| | 02:33 | and right side by about, say, half an inch,
so that it was clear that the contents
| | 02:38 | of the quote was separate
from the rest of the document.
| | 02:40 | Those are the basics of working with
indentation and spacing inside the Word
| | 02:44 | Web App.
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|
|
5. Managing Excel WorkbooksEntering, editing, and reviewing cell contents| 00:00 | The Excel Web App lets you work with
your worksheet data using many of the same
| | 00:04 | tools that you will find in
the Excel desktop application.
| | 00:08 | The most straightforward way to get
your data into your online workbooks is to
| | 00:11 | enter it manually, but there are
many other options available to you.
| | 00:15 | For this movie I will use of the Sales
for 05_01 workbook, which you can find in
| | 00:20 | your exercise file archive.
| | 00:23 | This is a pretty simple workbook.
All I'm doing is tracking regional sales for
| | 00:27 | California, the Western US, and the
rest of the U.S. for the months of
| | 00:31 | January and February.
| | 00:32 | Now let's say that I want
to start entering cell data.
| | 00:35 | To do that in cell C5, I can just type
sales for California, and let's say that
| | 00:40 | they were 150,000. So 150,000, then
press Enter to move down a cell.
| | 00:46 | If I press Tab, which I'll do now,
it moves one cell to the right.
| | 00:51 | And I'll just use the
left arrow key to move back.
| | 00:54 | You can also use the right arrow
key to moves to the right, down arrow to
| | 00:57 | move down, up to move up, and left to move back.
| | 01:00 | Let's say the value for the Western US
would be 75,000 and for the rest of the US,
| | 01:06 | 30,000 and press Enter.
| | 01:09 | If I want to edit a cell
value, I have two options.
| | 01:12 | I can either click the cell, which
lets me edit the value here on the Formula
| | 01:17 | bar, and press Enter, or I can double-
click the cell and edit it within the
| | 01:24 | worksheet. So let's say instead of
35,000, the number should have actually been
| | 01:28 | 32,000. Type it in, press
Enter, and there is the value.
| | 01:32 | Well, one thing I should note is that
there is no save button on the Ribbon or
| | 01:36 | the Quick Access Toolbar in the Excel
Web App. Anytime you change the cell,
| | 01:41 | the Excel Web App writes that change to
your file, so you don't have to worry about it.
| | 01:45 | Cutting, copying, and pasting works
almost exactly the same way as it does in the
| | 01:50 | desktop application.
| | 01:51 | If you want to copy values--that is,
copy them to the clipboard, leaving the
| | 01:55 | original values where they are--then
all you have to do is select the cells and
| | 02:00 | then on the Home tab in the Clipboard
group, click the Copy button, or you can
| | 02:04 | press Ctrl+C. This action copies the
contents of those cells to the clipboard.
| | 02:09 | If this were the first time I had cut
or copied something while I was using
| | 02:13 | the Excel Web App, then the program
would've asked me if I wanted to allow the
| | 02:17 | web page access to my clipboard, and
I would've clicked the Allow Access
| | 02:22 | button. You should do the same.
| | 02:24 | Now that the values are on the clipboard,
I can click the destination cell where
| | 02:28 | I want the top-left-most of the copied
cells to go and then in the Clipboard
| | 02:33 | group, click the Paste
button and there the values go.
| | 02:37 | You do have some Paste Special options
like you do in the desktop application.
| | 02:41 | If you want to see those, you can
click the down arrow--the bottom half of
| | 02:45 | the Paste button--and you can see
the options are Paste, Paste Formulas,
| | 02:50 | Paste Values, which is very useful, and Paste
Formatting. Just a word about Paste Values:
| | 02:56 | Paste Values is especially useful if
you have a series of formulas but all you
| | 03:00 | want to copy over are the results.
| | 03:02 | So what you would do is copy the cells
with the formulas and then when you paste
| | 03:07 | them, you would use Paste Values.
| | 03:09 | Now, I'll press Escape to close that menu.
And now let's say that I want to cut values.
| | 03:14 | So for example, the California West and
US values in cells B8 through B10 don't
| | 03:20 | belong where they are right now.
| | 03:22 | They should go over here,
underneath Region for February.
| | 03:25 | To cut those values, I'll just select
the cells and then in the Clipboard group
| | 03:30 | on the Home tab, click the Cut button,
click the cell where I want the top-left
| | 03:36 | value of the cut range to appear, and
then on the Clipboard group, click the
| | 03:41 | Paste button and the values move over.
| | 03:44 | You can also enter series of data
using the fill handle. To show you how to
| | 03:48 | do that I'll click cell I5, and let say
that I want to enter in a sequence of
| | 03:53 | values, say 1, Enter, and then 2, and let
say that I want to keep adding those values.
| | 03:59 | To do that I'll select these two cells.
| | 04:01 | I have the value 1 and the value 2, so
the series will increment by 1. And then I
| | 04:07 | grab the fill handle, which is here at
the bottom-right corner of the active
| | 04:10 | range, and I just drag down. So I
have 1, 2, 3, 4, 5, and hopefully 6.
| | 04:16 | So dragging the fill
handle increases the series.
| | 04:18 | Now, I'll press Ctrl+Z to undo that
change and select cells I5 and I6 again.
| | 04:25 | This time when I drag the fill handle,
I'm going to hold down the Ctrl key.
| | 04:29 | This changes the behavior of how the
fill series option works, so hold down the
| | 04:34 | Ctrl key and then when I drag the fill
handle and let go, you see the Excel Web
| | 04:40 | App repeats the series.
| | 04:42 | One final thing I want to show you is
how to find data within a worksheet.
| | 04:47 | To do that, on the Home tab, click
the Find button and then in the Find
| | 04:51 | what box, type in what you want to find, and
in this case I'll make it West, and click Find.
| | 04:59 | That's a very useful technique if you
have a worksheet with a lot of data and
| | 05:03 | you want to find the first occurrence
of a particular value: using a find is
| | 05:07 | the best way to do it.
| | 05:08 | So those are the basics of entering
editing and finding cell contents.
| | 05:12 | There are a lot of useful techniques,
and pretty much all of your knowledge from
| | 05:16 | the desktop application corresponds
to what you'll find in the Web App.
| | Collapse this transcript |
| Adding, renaming, and deleting worksheets| 00:00 | When you create a new workbook in the Excel
Web App, the workbook contains one worksheet.
| | 00:05 | If you want, you can add new worksheets,
rename existing worksheets, or delete
| | 00:09 | worksheets when you no longer need them.
| | 00:11 | For this movie I will use the Workbook
of for 05_02 file, which you can find in
| | 00:17 | your exercise files archive.
| | 00:19 | This is a very simple workbook.
All I have are two worksheets--January and
| | 00:23 | February--and they show sales
for each of those two months.
| | 00:26 | Now let say that I want to add a
worksheet for March. To do that I click the New
| | 00:32 | Sheet button, which is here. It looks
like a plus sign inside of a circle.
| | 00:35 | One important thing to realize about
working with worksheets within an Excel Web
| | 00:40 | App workbook is that you can't change
the order of worksheets in the workbook
| | 00:45 | from within the Excel Web App.
| | 00:47 | If you want to do that, you
have to open the file in the Excel
| | 00:51 | desktop application.
| | 00:52 | And that's no big deal.
| | 00:54 | I'm sure you'll do it quite often.
But I just wanted to let you know that that
| | 00:57 | functionality is not
available within the Web App.
| | 01:00 | One other thing to keep in mind when
you add a new worksheet is that it appears
| | 01:05 | to the right of the active worksheet.
| | 01:07 | So, if I were to display the January
worksheet by clicking its sheet tab and I
| | 01:12 | inserted the new sheet, it would
appear between January and February.
| | 01:16 | In this case I want it to appear to
the right of February, so everything is in
| | 01:20 | order, so I'll click that worksheet and
then click the New Sheet button, and when
| | 01:24 | I do, a new sheet called Sheet3 appears.
| | 01:27 | To rename a worksheet--and in this case
I'll rename it to March--click the tab
| | 01:32 | of the worksheet you want to change--
so I'll right-click the Sheet3 tab, and
| | 01:36 | then click Rename--and then in the Rename
Sheet dialog box type March, and click OK.
| | 01:44 | If you want to delete a worksheet,
all you need to do is right-click the
| | 01:48 | sheet tab of the worksheet you want to
get rid of, and then from the shortcut
| | 01:52 | menu, click Delete.
| | 01:54 | The Web App will ask if you're sure
you want to delete it, because it could
| | 01:57 | contain data, and in this
case I do, so I'll click OK.
| | 02:01 | Managing worksheets in the Excel Web
App is a very straightforward process.
| | 02:05 | You don't have all the options that you
do in the Excel desktop application, but
| | 02:09 | you've got the ones you really need.
| | Collapse this transcript |
| Creating and managing formulas| 00:00 | After you bring your data into an
Excel workbook, you can summarize your
| | 00:03 | data using formulas.
| | 00:05 | Formulas use the vast array of
functions built into Excel and let you create
| | 00:09 | custom summaries of your data
that meet your organization's needs.
| | 00:12 | For this movie I will use the Sales
Workbook for 05_03 sample file, which you
| | 00:18 | can find in your exercise file archive.
| | 00:20 | This workbook contains sales data for
each month for California, so I have sales
| | 00:26 | for January, February, March, and so on.
| | 00:29 | What I want to do is calculate a running
total, so for cell C5, which corresponds
| | 00:34 | to February, I would have the total
for January plus February, for C6 January
| | 00:39 | through March, B4 through B6, and so on.
| | 00:43 | I'll start out in cell C5, and I'll
show you the long way around to create the
| | 00:47 | formula that you need, and
then I'll show you the quick way.
| | 00:50 | First, to create a formula type an
equal sign and then start typing the name of
| | 00:55 | the function you want to use.
| | 00:56 | In this case I wanted it
to be SUM, so I'll type SU.
| | 01:01 | When I do that the Excel Web App
displays a formula autocomplete list of all
| | 01:06 | the functions that start with the
letters SU: substitute, subtotal, and so on.
| | 01:11 | If I want, I can use the down arrow key
to move down in that list and highlight
| | 01:16 | SUM and then to accept it press the
Tab key. Doing so puts the function name
| | 01:21 | into the formula and also gives me a
left parenthesis, so now I can start typing
| | 01:25 | arguments, which are cell references
and other values that the function uses.
| | 01:30 | Once again, my goal is to get a running
total, so I need to define the range of
| | 01:34 | cells that will be used in the calculation.
| | 01:37 | In this case, that's B4 and B5, so I'll
type B4:B5 and then a right parenthesis
| | 01:46 | to close the function and press
Enter. And I get the value of 508.
| | 01:49 | Now I can keep doing that. I can keep adding formulas,
so I can make it =SUM(B4:B6) and then down here
| | 01:56 | =SUM(B4:B7), and so on.
| | 01:59 | There is a faster way to do it, and
you do it using absolute and relative
| | 02:03 | references, and let me show you what I mean.
| | 02:06 | If you click a cell that contains a
formula and then grab that cell's fill
| | 02:10 | handle and drag it down, then Excel
copies the formula to the next cell--
| | 02:15 | in other words, the cell that you
dragged the fill handle to cover.
| | 02:18 | Now when I click that cell, you see on the
Formula bar that it gets the SUM of B5 to B6.
| | 02:25 | This formula calculates the SUM
of B4 to B5, this one B5 to B6.
| | 02:30 | And the reason that happened is
because when I copied the formula I moved it
| | 02:34 | one cell down from its original cell,
so what the Excel Web App did was change
| | 02:39 | the references within the
formula from B4 to B5 to B5 to B6.
| | 02:45 | So now it's adding up these two cells,
for a value for 448, instead of these
| | 02:49 | three cells, which would
be a value of 750 I think.
| | 02:52 | So the question is, how do you change
your formula so that copying it gives you
| | 02:56 | the result that you want?
| | 02:57 | And in this case what I want is to
leave the B4 cell the same and just extend
| | 03:03 | the range down based on however far I copy it.
| | 03:06 | Here's how you do it.
| | 03:07 | Double-click cell C5 and then edit the
formula by adding dollar signs before
| | 03:13 | the B and before the 4.
| | 03:17 | Now when I press Enter the formula
result is the same, but when I press the up
| | 03:22 | arrow key to display the formula, you
see on the Formula bar that the cell
| | 03:25 | reference B4 has a dollar sign
before the B and before the 4--
| | 03:29 | that is, before the column
indicator and before the row indicator.
| | 03:33 | Those dollar signs mean that those values
will not change when the formula is copied.
| | 03:38 | So now, with cell C5 selected if I drag
the fill handle down so that it covers
| | 03:43 | cell C6, then the formula has changed.
And if I click cell C6, you can see on
| | 03:49 | the Formula bar that the formula reads
B4 to B6, and because of the dollar signs,
| | 03:55 | B4 hasn't changed like it did before.
| | 03:58 | And if I drag the fill handle down--and
again, I have cell C6 selected--if I drag
| | 04:02 | the fill handle down until it covers
cell C9, then we do get our running total.
| | 04:08 | And the formula in cell C9 is SUM B4 to
B9.Tthe reference to cell B4 has stayed
| | 04:15 | the same because I made it in an
absolute, or unchanging, reference,
| | 04:19 | while the reference to cell B9 is
relative, meaning it can change.
| | 04:23 | I'll press the Escape key to stop
editing the cell without making any changes.
| | 04:27 | There are two other quick techniques
that I would like to show you, and the
| | 04:31 | first is how to create a
SUM formula very quickly.
| | 04:35 | So here I have a running total, but
let's say that I just want to get a single
| | 04:39 | total of the values in the cells B4 to B10.
| | 04:43 | To do that I'll click cell B10 and
then on the Home tab of the Ribbon, in the
| | 04:48 | Formulas group, I'll click AutoSum,
clicking the bottom part of the button, and
| | 04:53 | I'll select the function that I want to use.
| | 04:56 | What this does is it creates a formula
for cells that Excel identifies as being
| | 05:01 | likely to be included in the formula.
So I'll click SUM and then it creates the
| | 05:06 | formula SUM B4 to B9. And this is just a
single cell, so we don't need to worry
| | 05:11 | about absolute or relative references.
And with that in place, I could press
| | 05:16 | Enter to create the formula.
| | 05:18 | But while I'm here, one other thing I
like to show you is that in the tooltip
| | 05:22 | beneath the formula you'll see that
the functions SUM appears as SUM with a
| | 05:26 | hyperlink, a blue underline,
number1, number2, and so on.
| | 05:30 | If you want to get help on a particular
function, click that hyperlink. So if I
| | 05:35 | were to click SUM, then I would get the Excel
Web App Help window open to the SUM function.
| | 05:40 | This help files give you everything you
need to know about a function, and even
| | 05:45 | though you probably wouldn't do it for
SUM, if a colleague has created a formula
| | 05:48 | that uses a function you're not
familiar with, edit the formula, and click on
| | 05:52 | it's hyperlink in the tooltip, and
you can see the Help file for it.
| | 05:55 | And I'll just go ahead and close that
window and I'll click to the right of the
| | 05:59 | formula in the Formula bar and
press Enter to add it into my worksheet.
| | 06:03 | That's all you need to get up and
running with formulas in the Excel Web App.
| | 06:08 | You've got all the functions that you
have in the Excel desktop application and
| | 06:11 | all of the help as well.
| | 06:13 | You'll find it to be a
very powerful combination.
| | Collapse this transcript |
| Formatting and aligning worksheet contents| 00:00 | Most of the workbooks that you
use in the Excel Web App will be
| | 00:03 | statistical summaries or some sort
of data analysis and the numbers will
| | 00:07 | speak for themselves.
| | 00:08 | Now, that said, it makes sense to
format your data so it's easy to understand,
| | 00:12 | and in this movie I will show you
how to format and align your worksheet
| | 00:16 | contents effectively.
| | 00:17 | I'm going to work with this Sales
Workbook for 05_04 sample file, which you can
| | 00:23 | find in your exercise files archive.
| | 00:26 | The data that I have here is sales
data for California, and it's broken out by
| | 00:31 | month, and if I wanted I
could add a running total.
| | 00:34 | Now there are various ways that I can
format the contents of this worksheet.
| | 00:37 | For example, if I wanted to make the
text in cell A1, California Summary, the
| | 00:42 | title larger, I can select the cell and
then on the Home tab, in the Font group,
| | 00:48 | change the font and also the font size.
| | 00:50 | So let's say for example I want to
change it to Cambria. What I've done is clicked
| | 00:55 | the down arrow of the Font box, and I'll
just go down to Cambria and click it.
| | 01:00 | So now I've changed the font.
| | 01:01 | If I want to change the size, I can
click the down arrow on the Font Size box,
| | 01:06 | and let's say I'll make it 24.
| | 01:08 | So now the value in cell A1 is size 24,
and it's a different font to make it stand out.
| | 01:15 | If I want, I can also make text bold,
italicize it, underlined, or double underlined.
| | 01:20 | So let's say for example that I want
the value in cell A1 as the title to be
| | 01:24 | bold, so in the Font group, I'll just
click the Bold button. Doing so changes
| | 01:28 | the formatting to bold.
| | 01:30 | And if I wanted to take the bold face
off, all I need to do is select the cell
| | 01:34 | and then click the Bold button again.
But I want it, so I'll bring it back.
| | 01:38 | I can also italicize values. So let's
say for example that I want the months
| | 01:43 | here in cells A4 through A9 to be
displayed in italics. To do that just select
| | 01:47 | the cells and click the
Italic button in the Font group.
| | 01:50 | I can underline values by selecting the
values that I want to underline or the
| | 01:55 | cells that contain the values I want to
underline and then click the Underline
| | 01:59 | button. Or if I want--I'll just clear
it away--I can double underline.
| | 02:05 | I can also add borders to cells.
So let's say for example that instead of
| | 02:09 | underlining individual values in cells
A3 to C3, what I want to do is to add a
| | 02:15 | bottom border so the entire cell has a
line running along the bottom of it, not
| | 02:20 | just underneath the values.
| | 02:22 | So with the cells still selected,
I can go to the Font group and click the
| | 02:26 | Borders button, which displays a list
of the borders that I can apply, and
| | 02:30 | in this case I just want the
bottom border, which is of the top of the
| | 02:34 | list, so I'll click it.
| | 02:35 | I've added the border and clicking away
from a selection shows what it looks like.
| | 02:40 | I can also change the alignment of the
values in cells. So for example, in cells
| | 02:45 | A3 through C3 again, my headers, I have
Month, Sales, and Running Total, and those
| | 02:50 | are aligned to the left,
which is normal for text.
| | 02:53 | What I'd like to do is center those
values within the cells so they
| | 02:57 | look more like column headings.
So I'll select cells A3 through C3, and then
| | 03:02 | in the Alignment group, click the Center
button, and they're headings, so I'll make them bold.
| | 03:08 | If I wanted I could also change the font color.
| | 03:12 | To do that, in the Font group, I'll
click the Font Color button, and then I can
| | 03:16 | select a color from the color picker
that appears. And in this case I'll make it
| | 03:21 | a dark blue, and clicking away allows
the color to stand out more clearly.
| | 03:26 | Other ways that you can format your
data are to change number formats.
| | 03:30 | So for example, here, in cells B4
through B9, I have sales data, and they're
| | 03:36 | numbers, but there's nothing that
really indicates that they're dollar values
| | 03:40 | or currency values.
| | 03:42 | They could just be the number of
sales that occurred in the month.
| | 03:44 | I can be more specific and add a
currency number format to it by selecting the
| | 03:49 | cells and then on the Home tab in the
Number, group click the Number Format
| | 03:54 | button and select the format that
I want from the list that appears.
| | 03:58 | In this case I wanted it to be Currency.
When I click it we get the dollar sign, or
| | 04:03 | whatever your local currency symbol is, and
then two values to the right of the decimal point.
| | 04:08 | You can increase or decrease the number
of digits to the right of the decimal point by
| | 04:13 | selecting the values and then in the
Number group, clicking either Increase
| | 04:18 | Decimal, which adds zeros or digits, or
Decrease Decimal, which gets rid of then.
| | 04:26 | Those are the basics of changing
worksheet formatting inside of the Excel Web App.
| | 04:31 | If you have other skills from the
Excel desktop application, you'll find that
| | 04:35 | most of them transfer over as well.
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| Creating, sorting, and filtering table data| 00:00 | Many Excel data collections come in
the form of a list, which is a data set
| | 00:04 | arranged into columns and rows.
| | 00:06 | Each column of the list represents
a particular type of data, such as
| | 00:10 | monthly sales, and each row
represents a complete set of all values for a
| | 00:14 | particular instance.
| | 00:15 | For example, a row might contain sales
data for the California region during
| | 00:20 | the month of January.
| | 00:21 | In this movie, I will show you how to
create Excel tables which are worksheet
| | 00:25 | constructs you can use to
summarize data lists effectively.
| | 00:28 | My sample file is the Sales data for
05_05 Workbook, which you can find in your
| | 00:33 | exercise files archive.
| | 00:35 | This workbook contains a list of data,
and it is sales organized by region,
| | 00:41 | then by month, and then with the listing of the
sales for that particular month for that region.
| | 00:46 | If I want to create an Excel table,
I click any cell inside the data range and
| | 00:50 | then on the Home tab, click the main
body of the Format as Table button.
| | 00:56 | Doing so displays the Create Table dialog box.
| | 00:59 | It indicates that the data for the table
is in the range A1 to C10, which is correct,
| | 01:05 | and also that the table has
headers. In this case it does.
| | 01:09 | I have the values Region, Month, and
Sales in A1 through C1, so everything
| | 01:13 | appears to be correct and I
can click OK to create the table.
| | 01:18 | So what can you do with an Excel table
that you can't do with normal data inside
| | 01:22 | of the Excel Web App?
| | 01:23 | Well, the first thing that you can do
is to sort the values within the table.
| | 01:28 | So let's say that I want to sort the
table in descending order by monthly sales,
| | 01:32 | so I want the highest values at the
top and the lowest values at the bottom.
| | 01:36 | To do that, I click the Filter and
Sort arrow at the right edge of the Sales
| | 01:41 | column header, and then from the
list that appears, click Sort Descending.
| | 01:45 | Doing so sorts the data so the largest
values are at the top, smallest at the bottom.
| | 01:50 | I can also sort in ascending order.
Clicking the arrow, click Sort Ascending, and
| | 01:55 | we've rearranged the table.
| | 01:57 | You can also limit or filter the
data that appears in your table.
| | 02:01 | So let's say for example that I only
want to see rows that contain sales of
| | 02:06 | greater than $30,000.
| | 02:08 | To create the filter I'll click the
Sales column's down arrow, point to Number
| | 02:12 | Filters, and then click Greater Than.
| | 02:14 | Doing so displays the Custom Filter
dialog box, and you notice that "is greater
| | 02:20 | than" already appears as the operation.
| | 02:22 | Now if you want, you can change your
mind after you open the Custom Filter
| | 02:26 | dialog box, and you can click the
operation down arrow and select any other
| | 02:31 | comparison operator you want.
| | 02:33 | But in this case, we will stay with is
greater than, and I'm looking for values
| | 02:37 | greater than 30,000, so 30,000, and click OK.
| | 02:43 | When I click OK, the Excel Web App
filters the table so I only see rows that
| | 02:47 | contain sales of more than 30,000.
| | 02:49 | There are two ways to remove the filter.
| | 02:51 | The first is to click the down arrow--
the Filter and Sort arrow that is--and
| | 02:57 | then click the Clear Filter from Sales
item that appears after you add a filter
| | 03:02 | to a particular field.
| | 03:03 | The specific name will change based
on the field that you're working with.
| | 03:06 | So this case I'll click Clear
Filter from Sales and the Excel Web App
| | 03:11 | removes the filter.
| | 03:12 | You can also filter by selection.
| | 03:14 | So let's say that I only wanted
to see sales for the West region.
| | 03:18 | I can apply that filter by clicking the
Region column's Filter and Sort button
| | 03:22 | and then at the bottom of
the Shortcut menu, click Filter.
| | 03:26 | That displays a list of all the items
that appear inside of that column, and in
| | 03:30 | this case I'm only
interested in the West region,
| | 03:33 | so I will clear the California and U.S.
checkboxes--West is still checked--and click OK.
| | 03:40 | If I want to remove that filter, I can
either click Clear Filter from Region,
| | 03:44 | like I did before with sales or I can
simply press Ctrl+Z, which I just did.
| | 03:50 | Two other things that I'd like to
show you about Excel tables--and these
| | 03:54 | are pretty interesting.
| | 03:55 | One saves you space and the other gives
you a summary of the data that appears
| | 03:59 | inside of your table.
| | 04:01 | And you can get at these functions from
the down arrow portion of the Format as
| | 04:06 | Table button on the Home tab.
| | 04:07 | So when I click the down arrow part of the
Format as Table control, I get a menu of items.
| | 04:13 | The first is Format as Table, which I've
already shown you. Then we have Toggle
| | 04:18 | Header Row and Toggle Total Row.
| | 04:21 | Toggle Header Row turns the header--that
is the Region, Month, and Sales values in
| | 04:25 | A1 through C1--on and off;
in other words it hides it or shows it.
| | 04:30 | So if click Toggle Header Row
the Web App hides the headers.
| | 04:35 | This time if I click Toggle
Header Row, it brings it back.
| | 04:39 | The other item on that down
arrow menu is Toggle Total Row.
| | 04:44 | So if I click that, you see that a total
row appears at the bottom of the table.
| | 04:48 | And I'll just resize column
C so you can see the value.
| | 04:53 | In this case, it's the sum of all of
the values in cells C2 through C10, or
| | 04:58 | however long the table might be.
| | 05:00 | Now, what's going on in cell C11,
| | 05:03 | when I click it, is that you
see there is a subtotal formula.
| | 05:07 | So Subtotal(109,Sales), and
Sales is the name of the column.
| | 05:11 | If I want to change the formula, I can do that.
| | 05:14 | All I need to do is edit the subtotal formula.
| | 05:16 | If you're not familiar with it, you
can get help on it by clicking anywhere
| | 05:20 | inside of the formula on the Formula bar,
and then in the tooltip that appears,
| | 05:25 | click the Subtotal hyperlink to
display the help file for that function.
| | 05:29 | So those are the basics of how you
work with Excel tables inside of the
| | 05:33 | Excel Web App.
| | Collapse this transcript |
| Adding hyperlinks to online workbooks| 00:00 | Data doesn't exist in a vacuum.
Almost all the Workbooks you create in Excel Web
| | 00:05 | App will be related to other
workbooks, documents, and websites.
| | 00:09 | You can define connections to those
other data sources by creating hyperlinks.
| | 00:13 | For this movie I'll use the Summary
Workbook for 05_06 sample file, which you
| | 00:19 | can find in your exercise files archive.
| | 00:22 | In this workbook, which is the very
beginning of an annual summary for the Two
| | 00:26 | Trees Olive Oil corporation,
| | 00:28 | I want to add hyperlinks. One would
be to the Two Trees corporate site, and
| | 00:33 | another to a training resource at lynda.com.
| | 00:35 | So let's say first that I want to add a
hyperlink to the Two Trees corporate site.
| | 00:40 | I'll click cell A3 and then on
the Insert tab, click Hyperlink.
| | 00:46 | Now, there are two items that I can enter.
| | 00:49 | The first is the Text to display. In this
case I will call it Two Trees Corporate
| | 00:57 | Site, and then in the Address box I
need to type in the URL, or the web address.
| | 01:03 | And for that it, would be
www.twotreesoliveoil.com. With that in place, I can click Ok.
| | 01:12 | When I do, the Excel Web App adds
the hyperlink into the workbook.
| | 01:16 | If I want, I can change the formatting
of the text inside that cell: cell A3.
| | 01:22 | To do that, just click the Home tab, and
then let's say that I want to make text a
| | 01:27 | little bit larger so it's easier to read.
| | 01:29 | Click the Font Size down arrow, and
I'll make it 14m, just a little bit
| | 01:33 | larger and easier to read.
| | 01:35 | Another way to add a hyperlink is to
only have the web address displayed.
| | 01:39 | In other words, instead of the Two
Trees Corporate Site text, I can just have
| | 01:44 | the URL that the hyperlink is attached to.
| | 01:47 | So let's say I click in cell A5 and then
on the Insert tab click Hyperlink again.
| | 01:53 | In the insert Hyperlink dialog box
I will leave Text to display blank.
| | 01:57 | And in the Address box, I will type in,
after the existing http://, www.lynda.com.
| | 02:08 | And note that when I do, the URL I'm
typing in appears in the Text to display box.
| | 02:13 | So when I click OK, that
address appears inside of cell A5.
| | 02:18 | Now that I've added the hyperlinks
to my workbook, I can work with them.
| | 02:21 | You can display the options available
to you by right-clicking a cell that
| | 02:24 | contains a hHyperlink, and you'll
see a list of things that you can do.
| | 02:28 | So you can cut, copy, or paste--those of
the usual operations when you click a cell--
| | 02:33 | but you can also edit the hyperlink, which
opens the Edit Hyperlink dialog box.
| | 02:37 | And from within the Edit
Hyperlink dialog box, you can click Remove.
| | 02:41 | If you don't want to make any
changes, go ahead and click Cancel.
| | 02:46 | You can also open the hyperlink.
| | 02:48 | Doing so would open a separate web page--
in this case it would be the Two Trees
| | 02:52 | corporate site---or if you were to
click the other link, lynda.com.
| | 02:56 | The third option in the shortcut menu
was to remove the hyperlink, and I already
| | 03:01 | showed you how to do that inside of the
Edit Hyperlink dialog box. Press Escape to
| | 03:05 | get rid of the shortcut menu.
| | 03:07 | Those are the skills that you can use to work
with hyperlinks inside of the Excel Web App.
| | 03:12 | You can link to any resource that has a
web address, be it another workbook, a
| | 03:17 | web page, or whatever.
| | 03:18 | You'll find hyperlink to be
extremely useful when you work on the web.
| | Collapse this transcript |
| Managing data connections| 00:00 | In the previous movie, I showed you how
to create hyperlinks to other resources
| | 00:04 | on the World Wide Web.
| | 00:05 | In this movie, I'll show you how to
work with data connections to Excel
| | 00:09 | workbooks that contain PivotTables.
| | 00:11 | Microsoft added some exciting new
capabilities to PivotTables in the Excel Web
| | 00:15 | App in this latest update, and I think
you'll find that they are very useful.
| | 00:19 | For this movie, I will use the
PivotTable Source 05_07 sample file, which you can
| | 00:25 | find in your exercise files archive.
| | 00:28 | And as you can see, this
sample file contains a PivotTable.
| | 00:31 | PivotTables allow you to
rearrange your data dynamically.
| | 00:36 | On the left of the screen is a PivotTable.
| | 00:37 | It has monthly sales data for 2011 and 2012.
| | 00:42 | At the right edge of the screen you
can see the PivotTable Fields list.
| | 00:46 | You use the controls inside of the
Fields list to manipulate your PivotTable.
| | 00:50 | So you can't create one inside of the
Web App, but you can work with them.
| | 00:54 | If you watch the movie on Excel
tables from earlier in this chapter, then
| | 00:58 | you're familiar with sorting and
filtering, and you have those capabilities in a
| | 01:02 | PivotTable as well.
| | 01:04 | So let's say that I want to filter for
a single year, say 2012. To do that, I
| | 01:09 | would click the Column Labels down
arrow, the Filter and Sort arrow, and I get
| | 01:13 | the same options that I do
when I'm sorting an Excel table.
| | 01:18 | So I can Sort Ascending,
Descending, Sort by Value--
| | 01:21 | that's an additional option--or I can
sort and filter by label, by value, or
| | 01:26 | create a custom filter.
| | 01:27 | Now let's move on to
what's new about PivotTables.
| | 01:30 | Like I said, PivotTables let
your arrange data dynamically.
| | 01:34 | Currently, I have a cross-tab layout
with the Row Labels of the months and the
| | 01:40 | Column Labels of the years.
| | 01:41 | And you can see that structure
displayed here in the PivotTable Fields list.
| | 01:46 | I have Columns for Year, Rows for Month,
and then the Sales in the Values category.
| | 01:51 | Let's say that I want to rearrange the data
so that it's by year and then by month.
| | 01:57 | To do that, I would drag the Year
field header from the Columns area to the
| | 02:01 | Rows area, and you can see a small
green line indicating where the field header
| | 02:06 | will go when I drop it.
| | 02:07 | When I let go of the left mouse button,
the Excel Web App rearranges the data
| | 02:11 | inside the PivotTable
| | 02:13 | so now instead of having a cross tabular
layout, I have it first by year and then
| | 02:18 | by month and then a single column of results.
| | 02:21 | And you also notice that I have a
subtotal, 1080, for the sum of sales only for
| | 02:26 | the year 2011. And I have a similar
layout here at the bottom for 2012.
| | 02:31 | If I wanted to reverse the layout that I
had to start with, I can drag the Month
| | 02:35 | field to the Columns area,
| | 02:37 | see the green line again, and now I
have Years as the Row Labels and Months
| | 02:43 | as the Column Labels.
| | 02:44 | PivotTables draw their values from data
sources, and this PivotTable's data source
| | 02:49 | is an Excel table on Sheet1.
| | 02:52 | So I'll click that sheet's tab, and you can
see the data here. And I'm going to
| | 02:56 | scroll down, click cell A26, and I'll type in
2013, and then press Tab to move to the right.
| | 03:05 | And you notice when I did that the
Excel Web App added this row to the Excel
| | 03:10 | table. It's just one of the built-
in features that I really like.
| | 03:13 | And this will be for January, and let's
say the Sales were 100 and press Enter.
| | 03:21 | Now when I click the Sheet4 sheet tab I
can go to the Home tab, click the Data
| | 03:26 | button, and then click
Refresh Selected Connection.
| | 03:30 | Doing so updates the PivotTable to
include the data that I just added to the
| | 03:35 | data source, and you can see that
value here in what's now cell B7.
| | 03:39 | One final thing I'll point out is if you
happen to close the PivotTable Fields
| | 03:43 | List or Task pane, which you can see over here,
| | 03:47 | you can bring it back by right-clicking
anywhere in the body of the PivotTable
| | 03:51 | and then clicking Show Field List.
| | 03:55 | That's how you use
PivotTables in the Excel Web App.
| | 03:57 | PivotTables are extremely powerful and
if you don't learn any other tools in
| | 04:01 | depth, I encourage you to learn PivotTables.
| | 04:04 | They will pay for your time many times over.
| | Collapse this transcript |
| Changing online workbook views| 00:00 | The Excel Web App presents your data in
two different ways, which are called views.
| | 00:05 | The first view, Editing view, displays the Ribbon and lets
you manipulate the data within your workbook.
| | 00:10 | The other view is called Reading view,
and that changes how the Web App presents
| | 00:14 | your data on the screen.
| | 00:16 | It only allows for some
limited interaction with the file.
| | 00:19 | In this movie I will show you how
to change between the two views.
| | 00:22 | I will use the Workbook for 05_08
sample file, which you can find in your
| | 00:28 | exercise files archive.
| | 00:30 | You can change between views in the
Excel Web App by clicking the View tab on
| | 00:35 | the Ribbon. In the View tab you have
two options: one is Editing view and the
| | 00:41 | other is Reading view.
| | 00:43 | When you open a Workbook in the Excel
Web App, you open it in Editing view,
| | 00:48 | and that means you get the full
compliment of tools on the Ribbon: Home,
| | 00:52 | Insert, View, and so on.
| | 00:55 | If you want to maximize your screen real
estate, you can display it in Reading view.
| | 00:59 | To do that you open the View tab
and click the Reading view button.
| | 01:04 | As you can see, in Reading view the
Excel Web App minimizes the ribbon and
| | 01:08 | maximizes the amount of room on the screen
that is devoted to the contents of the worksheet.
| | 01:13 | You can still move among the sheet tabs,
so sheet 1, sheet 2, and sheet 3, are
| | 01:18 | all available to you and you can also work
with a limited set of ribbon capabilities.
| | 01:22 | So for example, if you click the data
item here on the Ribbon you see that you
| | 01:27 | refresh your data connection.
| | 01:29 | If you want to share, you can do that.
If you want to find data within the
| | 01:33 | workbook, you can do that as well.
| | 01:35 | Now let's say the want to switch back to
Editing view. Go up to the Ribbon, click
| | 01:40 | Edit Workbook, and click Edit in Excel
Web App. Doing so takes you right back to
| | 01:45 | where you were before.
| | 01:46 | Those are two views that are available to you.
| | 01:49 | You'll Reading view is most useful to you if
you're working on a device with a small screen.
| | 01:54 | But if you want to get into your
document and make any changes, then Editing
| | 01:58 | view is the way to go.
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| Opening online files in the Excel client program| 00:00 | The Excel Web App is an extremely
useful online tool, but it doesn't have all
| | 00:05 | the capabilities built into
the Excel desktop application.
| | 00:08 | If you want to manipulate your file
using capabilities only found in the desktop
| | 00:12 | application, you can open
your file in Excel quite easily.
| | 00:16 | For this movie I will use the Client
Workbook for 05_09 sample file, which you
| | 00:22 | can find in your exercise files archive.
| | 00:24 | Once again, my goal is to open
this file in the Excel 2013 or 2010
| | 00:31 | desktop application.
| | 00:32 | To do that I open the File and then
on the Ribbon click OPEN IN EXCEL.
| | 00:37 | When I do, I might see a series of
warning dialog boxes, the first one saying the
| | 00:42 | web content is trying to open a program
on my computer. In this case I do want
| | 00:46 | to allow it because that is what I
intended, so I'll click the Allow button.
| | 00:49 | Then I get another security warning.
It says that it is possible that the file has
| | 00:53 | viruses. I'll click Yes because that
is my intention open the File, and when I
| | 00:58 | do, the Excel desktop application starts.
| | 01:01 | The next step is to sign in to Office,
click the Sign in button, and I need to
| | 01:06 | reenter my Microsoft account information.
| | 01:07 | I'll go ahead and type that in, and a
password, and I'll click Sign in. When I
| | 01:19 | do, the file opens inside of the Excel client.
| | 01:23 | The file opens in Protected view, which
indicates that the file came from the Internet.
| | 01:27 | I want to enable editing, so I'll click
the Enable Editing button, and the file
| | 01:32 | is fully open and ready to go.
| | 01:34 | I am going to minimize the Excel program
window because you might have seen a
| | 01:38 | little pop-up appear when I
started to open the file inside of Excel.
| | 01:42 | I'll click the minimize button.
And this dialog box indicates that we are
| | 01:47 | opening the file Microsoft Excel,
and it asks if it opened successfully.
| | 01:52 | They can close the Excel Web App,
continue editing in Excel Web App, or it gives me
| | 01:56 | an option to buy Microsoft Excel.
| | 01:58 | In this case my document opened
successfully, so I can click the top item, which
| | 02:03 | closes the Excel Web App.
And I go back to SkyDrive.
| | 02:08 | And that's how you open a file
inside of the Excel desktop application.
| | 02:12 | You have to verify several times that
you do intend to open the file from the
| | 02:16 | web in your desktop application.
| | 02:19 | That's normal security, and it will
prevent bad things from happening to your computer.
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|
|
6. Creating Excel ChartsIntroducing the available chart types| 00:00 | The Excel Web App lets you create
charts of many different varieties.
| | 00:04 | in this movie I'm going to work through a
PowerPoint Presentation that displays
| | 00:09 | each of the types of charts and gives a
brief explanation of when each is useful.
| | 00:13 | To start out with, there are column charts,
and as the name implies it displays
| | 00:18 | data across categories with the bars oriented vertically.
| | 00:22 | There are several different variations
of the column chart, but the basic one
| | 00:26 | that you see here is the most commonly used.
| | 00:28 | The next type of chart, the line
chart compares values over time.
| | 00:32 | In this example I have data for a year
with Sales from January through December.
| | 00:37 | The time series runs right to left across the chart,
and is depicted by the line.
| | 00:43 | There are other variations as well.
| | 00:45 | Pie charts show how a value contributes
to a whole, so for example,
| | 00:49 | taken the same monthly Sales data I had in the
previous slide, I could show how each month
| | 00:54 | contributes to the overall year.
| | 00:55 | The colors in the chart are explained
using the legend over on the right.
| | 01:00 | Next though are bar charts; bar charts, like column
charts, also display values across categories,
| | 01:06 | however, instead of having the data bars
run up and down, these run left to right.
| | 01:13 | Bar charts are extremely useful for
showing time in the sense of duration,
| | 01:17 | perhaps within a project, and they
also can be used to show data across
| | 01:20 | categories, if you need to fit your data
in horizontally, instead of vertically.
| | 01:25 | Area charts display trends of values over time,
so for example, we could create an area chart
| | 01:30 | for Retail versus Wholesale Sales and indicate
through the use of the chart, which one was greater.
| | 01:39 | We could also stack our two values,
so we can see how much Retail and Wholesale
| | 01:44 | contributes to the whole of sales
for the company in a given month.
| | 01:48 | Another common type of chart is the xy scatter chart.
This type of chart compares pairs of values.
| | 01:55 | So, for example, you might have the number
of customers who responded to a mailing.
| | 01:59 | You could also display the number of customers
who come into your store based on
| | 02:03 | temperature, rainfall, anything like that.
| | 02:06 | If your data source has this data in some sort
of horizontal order, for example,
| | 02:11 | number of days, rainfall in increasing amounts,
and so on, then you can draw
| | 02:15 | lines between the data points and see a trend.
| | 02:18 | Doughnut charts are like Pie charts;
| | 02:20 | in that they show, how various elements
contribute to a whole; the difference is that
| | 02:25 | if you have two different series of data,
you can display both of them inside of the same chart,
| | 02:30 | instead of needing to create two separate Pie charts.
| | 02:33 | Radar charts are used to display a
series of unrelated values, so for example,
| | 02:38 | if you have two different values, say
Customers and Temperature, then you can
| | 02:41 | create a radar chart, which looks like
a spider web and display both of them.
| | 02:46 | The two series are distinguished within the body
of the chart by different colored lines,
| | 02:49 | in this case, Customers is blue and Temperature is red.
| | 02:53 | You should only use radar charts, when
the data series have comparable numbers,
| | 02:57 | even if the numbers mean something entirely different,
having data in the range 40 to 100,
| | 03:01 | regardless of what those numbers measure,
makes much more sense for a radar chart
| | 03:06 | than having numbers say 1 through 10,
versus 1000 to 5000.
| | 03:10 | Those are the charts that are available to you
inside of the Excel Web App.
| | 03:15 | It's a very powerful and versatile selection.
| | 03:17 | I'm sure that regardless of whatever type
of data you need to summarize,
| | 03:21 | you can find the chart to do it.
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| Creating a chart| 00:00 | Once your data is in an Excel online workbook,
you can summarize the data visually by creating a chart.
| | 00:06 | If all of your data is grouped together, the process
is simply a matter of two or three mouse clicks.
| | 00:11 | If you only want to summarize part of
the data in your worksheet,
| | 00:14 | you need to identify that data,
so your chart comes out correctly.
| | 00:18 | For this movie I will use the Workbook
for 06_02 sample file, which you can find
| | 00:24 | in your exercise files Archive.
| | 00:27 | This Workbook contains monthly Sales data,
and we have the Months in the first column,
| | 00:31 | and then we have the amount of sales for Retail,
and the amount of sales at the Wholesale level.
| | 00:38 | My goal is to get all this information into a chart.
| | 00:41 | If your data is laid out in the table as this one is,
with column headers and rows representing
| | 00:47 | individual facts, in this case, Monthly data,
| | 00:51 | then all you need to do is click any cell
in the body of the list,
| | 00:56 | and then on the INSERT tab,
click the type of column you want to create.
| | 01:00 | In this case I have Time Series Data,
monthly sales, and Line charts are great
| | 01:05 | for presenting that sort of data, so that's what I'll do.
| | 01:08 | I'll click the Line button and then
I'll click the line, some type that I want,
| | 01:13 | and in this case I want to create the
first type, which is a simple line chart
| | 01:18 | displaying a trend over time.
| | 01:20 | When I do, the Excel Web App creates the
chart that contains one line for Retail that's in blue,
| | 01:25 | and one for red, which is Wholesale.
| | 01:27 | The vertical axis contains the number of Sales,
the horizontal contains the Months,
| | 01:33 | and then at the bottom there is a Legend,
identifying, which of the two
| | 01:36 | colors represents which series.
Again, blue is Retail, and red is Wholesale.
| | 01:41 | If you want to get rid of a chart, all you need to do
is select it, like it is now, and press the Delete key.
| | 01:47 | Now suppose you want to create a chart,
but only so that it summarizes
| | 01:51 | part of the data in your worksheet.
| | 01:52 | To do that you need to select the cell
range that you want to summarize,
| | 01:56 | and all the data has to be contiguous cells.
I'll show you what I mean.
| | 02:00 | Let's say that I want to summarize Retail sales data,
to do that I would select Cells A-1 through B-13.
| | 02:09 | If I wanted to summarize Wholesale data,
what I would need to do is create the chart
| | 02:13 | with all the data and then remove the data series,
and I'll show you how to do that in a later movie.
| | 02:18 | But for now, I have selected the Month
and Retail sales data, and then on the INSERT tab
| | 02:23 | I'll click Column this time, and click 2-D Column
to create a chart that summarizes the data.
| | 02:31 | As you can see creating a chart in the
Excel Web App is a very straightforward process.
| | 02:36 | Feel free to experiment and create
a chart that best suits your data.
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| Managing chart data| 00:00 | After you create a chart you might find that you want
to change the data it summarizes.
| | 00:05 | You can always delete the chart and re-create it.
| | 00:07 | But doing so it would remove
any formatting you have applied.
| | 00:11 | Instead you can edit the chart data source,
so it summarizes exactly the data you want.
| | 00:16 | For this movie I will use the
Workbook for 06_03 sample file,
| | 00:22 | which you can find in your exercise files archive.
| | 00:25 | This Workbook contains Data for Retail Sales,
and Wholesale Sales,
| | 00:31 | for Months January through November of a given year.
| | 00:34 | The chart that I have created only
summarizes data for the Retail series,
| | 00:38 | so there's no Wholesale data in there.
| | 00:41 | If I click the chart and go to the Chart tools
Contractual tab and click Select Data,
| | 00:48 | you'll see in the Selected Data dialog box,
that the chart's date range is Cells A-1 through B-12.
| | 00:55 | So that means that I am summarizing
data from the column header month
| | 00:59 | all the way down to Retail sales for November
which is in cell B-12, value of 116.
| | 01:04 | What I would like to do is expand the
chart's data range, so that it covers all
| | 01:08 | the data from a A1 to C12,
including the Wholesale values.
| | 01:13 | To do that I need to edit the data range,
so I'll click just to the right of the B,
| | 01:18 | press Backspace and type a C.
So now the data range goes from A1 to C12
| | 01:26 | including all the data that I have in my list.
| | 01:29 | I'll click OK and when I do the
Excel Web App redraws the chart.
| | 01:35 | One thing you should note about the
data that I have over here on the side
| | 01:39 | is that it's just a regular worksheet.
I don't have the data in an Excel table.
| | 01:44 | So that means, if I were to add another row
to the this data list say for December,
| | 01:51 | and just type in two values
I'll call it 100 and 90 and press Enter,
| | 01:55 | nothing happens none of the data gets added
to the table that's used to define the chart.
| | 02:01 | But now let's say that I delete the data
I just typed in and I'll click Cell A13.
| | 02:08 | If I click any Cell inside of the data list
and then on the HOME tab in the Table group,
| | 02:13 | click Format as Table and create a Table
these are skills that's I have covered earlier in the course.
| | 02:20 | Just verify my Table has headers and click OK.
| | 02:24 | By doing that I now have an Excel Table
that contains the data.
| | 02:28 | If I click below the Table in the row immediately
below the Table to be specific,
| | 02:34 | and type in December and press Tab,
I now have a December entry in the chart.
| | 02:42 | So, if I type in the values I had before,
type in 100, press Tab and 90,
| | 02:48 | and press Enter, the Excel Web App
has added that data to the chart.
| | 02:52 | I believe Excel Tables are extremely
useful especially so when you're working
| | 02:56 | with charts in Excel Web App.
| | 02:58 | If the data you are charting is in list form like this
then you have nothing to lose
| | 03:02 | by creating an Excel Table from that data.
Anytime you add or subtract data
| | 03:07 | or even change it, the chart
will change to keep up with you.
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| Changing chart options| 00:00 | The basic charts the Excel Web App
creates for you are just that basic.
| | 00:05 | You can add numerous other attributes
to your charts, such as additional labels,
| | 00:09 | displaying a legend of the data series,
or display the data table for your chart.
| | 00:14 | In this movie, I'll show you how to
take advantage of some of those features.
| | 00:17 | I will use the Workbook for 06_04 sample file,
which you can find in your exercise files archive.
| | 00:25 | This Workbook contains a basic chart,
and it summarizes Retail Sales Data for
| | 00:31 | months January through December.
| | 00:33 | And what I would like to do is change
some of the attributes of the chart.
| | 00:37 | To do that, I'll click the chart and then
on the Chart Contextual tab of the ribbon,
| | 00:43 | I'll use the controls in the Labels group and
the Axes group to change elements of the chart.
| | 00:50 | So let's say for example
that I want to change the chart title.
| | 00:54 | To do that, in the Labels group I can
click the Chart Title button,
| | 00:58 | and I can select how or whether
I want to chart to appear.
| | 01:01 | So for example, I could click None,
so that there is no title,
| | 01:05 | which gives a little bit more range for the data,
or I could have it as a Centered Overlay,
| | 01:10 | which allows me to type in the Title text,
so I'll just type in Retail and click OK.
| | 01:18 | I can also put it Above the Chart,
which is where it was when we started,
| | 01:23 | or I can also type in my own custom chart title.
| | 01:26 | To do that, click the Chart Title button,
and click Edit Chart Title.
| | 01:30 | Doing so displays the Edit Title dialog box,
and I can type in whatever Title text that I want.
| | 01:35 | And in this case, instead of just saying Retail,
I'll say Retail Sales and click OK.
| | 01:42 | I can also control the legend,
which is this indicator here indicating
| | 01:48 | that Retail Sales are represented
by the Blue data series.
| | 01:52 | If I had a second data series such as Wholesale,
then that might be represented
| | 01:56 | in another color such as red, and the
chart would indicate that in the legend.
| | 02:01 | So, in the Labels group, click Legend and I can control
how and where I want to control the legend.
| | 02:07 | So let's say that I just want to turn it off.
| | 02:10 | I can click the top item, which is None
and remove the legend from the chart.
| | 02:14 | You've probably noticed that turning off things
such as the Title and also the legend
| | 02:21 | gives you more space for your chart.
| | 02:23 | So, if you are creating a dashboard
or some other type of summary that you need to fit
| | 02:28 | into a tight space then I highly recommend
turning off the legend and also the title.
| | 02:33 | You can also control the Axes titles.
| | 02:35 | So for example, on this Horizontal axis we have Months
and then over here we have the Volume of Sales.
| | 02:42 | Now in this case January, February, and March,
those values make it pretty obvious
| | 02:46 | that they are months, but let's say
that you want to make it explicit
| | 02:49 | that you want to add an axis title to the horizontal axis.
| | 02:53 | To do that, click the chart and then
in the Labels group, click Axis Titles,
| | 02:59 | then point to the axis you want to work with,
in this case that's the Primary Horizontal Axis,
| | 03:04 | and then click Title Below Axis.
| | 03:08 | That allows me to edit the title, and
in this case I'll make the Title text Month
| | 03:12 | and I'll click OK, and the word Month
appears underneath the axis.
| | 03:17 | I can also do the same thing for the vertical axis.
| | 03:21 | You can also change the appearance of the axes,
that is these horizontal values and lines
| | 03:27 | and also the gridlines which appear running horizontally,
within the body of the chart.
| | 03:33 | To do that go to the Axes group and again we're
on the Chart contextual tab of the ribbon,
| | 03:39 | click Axes and then in this case let's control
the Primary vertical Axis and turn off the value.
| | 03:47 | If I want I could show the values in thousands,
millions, and so on,
| | 03:51 | and I would do that again to save space.
| | 03:53 | So, if had values that were in the hundred thousands,
if I were to display them by the thousand,
| | 03:58 | then 100,000 would be 100,
200,000 would be 200 and so on,
| | 04:03 | but well in this case, I'll just turn off the values.
| | 04:06 | I could also do the same for the Horizontal Axis.
| | 04:09 | So, Axes > Primary Horizontal Axis and I'll click None.
| | 04:14 | And again, if I were to resize the
chart to make it much smaller
| | 04:19 | then this type of column chart would fit
very well inside of that space.
| | 04:23 | Now finally, you can also show or hide the Data Table.
| | 04:27 | Now in this case that doesn't make a lot of sense,
because I have the Data over here on the side.
| | 04:32 | So, I can just look at it.
| | 04:33 | But let's say that I created the chart on its own worksheet.
| | 04:36 | If I wanted I could show the chart's
data table, so again click the chart and in
| | 04:41 | the Labels group click Data Table and
then click Show Data Table.
| | 04:47 | Doing so displays the data within the body of the chart.
| | 04:50 | And if I wanted I could resize the Chart,
so that all the numbers and the Axis
| | 04:55 | labels came out properly and were easy to read.
| | 04:58 | And if I want to hide the data table,
I can just click the Data Table button, and click None.
| | 05:02 | Now one final thing is turning on data
labels, and for this chart that would
| | 05:07 | mean indicating the number that
each of these columns represents.
| | 05:11 | To do that, go up to the Labels group
click the Data Labels button and then
| | 05:16 | click the option from the menu that appears
that indicates where you want the Label to appear.
| | 05:22 | In this case, I want them to appear on the Outside End.
| | 05:25 | That's the last option, so I'll click it
and the data appears above whatever
| | 05:29 | column is displayed within the body of the chart.
| | 05:32 | So, if you create a small chart and you discover
that you're losing a bit of context
| | 05:36 | by hiding the vertical Axis, the one shows the values,
| | 05:41 | then adding Data Labels is a great way to bring
context back to your chart without compromising on size.
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|
|
7. Building PowerPoint PresentationsManaging slides in online presentations| 00:00 | Just as Word documents contain pages
and Excel workbooks contain worksheets,
| | 00:05 | PowerPoint presentations organize your data in slides.
| | 00:08 | Each slide in a presentation represents
a topic you want to cover.
| | 00:12 | You can create new slides and organize them
to get your point across effectively.
| | 00:17 | In this movie, I will show you how to work
with slides inside an online PowerPoint presentation.
| | 00:22 | And I'll use as my base the Slides for 07_01 sample file,
which you can find in your exercise files archive.
| | 00:30 | This presentation contains a single slide
and that is for Two Trees Olive Oil
| | 00:35 | for Fiscal Year 2012, a summary
looking back on that Fiscal Year.
| | 00:39 | Let's say that I want to add slides to it.
| | 00:42 | I can do that by clicking the Home tab
and then clicking the New Slide button.
| | 00:48 | When I do, the New Slide dialog box appears
and I can select the type of slide that I want.
| | 00:54 | In this case, I will do a Title and Content slide,
so I'll click it and then click Add Slide.
| | 01:01 | Doing so adds the slide that I selected.
| | 01:04 | If you want to display a slide other
than the slide that's currently shown on screen
| | 01:08 | then you can click that slide over in the Navigation Bar.
| | 01:12 | So for example if I want to display the
Title Slide again, I can go over to the
| | 01:16 | Navigation bar and click the slide,
which then causes it to appear.
| | 01:20 | If I want to delete the slide, say for
example the slide that I just created,
| | 01:25 | I can click it in the Navigation bar so it's selected
and then again on the Home tab, click Delete.
| | 01:32 | You can also duplicate slides.
| | 01:34 | Let's say for example, that I wanted to duplicate
the Title Slide that currently appears on screen.
| | 01:39 | To do that, I'll just click the slide and then again
on the Home tab click Duplicate Slide.
| | 01:44 | If you want to hide a slide, that is
remove it from the visible presentation,
| | 01:48 | but not delete it, then you can hide it.
| | 01:51 | To do that, click the slide and then
again on the Home tab click Hide Slide.
| | 01:57 | Doing so causes the slide to be
slightly grayed out and you can also see a
| | 02:01 | strike through for the slide's number.
So in this case number 2 has a strikethrough.
| | 02:07 | If you want to unhide a hidden slide,
click the slide in the Navigation bar and
| | 02:11 | then Toggle the Hide Slide button.
| | 02:13 | You'll see that the slide comes back.
| | 02:15 | It's fully visible and the strike
through is gone from the slide number.
| | 02:19 | If you want to reorder the slides in a
presentation, you can do so by dragging
| | 02:23 | them within the Navigation Pane.
| | 02:25 | I'll go ahead and edit the contents of this
second slide to make sure there is a distinction,
| | 02:30 | so I'll double-click the text box and I'll just type
'Presented to the Board' and click outside.
| | 02:40 | So now there is a clear distinction
between the two slides.
| | 02:43 | If I want to change the order of these slides
then all I have to do is drag the slide
| | 02:47 | that I want to move to its new location
in the Navigation Pane.
| | 02:51 | So I just click and drag slide number 2 until
a black line appears above slide number 1
| | 02:56 | and when I release it, the slides are now in opposite order.
I've moved what used to be slide 2, to the first position.
| | Collapse this transcript |
| Entering, editing, and reviewing slide contents| 00:00 | After you create a slide in a PowerPoint
Web App presentation, you can add
| | 00:05 | all sorts of content to get your message across.
| | 00:08 | In this movie, I will cover how
to enter and edit slide text.
| | 00:12 | In later movies, I'll show you how to
add images, clipart and other features.
| | 00:17 | As my base, I will use the slides for
editing 07_02 sample file,
| | 00:22 | which you can find in your exercise files archive.
| | 00:26 | This slide contains a bit of text.
| | 00:28 | I have the title, Two Trees Olive Oil FY 2012,
and then also a subtitle.
| | 00:34 | You'll notice that whenever I hover the mouse pointer
over either of those pieces of text
| | 00:39 | that an outline appears around the text,
and that is the textbox that the text is within.
| | 00:45 | So, if I move my mouse pointer over
Curt Frye, you'll see it there,
| | 00:50 | over FY 2012, you'll see it there.
| | 00:52 | If I want to edit the text within a particular textbox,
I can do that by double-clicking the text.
| | 00:58 | So, I'll hover over Two Trees Olive Oil FY 2012
and double-click.
| | 01:03 | When I do, the text appears inside
the textbox, and I'm ready to edit.
| | 01:07 | And you edit exactly the way you do in
any other application using your keyboard
| | 01:12 | and commands and typing that
I'm sure are familiar to you.
| | 01:15 | So, just to simplify it, I will backspace over
the 2 at the end of 2012, type a 3,
| | 01:21 | and then I'll click outside the textbox.
| | 01:25 | Doing so releases it from editing and finalizes my change.
| | 01:29 | If you want to add text to an existing textbox,
you can do that.
| | 01:33 | You just do that by double-clicking the textbox
to which you want to add,
| | 01:37 | and then just type-in whatever you want to go.
| | 01:39 | So, in this case, I'll press the Enter key,
and press Enter again.
| | 01:43 | What I've done is I've moved beyond the size
of the original textbox, and you'll
| | 01:47 | see that I now have a vertical scrollbar.
| | 01:49 | So, let's say that I want to add-in word
saying this is a preliminary result;
| | 01:54 | so 'Preliminary Results.'
| | 01:59 | And now when I click outside of the textbox,
you'll see that the textbox resize automatically
| | 02:04 | to display the words that I typed into it.
| | 02:08 | If I were to move the bottom textbox
over top of the first textbox,
| | 02:12 | so if I click it and then press the Up Arrow
key to move it up,
| | 02:16 | you'll see that neither textbox obscures the other.
| | 02:19 | Instead, all it does is mix the two together.
| | 02:23 | So, it's like they're on the same level
instead of one being blocked
| | 02:26 | and another being in the foreground.
| | 02:28 | So, I'll just move that back down,
and I'm moving it down,
| | 02:32 | the bottom textbox that has 'by Curt Frye',
by clicking it, and then using the Arrow keys.
| | 02:36 | So, the Up Arrow key moves it up,
Down Arrow moves it down,
| | 02:41 | Left Arrow to the left, Right Arrow to the right.
| | 02:44 | You can also Cut, Copy, and Paste information
like you do in the desktop application.
| | 02:49 | So, in this case, let's say that I want
to cut the text 'Preliminary Results,'
| | 02:54 | and add it to a textbox on slide number 2,
which is currently blank.
| | 02:57 | To do that, I'll double-click the textbox,
and then select the text 'Preliminary Results,'
| | 03:04 | and then on the Home Tab
in the Clipboard group, click Cut.
| | 03:08 | Internet Explorer asks if I want to
allow the web page to access my clipboard?
| | 03:12 | I do, so I'll click Allow access.
| | 03:14 | And you should probably only see that
warning once, that is, when you first
| | 03:19 | start using the Web Apps during a
particular session, but everytime you log
| | 03:23 | back in, that permission will no longer be
effective and you'll have to give it again.
| | 03:28 | It's one click, so it's no big deal.
| | 03:30 | I will press the Backspace key to move back
to the top line, just removing the next line,
| | 03:34 | and click outside of the textbox to finish editing.
| | 03:38 | Now, on the navigation pane,
I'll click slide number 2.
| | 03:42 | You can see this slide contains a box
into which I can paste the text that I cut.
| | 03:47 | So, I'll click inside of it, and then
on the Home Tab in the clipboard group,
| | 03:51 | I'll click Paste button.
| | 03:53 | Again, it wants to access the clipboard.
| | 03:56 | So I'll click Allow Access, and
there is the text that I copied.
| | 03:59 | And those are the basics of editing slide
contents inside of the PowerPoint Web App.
| | 04:05 | You have all the tools you need
to create interesting and powerful
| | 04:10 | PowerPoint presentations
right here in Internet Explorer.
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| Formatting slide contents and themes| 00:00 | PowerPoint slides tend to be summaries
that contain much less text than a Word document,
| | 00:05 | and far less data than an Excel worksheet.
| | 00:08 | That means you need to focus on
how you present your data within PowerPoint.
| | 00:11 | In this movie, I will show you
how to format your slide contents,
| | 00:15 | and apply themes to your presentations.
| | 00:17 | I will use the slides for formatting, 07_03 sample file,
which you can find in your exercise files archive.
| | 00:25 | I will focus on formatting text.
| | 00:28 | On this Title Slide, I have two different textboxes,
| | 00:31 | Two Trees Olive Oil Fiscal Year 2012,
and then by Curt Frye.
| | 00:35 | If I want to format the text inside of a textbox,
then all I need to do is double-click the textbox.
| | 00:41 | I'll do that for the main title.
| | 00:43 | I just double-clicked it to open it, and now
I can select any text that I want to format.
| | 00:48 | In this case, I'll select it all.
| | 00:50 | And now, I can use the tools in the Font group
of the Home Tab on the Ribbon
| | 00:55 | to change the formatting of this text.
| | 00:57 | In this case, the Font is Calibri, Size is 44.
| | 01:01 | So, let's make the size of the font a little bit smaller.
| | 01:03 | So I'll click the Font Size down arrow
and I'll make it size 27 just by clicking
| | 01:09 | that from the list, and then I'll pick another font.
| | 01:12 | So I'll click the Font controls down arrow,
and I'll make it Arial Black.
| | 01:18 | When I'm done formatting the text inside of a textbox,
I can click outside of it to release this selection.
| | 01:23 | You have other formatting options.
| | 01:25 | So, for example, if I wanted to change
the formatting in the bottom textbox
| | 01:29 | with my name, then I can select that
text after double-clicking the textbox,
| | 01:34 | and then use the Bold, Italic, Underline, and Font
Color controls to change the color of that text.
| | 01:42 | So, let's say in this case that I want
to make it Bold and Italic.
| | 01:46 | I'll skip over Underline because
Bold and Italic is quite enough I think.
| | 01:50 | But I will change the text color.
| | 01:52 | So I'll click the Font Color Control, and from
the palette that appears, I'll select a dark blue.
| | 02:00 | And when I click outside of the textbox,
my formatting takes hold.
| | 02:03 | You have other options of how to format your text.
| | 02:06 | And to show you those,
I'll move to slide number 2.
| | 02:09 | The text on this slide is arranged in a list.
| | 02:12 | So, for example, you have Increased wholesale sales,
Retail is up, California is up and so on.
| | 02:18 | So, let's say that I want to create a numbered list.
| | 02:21 | In other words, I want to make
these something like agenda items.
| | 02:24 | To do that, I can double-click inside
the textbox, and then select all the text
| | 02:29 | inside of it, and then on the Home Tab
in the paragraph group, I can select the
| | 02:35 | type of formatting I want to apply.
| | 02:38 | I can click Numbering to create a numbered list,
or I could create Bullets to create a bulleted list.
| | 02:45 | So, I'll go ahead and change that over.
| | 02:47 | And in this case, there isn't really an
implied order inside of this data,
| | 02:51 | it's not in a numerical sequence,
so a bulleted list makes more sense.
| | 02:54 | Do note however that it could be worthwhile
to make this list into a two level list.
| | 03:00 | In other words, if I click away to release the selection,
but stay within the textbox,
| | 03:05 | you'll see that I have Increased wholesale sales
and then Retail is up by 126%.
| | 03:10 | But then, I have results for California,
the West, and then the Rest of the US.
| | 03:14 | So, what I could do is make these three bullets
California, West, and Rest of US, a second level.
| | 03:21 | To do that, I select the text on those lines,
and then in the Paragraph group,
| | 03:26 | click the Increase List Level button.
| | 03:30 | Doing so takes those items from
the first level to the second level.
| | 03:34 | One other formatting option I'd like to show you
is how to change the paragraph alignment.
| | 03:39 | And those controls are here, where you
have Align Right, Center, and Align Left.
| | 03:45 | And you'll notice that the text in the title box,
here Summary for FY 2012 is centered.
| | 03:52 | You can see that the Center control
is highlighted in the Paragraph group.
| | 03:57 | If I wanted to align that text to the right,
I can click the Align Text Right
| | 04:01 | button or align it to the left, or in this case,
I want to keep it where it was.
| | 04:06 | So I'll just click Center, and click
outside of the textbox to release it from editing.
| | 04:10 | One other thing that you can do to change the format
of your workbook is to change its theme.
| | 04:15 | You do that by clicking the Design Tab,
and then you can select a theme from the
| | 04:19 | Theme gallery that appears.
| | 04:21 | Here are a few on the first level, and
if you want to see more, you can click
| | 04:26 | More Themes, and those are the
ones that are available to you.
| | 04:28 | If I click the final theme in the list,
which is called Wisp, then the
| | 04:32 | PowerPoint Web App applies that formatting.
| | 04:35 | Those are the basics of formatting the
contents of a PowerPoint presentation.
| | 04:39 | You've got a lot of techniques at your
disposal, and I encourage you to explore
| | 04:43 | and experiment to find the best
combination for your presentation.
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| Inserting pictures and clip art| 00:00 | The Chinese philosopher Confucius said
that a picture is worth 10,000 words,
| | 00:05 | and yes, that is the right number.
| | 00:07 | The modern version of the saying
cheats you out of 9,000 words.
| | 00:10 | In this movie, I will show you how to add images
from your computer to your presentation
| | 00:15 | and also how to select images from
the Microsoft Office ClipArt Collection.
| | 00:19 | I'll use as my base the Slides with Images
for 07_04 sample file,
| | 00:26 | which you can find in your exercise files archive.
| | 00:28 | The first thing you should do is create a
slide that can accept images as content.
| | 00:34 | So, for that, on the Home Tab, I'll click
the New Slide button, and then I will
| | 00:39 | select any one of the slide types that allow images.
| | 00:43 | And you can tell because they
have these three icons in the middle.
| | 00:47 | In this case, I just want a simple title, and a content slide,
so I'll click that, and click Add Slide.
| | 00:54 | I'll edit the slide's title by clicking in the
Title box, and I'll just call it Draft Image.
| | 01:01 | And then, I'll click inside of the content box
at the bottom, and then on the Insert Tab,
| | 01:06 | click the Picture button, and navigate
to the folder that contains the image I want to add.
| | 01:13 | Once you're inside the folder, you can click
the image you want to add, and click Open.
| | 01:18 | One important limitation is that the picture
you're adding must be less than 6 MB in size,
| | 01:22 | and it must also be in a recognized image format.
| | 01:27 | Once you have the image in PowerPoint, you can edit it.
| | 01:31 | So for example, you can change the picture style,
say that I want to put it inside of a photo frame.
| | 01:37 | I can click the Double Frame style.
| | 01:39 | There are more styles available if you click
the More Styles button in the gallery.
| | 01:44 | If you would prefer to replace this image
with another image, you can do that
| | 01:48 | by clicking the Change Picture button.
| | 01:50 | And we're on the Format Contextual Tab, which appears
when you click the image inside of PowerPoint.
| | 01:56 | And as with other images, you can move it
by dragging it, and you can grab the
| | 02:00 | handles at any of the corners
of the sides to resize the image.
| | 02:05 | You can also rotate the image.
| | 02:07 | You can do that by hovering the mouse-pointer
over the clockwise-turning icon at
| | 02:12 | the top of the picture, and then dragging it
to the side to change its rotation.
| | 02:18 | And finally, you can delete the image
by selecting it and pressing the Delete key.
| | 02:22 | Adding ClipArt is also a very straightforward process.
| | 02:25 | To do that, click inside of the box
where you want to add the ClipArt,
| | 02:30 | and then on the Insert Tab,
in the Images group, click ClipArt.
| | 02:33 | Doing so, displays the ClipArt dialog box, and I'll type-in
the search term for an image that I'm looking for.
| | 02:39 | I'll just call it Olive, and click the Search button.
| | 02:42 | When I do, I see all of the images including
an animated GIF that I could potentially use.
| | 02:48 | In this case, I'll just use a small hors d'oeuvre image.
| | 02:52 | And after I've clicked it,I see the preview here.
And now I will click Insert.
| | 02:57 | And doing so inserts the image inside of my presentation.
| | 03:01 | And you can do all the things
that you could do with a regular image;
| | 03:05 | you can add a frame to it, you can rotate it,
you can change its size and so on.
| | 03:10 | That's how you work with images
inside of the PowerPoint Web App.
| | 03:14 | Many PowerPoint presentations use
images to a very good advantage.
| | 03:18 | So, take a look at the images you have
at your disposal, both on your computer
| | 03:22 | and in the ClipArt collection
and figure out which ones work best for you.
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| Inserting SmartArt| 00:00 | If you work in a large company, you have almost
certainly seen organizational charts
| | 00:04 | that summarize your company structure.
| | 00:07 | You can create organizational charts and
many other types of diagrams using SmartArt.
| | 00:12 | In this movie, I will show you how to create and
edit SmartArt diagrams in the PowerPoint Web App.
| | 00:19 | In this movie, I will use the Slide with SmartArt
for 07_05 sample file,
| | 00:26 | which you can find in your exercise file archive.
| | 00:29 | SmartArt is a built-in and adjustable graphic
that you can use to illustrate a process,
| | 00:34 | create an organizational chart, and so on.
| | 00:37 | To add SmartArt to a presentation in
the PowerPoint Web App, you need to add a
| | 00:42 | slide that can take that sort of content.
| | 00:45 | So, what I'll do is on the Home Tab of
the ribbon, click the New Slide button.
| | 00:50 | And then in the New Slide dialog box, select a type
that I can add image or a SmartArt content to.
| | 00:57 | Those slides are identified with these three icons.
So, we have SmartArt, ClipArt and then Images.
| | 01:05 | In this case, I'll just add a simple title and content slide.
So, I'll click that, and then click Add Slide.
| | 01:12 | So, there's my slide. I will add a title,
in this case, it's the 'Retail Process.'
| | 01:20 | Now, to insert the SmartArt, I'll click
the Insert Tab of the ribbon, and then
| | 01:25 | in the Illustrations group, click the SmartArt button.
| | 01:28 | And now, I can select the type of diagram
that I want to create.
| | 01:32 | In this case, I want to create a diagram
illustrating a linear process.
| | 01:37 | So, I'll click the Basic Chevron Process type.
| | 01:41 | When I do, the Web App adds
the diagram to my presentation.
| | 01:45 | Now, when I click the diagram, I get a series of bullets,
and these bullets represent the three steps in the process.
| | 01:52 | So, if I click outside the box, there are three steps.
| | 01:55 | If I click back in and double-click to edit,
| | 01:59 | then I can start adding information.
And each bullet represents a shape.
| | 02:03 | So, in this case, we have a process
that starts with Greeting.
| | 02:07 | That's when a customer walks into the store,
and I'll press the down arrow to move to the next button.
| | 02:14 | And we have shopping.
Then I'll press the down arrow again.
| | 02:18 | And we have Check-out.
| | 02:21 | Now, if I want to add another item to the process
or to the diagram, then I can press Enter.
| | 02:27 | Doing so adds another shape as we'll see
in a moment, and I'll call it Follow-up.
| | 02:33 | Now, when I click outside of the content box,
the SmartArt diagram has been updated.
| | 02:38 | So the shapes now have text Greeting,
Shopping, Check-out, Follow-up, and so on,
| | 02:42 | and you'll also see that a fourth shape was added.
| | 02:45 | If you want to edit the diagram,
all you need to do is double-click
| | 02:49 | inside of the box, and change the text anyway you want.
| | 02:53 | If you want to delete a shape, then you
need to delete the entire bulleted item.
| | 02:57 | So, let's say that I backspace over Follow-up.
| | 03:00 | If I just backspace over the text,
then I get a shape with no text inside of it,
| | 03:05 | or instead, if I continue backspacing,
so that the bullet point is gone,
| | 03:09 | then when I click outside of the box,
the shape is removed from the diagram.
| | 03:13 | If you want to undo the removal, you can
just press Ctrl+Z, and the shape comes back.
| | 03:18 | You can also promote and demote shapes.
| | 03:20 | So let's say I double-click to start editing
the SmartArt diagram again,
| | 03:25 | and I want to demote Follow-up as a subset of Check-out.
| | 03:29 | First thing I'll do is make sure
that the insertion point is blinking
| | 03:35 | on the line representing the item I want to demote,
and then click the Design Contextual Tab.
| | 03:41 | This tab gives me the ability to change the diagram.
| | 03:43 | And in this case, what I want to do is
to demote Follow-up to a subset of Check-out.
| | 03:49 | So, to do that, I make sure the insertion point
is blinking on the follow-up line, and then click Demote.
| | 03:54 | And that's over here on the side
in the Create Graphic group.
| | 03:58 | The PowerPoint Web App changes Follow-up
to a second-level bulleted item in the list.
| | 04:02 | And when I click outside the box, you see that it is
now a bulleted item underneath the checkout shape.
| | 04:09 | If I want to promote that shape back to the
first level, then I can just double-click.
| | 04:14 | And again, with the insertion point on the Follow-up line,
click the Design Contextual Tab, and click Promote.
| | 04:20 | And that's in the Create Graphic group.
Click outside, and the change is displayed.
| | 04:26 | You can also use the controls on the
Design Contextual Tab to change elements,
| | 04:31 | and formatting for your SmartArt.
| | 04:32 | So I'll double-click inside the content box,
click the Design Contextual Tab,
| | 04:38 | and I can do all sorts of things.
I can change the diagram.
| | 04:41 | So, for example, inside of layouts,
if I wanted to change it to another type of diagram,
| | 04:45 | I can click Vertical Bulleted List, and I get that.
| | 04:49 | If I want to change the colors, I can click
the Change Colors button, and select another pattern.
| | 04:55 | So, let's say that I want to go for a
Colorful Range with Accent Colors,
| | 04:59 | clickthat, and I get my new range.
| | 05:02 | I can also change the styles of the shapes.
| | 05:04 | Doing that here in the SmartArt styles gallery,
and those are all of the options available to me.
| | 05:09 | Suppose I want to go to something with a little bit
of beveling or a more intense effect.
| | 05:14 | I can click the Intense Effect style.
| | 05:17 | And doing so applies it to the SmartArt.
| | 05:19 | Also, if I've made changes and I want
to move them all back, in other words,
| | 05:23 | I want to undo them all and reset
the graphic to its original state.
| | 05:27 | I can double-click the content box, and then
on the Design Contextual Tab, click Reset Graphic.
| | 05:33 | And doing so resets the graphic to its original state.
| | 05:37 | Now, note the it didn't go all the way back
to the original Chevron process.
| | 05:41 | It just went back to the point where
I created this graphic the first time.
| | 05:46 | You can use the Ctrl+Z key or click the Undo button
on the Quick Access toolbar to undo other changes.
| | 05:51 | So, as you can see, you have a lot of possibilities
open to you in creating SmartArt.
| | 05:57 | There are quite a few layouts available,
and a lot of formatting options,
| | 06:00 | so you can get your information across
quickly and efficiently.
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| Adding hyperlinks to online presentations| 00:00 | Because most PowerPoint presentations
are summaries and contain just enough text
| | 00:05 | to serve as an anchor for your narrative,
you need to add other resources so
| | 00:09 | your audience can explore your topic more thoroughly.
| | 00:11 | One of the best ways to do that is to create hyperlinks,
which are links to other resources on the World Wide Web.
| | 00:18 | For this movie, I will use the Slides
with Hyperlinks 07_06 sample file,
| | 00:24 | which you can find in your exercise files archive.
| | 00:27 | My goal is to add hyperlinks to a slide in this presentation.
| | 00:32 | To do that, you need to have a slide
that can accept textual input.
| | 00:37 | And in this case, I have such a slide,
Slide number 2 of the file.
| | 00:40 | So I will click at the Navigation Pane.
You can see that I have a slide;
| | 00:44 | this is Click to add text. So, I'll do that.
I'll just click inside the Content Box.
| | 00:49 | And then on the Insert Tab, click the Hyperlink button.
| | 00:53 | Doing so displays the Hyperlink dialog box.
| | 00:57 | I can type-in two items.
| | 00:59 | First would be the Address, and let's say
that the web address that I want to link to
| | 01:04 | is the Two Trees site, www.twotreesoliveoil.com,
and the Display text would be Two Trees main site.
| | 01:16 | And when I click OK, I add the text,
and the hyperlink to the slide.
| | 01:21 | I can also just add the address
of the website that I'm linking to.
| | 01:26 | So, if I press Enter to create a new bullet,
again on the Insert Tab, click the
| | 01:30 | Hyperlink button, and then in the Hyperlink dialog box,
just type-in the address, and in this case,
| | 01:36 | I'll type-in lynda.com.
So, www.lynda.com, and click OK.
| | 01:43 | When I do, the PowerPoint Web App uses the
address of the site as the text for the link.
| | 01:48 | If there is existing text, I can select it,
and use it as the display text for hyperlink.
| | 01:54 | Press Enter, and then type-in lynda.com,
and select the text,
| | 02:02 | and then on the Insert Tab, click Hyperlink.
| | 02:04 | You'll see that lynda.com appears in the Display Text area.
| | 02:09 | And then in the Address box, I can
just type-in www.lynda.com, click OK.
| | 02:16 | I've created the link.
| | 02:17 | If you want to follow a hyperlink, you need
to display the presentation in Reading View.
| | 02:22 | To do that, click the View Tab on the ribbon,
and then click the Reading View button,
| | 02:28 | and then you can click any one of the links that you want.
So, you can go to Two Trees main site or to lynda.com.
| | 02:35 | Then to go back to editing the presentation,
click Edit, and click Edit in the PowerPoint Web App.
| | 02:40 | And that is how you create hyperlinks
nside of the PowerPoint Web App.
| | 02:44 | Don't hesitate to add links to any resources
that will help your audience
| | 02:48 | understand the information in
your presentation a little bit better.
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| Opening online files in the PowerPoint client program| 00:00 | The PowerPoint Web App gives you all of the tools
you need to create a basic presentation.
| | 00:05 | If you want to add more advanced elements
or just edit your presentation in the
| | 00:09 | PowerPoint desktop application,
you can do so by opening your presentation
| | 00:14 | in the desktop version of the program.
| | 00:16 | For this movie I'll use the Slides to Open 07_07 sample file,
which you can find in your exercise files archive.
| | 00:24 | As you can see from the screen I'm starting
out in the exercise files folder for Chapters07.
| | 00:29 | To open a file inside of SkyDrive,
just click the file, clicking the file starts
| | 00:34 | the PowerPoint Web App and
then you get it in a reading view.
| | 00:39 | Now if you click Edit Presentation,
you can choose to either open the file
| | 00:44 | in PowerPoint to the desktop application
or to edit it in the PowerPoint Web App.
| | 00:50 | So if you want to open the file in
PowerPoint on your desktop,
| | 00:54 | just click Edit in PowerPoint straight away.
| | 00:55 | But if you've already opened the file
inside the PowerPoint Web App,
| | 00:58 | you need to click a different button.
| | 01:00 | To show you how to do I'll click Edit in the
PowerPoint Web App and open the file online.
| | 01:06 | If you want to open the file in the
PowerPoint Desktop Application,
| | 01:10 | you need to to do is click the Open
in PowerPoint button on the ribbon.
| | 01:15 | Doing so saves any changes and then
depending upon whether or not you've
| | 01:19 | opened another Web App file using a desktop
application you'll get a series of warnings.
| | 01:25 | In this case I have an indication that says
the website wants to open web content.
| | 01:30 | I do want it to happen so I click Allow.
| | 01:33 | Then I see a second security warning
indicating that files can have viruses and
| | 01:38 | it's just asking if I'm certain that I trust this file. I do.
So I click Yes.
| | 01:43 | Once I go through those hoops, the file opens
inside of the PowerPoint Desktop Application.
| | 01:48 | Now if I had switched back to Internet Explorer
you'll see a dialog box
| | 01:52 | indicating that the Web App is attempting
to open the presentation in Microsoft PowerPoint.
| | 01:58 | If it opened successfully I can just click,
My document opened successfully,
| | 02:01 | and close the PowerPoint Web App or
I can click down here on this item to
| | 02:06 | indicate that I want to continue editing in PowerPoint,
because for some reason it didn't open correctly.
| | 02:11 | In this case the file did open.
| | 02:13 | So I click that it opened successfully
and close the file in the Web App.
| | 02:18 | That's how you open a file on SkyDrive
in the PowerPoint desktop application.
| | 02:23 | In addition to clicking through the two
dialog boxes with security warnings
| | 02:27 | that I showed in this movie, you might
also be asked to enter in
| | 02:31 | your Microsoft account identification and password.
| | 02:34 | That's normal and again it just depends
on what other work you've done
| | 02:37 | during this particular session on the web.
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|
|
8. Presenting PowerPoint SlideshowsChanging the presentation view| 00:00 | The PowerPoint Web App lets you display
your files in two different modes,
| | 00:04 | Editing View and Reading View.
| | 00:07 | As the names imply Editing View lets you
change the contents of your presentation,
| | 00:12 | while Reading View lets you view
the contents with limited interactivity.
| | 00:16 | In this movie I will show you how to change
between the two views
| | 00:19 | and know when should use one or the other.
| | 00:21 | As my base of operations I'll use the
Slides to View 08_01 sample file,
| | 00:28 | which you can find in your exercise files archive.
| | 00:31 | When you open a file in the PowerPoint Web App,
you open it in Editing View
| | 00:36 | and that gives you the full ribbon and
all the controls so you can add drawing items,
| | 00:40 | you can change formatting of any text, and so on.
| | 00:43 | If you want to switch to Reading View
then click the View tab on the ribbon
| | 00:47 | and in the Presentation Views Group, click Reading View.
| | 00:51 | Doing so switches to Reading View,
which has a more limited set of interactivity,
| | 00:54 | but it also shows you what the slides will look like
when you present them in a slideshow.
| | 00:59 | For example, if you want to move to another slide
you can go down to the navigation bar
| | 01:04 | and click the Next Slide button or if you want
to go back, you can click the Previous Slide button.
| | 01:11 | You can also display any notes that you've added.
I'll show you how to do that later in this chapter.
| | 01:16 | So if you want to see the notes pane,
just click Notes and click Notes again to get rid of it.
| | 01:21 | You can also switch between views
here in the bottom right-hand corner.
| | 01:24 | So if you want to go back to Editing View,
you can click that button
| | 01:28 | or if you want to start slideshow,
you can click the Slideshow button.
| | 01:32 | In this case I want to go back to Editing View.
| | 01:34 | So I can either click the button here on
the Navigation pane or I can go back to the ribbon,
| | 01:40 | click Edit Presentation, and click Edit in PowerPoint Web App
and doing so just flips me back to Editing View.
| | 01:47 | Those of the two main views available to you.
| | 01:50 | You should use Editing View whenever
you need to make any changes and then switch over
| | 01:54 | to Reading View when you want to see what your file
will look like when you give a presentation.
| | 01:59 | Switching between the two views assures you'll create
exactly the presentation that you want.
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| Creating and presenting a slideshow| 00:00 | PowerPoint is presentation software.
| | 00:03 | That means that it was created so that
you can create slideshows
| | 00:07 | that provide information to your audience.
| | 00:09 | Then PowerPoint Web App includes
that ability to create slide shows.
| | 00:13 | When you display your presentation as a
slide show the deck takes up the entire
| | 00:17 | web browser window and lets
you move from slide to slide.
| | 00:20 | In this movie I will show you how to
set up and the control a slideshow.
| | 00:24 | I will use the FY 2012 Sales 08_02 sample file,
which you can find in your exercise files archive.
| | 00:32 | This file has three slides and what
I want to do is create the slideshow.
| | 00:37 | To do that I'll click the View tab on the ribbon and
then in the Presentation Views group click Slide Show.
| | 00:44 | When I do, you'll see that
Internet Explorer blocked pop-up.
| | 00:48 | In the case I want to allow it.
So I click Allow once.
| | 00:51 | I can also set the options for the site
so that it's allowed many times.
| | 00:55 | Now I have the presentation in Reading View.
| | 00:58 | To start the slideshow I go up to the Ribbon
and click Start Slide Show
| | 01:03 | and the Web App displays the first slide.
| | 01:05 | There are several ways that you can
advance slides in the PowerPoint Web App
| | 01:09 | when you're giving a slideshow.
| | 01:11 | As in the desktop application you can
use the N key, which I'm pressing now,
| | 01:16 | to move to the next slide or you can press
the P key to move to the previous slide.
| | 01:21 | You can also use the Right Arrow to move
forward and the Left Arrow to move back.
| | 01:26 | If you want to use your mouse to move
forward then clicking the left mouse button
| | 01:29 | will move forward one slide.
| | 01:31 | When you get to the last slide, pressing the spacebar
ends the presentation and closes the pop-up.
| | 01:37 | So I'll click the Right Arrow key
to move to the third slide.
| | 01:40 | Right Arrow key again which takes me
to the end of the slideshow
| | 01:43 | and I can press the spacebar to close the pop-up
and then click Edit Presentation
| | 01:49 | and edit in the PowerPoint Web App
to edit my file once again in the PowerPoint Web App.
| | 01:54 | Those are the basics of creating and controlling
a presentation in the PowerPoint Web App.
| | 02:00 | Later in this chapter I will show you
how to flesh out your presentations
| | 02:03 | by adding animations and transitions.
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| Adding slide notes| 00:00 | You should always rehearse any presentation
before you deliver it, but you can
| | 00:04 | increase the odds in your favor by adding slide notes.
| | 00:07 | You can print out your notes so you
have a paper record in case you run into an
| | 00:11 | issue with your monitor and aren't
able to see the notes you prepared.
| | 00:15 | To demonstrate how to add notes to our
presentation in the PowerPoint Web App
| | 00:19 | I'll use the FY 2012 Notes 08_03 sample file,
which you can find in your exercise files archive.
| | 00:26 | To add notes to a slide display that
slide by clicking in the navigation pane
| | 00:31 | and then on the View tab of the ribbon click Notes.
| | 00:35 | Doing so opens the Notes pane which is
at the bottom of the presentation window.
| | 00:40 | Click in the Click to add notes
area and then you can type in notes.
| | 00:44 | So let's say for example that you want
to Open with note that it was a great year
| | 00:50 | and then press Enter to add a line
and then Met goals and exceeded several.
| | 01:01 | Of course, you can use the keyboard to
edit the text inside of the Notes pane,
| | 01:06 | but you can't change any formatting.
| | 01:07 | If you want to add notes to another
slide then simply click the slide
| | 01:12 | and then click in the Click to add notes area
like you did before.
| | 01:15 | Finally, you can close the Notes panel by displaying
the View tab on the Ribbon and clicking Notes.
| | 01:22 | You should add notes to every presentation.
| | 01:24 | Even if you're extremely familiar with the material,
there'll be times when you forget
| | 01:28 | what you want to say next and
having your notes on hand, printed out,
| | 01:31 | and ready to go will help you get
over those hurdles when they come.
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| Adding slide transitions| 00:00 | In this update of the Office Web Apps,
Microsoft has added functionality
| | 00:05 | to the PowerPoint program which allows you
to add transitions to your slides.
| | 00:09 | So as you move from slide to slide
instead of just flashing from one to the other
| | 00:13 | if you want you can add a transition.
| | 00:15 | In this movie I will show you how to do
that using the Transitions 08_04 sample file,
| | 00:21 | which you can find in your exercise files archive.
| | 00:24 | When you add a transition you add it to a slide and the
transition occurs as the slide appears on the screen.
| | 00:31 | So it happens before the slide appears.
| | 00:34 | To add a transition, you click the slide
to which you want to add it,
| | 00:37 | and in this case I have highlighted
the first slide already and
| | 00:40 | then click the Transitions tab on the ribbon.
You can then select the transition you want.
| | 00:46 | If your slide has a transition that exists
that you can't add using the Web App,
| | 00:50 | then you'll see it here under existing.
| | 00:53 | In this case, this presentation doesn't have that.
| | 00:56 | You have three options.
You have None, which is just going from slide to slide.
| | 01:00 | You have Fade and you have Push and then
depending upon the option or transition you select,
| | 01:05 | you can set options for each of them.
| | 01:08 | So let's say for the first slide that I'll make it to Fade.
| | 01:11 | So I'll just click Fade and then a star appears
beside the slide indicating it has a transition
| | 01:18 | and then I'll click Effect Options.
| | 01:20 | I can either have it fade in Smoothly
or it go Through Black and
| | 01:24 | you should experiment to see which one you prefer.
I'll go ahead and click Through Black.
| | 01:29 | If I want to apply a slides transition
to every slide in the presentation
| | 01:32 | then I can click the slide and click Apply To All.
| | 01:35 | In this case though, I'll just add a
Push Transition to the second slide.
| | 01:41 | So I'll click it over in the Navigation Pane,
click Push, and under Effect Options
| | 01:45 | I'll have it come in From the Left.
| | 01:49 | For the bottom slide Wholesale Sales,
I'll click it, click Push, and come in From the Right.
| | 01:54 | Now I'll change my view to Slide Show
and click the Slide Show button in Presentation views.
| | 02:02 | Doing so displays the presentation in Slide Show mode.
| | 02:05 | The first slide one comes in with the
Fade and then when I click the mouse button
| | 02:09 | we get the Push and then when I click
the mouse button again, we get the next push
| | 02:14 | and when I click it again we are at the end
of the slideshow and I can click to exit.
| | 02:19 | When you try to switch the Slide Show mode
you might find that your web browser blocks
| | 02:23 | the pop-up that's required for you to do so.
| | 02:26 | If that's the case just click either Allow once
or Allow every pop-up from the site
| | 02:30 | and you'll be able to go through the next time you try.
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| Adding slide animations| 00:00 | In this update of the Office Web Apps,
Microsoft have added some very
| | 00:04 | interesting features to the PowerPoint Web App.
| | 00:07 | In this movie I will show you how
to add animations to your slides.
| | 00:11 | I'll use the Animations 08_05 sample file,
which you can find in your exercise files archive.
| | 00:18 | Animations work on individual objects within
a particular slide, so for this movie I will slide 2.
| | 00:26 | On this slide I have three text boxes,
Retail Sales, which is the header,
| | 00:30 | Sales Results in the middle, and the
Great Work!!! at the bottom.
| | 00:34 | What I want to do is to have the slide
appear with Retail Sales on it,
| | 00:39 | and then add the second text box, or Sales
Results and then the finally Great Work!!!
| | 00:43 | To add Animations to a slide, display the slide and
then click the ANIMATONS tab on the ribbon,
| | 00:49 | next you click the object you want
to animate, and doing so
| | 00:54 | lights up the options in the Animations group.
| | 00:57 | If you or another user applied an
animation in the POWERPOINT Desktop Application,
| | 01:01 | but it's one that you can't edit or work with inside of the
| | 01:05 | POWERPOINT Web App, then you'll
see the Existing button light up.
| | 01:09 | In this case there is no ANIMATION
applied and you can select from three.
| | 01:13 | You can have it Appear, you can have
it Fade In or you can have a Fly In,
| | 01:17 | and you can set options for all of those.
| | 01:19 | For this box of Sales Results, I'll go
ahead and have it Fade In and when I do,
| | 01:24 | you'll see that the numbers 1, 2, 3,
appear at the top left corner of the box.
| | 01:29 | What that means is that the three lines
in this text box, California, Western U.S,
| | 01:33 | and the Rest of U.S will come in that order.
| | 01:36 | And in fact, you can see that when you
click the Effect Options button,
| | 01:41 | where it shows that it's bringing
in the items By Paragraph.
| | 01:44 | If you wanted to bring them all in
this in one object, you can click that and
| | 01:47 | instead of having 1, 2, 3,
the Animation number changes to just 1.
| | 01:52 | Let's go ahead and have it come in By Paragraph,
so there are three elements to it.
| | 01:56 | The second object that I want to animate
is the Great Work!!! text box here.
| | 02:00 | So, I'll go ahead and click it, and
I'll have it Fly In, so I'll click that in
| | 02:05 | the Animations group and now
I can set the options for it.
| | 02:08 | So, I'll click the Effect Options button,
and I can fly them to the bottom,
| | 02:12 | left to right top, and also as one object,
in this case I don't really have a
| | 02:16 | By Paragraph option, because there is one
paragraph and that would look the same either way.
| | 02:21 | So, for this, let's have it come in from the right.
| | 02:24 | So, now I have that Animation as number 4.
If I want, I can change the order of the animation.
| | 02:31 | I have the Great Work!!! box selected as number 4.
| | 02:33 | I can go to the timing group and click the Move Earlier
button to change its order inside the Animation.
| | 02:39 | So, for example, it's currently number 4 and
the individual paragraphs here are 1, 2, 3.
| | 02:45 | If I click Move Earlier, Great Work!!!
becomes number 3, California is number 1,
| | 02:49 | Western U.S is number 2
and Rest of the U.S is number 4.
| | 02:54 | In this case I want to move Great Work!!! all the way
up to number 1, so with this still selected,
| | 02:59 | I'll click Move Earlier and Move Earlier again,
so now it's number 1.
| | 03:02 | If I wanted to move it later,
I can click the Move Later button.
| | 03:05 | And also notice that because I've
added in an Animation to the slide that in
| | 03:10 | the Navigation Pane there is a little star icon to
the left indicating that effects have been applied.
| | 03:16 | So, let see what that looks like in the slide show.
| | 03:18 | I'll click the first slide, go to View
and click Slide Show, going to the
| | 03:23 | POWERPOINT Web App and I'll click the
left mouse button to move it to the next slide
| | 03:28 | and when I do, we have Retail Sales,
click again, Great Work!!!
| | 03:32 | California: Up 307%,
second paragraph, third paragraph.
| | 03:36 | So that's all there is on that slide, and I'll click again.
| | 03:39 | We got a Wholesale Sales, click again,
and we are at the end of the Slide Show.
| | 03:44 | If you are working along with me and
you try to display your PowerPoint deck
| | 03:47 | as a slide show, but your pop-up blocker kicks in,
all you have to do is allow pop-ups for this site
| | 03:54 | or just click Allow Once in the case of Internet Explorer,
and you'll be able to do it at the next time through.
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|
|
9. Building OneNote NotebooksManaging sections and pages in online notebooks| 00:00 | The OneNote Web App is a terrific tool for maintaining
records of conversations, classes, and projects.
| | 00:06 | Like any Notebook, OneNote files are
divided into sections and pages.
| | 00:11 | In this movie I will show you how to manage sections
and pages in the online OneNote application.
| | 00:16 | I will use the Notebook for 09_01 sample file,
which you can find in your exercise files archive.
| | 00:24 | You probably noticed though that this is a brand-new file
with an Untitled Section and Untitled Page,
| | 00:30 | so you can just create a new file and work along with me.
| | 00:33 | So, I am currently in an Untitled Section
and an Untitled Page.
| | 00:37 | The Page Title appears on the horizontal line
at the top of the Notebook and
| | 00:41 | that's where the insertion point is flashing right now.
| | 00:44 | So, if I type in 'Notes from 11/19 class,'
then you'll see that the Page Title
| | 00:53 | appears where the Untitled Page text
used to be, so that's the name of the page.
| | 00:58 | The Section is still Untitled.
| | 01:00 | If I want to change the Sections Name,
then I can right-click the Section bar
| | 01:04 | over in the navigation pane and click Rename.
| | 01:07 | So in this case I'll call it 'Anthropology Notes',
and click OK, doing so changes the name.
| | 01:17 | So that's the name of my Section, and
now I have individual pages that I can use
| | 01:21 | for Notes for specific classes.
| | 01:24 | I'll show you how to add content to your pages
in later movies, for now I just
| | 01:28 | want to focus on Sections and Pages
and what you can do with them.
| | 01:31 | Very few courses consist of just one class, so
what I would like to do is to add a new page.
| | 01:37 | To do that I'll click the New Page button
and doing so adds a New Untitled Page.
| | 01:43 | I usually create in a physical notebook in
a separate Section, or in OneNote a separate page,
| | 01:48 | where I can write down notes
that are connected to a particular lecture.
| | 01:52 | It is just a place that's a grab bag
for everything that I write down that I think of,
| | 01:57 | that isn't tied directly to a particular class.
| | 02:00 | So, now I have two pages, one called Side Notes
and one called Notes from 11/19 class.
| | 02:05 | I can change the order of those pages
by dragging the header of the page
| | 02:10 | I want to move to its new location.
| | 02:11 | So, let's say I want to put Side Notes
over Notes from 11/19, to do that I just
| | 02:17 | move the mouse pointer over the Title bar
of Side Notes, click and drag it, and
| | 02:22 | you probably saw the horizontal black
line appear, which indicated where the
| | 02:26 | page would be dropped when
I let go off the left mouse button.
| | 02:30 | So, I'll move the page, and of course,
if I want to, I can drag it to move it back.
| | 02:35 | If I move too far, then I'll get a forbidden indicator.
That was the red circle with the slash through it.
| | 02:42 | Now let's say that want to make Side Notes
a sub page for the Notes from 11/19 class page.
| | 02:47 | To do that, I can right-click the Side Notes
page's header and click Increase Indent.
| | 02:54 | If I want to move the Side Notes page
back to the same level as Notes from 11/19 class,
| | 02:59 | then I can right-click the header,
and click Decrease Indent.
| | 03:05 | Let's say I wanted to add a new section called
say Chemistry Notes, to do that,
| | 03:09 | click the INSERT tab on the ribbon and
then in the Notebook section, click New Section.
| | 03:15 | The Section Name dialog box appears
and I'll type in a Section Name of
| | 03:19 | Chemistry Notes and click OK.
| | 03:24 | Sections are like pages in that you
can change their order, but you can only
| | 03:29 | change their order in relation to other sections.
| | 03:31 | So for example, if I want to move
Chemistry Notes ahead of Anthropology Notes
| | 03:35 | or above it in the navigation pane, I can drag it
to the top and it appears above Anthropology.
| | 03:41 | But what I can't do is drop it between
Notes from 11/19 class and the Side Notes page.
| | 03:46 | So if I try to do that, it just goes back to its original place.
| | 03:51 | Finally, if you want to delete a section,
you just right-click it, click Delete,
| | 03:55 | and then verify that you want to delete it,
because it is a permanent action, and click Yes.
| | 04:01 | So that's how manage sections
and pages in the OneNote Web App.
| | 04:04 | You get used to it very quickly and
you'll find that your Sections and Pages
| | 04:08 | contain all the information you need
and it's very easy to get to.
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| Entering, editing, and reviewing page contents| 00:00 | After you create an OneNote Notebook, you
can begin adding text to the pages' contents.
| | 00:05 | In this movie I will show you how to
add text and also edit what you've done.
| | 00:10 | I'll use the Notes for 90_02 sample file,
which you can find in your exercise files archive
| | 00:15 | or you can just create a blank file and follow along.
| | 00:20 | As I noted in the previous movie, you
enter your page title above the horizontal
| | 00:24 | line at the top of the page, in this
case I called it Meeting Notes for 11/19.
| | 00:30 | If you want to begin adding text to
your Notebook page, all you need to do is
| | 00:34 | click in the body of the page and then start typing.
| | 00:37 | So, for example, you can say,
'All in attendance, budget discussed.'
| | 00:46 | You can edit text exactly like
you would in the Word Web App.
| | 00:50 | So, for example, if you want you can backspace
and instead of saying discussed,
| | 00:55 | you can type in considered,sounds more official.
| | 01:00 | The Delete key works the way you would expect.
| | 01:03 | So, if you click to the left of a word
and start pressing Delete, then the letters
| | 01:08 | are deleted from left to right instead of right to left.
| | 01:12 | You can select individual words by
double-clicking them, so, for example
| | 01:15 | if you double-click attendance, you select the word
and press Delete or Backspace to get rid of it.
| | 01:20 | Then you can Undo a change by pressing
Ctrl+Z or Redo it by pressing Ctrl+Y.
| | 01:26 | I'll press Ctrl+Z again to bring the word back.
| | 01:30 | One thing to consider about OneNote is that pressing
the Tab key anytime you're entering text,
| | 01:35 | creates a Table and adds a Table Cell to the right.
| | 01:40 | So, in this case All in attendance, budget considered
is one table cell
| | 01:44 | and thenpressing Tab creates a new table cell to the right.
| | 01:47 | I'll go into a lot more detail in Tables
in a movie later on in this chapter.
| | 01:51 | But for now just bear in mind, by pressing Tab doesn't
take you over a set amount of space
| | 01:56 | like an inch or a half inch,
it actually creates a table and a new cell.
| | 02:01 | So, if that's what you want, great!
| | 02:03 | If not, you can always press Ctrl+Z to get rid of it.
| | 02:06 | Those are the basics of adding and
editing text in the OneNote Web App.
| | 02:10 | It's very straightforward and you can
apply the skills that you already have.
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| Checking spelling in online notebooks| 00:00 | Taking Notes is an interesting process
and it's part listening and part writing,
| | 00:04 | and you're often doing both at relatively high speed.
| | 00:08 | If you check your spelling while you
are taking notes, you will probably miss
| | 00:11 | quite a bit of what's being said.
| | 00:13 | You can always check your Notebook
spelling when you're done taking notes,
| | 00:16 | is what I'll show you how to do in this movie.
| | 00:19 | I'll use the Notes for 09_03 sample file,
which you can find in your exercise files archive.
| | 00:25 | This file contains a little bit of text and
there are two words marked as misspellings.
| | 00:30 | Those are the ones with the red squiggly
underlines within the body of the document.
| | 00:35 | On the top line, I have intentionally misspelled
the word language.
| | 00:39 | I left off trailing e and then in the second line.
I used a proper Spanish word la tarjeta.
| | 00:46 | But in this case, because my document's
language is set to English,
| | 00:50 | it doesn't recognize tarjeta as a properly spelled word.
So, I'll need to deal with that when I check the spelling.
| | 00:56 | To check spelling in a OneNote Notebook,
go to the HOME tab on the ribbon,
| | 01:00 | click it to display it, and then at the end of the HOME tab,
| | 01:05 | click the Spelling button, doing so highlights the
first misspelled word, and displays a list of suggestions.
| | 01:12 | So, in this case we have the word
language without a trailing e and the only
| | 01:16 | suggestion is language with that e properly spelled.
| | 01:20 | So, in this case I can just click it
from the list and the OneNote Web App
| | 01:25 | substitutes the suggestion for the misspelled word.
| | 01:28 | Now I can click the Spelling button again
and doing so it highlights the word tarjeta.
| | 01:34 | In this case there are a number of
suggestions, target, targets, targeted, and treat,
| | 01:38 | but none of them are correct, in fact,
the word is spelled properly, just in a different language.
| | 01:44 | What I can do is click the Set Proofing Language option,
and in doing so it displays the language dialog box.
| | 01:52 | Now I can scroll down the dialog box list,
to pick the language that I want, and
| | 01:56 | in this case it's Spanish U.S.
I'll drag the slider down, so I'm on the
| | 02:02 | Spanish section and I'll go down to
Spanish United States, click it, then click OK.
| | 02:07 | When I do, OneNote indicates that
the word is spelled properly.
| | 02:13 | Those are the basics of checking
spelling in an OneNote Notebook.
| | 02:17 | Taking the time to check your spelling
will make your Notes that much more
| | 02:20 | comprehensible when you look at them later.
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| Formatting online OneNote page contents| 00:00 | Notebooks of all kinds whether created
by hand or in the OneNote Web App
| | 00:04 | can benefit from a better formatting.
| | 00:07 | Underlining and highlighting contents
helps immensely as in physical Notebook,
| | 00:11 | but you have many more options in OneNote.
| | 00:13 | In this movie I will show you how to
change the formatting of your Notebook contents
| | 00:17 | to help with comprehension
and to highlight important ideas.
| | 00:20 | I will use the Formatting for 09_04 sample file,
which you can find in your exercise files archive.
| | 00:28 | The page in this Notebook contains
Meeting Notes and they're divided into
| | 00:33 | two major sections, Sales Projections
and Revise Truck Routing.
| | 00:38 | Let's say that I want to change the font or
the typeface that some of my text appears in.
| | 00:43 | I'll do that for the Sales Projections line.
| | 00:46 | To change the formatting of text that
you typed into OneNote Notebook,
| | 00:50 | select the text, and then on the HOME tab,
you can use the controls in the basic Text
| | 00:56 | group and also in Styles
group to change its formatting.
| | 01:00 | In this case I want to change the font,
so I will click the Font Name down arrow and when I do,
| | 01:06 | a list of the available fonts appears.
| | 01:08 | In this case I'll change it to Arial Black,
so there is a nice distinct change.
| | 01:12 | I can also change the font size.
| | 01:15 | To do that, click the Font Size button's
Down Arrow and I'll make it 14 point.
| | 01:20 | You can also apply Bold, Italic and Underline formatting,
plus Strikethrough, Subscript or Superscript.
| | 01:28 | You can get to the Superscript control
by clicking the Subscript button's Down Arrow
| | 01:31 | and you can also highlight text.
| | 01:35 | So let's say for example that I wanted to highlight,
Rest of the U.S.
| | 01:39 | To do that I'll select it and then on the HOME tab,
click the Text Highlight Color button
| | 01:45 | and I can select the highlight color
from the palette that appears.
| | 01:50 | And I'll just go ahead and make it
a nice traditional bright Yellow.
| | 01:53 | If I want to change the color of text I can do that.
So let's say that I want to select the Western loop text.
| | 02:00 | Click HOME and I'll make that text Red.
| | 02:04 | So clicking the Font Color button displays a
color picker and I'll click the red square.
| | 02:10 | If you want to clear the formatting
from a selection, Select the text, go to
| | 02:14 | the HOME tab and then again in the Basic
Text group, click the Clear Formatting button.
| | 02:21 | And I'll do the same for here and for Sales Projections.
You can also add bulleted and numbered lists.
| | 02:33 | So for example in the Sales Projection section,
I have California, Western U.S. and Rest of U.S.
| | 02:38 | Now let's suppose that those
items aren't meant to be numbered.
| | 02:43 | I just want them to be discussed.
| | 02:45 | To create a bulleted list, I can
select the lines and on the HOME tab in the
| | 02:51 | Basic Text group, click the Bullets button
or if I click the buttons Down Arrow,
| | 02:56 | I can select the type of bullet that I want to use.
And let's make them Square bullets.
| | 03:03 | You can also add numbered lists.
| | 03:05 | So let's go down to the second section
where I have Western loop, Ventura, Oxnard,
| | 03:09 | Eastern loop, Somis, Camarillo and Santa Paula.
| | 03:12 | So I've selected those lines and then on
the HOME tab, I'll click the Numbering button.
| | 03:18 | And again, you can pick from different numbers,
so you can have Numbers,
| | 03:22 | Letters, Lowercase Letters, Roman
Numerals, Uppercase Roman Numerals and so on.
| | 03:27 | In this case I'll just pick the standard numbering.
| | 03:31 | But notice that I actually have two separate levels.
| | 03:34 | So I have the Western loop consisting of
Ventura and Oxnard
| | 03:38 | and Eastern loop of the bottom three cities.
| | 03:41 | So what I want to do is to make
Oxnard and Ventura a second-level.
| | 03:46 | I've just selected those two lines and then on
the HOME tab I can click the Increase Indent button.
| | 03:54 | And I can do the same thing for the
bottom three cities, just select them and
| | 03:59 | then on the HOME tab click Increase Indent.
| | 04:03 | You can do the same thing for bulleted list.
| | 04:05 | So I'll select the Western U.S. line,
HOME and then Increase Indent,
| | 04:11 | or if I want to take it back and move it up a level,
I can select it and click the Decrease Indent button,
| | 04:17 | again, that's on the HOME tab.
| | 04:20 | Another way to format text in an
OneNote Notebook is to apply a Style.
| | 04:25 | So let's say that I want to make
Sales Projections a first-level header.
| | 04:29 | To do that I'll select the text and then on the HOME tab,
I can select the Style from the Styles Gallery.
| | 04:34 | You have a number of styles that appear
in the ribbon or you can click the More
| | 04:39 | Styles button to display everything
that you have for you to use.
| | 04:43 | In this case I want to make it a level-one heading,
so I'll click Heading 1 and apply the Style.
| | 04:49 | Those of the basics of changing the formatting
of text inside of your OneNote Notebooks.
| | 04:54 | Don't hesitate to use formatting to add information
to the notes that you've taken,
| | 04:59 | but remember, a little bit of formatting goes a long way.
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| Tagging online OneNote page contents| 00:00 | Classes and meetings often result in assignments
that you should add to your to-do list.
| | 00:05 | OneNote lets you assign tags to items
within your notebook, highlighting them so
| | 00:09 | you can easily find items that require
your attention after the meeting is over.
| | 00:14 | I'll demonstrate how to do that using
the Meeting Notes for 09_05 sample file,
| | 00:20 | which you can find in your exercise files archive.
| | 00:23 | To add a tag, just click anywhere in
the line to which you want to add the tag.
| | 00:28 | So you don't need to select.
You can just click.
| | 00:30 | And then on the Home Tab, in the Tags
Group, click the Tag button,
| | 00:36 | and select the tag that you want to add.
| | 00:38 | In this case, I click the top line
Researching fleet truck sales companies,
| | 00:43 | and that's an important item,
so I'll go ahead and mark it as Important.
| | 00:45 | Now, let's suppose that the second item,
Review costs for local flyer mailings
| | 00:51 | is an action item for me,
so I need to add it to my to-do list.
| | 00:54 | I'll click anywhere in the line, and then again
on the Home Tab, click the Tag button,
| | 01:00 | and I'll click the To Do tag at the top.
Now, notice that it's a square.
| | 01:05 | If I click inside the square, after I click in the body
of the notebook to hide the Ribbon,
| | 01:11 | clicking adds a check mark.
| | 01:12 | So, what that means is that the
to-do list has been completed.
| | 01:16 | However, if it turns out that the item
isn't completed, I can always uncheck the
| | 01:20 | box and return it to its empty state.
| | 01:23 | You can add multiple tags to a single line.
| | 01:25 | So let's say for example that Research fleet truck sales
item has been assigned to me, not my lucky day.
| | 01:32 | I can add a second tag by clicking in the line,
opening the Home Tab, clicking Tag, and clicking To Do.
| | 01:40 | If you want to remove all the tags from a line,
you can click in the line,
| | 01:45 | click Home, click Tag, and click Remove Tag.
| | 01:50 | If you want to remove an individual tag,
you can right-click it, and click Remove Tag.
| | 01:57 | Tags replace the stars, check marks,
and exclamation points that people have
| | 02:01 | used in their physical notebooks for years.
| | 02:03 | I think you'll find that the icons used
for these tags are intuitive,
| | 02:07 | and convey a lot of meeting in a very compact space.
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| Inserting pictures and clip art| 00:00 | Physical Notebooks give you plenty of room
to draw graphs and add images
| | 00:04 | that can explain the notes you're taking.
| | 00:06 | You can go one step further in the OneNote Web App
by adding photographs or ClipArt images to your notes.
| | 00:12 | For example, you can take a picture
using a camera phone, upload it to your computer,
| | 00:16 | and include it in your Notebook.
| | 00:18 | I will show you how to work with images
and the OneNote Web App
| | 00:23 | using the Images for 09_06 sample file,
which you can find in your exercise files archive.
| | 00:29 | If you want, you can also open
a blank file and follow along.
| | 00:32 | There are two ways that you can
add images in the OneNote Web App.
| | 00:36 | The first is to upload a picture, and
the second is to use the available ClipArt.
| | 00:41 | I'll show you how to do both.
| | 00:43 | To add an image, click anywhere in the OneNote Web App
where you want the image to appear,
| | 00:47 | and then on the Insert Tab of the Ribbon.
In the Pictures Group, click Picture.
| | 00:54 | Then in the Choose File to Upload dialog box,
navigate to your exercise files folder
| | 00:59 | or whatever folder contains the image,
click it, and then click Open.
| | 01:05 | Doing so adds the image to your Notebook.
| | 01:07 | The one limitation you need to be aware of
is that the picture you add must be less than 6 MB in size.
| | 01:14 | Once you have the image, you can click it
and then start working with it using
| | 01:18 | the controls on the Format Contextual Tab
that appears when you click the image.
| | 01:23 | So, I click the Format Tab.
| | 01:25 | And you can add alternative text by clicking that button
and displaying the Alternative Text dialog box.
| | 01:31 | Alternative Text is what appears when
you hover your mouse pointer over an image,
| | 01:35 | and it's also used in web browsers
for folks who need visual assistance.
| | 01:40 | So, in this case, I'll type-in
'Olive in photo frame' and click OK.
| | 01:48 | Other things that you can do, again,
clicking the Format Contextual Tab,
| | 01:52 | are either grow or shrink the image,
so you can grow it by 10%, or shrink it by 10%.
| | 01:59 | You can also type-in whatever specific scale you want.
| | 02:02 | So, if you want to take it down to 50%, just select
the value in the Scale box, type 50, and press Enter.
| | 02:09 | If you want to add a ClipArt image,
then position the insertion point where you
| | 02:14 | want the image to go, and I did so by pressing Return
twice after I click to the right of Logo candidate.
| | 02:19 | Then on the Insert tab, click the ClipArt button.
| | 02:23 | Then in the Insert ClipArt dialog box,
you can type-in what you want to search for.
| | 02:28 | In this case, I'll just type-in olive again,
and press Enter to search.
| | 02:32 | I get a list of images and I'll take
the fourth one on the top. So, I've clicked it.
| | 02:36 | It's highlighted in the box, and I'll click Insert.
As before, doing so adds the image.
| | 02:42 | You can make all of the same changes to a
ClipArt image that you can to a photograph.
| | 02:47 | All you need to do is click it, and use
the controls on the Format Contextual Tab.
| | 02:52 | Those are the techniques you can use to work
with images in your OneNote Notebooks.
| | 02:57 | Adding pictures is a real benefit that goes far
beyond what you can draw by hand,
| | 03:01 | and allows you to bring in photographs
and other visual images
| | 03:05 | that you can use to flesh out your notes,
and make them extremely valuable.
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| Creating tables in the OneNote Web App| 00:00 | OneNote Notebooks are designed
to help you record your ideas.
| | 00:04 | If you find you're summarizing a lot of
data or lists, you can create a table;
| | 00:08 | you can then populate that table with
your data, change the table's formatting
| | 00:11 | and even change the table's structure.
| | 00:14 | I'll show you how to do that using the
Tables for 09_07 sample file,
| | 00:19 | which you can find in your exercise files archive
or if you want you can just create a blank file
| | 00:23 | in the OneNote Web App and follow along.
| | 00:27 | What I want to do is create a table
to summarize sales data.
| | 00:31 | I'll have three columns of data Region,
Retail and Wholesale sales and then I'll
| | 00:37 | have three rows underneath the header row.
| | 00:39 | So what I want to do is click below
the Table of Sales Data header and
| | 00:44 | I'll click Enter to move down a line then on
the Insert tab I'll click the Table button.
| | 00:51 | I want 3 columns and 4 rows, so I'll move
over to the third column 3 x 1, 2, 3 and 3 x 4.
| | 00:59 | When I click inside of this gird,
I'll create a table of the size that's
| | 01:03 | displayed on the title bar of the grid,
so I'll click and I get a 3 x 4 table.
| | 01:09 | Now I can type in my values and the
first thing I'll do is type in my column
| | 01:13 | headers, so I have Region then press
Tab to move to the next cell in that row,
| | 01:20 | then Retail for Retail Sales and then
press Tab WHOLESALE and note that as
| | 01:30 | I typed the table column expanded to
accommodate what I was typing in.
| | 01:35 | And again I press the Tab
key to move to the right.
| | 01:38 | If I press Shift+Tab, I'll move one
cell to the left, and if I press Tab again,
| | 01:43 | I move one cell to the right, and using
the Tab key to move, highlights,
| | 01:48 | that is selects, any data that's already
in the cell that you're moving to.
| | 01:53 | If I don't have selected text and
the insertion point is behind the last
| | 01:58 | character in the cell, if I press
the Enter key, then I get a line break,
| | 02:03 | pressing Backspace will get rid of it
and if I press Enter in the middle of the word,
| | 02:07 | then I get a line break there as well,
then press Backspace again.
| | 02:11 | If I am in the cell at the right end of
a row and I press the Tab key, then the
| | 02:16 | Web App moves the insertion point to
the first cell and the row below that and
| | 02:21 | you can also move among
cells using the arrow keys.
| | 02:24 | So if I press the down arrow I go down,
right arrow to the right, up arrow up
| | 02:29 | and left arrow to the left, you move
among characters in a cell the same way.
| | 02:35 | So if I want to go up to Region and
press the right arrow key, then I'll move
| | 02:40 | among the letters in the cell, but when
I reach the end, after the end, pressing
| | 02:44 | the right arrow key moves me to the
next cell, but note that unlike pressing tab,
| | 02:48 | it doesn't highlight the data
within that cell, I'll click here under
| | 02:52 | Region and I'll type in the
three Regions that I'm interested in.
| | 02:56 | In this case they are California,
then I'll click in the cell below,
| | 03:01 | type Western U.S., click down below,
and then I'll type Rest of U.S.
| | 03:12 | Now I can fill in the numbers and I'll
just say for California for Retail 100,
| | 03:18 | meaning 100,000; Wholesale, 150;
Western U.S. say 50; press Tab Wholesale 25;
| | 03:27 | Rest of U.S. 25; and Wholesale of 35.
| | 03:31 | Now that I have created my table
I can change its formatting.
| | 03:34 | For example, I can change the Width
of the columns, to do that I move the
| | 03:40 | mouse pointer over the vertical line
indicating the edge of a column,
| | 03:44 | and you'll see that the mouse pointer
changes to a two-way pointing horizontal
| | 03:49 | arrow with a vertical bar.
| | 03:51 | So now what I can do is click and drag to the right
and I'm changing the width of that column.
| | 03:56 | You can also change your table's layout
by clicking the Layout contextual tab on
| | 04:01 | the ribbon, which appears anytime the
insertion point is within a table,
| | 04:06 | so I click the Layout tab, doing
so displays all of my options.
| | 04:10 | So for example, I can select an element
to the table, I can delete all or part
| | 04:15 | of the table, I can insert rows, I can
hide the borders by clicking the Hide
| | 04:20 | Borders button, clicking it again
brings it back, and I can also change the
| | 04:24 | alignment of any selected cells.
| | 04:27 | So, for example, if I want to make my
column headers centered in alignment,
| | 04:33 | then I can select the data in those cells
and on the Layout tab click Center.
| | 04:39 | Let's say that I want to add a row to my table.
| | 04:41 | To do that I can click in the final cell
of the bottom right of the table
| | 04:46 | and press the Tab key, doing so adds
a new row to the table, so now I can
| | 04:51 | type in Canada, press Tab to move next,
and let's say that we had modest
| | 04:57 | Retail and Wholesale Sales.
| | 05:00 | You're probably wondering if you can
change the formatting of your table's
| | 05:03 | contents and of course, you can.
| | 05:05 | Let's say for example that I wanted to
apply a style to my column headers.
| | 05:09 | To do that I would select the values in
the cells and then on the HOME tab
| | 05:14 | click any style that I want to apply and you
can display all of the styles available
| | 05:19 | to you by clicking the More Styles button,
and in this case all I want to do is
| | 05:23 | apply a Heading 2 style, so I'll click it from the list,
and doing so applies the styles to the data.
| | 05:31 | If I wanted, I could also use the controls
on the HOME tab to change the
| | 05:35 | formatting of one particular item,
so let's say I want to select Wholesale for
| | 05:40 | the Western U.S. the number 25.
| | 05:42 | I go up to the HOME tab and use any
of the controls in the basic text area.
| | 05:47 | So let's say for example that
I want to make the text red.
| | 05:49 | I'll click the Font Color control and
click the red square in the Color Picker,
| | 05:54 | and that's how you work with tables.
| | 05:56 | They are great way to organize your data
and you can use formatting
| | 06:00 | to make them that much more comprehensible.
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| Inserting hyperlinks| 00:00 | The World Wide Web functions through linking,
which is the process of creating a reference
| | 00:04 | that you can follow to another web page.
| | 00:07 | The OneNote Web App shows
exactly how useful linking can be.
| | 00:11 | If you're in a class and the instructor
mentions a web resource, you can
| | 00:14 | type the link into your notebook and follow it later
to explore the resources available to you.
| | 00:19 | I'll show you how to work with hyperlinks
in the OneNote Web App using the
| | 00:24 | Links for 09_08 sample file,
which you can find in your exercise files archive.
| | 00:31 | You can also create the blank file and follow along.
| | 00:33 | So my goal is to create a link to a web page.
| | 00:37 | To do that I click in the body of the
notebook page where I want the link to appear
| | 00:42 | and then on the Insert tab on the ribbon, click Link.
Doing so displays the Link dialog box.
| | 00:49 | This dialog box has two fields
Display text and Address.
| | 00:54 | Lets say in the Display text box
I'll type Two Trees Official Site
| | 01:02 | then I'll press tab to move to the Address box
and there I type in the actual web address
| | 01:07 | or URL of the site, so that's
http://www.twotreesoliveoil.com
| | 01:19 | and make sure there is no misspellings.
Everything looks great, so I can click Insert.
| | 01:23 | And doing so adds the text that I
typed in and it's formatted as a hyperlink.
| | 01:28 | Now let's say that I want to use text inside of
the note book that's already there as the display text.
| | 01:35 | To do that I can select the text in this case
training site and on the Insert tab click Link.
| | 01:43 | Now that text I have selected appears
in the Display text box and with the
| | 01:47 | insertion point in the address box
I'll type http://www.lynda.com and click Insert.
| | 01:58 | So now I have created two different links; one to the
two trees site and one to the lynda.com training site.
| | 02:04 | If I want to work with a link I'll just hover
my mouse pointer over it and you'll see
| | 02:09 | that a tooltip appears saying click to follow link.
So if I click training site I would go to lynda.com.
| | 02:17 | I can also right-click the link and doing so displays
a list of options that are available to me.
| | 02:23 | I can click Edit Link, which opens a version
of the Link dialog box where I can
| | 02:28 | change the address and the display text.
| | 02:30 | Select Link selects the address,
Open Link opens the web files as same as clicking it,
| | 02:35 | Copy Link copies the URL, the web address,
to the clipboard and finally
| | 02:41 | Remove Link removes the hyperlink and just leaves the text.
| | 02:45 | Not only can you add hyperlinks
to your OneNote notebooks,
| | 02:48 | you can follow the links and see
what resources are available to you.
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| Opening online files in the OneNote client program| 00:00 | The OneNote Web App gives you a
lot of ways to take and manage notes.
| | 00:04 | If you also have the OneNote Desktop
Application, you can open your online files
| | 00:09 | and use that program's expanded
capabilities to work with your Notebooks.
| | 00:12 | I will show you how to do that using
the Open for 09_09 sample file,
| | 00:18 | which you can find it in your exercise files archive.
| | 00:21 | Let's suppose that I want to open
this Notebook in the Desktop Application.
| | 00:25 | Doing so is very simple.
| | 00:26 | All I need to do is open it in the Web App
and then on the ribbon click OPEN IN ONENOTE.
| | 00:33 | When I do, I get a Microsoft OneNote
Security Notice indicating that I'm opening
| | 00:39 | a file from the Web, which means that it's potentially
harmful and it's asking if I want to continue.
| | 00:44 | The default is No, but in this case I do
recognize the file, so I can click Yes
| | 00:50 | and when I do, the OneNote
Desktop Application opens the file.
| | 00:54 | Once you are in the OneNote Desktop
Application, you can make changes to your file
| | 00:57 | that you can't make in the OneNote Web App.
| | 01:00 | So, let say for example that I want to add a
drawing object and I'll just add a simple one.
| | 01:05 | To do that I'll click the DRAW tab on
the ribbon, and I'll just add a Rectangle,
| | 01:11 | so I clicked it and I'll draw the rectangle.
| | 01:14 | We are sort of glossing over this,
because this is a course about the Web App
| | 01:18 | not really the Desktop Application.
| | 01:19 | Now that I've added a rectangle I can close this file
in the Desktop Application and go back to SkyDrive.
| | 01:26 | So, what I'll do is I'll click the Close button,
to close the OneNote Desktop Application.
| | 01:31 | And when I do, I see the original
version of the file in the Web App, but
| | 01:35 | there's a dialog box in front indicating
that we are opening the file in OneNote
| | 01:40 | on the Desktop and asking if it opened successfully.
| | 01:43 | It did, so, I'll click the top option,
the one that's highlighted and doing so
| | 01:49 | closes the file in the Web App and
displays the current directory in SkyDrive.
| | 01:54 | So, now what I can do is open the file,
so I have Open for 09_09 and I'll clear
| | 02:00 | the checkbox, and then click the File.
| | 02:03 | Doing so opens the file again in the
OneNote Web App, once the file opens,
| | 02:08 | you'll see that it contains the rectangle,
and what's great is that even though
| | 02:12 | I can't change the rectangle,
I can click it, and change its location.
| | 02:17 | What I don't have is the ability to
change the rectangle's formatting,
| | 02:21 | but for example, if I right-click it, I can cut it,
and I can copy it, and I can paste it.
| | 02:27 | So, all those options are available to me,
the only thing is I can't actually change its formatting.
| | 02:32 | To do that I will have to go back to the Desktop Application.
| | 02:35 | The integration between the Desktop
Application in the Web App is extremely useful.
| | 02:39 | Even though you can't make any changes
to items that aren't built into the Web App,
| | 02:43 | you can still move them around or delete them,
if you want to.
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|
|
10. Sharing and CollaboratingSharing Office web app files| 00:00 | One of the benefits of working with the
Office Web Apps is that you're able to
| | 00:04 | share links to files that are
saved in your SkyDrive account.
| | 00:08 | So what that means is that if you have
a colleague that you want to collaborate
| | 00:11 | with on a file, all you need to do is
send them the link by email and they can
| | 00:16 | work along with you, editing the
file even at the same time that you are.
| | 00:20 | To demonstrate the process, I'll use
the Letter for 10_01 sample file that you
| | 00:25 | can find in your exercise files archive,
but any file in your SkyDrive account will work just fine.
| | 00:31 | To begin sharing the file, hover your
mouse pointer over the file's tile and
| | 00:36 | when you do, you'll see a checkbox
appear at the top right corner, go ahead and
| | 00:41 | check the box, doing so it changes the
options that are available to you on the
| | 00:45 | ribbon at the top of the web page.
| | 00:47 | The option you want is Share.
| | 00:50 | Clicking Share displays a web tool that you can use
to Send an email message with a link to the file.
| | 00:56 | The first thing you need to
type and is the email address.
| | 00:59 | We can do that in the To field.
| | 01:01 | So, I'll go ahead and type in my
Address, then if I want to say add another
| | 01:08 | address to share with multiple people,
I could press the Tab key and I would
| | 01:12 | have room to add a second address.
| | 01:14 | But in this case I just want to share
it with one person, so I will click in
| | 01:19 | the second message pane, which is the
second panel there and I'll just type in,
| | 01:24 | Link to correspondence...please advise on best wording,
press Enter a couple of times and type my name.
| | 01:37 | Now I can select the options, for example,
whether the Recipients can edit the file,
| | 01:40 | that's check by default, and also you can check
Require everyone who accesses this to sign in.
| | 01:47 | If you want to check the Require everyone
who accesses this to sign in box,
| | 01:52 | just to make sure that individuals have
SkyDrive accounts and a Microsoft ID,
| | 01:57 | so that there is some form of authentication
available, so you don't have just anyone
| | 02:01 | who happened upon this file and the link
to be able to get to it.
| | 02:05 | So, I check it if I'm working in a corporate environment,
if it's a casual environment, then I don't bother,
| | 02:10 | and in this case I won't.
| | 02:12 | Everything looks good and I'll go ahead
and click Share I got my Status update,
| | 02:17 | saying that the Web Apps were
sharing the file, and when it's done,
| | 02:22 | I am returned back to my Directory on SkyDrive.
| | 02:25 | That's all there is to it.
| | 02:27 | You can use the tools built in the
SkyDrive to create your email message,
| | 02:30 | and once your friend receives it,
they can start working with the file as well.
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| Working with shared Office Web App files| 00:00 | In the previous movie I showed you how
to send someone a link to a file in your SkyDrive account.
| | 00:05 | In this movie I will show you what that link
looks like and how to open the file in SkyDrive.
| | 00:11 | There's not really an exercise file
for this specific movie, but if you've
| | 00:14 | completed the task in the previous movie,
then you'll be able to use the link in
| | 00:19 | the email to follow along.
| | 00:20 | Just to remind you what I did, I shared
a file by hovering the mouse pointer
| | 00:24 | over it and then checking its checkbox, which
changes the options available on the ribbon.
| | 00:29 | I then clicked Share and created an
email message that contained a link to the file.
| | 00:34 | Anyone who has access to that link
| | 00:37 | will be able to edit the file on SkyDrive.
| | 00:39 | To show you what the email message
looks like, I'll switch over to Outlook
| | 00:43 | and here you can see the File, the
email message that is, with the link.
| | 00:47 | All I need to do is click the link and
doing so takes me back to SkyDrive
| | 00:52 | and then the file opens.
| | 00:54 | After the file opens, you can click
EDIT DOCUMENT and Edit the File in the Word App.
| | 01:00 | Then you can make any changes you want,
and when you click the Save button in Word,
| | 01:03 | if you save a file in PowerPoint,
OneNote or Excel, then changes are
| | 01:09 | saved automatically, but if you're
working in the Word Web App, it's different.
| | 01:13 | You will need to either press Ctrl+S to
save your work or click the Save button
| | 01:17 | on the Quick Access toolbar.
| | 01:19 | When you're done, you can close the
file by clicking File and Exit.
| | 01:23 | That's how you work with a saved file.
| | 01:25 | Sharing files is easy and all you need to do
is click the link,
| | 01:28 | work in SkyDrive and save when you're done.
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| Embedding Web App documents in web pages| 00:00 | One of the benefits of working with the Office Web Apps
is that you can create a link to
| | 00:06 | one of your files in your SkyDrive account on a web page.
| | 00:10 | You do that by creating HTML code
that links directly to the file.
| | 00:14 | That way anyone who has access to the
web page can also open and edit the file.
| | 00:20 | In this movie, I will show you how to create the HTML code
you need to create that link and add it to a Web file.
| | 00:27 | I will use the Slides for 10_03 sample file,
which you can find in your exercise files archive.
| | 00:34 | That's said, any file in your SkyDrive account
will work just fine.
| | 00:37 | To start, display the file that you want
in your SkyDrive account and then hover
| | 00:42 | the mouse pointer over its tile.
| | 00:44 | Doing so displays a checkbox at the
top right corner, go ahead and check it.
| | 00:49 | Doing so changes the options available to
you on the Ribbon at the top of the page.
| | 00:53 | The option you want to click is Embed.
| | 00:56 | Clicking that option displays a page,
which contains the HTML code that will embed the file.
| | 01:01 | SkyDrive also gives you a preview of how the file will look
when it appears in the blog or web page.
| | 01:07 | To copy the HTML code all you need to do
is click copy link and then confirm
| | 01:12 | that you do want to allow Internet Explorer
to have access to your Clipboard.
| | 01:17 | So click Allow access and doing so copies the source code.
| | 01:21 | It's the iframe source and it has a secure link
using https to skydrive.live.com
| | 01:28 | and then it has the full ID with the embed code included.
| | 01:32 | Now that the code is in your clipboard
all you need to do is open up your Web file
| | 01:37 | and add this link to your HTML.
| | 01:39 | When you're ready to move on
and insert the code into your web page
| | 01:43 | you can click Done and return to your SkyDrive account.
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| Creating an Excel survey| 00:00 | One of the best ways to get information from
your customers is to have them fill out a survey.
| | 00:05 | One of the problems of course is
taking the data that you get from the survey
| | 00:09 | and translating it over to Excel so you can analyze it.
| | 00:12 | This update of the Office Web Apps gets rid of that problem
by allowing you to create an Excel survey.
| | 00:18 | What happens is that you create an
Excel survey based on the Excel Web App
| | 00:22 | and the data in the web page, the form that's created,
goes directly into an Excel workbook.
| | 00:28 | It's pretty slick.
I think you like it a lot.
| | 00:30 | I'm going to create a new file to use
as the sample file for this exercise.
| | 00:35 | So anywhere in SkyDrive, go up to the Ribbon,
click the Create button and then
| | 00:40 | from the list that appears click Excel survey.
| | 00:43 | Now I just call it CustomerSurvey and click Create.
| | 00:49 | Doing so opens Excel Web App and
displays the Edit Survey dialog box.
| | 00:55 | You can use the controls in this dialog box
to create your survey.
| | 00:59 | So first you can type in the title.
| | 01:01 | So I just click that box to select its contents
and I'll call it Customer Satisfaction
| | 01:09 | and then to enter description
I'll just say December sale response form
| | 01:16 | and then you can start entering your questions.
| | 01:19 | To do that, click the box below the
Enter your first question here label and
| | 01:25 | doing so displays the Edit Question dialog box.
| | 01:28 | So the first thing you can do is type
in your Question, and for that you can say,
| | 01:32 | Do you live within 1 mile of the store?
| | 01:38 | I won't put a Question Subtitle,
but that could be perhaps a bit of emphasis, you know,
| | 01:42 | saying we're interested even if
you live maybe within two or 3 miles,
| | 01:47 | we just want to know if you live close to the store.
| | 01:50 | Then you can set the Response Type
and you have many available types.
| | 01:53 | If you click this down arrow, you can
see that we have Text, Paragraph Text,
| | 01:57 | which allows for longer submission,
Number Date, Time, Yes/No or Choice from the list.
| | 02:02 | So in this case I'll leave it at Text.
| | 02:06 | I won't make it Required
and I won't put it in a Default Answer,
| | 02:11 | and I'll go ahead and click Done.
| | 02:12 | And when I do the question appears,
if I want to edit the question?
| | 02:16 | All I need to do is click it so it's selected
nd then click the Edit Question button
| | 02:20 | and doing so displays the Edit Question
dialog box again and I click Done.
| | 02:25 | To add a new question, click the Add New Question button.
Doing so displays the Edit Question dialog box again.
| | 02:33 | And in this case I'll change my Response Type to a Choice.
Doing so allows me to put in a list of options.
| | 02:41 | So for the question I'll say how did you hear about us?
| | 02:47 | And I already set the Response Type to Choice
and I will say this one is Required.
| | 02:52 | In the Choices box, I can type in the choices.
| | 02:55 | So I'll select what's there by clicking
then I'll say Web ad, press Enter,
| | 03:00 | then Friend, then Radio, Email,
pressing Enter again and Flyer.
| | 03:09 | I won't set a Default Answer.
| | 03:11 | And now that I have created the question, I'll click Done.
When I do you see the question here and it's a list box.
| | 03:18 | I'll show you what it looks like in a minute.
| | 03:20 | If I want to delete a question all I need to
is select the question I want to delete,
| | 03:24 | click the Edit Question button and then click Delete Question.
I won't actually do it in this case.
| | 03:29 | I want to show you what the
questions I created look like.
| | 03:32 | So I'll click the Close this callout button
and now I can save and view the
| | 03:37 | survey by clicking Save and View.
| | 03:40 | So the Web App saves the survey and then displays it.
Here is what it will look like.
| | 03:45 | You can interact with the survey.
| | 03:46 | So for example, do you live within 1 mile of the store?
And I could say Yes.
| | 03:51 | And ask how did you hear about it?
And I'll say that I heard through Email.
| | 03:55 | Then I can click the Submit button to send my information.
| | 03:59 | When I do you probably saw in the background that
my response appeared within the body of the worksheet.
| | 04:04 | So I go ahead and click the Close button
in the View Survey dialog box
| | 04:09 | to show the information here.
So I have got Yes, Email and so on.
| | 04:13 | What I probably should have done was
to make my first question, do you live
| | 04:17 | within 1 mile to store a yes/no option
question instead of making a text,
| | 04:22 | but in this case everything will work out fine.
| | 04:24 | But you would want to constrain an
individual's choices to either yes or no
| | 04:29 | just to make sure that you don't
have any variations in data entry.
| | 04:32 | You never know when someone's going to say Y or N or
type in something that doesn't really answer the question.
| | 04:38 | You want to make sure that the information is useful.
| | 04:41 | If I want to display the survey, I can
go up to the Ribbon and I'm on the HOME tab,
| | 04:45 | click Survey and click View Survey.
| | 04:49 | Doing so displays what other people will see.
| | 04:51 | If I want to edit the survey I can
either click Edit Survey here or if I close
| | 04:56 | this dialog box, click the Survey
button again and click Edit Survey
| | 05:01 | and of course I can also delete it.
| | 05:02 | Now if I want to share the survey
I do so very much in the same way that I share
| | 05:07 | a SkyDrive file and that is by creating a link.
To do that, click Share Survey.
| | 05:12 | When you do the Web App displays the
get a link to your survey dialog box.
| | 05:17 | If you want to create a link go ahead and Create.
Doing so displays a link.
| | 05:21 | And also notice that you can shorten the link.
| | 05:23 | So for example, if you want to put a
link to your survey on Twitter you can get
| | 05:28 | a shortened link by clicking the Shorten button.
| | 05:30 | So you have an sdrv.ms address that you can use.
| | 05:35 | So all I need to do is press Ctrl+C to copy it
and when you're done click Done.
| | 05:41 | Now anyone who has that like will be
able to interact with your survey
| | 05:44 | and the information will come directly into Excel.
| | 05:47 | It's extremely easy to do and I can't wait to see
| | 05:50 | how this capability improves later on
as the Web App develops.
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ConclusionGoodbye| 00:00 | Thanks again for spending your time with
Up and Running with the Office Web Apps.
| | 00:04 | I hope you've got a lot out of the course.
| | 00:06 | If you want to do more work and learn
even more about the Office Web Apps,
| | 00:10 | you can do so from two main resources.
| | 00:12 | The first is the Microsoft Office Web Apps page,
which you can find on the main
| | 00:17 | Office at Microsoft site and you can also
follow the Microsoft Office Web Apps blog,
| | 00:22 | which is available through blogs.office.com
at the URL you see here.
| | 00:27 | Both of these resources are constantly
updated to reflect the new state of Web Apps.
| | 00:31 | I think you'll find terrific information that you can use
| | 00:34 | whether you are in business, a student
or working on your own.
| | 00:38 | Thanks again!
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