Microsoft Office Home Business 2010 User Guide

PUBLISHED BY
Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399

Copyright © 2010 by Microsoft Corporation
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means

without the written permission of the publisher.
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herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo,
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be held liable for any damages caused or alleged to be caused either directly or indirectly by this book.

Acquisitions Editors: Juliana Aldous Atkinson and Rosemary Caperton
Developmental Editor: Sandra Haynes
Project Editor: Lynn Finnel
Editorial Production: Waypoint Press, www.waypointpress.com

Table of Contents

Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xi

Part I Envision the Possibilities

1 Welcome to Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Features that Fit Your Work Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Changes in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Let Your Ideas Soar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Collaborate Easily and Naturally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Work Anywhere—and Everywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Exploring the Ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

A Quick Look at the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Contextual Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

New Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Managing Files in Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Streamlined Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Languages and Accessibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Coming Next. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

2 Express Yourself Effectively and Efficiently. . . . . . . . . . . . . . . . . . 13

Understanding Your Audience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

How Visuals Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Adding Text Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Adding Artistry to Your Images. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Correcting and Recoloring Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Working Font Magic in Word 2010 and Publisher 2010 . . . . . . . . . . . . . . . . . . . 21

Creating Data Visualizations in Excel 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Editing Video in PowerPoint 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Communicating Visually in Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Enhancing and Streamlining Communications in Outlook 2010 . . . . . . . . . . . . 26

Coming Next. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

iii

iv Table of Contents

3 Collaborate in the Office and Around the World. . . . . . . . . . . . . 29

It’s All About the Teamwork . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

What Teams Look Like Today. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Team Tasks and Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Benefits of Office 2010 Collaboration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Stay in Touch with Your Team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Share Files in the Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Share Files and Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Co-Author Files Across Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Connect via Presence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Using Office Web Apps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Sharing on the Road with Office Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Coming Next. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Part II Hit the Ground Running

4 Create and Share Compelling Documents with Word 2010. . . . 41

Start Out with Word 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Get Familiar with the Word Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Find What You Need Easily with the Navigation Pane . . . . . . . . . . . . . . . 43

Print and Preview in a Single View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Format Your Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Apply Text-Formatting Effects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Preserve Your Format Using Paste with Live Preview . . . . . . . . . . . . . . . . 48

Illustrate Your Ideas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Apply Artistic Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Insert Screen Shots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Improve Your Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Catch More Than Typos with a Contextual Spell Check . . . . . . . . . . . . . . 52

Use Language Tools, and Translate on the Fly . . . . . . . . . . . . . . . . . . . . . . 53

Co-Author and Share Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Working with Shared Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Access Your Documents Anywhere. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Use Word Web 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Check Your Document with Word Mobile 2010. . . . . . . . . . . . . . . . . . . . . 60

Table of Contents v

5 Create Smart Data Insights with Excel 2010 . . . . . . . . . . . . . . . . . 61

Start Out with Excel 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Summarize Your Data Easily . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Illustrate Information Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Call Attention to Your Data with Icon Sets . . . . . . . . . . . . . . . . . . . . . . . . . 66

Data Bar Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

New SmartArt Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Use Slicers to Show Data Your Way. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Work Anywhere with Excel 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Excel 2010 Web App . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

6 Manage Rich Communications with Outlook 2010 . . . . . . . . . . . 75

Starting Out with Outlook 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Using the Outlook 2010 Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Setting Preferences with Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Managing Your Conversations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Cleaning Up Your Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Streamlining E-mail Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Working with Presence and Social Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Coordinating Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Viewing Group Schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Create a Calendar Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Improving the Look of Your Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Keeping in Touch with Outlook Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

7 Produce Dynamic Presentations with PowerPoint 2010 . . . . . . . 89

Starting Out with PowerPoint 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Editing and Formatting Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Creating and Working with Animations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Enhancing Your Presentation with Transitions and Themes . . . . . . . . . . . . . . . . 95

Adding Sections to Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Managing and Sharing Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Merging Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Broadcasting Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Printing Presentation Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

vi Table of Contents

Save Your Presentation as a Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Work with the PowerPoint 2010 Web App . . . . . . . . . . . . . . . . . . . . . . . . 103

Using PowerPoint Mobile 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

8 Organize, Store, and Share Ideas with OneNote 2010 . . . . . . . 105

Starting Out with OneNote 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Capturing Notes Easily . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

Using OneNote as You Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Create Notes Anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Working with Linked Notes and Task Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Finding Just the Notes You Need . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Sharing Ideas Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Creating a Shared Notebook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Finding Entries by Author. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Working with Page Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Accessing Your Notes Anywhere. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115

9 Collaborate Effectively with SharePoint Workspace 2010 . . . . 117

What Can You Do with SharePoint Workspace 2010? . . . . . . . . . . . . . . . . . . . . 118

Starting Out with SharePoint Workspace 2010. . . . . . . . . . . . . . . . . . . . . . . . . . 119

What About Groove?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Setting Workspace Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Accessing Your Files Seamlessly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Simplified Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Checking Files In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Connecting with Your Team Instantly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

SharePoint with InfoPath and SharePoint Business Connectivity Services. . . 128

Using SharePoint Workspace on the Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128

10 Create Effective Marketing Materials with Publisher 2010. . . . 129

Starting Out with Publisher 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Collapse and Expand Page Navigation Panel . . . . . . . . . . . . . . . . . . . . . .130

Use the Mini Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Creating and Using Templates and Building Blocks . . . . . . . . . . . . . . . . . . . . . . 131

Table of Contents vii

Creating Precise Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Enhancing Typography with OpenType Features . . . . . . . . . . . . . . . . . . . . . . . . 135

Working with the Improved Color Palette. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Previewing and Printing Publications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Preparing for Commercial Printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Sharing Publisher Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140

11 Make Sense of Your Data with Access 2010 . . . . . . . . . . . . . . . . 141

Starting Out with Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Using Application Parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Applying Office Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144

Adding New Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Adding Quick Start Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146

Inserting Calculated Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148

Showing Data Bars and Conditional Formatting . . . . . . . . . . . . . . . . . . . . . . . . 149

Creating Navigation Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Designing Access 2010 Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Working with Access 2010 and the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Adding Web Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Using Access 2010 with SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Part III Next Steps with Office 2010

12 Putting It All Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Using Excel 2010 Data with Word 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Sharing SmartArt Among Office 2010 Applications . . . . . . . . . . . . . . . . . . . . . 159

Dragging Word 2010 Content to PowerPoint 2010 . . . . . . . . . . . . . . . . . . . . . . 160

Mail Merging Word 2010 Documents in Outlook 2010 . . . . . . . . . . . . . . . . . . 161

Sharing Access 2010 Data with Other Applications . . . . . . . . . . . . . . . . . . . . . 162

Scheduling a Meeting from a Shared Document . . . . . . . . . . . . . . . . . . . . . . . . 163

13 Security in Office 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Understanding Security in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Opening Files Safely. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166

Working with Protected View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

viii Table of Contents

Password Protecting a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Limiting File Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Setting Role-Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Recovering Unsaved Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Working with the Trust Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

14 Training Made Easy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Getting Help in Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Finding What You Need on Office Online. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

Take Your Learning to the Next Level with Microsoft eLearning . . . . . . . . . . . 182

Continue Learning with Microsoft Press Books . . . . . . . . . . . . . . . . . . . . . . . . .183

Acknowledgments

Writing a book is a fun and typically fast-paced process that involves the talents of many
individuals, and some projects involve more team members than others. First Look Microsoft
Office 2010 was a particularly exciting and challenging project because it involved working
with Office 2010 in its various stages of development—which is like writing about a moving
target—and coordinating ongoing feedback from the people on the front lines: Office 2010
product managers, reviewers, and content providers.

Thanks very much to everyone who has helped out along the way. Specifically a big Thanks
to Lynn Finnel, a great project manager and friend; Rosemary Caperton, an excellent project
editor with a green heart; Juliana Aldous, who provided help with hurdles and roadblocks;
Joanna Yuan and her crew (Stephanie Krieger and Beth Melton) who gave feedback and pro­gram assistance; and Steve Sagman of Waypoint Press and editor Roger LeBlanc for the great
copy editing and fine layout of the book you are now viewing. And thanks, always, to my
agent, Claudette Moore, for doing everything she does so naturally and well in making these
projects possible.

ix

Introduction

In this chapter:

n

The Road to Office 2010

n

Who Uses Office 2010?

n

What’s in Office 2010?

n

Office 2010 System Requirements

n

What You’ll Find in First Look: Microsoft Office 2010

You’ve probably noticed that part of living and working in the world today requires that you
do many things at once. For many of us, managing multiple tasks is our normal work mode.
You prepare a new presentation for a client while you’re working collaboratively with your
team, corresponding with people through e-mail, and inserting Microsoft Office Excel data—
which might be changing moment to moment—into the slides you create.

And if you’re like many people, you’re multitasking when out of the office, too. You check
e-mail while you wait in line for your morning coffee, or you make a quick edit to finalize a
report when you’re waiting for your luggage at the airport, Or perhaps you set up a group
meeting with teammates on three continents and trade documents just moments before it
starts so that you’re all looking at the same plan.

Welcome to Office 2010. Whether you work primarily in the office or on the go, you’ll find
smart tools in this release that enable you to get your work done easier, faster, and more
professionally than ever. All the freedom to multitask built into Office 2010 has an upside you
might not expect: being able to work anywhere, anytime means more flexibility, which trans­lates to higher efficiency and effectiveness. And when your work is done quickly and well,
you have more time left over for the people, places, and possibilities that intrigue you.

The Road to Office 2010

Did you know that Microsoft Office celebrated its twenty-fifth birthday in 2009? Throughout
the last two and a half decades, Office has grown and improved dramatically—partially
thanks to developments in technology, but primarily thanks to you.

It’s no secret that Microsoft places great importance on customer feedback. Users all over the
world continually provide comments and suggestions through various channels. Microsoft
gathers information through extensive beta programs, market research, the help systems,
and discussion forums. Focus groups galore provide veritable mountains of data for re­searchers, program developers, and communications people to sift through. All this feedback

xi

xii Introduction

comes together to provide current, relevant pictures that show which features you want and
need most in the programs you use every day. No matter where you fit on the scale ranging
from new user to power user, the new features in Office 2010 give you the option of becom­ing more productive, more collaborative, and more mobile as you work.

We live in interesting times. There’s a major shift occurring in the way technology weaves
through all aspects of our lives. Limitations that seemed all but insurmountable a few years
ago—such as having your team divided among three different continents or needing to
access your data immediately when you’re away from your desk—are now gone for good.

Office 2010 makes it possible to work virtually anywhere—on the desktop, on the train, in
the carpool line, in the coffee shop—with almost anyone, on any continent. And no longer
are you tied to your desktop PC—now you can work on the go using Web-based and mobile
versions of your favorite Office applications.

The tools you use in Office 2010 on a daily basis are no longer just designed for creating
documents or spreadsheets—although the programs do help you accomplish those common
tasks, and with style. The Office 2010 applications also deliver features you’ve been asking
for—professional formats that are a breeze to apply, easy exchange of data among applica­tions, and streamlined techniques that enable you to get more out of the time you invest in
the documents and presentations you create.

Worldwide, Office users demonstrate that they want reliable, easy-to-use applications that
enable them to produce professional results, work collaboratively in both local and global
teams, and work anywhere from flexible locations limited only by Web access or phone
reach. These three ideas—express yourself, collaborate, and work anywhere—are the key
visions behind the changes in Office 2010.

Fast, professional, collaborative, flexible. You’re going to love this new release!

Who Uses Office 2010?

One fascinating result that emerges from Microsoft research is the picture of Office 2010
users. Think of one of those amazing mosaic portraits, which—when you look closely—you
see is actually made up of thousands of tiny, individual photos. Office 2010 users represent
an amazing, diverse, multitalented global group that uses Office to accomplish just about
every possible productivity task you can imagine. Their needs and interests vary greatly,
and their use of the different Office applications runs the gamut from the very simple to the
incredibly complex.

Introduction xiii

Note The dramatic redesign of the Office interface, introduced in Office 2007, was due in

part to a desire to help Office users discover a wider range of tools in their favorite programs.
Customer research had shown that most users worked with specific tools in the applications they
were familiar with, but a larger percentage of users weren’t getting the full benefit from the
programs they might have if they had been aware of the wider range of features and possibili­ties. Data is showing that the redesign of Office really did reach this goal—Word 2007 and Excel
2007 users are now using four times as many features as they used in previous versions, and for
PowerPoint, the increase in feature use is a factor of five.

Today’s Office 2010 users often move back and forth among applications, depending on the
tasks they’re engaged in at any given time. Here are some typical scenarios:

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Meredith is a customer service representative in a large company. Her job includes

fast-paced communications: she receives and sends e-mail messages to dozens of cus­tomers, prepares and sends proposals, updates Web information, and tracks campaign
results in the customer services database. Occasionally, Meredith gets to lead brain­storming sessions for new campaigns (she loves that) and compiles the notes for the
team. Printouts of colorful SmartArt diagrams she created in Word and PowerPoint—as
well as her favorite “The Far Side” cartoon—are hanging on her cubicle walls. Her daily
tasks require a whole palette of applications: Outlook, Word, PowerPoint, Publisher,
OneNote, and occasionally, Access.

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Ian is a mid-level manager in the communications department of the same company.

As team leader, he is in charge of planning, budgeting, and managing all reports and
support materials that are developed to support the company’s product line. He uses
Outlook for scheduling and task management, and works with Word, Access, and Excel
for reviewing and working with important data. Ian’s team also prepares company
reports and public relations materials using Word and Publisher.

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Dominik is marketing coordinator—she is responsible for messaging campaigns,

running budgets, hiring contractors, working with the board, maintaining a data­base, conducting webinars, providing online training, and more. She uses Word, Excel,
PowerPoint, Outlook, Publisher, and Access, and she needs to be available for decisions
and updates continually. Because she manages a department of five, she uses Microsoft
SharePoint 2010 to keep the team organized and working efficiently.

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Kamil is an Office power user who has a long commute to and from his Washington

office each day. He has reduced the impact of his travel time by telecommuting two
days a week, but he also wants to be able to get a start on work—or wrap things up for
the day—when he’s on the train. Whether he’s working from home or he’s in the office,
he uses Outlook, Excel, Word, and SharePoint to run his department, keep the team on
track, host meetings, review and sign off on documents, and make the calls that impact
the bottom line in his department.

xiv Introduction

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Todd is the IT manager for the business. He is in charge of upgrading, deploying, and

training staff on Office 2010. He also secures and backs up all files, writes custom utili­ties for the Web portal, and works in customer and staff support. He is a programmer
and power user of all Office applications, but he has a small staff, so he needs to be
able to offer training and support in a cost-effective and productive way.

Office 2010 includes a range of features that will support the daily activities of each of these
users. The consistent look and feel of the Ribbon helps ensure that users are comfortable and
confident working with any of the Office applications. Changes in each of the applications
make it easier to produce and share professional results in a variety of ways. And not only do
the Office applications work together smoothly as an integrated system, they provide easy
collaboration, anywhere access, and all the productivity tools users need as their work tasks
change and grow.

What’s in Microsoft Office 2010?

Similar to earlier releases, Microsoft Office 2010 is available in several versions, each designed
with a specific group of users in mind, and each accessible via PC, browser, or phone. Here’s
what you’ll find in each version of Microsoft Office 2010:

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Office Professional Plus 2010 is for the high-end user who collaborates with

others, manages data, and needs flexibility, mobility, and coauthoring capabilities. This
edition includes Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook
2010, Publisher 2010, Access 2010, SharePoint Workspace 2010, InfoPath 2010, and
Communicator 2010.

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Office Professional 2010 is designed for the business user who needs all the power

of the traditional applications as well as access to data management tools. This ver­sion includes Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook 2010,
Publisher 2010, and Access 2010.

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Office Standard 2010 removes Access 2010 from the mix. It offers users who work

with documents, worksheets, marketing materials, presentations, notebooks, and—of
course—e-mail and schedules just what they need: Word 2010, Excel 2010, PowerPoint
2010, OneNote 2010, Outlook 2010, and Publisher 2010.

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Office Home and Business 2010 streamlines the suite to the basic applications used

by small business and home users: Word 2010, Excel 2010, PowerPoint 2010, OneNote
2010, and Outlook 2010.

Introduction xv

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Office Home and Student 2010 is geared toward student and home users, offer-

ing the traditional applications for creating documents, worksheets, presentations, and
workbooks: Word 2010, Excel 2010, PowerPoint 2010, and OneNote 2010.

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Office Professional Academic 2010 is designed for faculty members who

need access to all the core applications—Word 2010, Excel 2010, Outlook 2010,
PowerPoint 2010—as well as OneNote 2010, Access 2010, and Publisher 2010.

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Office Starter 2010 is for the beginning user who wants to work with only

Word 2010 and Excel 2010.

Office 2010 System Requirements

In keeping with green efforts to maximize efficiency on systems users already have, Office
2010 was designed for any system capable of running Office 2007. Here are the suggested
system requirements for Office 2010:

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Computer and processor: 500-MHz processor or higher.

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Memory: 256 MB (megabytes) of RAM or more.

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Hard disk space: 2 GB (gigabytes)*.

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Drive: CD-ROM or DVD drive.

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Display: 1024 by 768 or higher resolution monitor.

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Operating system: Windows XP SP3 (32-bit), Windows Vista SP1 (32-bit or 64-bit),

Windows 7 (32-bit or 64-bit), Windows Server 2003 R2 with SP2 (32-bit or 64-bit),
or Windows Server 2008 with SP1 (32-bit or 64-bit). Terminal Server and Windows on
Windows (WOW) are also supported. **

* Part of the used hard disk space can be released after installation is complete.

** WOW allows users to install 32-bit Office 2010 on 64-bit systems.

What You’ll Find in First Look: Microsoft Office 2010

I hope First Look: Microsoft Office 2010 inspires you and gives you a good sense of the
exciting features coming in the release of Office 2010. This book was written while the
software was in development, so you may find some variance in screen illustrations and
procedures, but the overall story is the same: The key to the new features is freedom and
flexibility—you’ll be able to see how to get more from your applications no matter how—or
where—you choose to use them. Office 2010 is designed to help you express your ideas

xvi Introduction

clearly and creatively, work seamlessly with a group to get things done efficiently and on
time, and access and work with your files virtually anywhere with a similar look and feel
whether you’re using your PC, browser, or phone. To showcase these key points, First Look:
Microsoft Office 2010 follows this organization:

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Part I, “Envision the Possibilities,” introduces you to the changes in Office 2010 and

shows you how you can make the most of the new features to fit the way you work
today. Chapter 1, “Welcome to Office 2010,” gives you a play-by-play introduction to
new features; Chapter 2, “Express Yourself Effectively and Efficiently,” details the great
feature enhancements and visual effects throughout the applications; and Chapter 3,
“Work Anywhere with Office 2010,” explores the flexibility factor by presenting a set
of scenarios that enable users to complete their work no matter where their path takes
them.

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Part II, “Hit the Ground Running,” focuses on each of the Office 2010 applications in

turn, spotlighting the key new features and showing how they relate to the whole.
These chapters provide a how-to guide for many of the top features you’re likely to
use right off the bat, and they offer inspiring ideas on how to get the most from your
favorite applications.

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Part III, “Next Steps with Office 2010,” zooms up to the big picture and provides

examples to help you think through interoperability. How often do you use the vari­ous Office applications together? Customer research shows that people often don’t
realize how well the applications work together as a complete system—which means
they might be laboring over items they could easily incorporate from somewhere else.
This part of the book provides examples for integrating the applications and explores
Office 2010 security and training opportunities, as well.

So if you’re ready, let’s take a closer look at the ways Office 2010 can help you express
your ideas, whether you work on your own or as a part of a team, and share your work
with the world.

First Look: Microsoft Office 2010

Part I

Envision the Possibilities

Office 2010 ushers in a new era in productivity software by making the reliable tools
you’ve come to expect from Microsoft easier to use and more powerful than ever. In this
part of the book, you’ll get the big picture view of how Office 2010 improves the way you
work every day.

This part of First Look: Microsoft Office 2010 includes the following chapters:

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Chapter 1: Welcome to Office 2010

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Chapter 2: Express Yourself Effectively and Efficiently

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Chapter 3: Collaborate in the Office and Around the World

1

Chapter 1

Welcome to Office 2010

In this chapter:

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Features that Fit Your Work Style

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Changes in Office 2010

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Exploring the Ribbon

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New Backstage View

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Languages and Accessibility

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Coming Next

This is an exciting time to be working with technology. Changes are occurring with what feels
like ever-increasing speed. The world is growing continually smaller, and far-away places are
more and more within our reach. Today our coworkers are almost as likely to be working on
a different continent as they are to be down the hall. Opportunities are possible now that we
couldn’t envision a few years back—more of us are telecommuting, training by webinar, and
planning projects virtually, all of which is accomplished through Web and phone access to
the tools that make it all possible.

Office 2010 was designed with evolving workplace trends in mind. With Office 2010, you
can use familiar, reliable Office applications to work more efficiently, produce better-than­ever results, collaborate in real time with peers in your office or around the world, and con­tinue your work from any point on the globe with Web or phone access. And even though
these are big changes, they fit easily into what you’re already doing. The tools you need to
implement these changes in your work efforts don’t have a steep learning curve. By add­ing to the functionality of your favorite features (Print, Paste, and Picture Effects, to name a
few examples), Office 2010 helps you get more done with less effort. And the collaboration
and anywhere access features make working with anyone, anytime, a natural and intuitive
process.

Features that Fit Your Work Style

For many of us, our long workdays of focusing on single projects have evolved into days with
smaller blocks of time dedicated to one of many things we have going on. We are getting
more done than ever—and Office 2010 can help you better enjoy the process.

3

4 Part I Envision the Possibilities

What’s exciting about Office 2010 is that it’s more than a set of powerful tools that help you
meet and manage the demands of your fast-paced workday. For example, if you do most of
your work at your desk, crunching numbers, answering e-mail, and preparing reports, Office
2010 helps you work faster, manage huge worksheets, design effective documents easily, and
present your work in new, visual, and flexible ways that help your diverse audience under­stand your ideas.

If you work primarily in a team, you’ll find that Office 2010 makes collaboration easy with
features that enable you to share files, co-author documents, and even contact teammates in
real time.

If you work predominantly on the road—and frequently need to get updates on projects,
add items to the calendar, or approve new documents and strategies—Office 2010 gives you
the flexibility to use the Office applications you know and love regardless of whether you’re
logging in from your PC, your browser, or your phone.

In Part II, “Hit the Ground Running,” you get a closer look at the new features in each of your
favorite Office 2010 applications.

Office 2010 at a Glance

With Office 2010, you can

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Increase your productivity with more effective, reliable tools

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Express your ideas creatively and effectively, for multiple audiences

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Produce and share professional results easier and faster

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Communicate—and manage communications—easily whether you work

independently, collaboratively, or remotely

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Gain more freedom and flexibility to work anywhere, with anyone

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Enjoy the consistent and high-quality Office experience from your PC,

browser, or phone

Changes in Office 2010

This section presents a look at the key ideas behind the development of the features you will
find in Office 2010. Working independently or in a group, at your PC or on the road, you’ll
find new tools and techniques that help you create great-looking documents, worksheets,
presentations, and more, and enable you to share your work easily with others.

Chapter 1 Welcome to Office 2010 5

Tip One significant change that has a large impact on processing speed and power is that

Office 2010 is now available in a 64-bit version. This expanded capacity really shines in Excel,
where enormous spreadsheets require that kind of processing power.

Let Your Ideas Soar

Office 2010 shows that powerful programs don’t have to be difficult to use. Program design­ers know that users today need a great variety of powerful, flexible tools, and that it’s impor­tant that those tools and features be easy to find and use. For this reason, you’ll find quick
access to style galleries, themes, and more that help you select professional designs, choose
from color schemes that work, and create a professional look whether you’re creating docu­ments, worksheets, presentations, notebooks, or database tables.

To help you take your ideas to the next level, Office 2010 offers artistic effects and picture
editing, video editing in PowerPoint, new data visualizations (including sparklines and slicers)
in Excel, and the ability to manipulate fonts professionally in Word. And this is just the begin­ning—there’s much more, as you’ll see in the chapters in Part II, “Hit the Ground Running.”

And not only will your output be better, but the whole document creation process is easier,
thanks to enhanced search features, simplified navigation, the contextual spell checker,
translation tools, and more.

Collaborate Easily and Naturally

Unless you’ve been living off the grid for the last couple of years, you’ve probably noticed
that the world has gotten substantially smaller, thanks to the continuing expansion of Web
technologies. Blogs, social media, and new online publishing alternatives have steeped most
of us in a culture that is always on, always connected, and always talking.

An increasing number of people are now working in teams, and those teams might be spread
throughout the office or located around the world. A writer in Omaha could be working with
a software developer in India who might have been hired by an administrator in Scotland.
This geographical diversity within a project team is no longer an unusual occurrence—an
increasing number of Office 2010 users need to collaborate with peers and clients all over the
globe.

Office 2010 includes powerful tools to facilitate easy and successful team collaboration
and management. Co-authoring features in Word 2010, Excel 2010, PowerPoint 2010,
and OneNote 2010 enable you to work with a variety of teammates on a single project in
real time. And, when you use these features, your changes are automatically tracked and
coordinated.

6 Part I Envision the Possibilities

Microsoft SharePoint Workspace 2010, included with Microsoft Office Professional Plus,
enables users to move files online and offline easily. Team leaders and members use
SharePoint Workspace to create and update the team calendar, conduct project manage­ment, assign tasks, create document libraries, and more. Team members can collaborate in
real time, and their documents show who is working on what so that duplication of effort
or trading outdated versions of files is no longer a problem when several users work on the
same document.

Presence information is available with Office Communicator throughout Office 2010,
enabling you to see which of your teammates are online and communicate instantly—via
instant messaging, e-mail, or phone—to clarify questions on the project. You don’t have to
leave the application you are working in to ask questions you need answered right away.

Work Anywhere—and Everywhere

Laptop, notebook, desktop, kiosk—any place that gives you an on-ramp to the Internet is
a potential workplace in Office 2010. Office 2010 Web Apps let you work with the famil­iar Office 2010 interface and work with your Word 2010, Excel 2010, PowerPoint 2010, and
OneNote 2010 files. You can share files with other users by using Windows Live or SharePoint
Workspace 2010 and then open and work with the files on your PC when you get back to the
office.

If you are a gadget lover, you might already have a smartphone with all the bells and whis­tles you can get. Office Mobile 2010 gives you another way to work on the go, using your
Windows Mobile smartphone. You can write up an idea before breakfast, create a new docu­ment, and share it with the team—all before you get into work in the morning. Later, on the
way to meet a vendor, you can add a few more details, insert a picture, and send the file for
review—all from your phone.

Office Mobile works with Word, Excel, Outlook, PowerPoint, and SharePoint Workspace. The
application windows have been customized to fit the small phone screen and browser so that
you can find what you need easily and enjoy the familiarity of the Office 2010 interface.

This flexibility in Office 2010 gives you the freedom to follow through on your creative ideas
in real time—whenever and wherever they occur.

Chapter 1 Welcome to Office 2010 7

Exploring the Ribbon

At the top of the interface in all Office 2010 applications, the Ribbon brings you all the tools
you need—and only the tools you need—to complete specific tasks in the various Office
2010 applications. The Ribbon includes tabs that reflect the various tasks you perform within
each of the applications, and each tab contains tool groups offering the tools you need as
you work with the files you create, Every application has the same look and feel, which en­ables you to learn the Ribbon once in your favorite or most often used Office program and
then easily find your way around any other Office program. The Ribbon was introduced in
Office 2007 and has been improved in Office 2010 to include some new tools and provide
more flexibility. You can use the Minimize The Ribbon button to hide the Ribbon so that you
have more room to work on-screen, and you can customize the Ribbon to create your own
tabs and tool groups specific to your needs.

The simple design of the Ribbon enables you to find the tools you need in the tab that re­flects the task you want to perform. When you want to add a picture to your annual report,
for example, you look in the Insert tab and find Picture in the Illustrations group. Figure 1-1
introduces you to the Ribbon in Word 2010 and Excel 2010.

Microsoft Office Button

Quick Access toolbar

Tabs

Groups

Dialog box launcher

FIGURE 1-1 Exploring the Office 2010 Ribbon.

8 Part I Envision the Possibilities

A Quick Look at the Ribbon

The Ribbon simplifies the way you find and work with tools and options in Office. With a
simple, easy-to-understand layout for your commands, the Ribbon helps you find the tools
you need:

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Ribbon Tabs Each tab provides a set of tools related to an overall task you are likely

to be performing in a specific application. In Figure 1-1, the Word 2010 tabs are File,
Home, Insert, Page Layout, References, Mailings, Review, and View; the Excel tabs are
File, Insert, Page Layout, Formulas, Data, Review, and View. The File tab takes you to
Microsoft Office Backstage view, which gives you a central place to work with the files
you create in Office 2010 applications.

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Ribbon Groups Within each tab are groups that help organize common commands to

help you quickly find what you need for a specific task. For example, on the Insert tab
in Word 2010, you’ll find Picture, Clip Art, Shapes, SmartArt, Chart, and Screenshot in
the Illustrations group.

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Galleries A down-arrow appears to the right of some options in groups. Clicking the

down-arrow display a gallery of options you can select or a list of additional choices.
(See Figure 1-2.)

FIGURE 1-2 Galleries display visual examples of options.

Chapter 1 Welcome to Office 2010 9

Contextual Tabs

In addition to the tabs, groups, and tools shown in the Ribbon during normal use, contextual
tabs appear when you perform specific actions in a file. The fact that they appear only when
you need them is part of the beauty of the Office 2010 interface—this keeps the number
of commands on-screen at any one time at a minimum and easy to navigate through. For
example, when you click a photo in a Word document, the Picture Tools contextual tab ap­pears, providing options related to picture editing. (See Figure 1-3.)

FIGURE 1-3 The contextual tab provides options related to the task you are performing.

New Backstage View

One of the major improvements in Office 2010 is Microsoft Office Backstage view, a kind of
one-stop shop for all tasks related to managing the files you create in Office 2010 applica­tions. The round and colorful Microsoft Office Button in Office 2007 has been replaced by
the File tab. When you click it, you are taken to a screen outside the document where you
can manage file information and save, share, print, protect, and work with version informa­tion for the document. (See Figure 1-4.)

10 Part I Envision the Possibilities

FIGURE 1-4 Backstage view helps you prepare, manage, and share the files you create.

Backstage view is organized in three panels. The left panel includes the commands you’ll use
to work with the files you create. The center panel offers related options, and the third panel
displays a preview image of the selection or additional options. For example, when you click
Print, the center panel shows print options, and the right panel displays a preview of your
document as it will appear in print. This streamlines the print process so that you can preview
and print your document in one step.

Managing Files in Backstage View

In Backstage view, you’ll find the commands you traditionally found on the File menu: New,
Open, Recent, Close, Save, Save As, Print, and Exit. In addition to each of these basic file­management commands, you’ll find Share, which enables you to share the file in a variety of
ways. You can share your desktop directly from Backstage view by using Communicator inte­gration, sending the file by e-mail or fax, or saving it to a SharePoint Workspace or to a blog.

Tip Another great option Backstage view offers is that you can customize it to include your own

workflows and procedures.

Chapter 1 Welcome to Office 2010 11

Backstage view is designed to give you access to important tools users sometimes forget to
use. For example, you can run the Document Inspector by clicking Check For Issues in the
Info panel of the Backstage view and clicking Inspect Document.

Streamlined Printing

Another great time-saving feature in Backstage view is the new Print process. Microsoft re­search shows that more than 60 percent of Office users print more than 60 times per month.
That’s a lot of time clicking Print options! Now in Office 2010, Print Preview has been com­bined with Print so that instead of working through multiple dialog boxes, you get a one­page view of how the file will look in print. (See Figure 1-5.) You can choose your options
right on the screen and click Print—and you’re done.

FIGURE 1-5 Now you can preview and print in one smooth process.

Languages and Accessibility

In keeping up with the reach of the global workforce, Microsoft Office 2010 has more robust
language tools than ever, including a choice of translation tools. According to Microsoft re­search data, more than 1.6 million words have been translated using the Microsoft Language
tools—plus more than 6.2 million words online—into more than 100 languages. Office

12 Part I Envision the Possibilities

Online, which provides all kinds of content for Office users—including tips and tricks, how-to
articles, and video tutorials—provides content in more than 90 languages.

You’ll find the Translate tool, which enables you to translate words or phrases, in the Review
tab of Word 2010, Excel 2010, PowerPoint 2010, and OneNote 2010. Or you can use the Mini­Translator tool for on-the-spot translations. (See Figure 1-6.) The Editing Language feature
enables you to choose the language used by the dictionary for the proofing tools you select.

FIGURE 1-6 Translate words or phrases on the fly, and choose the language dictionary you want to use.

In terms of extending the reach of applications for users who are differently abled, Microsoft
works with more than 175 partners to create assistive software that enables Office to provide
screen readers, high-visibility color schemes, and special keyboards.

Coming Next

This chapter painted the big picture of Office 2010 changes, introducing you to the overall
design goals in this release. It also summarized changes to the Ribbon, introduced you to
Backstage view, and discussed enhancements to print and language functions. The next
chapter takes a closer look at the Office 2010 features that will help you express your ideas in
a lively and effective way—through words, images, numbers, and more.

Chapter 2

Express Yourself Effectively
and Efficiently

In this chapter:

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Understanding Your Audience

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How Visuals Help

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Adding Text Effects

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Adding Artistry to Your Images

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Working Font Magic in Word 2010 and Publisher 2010

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Creating Data Visualizations in Excel 2010

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Editing Video in PowerPoint 2010

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Communicating Visually in Access 2010

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Enhancing and Streamlining Communications in Outlook 2010

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Coming Next

People use Microsoft Office to do many, many things. Depending on the nature of your
work, you might create documents, design worksheets, prepare reports, develop and
manage databases, create and give presentations, e-mail clients and coworkers, gather
information, analyze information, and share information. And that’s just Monday!

Chances are that many tasks you do in Office 2010 involve communicating ideas to others.
Those others might be peers, clients, board members, prospective customers, students,
and more. You need to be able to create, prepare, and share worksheets, charts, reports,
databases, Web pages, e-mail messages, and brochures that other people can view and
understand. And of course, once they understand what you’re sharing, you want them to
give you the response you’re hoping for—whether that’s a new contract, an important sale,
startup funding, or accolades for a job well done.

Office 2010 includes a variety of new features and tools that can help you communicate your
ideas clearly, visually, and in ways your readers will understand. Framing both what you want
to show and tell is important and can help you make sure your points hit their mark. This
chapter gives you a tour through the various new features that will help you showcase your

13

14 Part I Envision the Possibilities

thoughts more creatively than ever, bringing more visual energy to the items you produce.
Specifically, this chapter introduces you to features that help you do the following:

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Improve the formatting of your Word 2010 text by adding special artistic effects such

as shadows, reflections, glows, and more.

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Take advantage of the professional typography capabilities available in many OpenType

fonts, such as ligatures and stylistic sets. Edit pictures within your document, worksheet,
brochure, or presentation by using the image-editing features in the various Office
2010 applications.

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Edit videos within PowerPoint 2010, customizing the length, formatting, and effects to

meet your needs.

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Create data visualizations that help your customers grasp the trends in your Excel 2010

data.

Understanding Your Audience

Beginning with the end in mind is a good approach for just about any document, worksheet,
presentation, notebook, and database you create in Office 2010. When you first begin a new
file, consider your answer to the following questions:

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Who will be reading or using this file?

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What will they expect to see?

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Do you have photos that support the points you’re making in the document or

worksheet?

n

Will you use special text effects to call attention to key points, headlines, or labels in

Word 2010?

n

Will charts, diagrams, or screen shots help your audience understand what you want

them to do?

n

How can you help your audience understand the ideas you’re putting in front of

them—and what do you hope they’ll do as a result? Do you want them to fill out a
form, subscribe to your magazine, purchase your product, or understand how much
your department has accomplished this year? Knowing what kind of response you want
from your communication—before you even begin—will help create the framework of
the whole process for you. And the visual elements you add along the way will be more
likely to take you closer to that goal.

Chapter 2 Express Yourself Effectively and Efficiently 15

How Visuals Help

Not too long ago, most business reports weren’t very exciting. They might have had a cover
page, a column or two, and maybe a page border. The title might have been in a larger font
(Times Roman, most likely), and the body text was probably your basic 10-point or 12-point
standard font. But it was just business communication, right? Better to focus on the facts and
leave the fancy stuff to the marketing brochures.

The affordability of color laser printers and the ability to design attention-getting materials
on the desktop have changed all that. Today we recognize that no matter what we produce,
our materials are competing for readers’ attention. And research shows us that documents,
presentations, notebooks, and worksheets that are clear, easy to read, and include visual cues
that help lead our eyes to the most important points capture our attention and reinforce key
concepts in the document or presentation.

By adding special artistic effects to text; formatting headlines, captions, and tables in an in­viting way; and thinking through the way you use pictures, charts, diagrams, and more, you
can dramatically increase the power of your message and make sure your readers get the
point.

Benefits of Pictures in Communications

The images you add to your documents, worksheets, presentations, notebooks, and
e-mail messages serve several purposes. They not only add visual interest and give your
readers’ eyes a rest, they are also known to provide the following real communication
benefits:

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Pictures linked to written text increase attention and help recall.

n

Pictures help improve your readers’ comprehension.

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Readers’ emotional response to pictures can help or hinder communication.

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Readers with lower literacy skills show improved comprehension when

pictures are used in documents.

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Captions help readers make the connection between pictures and text.

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Pictures showing outcomes, actions, or processes can help readers know what

to do after reading a document.

16 Part I Envision the Possibilities

Adding Text Effects

What are your favorite formatting features in the different Office 2010 applications? Most
people use boldface text to make sure headings, row and column labels, and table headings
stand out. You might also use the styles in Word or Excel to apply the look you want to the
different elements in your file, make changes to font size or color, and occasionally use more
specialized text controls such as small caps and strikethrough.

Word 2010 includes a number of easy-to-apply text effects that help you add special artistic
touches to the text in your documents. Now in addition to using 3-D effects, you can add
glows, bevels, shadows, reflections, and outlines. (See Figure 2-1.) These text effects apply
directly to your text and can be included in styles you create. And they act like traditional
text when you check spelling or edit your document.

Tip Did you know Paste is one of the most frequently used tools in all of Office 2010? You

now have more control when you copy and paste items in your files; the Paste Options gallery
enables you to preview the changes before you paste. Chapter 4, “Create and Share Compelling
Documents with Word 2010,” includes details on using Paste with Live Preview.

FIGURE 2-1 New text effects enable you to add artistic touches to your text.

Chapter 2 Express Yourself Effectively and Efficiently 17

Adding Artistry to Your Images

Great photos can be more than just nice-looking images when you apply special artistic
effects to the pictures you use in your files. Now Office 2010—specifically, Word 2010, Excel
2010, Outlook 2010, and PowerPoint 2010—includes a palette of artistic filters you can apply
to images in your documents. (See Figure 2-2.)

FIGURE 2-2 Choosing artistic effects.

You can choose from a variety of effects that apply different filters to the selected im­age, including chalk, watercolor, sponge, rain, and more. You can also use the new Remove
Background feature to remove an image from the foreground and place it on a different
background. This feature is great for product catalogs, or for any image in which you need
to spotlight a particular element without showing a background that might detract from the
central element you hope will catch the reader’s eye.

Figure 2-3 shows an image with various artistic effects applied. As you can see, each image
conveys a different feeling, which means it’s communicating a different idea with each effect.

18 Part I Envision the Possibilities

FIGURE 2-3 With artistic effects, one photo can be used to communicate several different ideas.

When will you use artistic effects in the files you create? Here are just a few ideas:

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Use an artistic photo or treatment of your company logo to show that this year’s annual

report demonstrates innovation and creativity.

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Create an effect viewers will remember by choosing not to show a product or place in a

realistic way.

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Capture your readers’ attention and communicate something new by modifying an

existing photo they will recognize.

Correcting and Recoloring Pictures

Of course, not all images you take on your digital camera or phone are ready to use just as
you’ve captured them. The lighting might be wrong in that product photo; the person might
be just slightly out of focus; the range of contrast in the picture of the new building might be
too great to show up well in print.

Although the Picture tools in Office 2007 went a long way toward giving you control over
the images you add to your files, they were limited in the range of changes they allowed.
You could adjust the picture by changing the contrast and brightness, recoloring the image,
applying styles and effects, or arranging the picture on the page. The Corrections tools in
Office 2010 give you a customizable palette of choices for brightness and contrast, and they
allow you to set your own standards for sharpening or softening images. This means you
can now insert and edit photos as you work in Word 2010, Excel 2010, PowerPoint 2010, and
Outlook 2010 without ever leaving the application.

Cropping also has received a makeover in Office 2010. Now when you choose the Crop tool,
the entire image is displayed in shadow behind your crop marks; you can then use the crop­ping tool to zoom in on the part of the image you want by resizing the image, panning to
the area you want to capture, and cropping out the rest. The display makes it easy for you to
select only the part of the photo that you want people to see.

Chapter 2 Express Yourself Effectively and Efficiently 19

Leaving the Background Behind

One of the great new artistic tools in Office 2010 is Remove Background, which lets you
pull the object of a photo from its background. This is a great technique when you’re
preparing product information, introducing a new employee, or creating materials to
spotlight a key element you don’t want your readers to miss.

To grab an image in the foreground and remove it from the background of your
photo, use the new Background Removal tool on the Picture Tools tab of Word 2010,
Excel 2010, PowerPoint 2010, and Outlook 2010. Here’s how:

1. Select the photo, click the Picture Tools Format tab, and click Background
Removal.

2. Drag the bounding box to include the areas of the image you want to display.
The magenta areas are those that will be removed.

3. Use the Remove Background tool in the upper left area of the Ribbon to mark
areas of the image you want to keep or remove.

4. Click Close Background Removal to complete the task.

Pretty neat, eh? Experiment with this feature to discover ways you can point your
readers’ attention to just what you want them to see in your images.

The new Color tools also have had a major overhaul: now you can choose from a wide
range of color management tools and make choices for saturation, tone, and an expanded
selection of color wash effects. (See Figure 2-4.)

20 Part I Envision the Possibilities

FIGURE 2-4 The Color tools in Office 2010 allow more choices for saturation, tone, and recoloring.

Color Effects Defined

If you’re new to the whole landscape of picture editing, you might be wondering what
the new features in the Color tools of Office 2010 enable you to do. Here’s a quick in­troduction to the phrases and what they mean:

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Color saturation controls the amount of color used in the picture—in other

words, how saturated the image is with the colors represented. A picture
with a Saturation of 0 percent is a black-and-white image; a picture with
a Saturation of 400 percent is flooded with color. (Use this option only for
special effects.)

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Color tone enables you to choose the overall temperature for the image. The

underlying tone for the image ranges on a scale from “cool” blues (4700 K) to
“hot” oranges (11,200 K). Experiment with an image to test the range of tones,
and choose the look that best fits the overall design of your file.

Chapter 2 Express Yourself Effectively and Efficiently 21

n

Recoloring applies a color filter to the image, making it monochrome (in blue,

red, green, or purple, for example) and creating a special artistic look that can
fit the color scheme in the file you’re preparing.

Working Font Magic in Word 2010 and Publisher 2010

Another new feature in Office 2010 that adds a touch of visual sophistication to the files you
create is support for OpenType typography. OpenType fonts are a type of scalable font de­veloped by Microsoft and Adobe to provide an expressive font format that enables software
users to create files reflecting an increasingly diverse range of languages. Word 2010 and
Publisher 2010 now support the typography features found in some OpenType fonts, such as
working with ligatures and stylistic sets. Word 2010 and Publisher 2010 also include support
for Number Forms and Spacing. (The feature is called Number Styles in Publisher.)

A ligature is a character in typography that consists of two or more connecting letters; for
example, the letters fi are often set as a ligature. Ligatures were originally invented (back in
the dark ages when typesetters cast type in lead before inking them and printing pages) to
save space and reduce typesetting effort.

A stylistic set is a font displayed with a specific set of characteristics, enabling you to get
a subtly different look and feel for selected text even though you’re using the same font
throughout a document. Gabriola, a new font in Office 2010, offers a variety of stylistic
sets you can try in your documents. Different stylistic sets might give you a whole range
of choices for that particular font, including whether you want to display serifs or not, how
characters with extenders are displayed, and much more.

To see your typography choices in Word 2010, click the dialog launcher in the Font group on
the Home tab, and then click the Advanced tab. The Ligatures setting enables you to choose
how you want the ligatures to be applied when they are available, and the Stylistic Sets
choice offers a list of available sets you can select for the current font. Figure 2-5 shows sev­eral different stylistic sets selected for a headline in the Gabriola font. Take a close look at the
length and shape of the extenders on the letters h, k, and p as well as the spacing between
the characters to see the difference.

22 Part I Envision the Possibilities

FIGURE 2-5 Fine-tuning fonts in Word 2010.

Ligatures and stylistic sets work similarly in Publisher 2010. Here you can choose the
typographical controls from the Typography group in the Text Box Tools Format contextual
tab. (See Figure 2-6.)

FIGURE 2-6 Choosing a stylistic set in Publisher 2010.

Chapter 2 Express Yourself Effectively and Efficiently 23

Tip Publisher 2010 also includes a number of specialized font options, including stylistic alterna-

tives, and specialized number styles. You’ll learn more about the steps involved in working with
fonts in Publisher 2010 in Chapter 10, “Create Effective Marketing Materials with Publisher 2010.”

Creating Data Visualizations in Excel 2010

If you work with numbers all day long, you’re probably comfortable with a language many
other people struggle to understand. Equations and trend lines make perfect sense to you;
business intelligence is part of your language; numbers tell you what you need to know
about product status, market saturation, and potential return on investment. You build your
documents and presentations around these numbers.

But wait a minute! Could you please translate that for the rest of us?

Excel 2010 now includes simple but effective tools that will enable even the most advanced
numbers people to show the rest of us what the numbers mean in a language we can under­stand. Take sparklines, for example. Newly added sparklines are small graphical representa­tions of data on your worksheets—small charts that can depict a trend and visually convey to
your audience what the values actually mean. Sparklines can show, for example, an increase
in enrollment for new webinars, a spike in sales related to a recent event, or a fall-off in hard
goods purchasing.

When you use sparklines to illustrate the data in your worksheet, you help those for whom
numbers might be a foreign language stop struggling with what it all means and enable
them to clearly understand your point. Figure 2-7 shows simple sparklines added to a column
on a worksheet to illustrate the data trend reflected in the displayed row.

The conditional formatting features in Excel 2010 have been improved and expanded with
new icon sets, data bars that are capable of showing negative values, and proportional dis­plays in data bar sets. You can also control the formatting of data bars to get just the right
effect in the worksheets and documents you prepare.

Tip For more detail on using sparklines and making conditional formatting improvements to

your Excel worksheet, see Chapter 5, “Create Smart Data Insights with Excel 2010.”

24 Part I Envision the Possibilities

FIGURE 2-7 Sparklines give you data snapshots in Excel 2010.

Editing Video in PowerPoint 2010

It’s no secret that seeing how something is done in video format is a simple way to learn a
new technique, whether you’re changing the oil in your car, learning how to plant a rosebush,
or designing a new brochure in Publisher 2010. A video clip enables you to share with others
the “how to” as well as the “why” because you can explain the reasons for the action while
you’re demonstrating the technique for those viewing the clip.

Are you ready to let your creativity out of the box? Take a look at the new video capabilities
in PowerPoint 2010. Now the video from your files is embedded by default, which means that
you no longer have to carry all your media files along whenever you copy, move, or share a
presentation. Because the video is embedded, you can edit the video directly in PowerPoint
without using any other video-editing software.

The video-editing features in PowerPoint 2010 enable you to shorten long video segments,
apply fade-in and fade-out settings, add bookmarks to help you quickly access important
points in the video or even trigger animation from key points in your video. Figure 2-8 shows
you several of the available video-editing capabilities in PowerPoint 2010.

Tip If you have online video you’d like to use in your PowerPoint 2010 presentation, you can easily

embed the code from the online video site right in your PowerPoint slide. To find out more about
how to do this, see Chapter 7, “Produce Dynamic Presentations with PowerPoint 2010.”

Chapter 2 Express Yourself Effectively and Efficiently 25

FIGURE 2-8 PowerPoint 2010 includes powerful video-editing and formatting tools that enable you to modify

video without leaving the program.

Communicating Visually in Access 2010

Maybe it’s all about the data for you. You design elegant databases; you create new data
tables and forms. You know how to put together such a sophisticated query that it leaves
others in awe. When you need to communicate your ideas to others who aren’t as comfort­able with data as you are, chances are that you know what happens when other peoples’
eyes glaze over. They are no longer listening, which means they aren’t following what you’re
saying. How can you make sure they understand what your data is saying in a way that
makes sense? Access 2010 data visualizations can help.

Conditional formatting in Access 2010 now supports data bars, which enable you to depict
data visually so that your audience can understand your ideas. See Figure 2-9. In addition
to the traditional data bars, now you can set negative values for data bar display as well.
Improved tools in Access 2010 enable you to apply a greater range of conditional format­ting to the tables and reports you create. Here are other ways you can add visual elements to
Access 2010:

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Include data bars, icons for minimum and maximum values, and more.

26 Part I Envision the Possibilities

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Display an image on the background of your reports by using the Background Image

feature in the Report Design Tools Format tab.

FIGURE 2-9 Access 2010 lets you add data bars that help you compare data values at a glance.

Enhancing and Streamlining Communications in Outlook 2010

One of the big changes you’ll notice right away in Outlook 2010 is that the Ribbon replaces
the menu and toolbars at the top of the main Outlook window. (See Figure 2-10.) Now all the
tools you need—including the new Quick Steps—are within easy reach and you can find the
right commands when you need them.

All the formatting capabilities—SmartArt graphics, styles, and Office themes—are available
for the e-mail messages you create. This means that even though the messages you create
compete for attention with the hundreds of messages your recipients receive, you can take
steps to make sure your messages are as compelling and inviting as possible.

Depending on the nature of the work you do, the feature that enables you to include screen
shots in the messages you send can be a big help. (See Figure 2-11.) If you help customers
find products online, support your staff through technical training, or assist users as they try

Chapter 2 Express Yourself Effectively and Efficiently 27

to find specific items on your Web site, including a screen shot can show readers what you’re
talking about and help them understand an important process.

Tip Setting up Outlook 2010 to send items to your mobile phone is as simple as clicking the File

tab to display Backstage view, choosing Options, and clicking Mobile. If you have an SMS Service
Provider, you can send calendar items, reminders, and messages to your mobile phone by sim­ply choosing the options you want to set and clicking OK. If you don’t yet have an SMS Service
Provider, you can find one on Office.com.

FIGURE 2-10 The main window of Outlook 2010 now sports the Ribbon, offering the tools you need within

easy reach.

Not only can you make your e-mail messages look more attractive and inviting for those
you contact, but Outlook 2010 gives you a number of ways to keep up with the mountain of
messages you receive every day. Here are a few of the key features that help you manage the
volume of mail you receive:

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Work faster with Quick Steps. The addition of Quick Steps enables you to carry out

routine tasks with a quick click of the mouse. Now you can move a message to a
specific folder, reply to a meeting, or send a message to your team with one little click.
Simple.

28 Part I Envision the Possibilities

n

Conversation View enables you to view the most relevant threads of a conversation

and suppress redundant threads. Having the ability to remove redundant messages in
the conversation saves Inbox space and helps you manage the volume of e-mail you
receive.

n

Easily manage and clean up threads and move on to more pressing tasks without

getting bogged down in messages that don’t relate to the task at hand.

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Easily manage your multiple e-mail accounts, whether you want to combine home and

work or any one of a number of Web-based e-mail accounts. Now you can bring them
all together in one place with Outlook 2010.

FIGURE 2-11 With Outlook 2010, you can easily add and enhance pictures, screen shots, and more.

Coming Next

In this chapter, you learned about the range of features in Office 2010 that enable you to add
visual effects and enhancements to the ideas you share with others. You explored new and
improved features in Word 2010, Excel 2010, PowerPoint 2010, Outlook 2010, Access 2010,
and Publisher 2010. The next chapter gives you this same kind of big-picture view of the
collaboration features you’ll use as you work with teams in your office or around the world.

Chapter 3

Collaborate in the Office and
Around the World

In this chapter:

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It’s All About the Teamwork

n

Benefits of Office 2010 Collaboration

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Stay in Touch with Your Team

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Co-Author Files Across Applications

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Use the Presence Icon to See Author Availability

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Using the Office Web Apps

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Sharing on the Road with Office Mobile

Depending on the type of work you do, you might work on your own most of the time,
or you might work as part of a larger group—or perhaps, several groups. Your groups might
come together to complete a specific project—for example, to produce a new marketing
plan—or they might work together over the long term, completing multiple projects.
Whether your need for collaboration is short term or ongoing, you’ll find features in
Office 2010 that enable you to

n

Work with others simultaneously on the same file.

n

Connect instantly with others working on your document or presentation.

n

Know when others are actively working in the document you are viewing.

n

Collaborate in real time with others working from their PCs, browsers, or phones.

It’s All About the Teamwork

As the world grows smaller and more accessible, our teams expand and grow. Today it isn’t
unusual to have someone from another continent on your team—whether the home office
for your company is in the U.S., the U.K., India, or another Web-enabled place on the globe.
In a team context, we plan projects, assign tasks, share documents, work collaboratively on
files, resolve problems, and ultimately produce materials that further the missions of our
companies, reach customers, and accomplish the tasks we’re asked to complete.

29

30 Part I Envision the Possibilities

What Teams Look Like Today

So how many of us are working in groups today? The exhaustive research data Microsoft
compiled shows that 52 percent of those surveyed currently work on two or more project­based teams. Others responded that most of their work is done independently, but they
collaborate with others occasionally.

How do teams work collaboratively?

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Surprisingly, many workers collaborate by e-mail, sending versions of documents back

and forth. This isn’t the most accurate or most secure method of working collabora­tively because file versions can be misplaced and a sensitive file might be vulnerable to
interception unless it’s encrypted or sent only on the company intranet.

n

Others collaborate via instant messaging (IM), discussing projects, making decisions,

and planning next steps.

n

Still others use social networking tools to discuss items in a group, set up an event, and

more.

n

Some businesses encourage the use of an employee portal or provide collaboration

software to facilitate teamwork.

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Other ways to collaborate include face-to-face meetings (of course) as well as shared

blogs, wikis, SharePoint sites, and more.

Office 2010 makes collaborating a natural and intuitive process by bringing collaboration
tools into all the major applications. You can share your team document on SharePoint, share
OneNote notebooks, create Word and PowerPoint projects, and ask fellow authors questions
while you work.

Team Tasks and Methods

In most workplace environments, teams are made up of people who are brought together by
role, not by choice. This means you might be part of a group that is an interesting mix of per­sonalities and talents. No matter how similar or how different team members might be, your
team will need to accomplish two primary goals to be productive and deliver what you came
together to create:

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You need to be able to communicate effectively.

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You need to find a way to solve problems.

Chapter 3 Collaborate in the Office and Around the World 31

The content of each team’s tasks might vary widely. One team might be organized to assess
the need for a human resources program; another team might come together to produce an
annual report. Still another team might be charged with planning, hosting, and evaluating a
national event.

Whatever the focus your work has or whatever the objective is you’re working toward, you
need to be able to share information, connect with others, and coordinate your efforts.
Along the way, each and every team needs to discover how to work together most effectively
to get the job done.

A Quick Look at Group Process

American psychologist Bruce Tuckman studied group dynamics, and in 1965, he
proposed that every group goes through four stages:

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Forming is the stage in which the group comes together. During this stage,

the members get to know one another and begin the process of communicat­ing. Some members might be polite and others might be anxious, but basi­cally everyone is on his or her best behavior.

n

Storming is the stage when team members begin evaluating their place in

the group and struggling to determine the overall work goals of the group.
Personalities might clash at this point as the group begins to carve out helpful
ways to interact.

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Norming occurs when the group members begin to settle into individual roles

that feel like a good fit for the group. The anxiety of testing roles and bound­aries calms down, personality differences are less of an obstacle, and the lead­ership of the group seems suitably established.

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Performing is the stage when the group finally comes together as a team.

The group has a shared vision of the final goal of the work and is able to
move productively toward that end.

In the 1970s, Tuckman added a fifth stage that he called adjourning, which involves
disbanding the group. This stage might bring anxiety for group members, but
it also offers closure if the group was convened to accomplish a specific goal or
complete a project.

32 Part I Envision the Possibilities

Benefits of Office 2010 Collaboration

No matter where your team might be in the group-formation process, the tools in
Office 2010 can help you communicate effectively, share questions and concerns, complete
project-related tasks, and speak each others’ languages. With the tools in Office 2010, you
can streamline the following team-related activities:

n

Staying in touch no matter where you’re working

n

Creating shared folders that others can use to access project assets such as images,

logos, charts, documents, and more

n

Working with more than one teammate on the same file at the same time

n

Checking the online status of other authors of your shared document using the

presence icon

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Translating words and phrases easily as you work

Stay in Touch with Your Team

Office 2010 Professional Plus includes SharePoint Workspace 2010, a data-sharing workspace
that enables you to have access to all the files and data you need as you work with your
team. With SharePoint Workspace 2010 (shown in Figure 3-1), you can create a team work­space that gives you access—both online and offline—to tasks, links, announcements, team
discussions, and document and picture libraries.

FIGURE 3-1 SharePoint Workspace 2010 enables you to take your work offline and share your files and other

project resources with team members.

Chapter 3 Collaborate in the Office and Around the World 33

Share Files in the Workspace

You can create new workspaces related to specific projects your team will be working on and
set up the elements you want to share. Because SharePoint Workspace 2010 is a true Office
2010 application, you can simply drag and drop the files you want to work on later offline or
make available to the team into the Documents library. (See Figure 3-2.)

FIGURE 3-2 You can easily drag and drop files to a workspace to share items with the team.

The files are available whether you’re offline or connected to the server; when a server
connection is established, features such as Check In and Check Out are enabled, and you can
navigate easily through the original site to sync, download, or review files.

Not only can teams share files, post announcements, and chat in real time in SharePoint
Workspace 2010, but team members can also post to a discussion board to carry on
conversations related to the project at hand. (See Figure 3-3.) A chat feature also is available
to allow team members to ask and answer quick questions as they work in the space.

34 Part I Envision the Possibilities

FIGURE 3-3 With SharePoint Workspace 2010, you can have conversations with teammates on topics related

to your shared project.

Share Files and Folders

SharePoint Workspace 2010 also enables you to create shared folders in your own system so
that you can exchange files easily with your server or share them with other people. By creat­ing and sharing a folder with files related to your specific folder, teammates can access the
resources they need in the shared folder you created. This enables you to share files easily
without uploading them to your company’s server space and also gives you an easy way to
organize and work with files you eventually check back in to the server.

Co-Author Files Across Applications

The new co-authoring feature, available in Word 2010 and PowerPoint 2010, is one of the
new collaboration features in Office 2010. Co-authoring is also available in the Excel Web
App. Now you can work collaboratively on a document at the same time others are working
in the file. You can edit files in real time, coordinating your changes, talking about revisions,
and reviewing the work of each person on your team.

Chapter 3 Collaborate in the Office and Around the World 35

Tip You also can simultaneously edit a shared notebook that is stored on SharePoint or

Windows Live with others who are using OneNote 2010, OneNote Web App, and OneNote
Mobile 2010.

No matter how many people on your team are working together online at the same time,
each person can work on her respective section, and then changes are synchronized au­tomatically when the file is saved or when the user logs on the next time. The names of all
authors are displayed next to the areas of the document they are editing. Additionally, a
pop-up list of available authors is available on the application status bar when the shared
document is active. (See Figure 3-4.)

FIGURE 3-4 Co-authoring enables you to see who else is working on the current document.

Note Co-authoring requires Office Communicator 2007 R2 and Office Communications Server

2007 R2. For Office 2010 users in a business environment, SharePoint Workspace 2010 is also
needed for co-author capability. Home users can use Windows Live as the co-authoring platform
for file collaboration.

36 Part I Envision the Possibilities

Connect via Presence

The Presence icon is a new feature in Office 2010 that shows you the availability of team
members when you’re working on shared documents. When you point to the icon, a contact
card expands, listing the ways you can contact that person. (See Figure 3-5.)

If you’re using Windows Live for document sharing, you’ll be able to send an instant message
to other authors working on the document. You’ll also be able to schedule a meeting, add
the author to your Microsoft Outlook contacts, and work with Outlook properties. If you’re
using Office Communicator R2, you’ll have these choices and also be able to start a video
call, tag the contact for presence alerts, and add the contact to your Quick Contacts list.

FIGURE 3-5 When you click the Presence icon of a contact, the contact card for that person is displayed.

So how does Office 2010 know all this information about the various members of your team?
The Presence icon reflects online status information available in either Windows Live or
Office Communicator.

Microsoft Office Communicator 2007 R2

Microsoft Office Communicator 2007 R2 is an enterprise communications tool that
enables you to unify the various ways you communicate with others—by e-mail, instant
message, voice, or video.

Microsoft Office Communicator 2007 R2 requires Microsoft Office Communications
Server 2007 R2, which runs only on 64-bit systems. Communicator client does not
require a 64-bit computer.

Chapter 3 Collaborate in the Office and Around the World 37

Using Office Web Apps

Today more and more of us are escaping the confines of the cubicle and venturing out to
work in unusual places—the corner coffee shop, classroom, convention floor, park bench,
or client office. Flexibility is good, but we also need an easy, secure, and reliable way to ac­cess mission-critical documents and files. We need to review records, update reports, quickly
check the budget, get an estimate on reservations, and approve the finals on the four-color
report before it goes to the printer.

The new Office Web Apps enable you to access and work with your files anywhere in the
world you have Web access. (See Figure 3-6.) And if you don’t have Internet Explorer, no
problem—Office Web Apps support Windows Internet Explorer 7 or later for Windows,
Safari 4 or later for Mac, and Firefox 3.5 or later for Windows, Mac, and Linux. That means
that whether you’re logging in on a Mac, PC, or kiosk at a hotel or airport, you’ll find the
same reliable Microsoft Office interface and be able to review, edit, and save the files that are
important for your work.

FIGURE 3-6 Office Web Apps offer the consistent look and feel in an easy-to-use, light editing interface.

38 Part I Envision the Possibilities

Sharing on the Road with Office Mobile

Office Mobile 2010 (shown in Figure 3-7) lets you take Office with you wherever you go—
whether you’re carrying your laptop with you or not. Using Office Mobile 2010, you can
easily check e-mail in Outlook Mobile 2010, organize your inbox, update schedules and tasks,
and even work on your favorite Office documents, all from your favorite smart phone.

The rich interface for small devices enables you to view and edit files from your mobile
phone. You can choose from a variety of display options, perform editing and formatting
operations, and send files to SharePoint Server 2010 or to your Windows Live account.

FIGURE 3-7 The clear, easy-to-read Office Mobile interface makes it simple for you to read e-mail, work with

Office Mobile applications, and send and receive files.

Coming Next

The collaboration features in Office 2010 enable you to continue working with your favorite
applications in real time, no matter where you are or who you’re working with. With
SharePoint Workspace 2010, you can keep your team headed in the right direction; using the
coauthoring features and the presence icon, you can work collaboratively on documents and
contact other authors in your shared documents. And Office Web Apps and Office Mobile
both help you access your files remotely so that you can keep things moving whether or
not you’re able to be at your desk to do it. The next chapter kicks off Part II of this book by
showcasing the new features available to you in Office Word 2010.

First Look: Microsoft Office 2010

Part II

Hit the Ground Running

Each of the applications in Office 2010 offers new ways to communicate your ideas more
visually and effectively, features that enable you to collaborate easier than ever before,
and ways to access your work from anywhere, anytime. Whether you spend your time in
Office 2010 generating content, managing projects, or analyzing financial data, you will
discover new capabilities that streamline your tasks, add professional impact, and add
flexibility and creativity along the way.

This part of the book introduces you to the new features in each application and gives you
some hands-on experience with different elements so that you can get up to speed quickly
with this new release:

n

Chapter 4: Create and Share Compelling Documents with Word 2010

n

Chapter 5: Create Smart Data Insights with Excel 2010

n

Chapter 6: Manage Rich Communications with Outlook 2010

n

Chapter 7: Produce Dynamic Presentations with PowerPoint 2010

n

Chapter 8: Organize, Store, and Share Ideas with OneNote 2010

n

Chapter 9: Collaborate Effectively with SharePoint Workspace 2010

n

Chapter 10: Create Effective Marketing Materials with Publisher 2010

n

Chapter 11: Make Sense of Your Data with Access 2010

39

Chapter 4

Create and Share Compelling
Documents with Word 2010

In this chapter:

n

Start Out with Word 2010

n

Format Your Text

n

Illustrate Your Ideas

n

Improve Your Text

n

Co-Author Documents

n

Access Your Documents Anywhere

What’s the big story in Microsoft Word 2010? Think flexibility and freedom of expression.
Imagine working on documents in the quiet of your neighborhood coffee shop, collaborat­ing with a coauthor who lives in Taipei, or doing a quick review on your smartphone before
you forward the document to a major client.

Word 2010 is designed to be simple to use and yet give you all the tools you need to create
sophisticated, professional documents that express your ideas clearly and well. The new fea­tures enable you to work efficiently and collaboratively, in a consistent, familiar interface,
whether you’re working on your computer, in your browser, or on your smartphone.

Additionally, you’ll discover simplified ways for getting around in the document and an
expanded slate of tools that enable you to include great quality fonts and picture effects so
that your finished product looks as good as possible. This chapter introduces you to the key
new features in Word 2010 and encourages you to try a few techniques along the way.

Start Out with Word 2010

The Word 2010 window is designed to help you focus on the task at hand, whether you are
writing, formatting, editing, illustrating, securing, or sharing documents. The Ribbon (shown
in Figure 4-1) stretches across the top of the window, providing all the tools you need, just
when you need them. The status bar at the bottom of the window enables you to get current
statistics on the document as you work (for example, checking the number of words in the
file) and change views so that you can display the document in different ways.

41

42 Part II Hit the Ground Running

Ribbon

Status bar elements View controls

FIGURE 4-1 The Word 2010 window maximizes your workspace while providing tools across the top and

document information and views along the bottom.

Tip To display the Customize Status Bar list and add other information elements to the status

bar, right-click the status bar at the bottom of the Word window.

Get Familiar with the Word Ribbon

The Ribbon in Word 2010 makes it easy for you to find just the tools you need when you
need them. (See Figure 4-2.) Tabs contain tools related to specific tasks you want to com­plete. The Insert tab, for example, includes the tools you need to add illustrations, links,
tables, and much more.

Chapter 4 Create and Share Compelling Documents with Word 2010 43

FIGURE 4-2 The Ribbon offers just the tools you need, depending on what you’re working on in Word.

Contextual tabs appear when you select a specific element in the document—for example,
when you click a picture, the Picture Tools contextual tab appears, as you see in Figure 4-3.

FIGURE 4-3 Contextual tabs offer tools that relate to the selected object in the document.

One great feature common to all Office 2010 applications is the ability to customize the
Ribbon so that you can add your own tabs, putting together the tools you use most often in
the configuration that fits you best. You can create your own custom tabs or tab groups, and
move tools on the existing Ribbon tabs to create groups just the way you want them.

Tip You can hide the Ribbon easily and maximize your work area by pressing Ctrl+F1 or clicking

the Minimize The Ribbon button on the right side of the window above the Ribbon.

Find What You Need Easily with the Navigation Pane

The new Navigation Pane is a great addition to Word 2010. Combining the best of the Find
utility with Outline view and thumbnail displays, the Navigation Pane gives you multiple ways
to find what you’re looking for in your document. Now you can move right to a section in
your document by clicking the heading you want (as shown in Figure 4-4), scroll through the
list of page thumbnail images, or enter a search phrase and choose from the list of results (as
shown in Figure 4-5).

44 Part II Hit the Ground Running

FIGURE 4-4 With the Navigation Pane, you can move easily through the document by clicking the heading of

the section you want to see.

The improved search features offered in the Navigation Pane enable you to find the content
you need, whether it is in the basic body text or headings of the document or whether it
appears in your document in the body text, headings, tables, graphics, footnotes, sidebars, or
comments.

FIGURE 4-5 The powerful search capability in the Navigation Pane displays a clickable results list showing all

the places in the document your search word or phrase appears.

Chapter 4 Create and Share Compelling Documents with Word 2010 45

Print and Preview in a Single View

If you are like most Word users, you print your documents on a regular basis. And using Print
Preview is part of the process, enabling you to make sure the overall page looks the way you
want it to look, the pictures are in the right places, and the headings are in the appropriate
spots. Word 2010 smooths out the printing process by combining the print and preview tasks
into a single step.

Now you can preview and print your document in Backstage view with literally a single click.
You can still change your print options, setting print quality, choosing the paper source and
size, and specifying the number of copies before you print. You can also page through the
document easily and shrink or enlarge the page view so that you can check all details easily
before sending the document to the printer.

Format Your Text

Word users typically spend quite a bit of time formatting documents. New features in
Word 2010 enable you to apply stylized effects to text, use high-quality fonts, and choose
just the right paste options for the task at hand so that your documents look professional
with just a little help from you.

Did You Know?

n

Eighty percent of all documents use fewer than 20 styles.

n

Word users include an average of 16 styles in each document.

n

The most common formatting changes are font size, font face, and font color.

Step by Step: Printing and Previewing

Because the print and preview features are streamlined into one process in Word 2010,
you can easily review and print the file. Here’s how to print and preview a document in
Backstage view:

1. Open a document or create a new document that you’d like to print. If you create
the file, save it before you prepare to print.

2. Click the File tab on the Ribbon. This displays the Word 2010 Backstage view.

46 Part II Hit the Ground Running

3. Click Print. The document appears in the Print Preview window to the right of the

Print options.

4. Preview the document by clicking the Previous Page or Next Page controls in
the bottom left corner of the preview window. You can also change the size of
the page display by adjusting the Zoom control in the lower right corner of the
preview window.

5. Use the options in the center column to choose the print settings you want to
apply to the printed document. For example, you might need to select your
printer, specify the pages you want to print, or change from one-sided to
double-sided printing.

6. When the document in the preview looks the way you want your printout to
appear, click the Print button at the top of the center column.

Tip Before you print a long document or multiple copies of the same document, test print one

copy to ensure the format of the document and the page margins appear the way you want
them to.

Chapter 4 Create and Share Compelling Documents with Word 2010 47

Apply Text-Formatting Effects

You’ll find a number of features in Word 2010 that help you create a pleasing, professional
look for documents of all types. Document themes let you choose a consistent color scheme,
font style, and object format; Quick Styles give you a gallery of text styles to apply to your
text; and the Font and Paragraph groups in the Home tab enable you to make changes to
individual words, phrases, lists, and more in the documents you create.

Now Word 2010 gives you the ability to add special touches to the format of your text. You
might use a special text effect to create a compelling headline, make a product name stand
out, or create an attention-getting banner for a flyer or brochure. You’ll find the Text Effects
tool in the Font group of the Home tab. Clicking it reveals a list of ready-to-apply text ef­fects, as well as a collection of artistic effects (Outline, Shadow, Reflection, and Glow) that
enable you to fine-tune the look even more. (See Figure 4-6.)

FIGURE 4-6 Text effects give you the tools to format headlines and text elements to make them stand out.

48 Part II Hit the Ground Running

Tip Even after you’ve applied a special effect to your text, you can continue to modify the look

by making additional choices in the Text Effects list. You might change the bevel style of the
letters, for example, or add a glow to specially formatted text.

Preserve Your Format Using Paste with Live Preview

How often do you copy and paste something in the documents you create? Microsoft re­search shows that Copy and Paste are two of the most often-used features in Word 2010;
users might copy and paste as many as 300 times per month. Both procedures are simple,
requiring only that you select the item you want to copy, click Copy on the Home tab, put
the cursor where you want the item, and click Paste. Simple, right?

The challenge was that pasting the text or object sometimes had unexpected results,
depending on where users pasted the item and what type of item was being inserted in
the document. In fact, users undo paste operations more than any other in Office 2010.
To answer this challenge and provide consistently what users expect, Copy and Paste have
been improved in Word 2010. Now more than 400 clipboard formats are supported to
make copying and pasting as easy and as reliable as possible while you’re working on your
documents.

Step by Step: Pasting Content Your Way

Use Paste with Live Preview to get just the paste results you want.

The variety of paste formats and the flexibility Word 2010 offers you when you paste
text and objects in your document results in more reliable formats and less tweaking
after the fact. And that means better efficiency and reliable results. Nice!

This example shows you how to use Paste with Live Preview so that you can get the
results you want when you paste content in your Word 2010 document:

1. With your document open on the screen, highlight and copy the text or object
you want to paste. Click Copy in the Clipboard group of the Home tab or press
Ctrl+C.

2. Click at the point in your document where you want to paste the copied item.

Chapter 4 Create and Share Compelling Documents with Word 2010 49

3. Click the Paste arrow in the Clipboard group of the Home tab. A Paste Options
gallery appears as you see here:

4. Point to each Paste icon to see a live preview of the way the item will appear in
your document.

5. Click your choice. The item is pasted in the document as you selected.

You can also display the Paste Options gallery by right-clicking in the document at the
point you want to paste the copied information. After you paste the content, Paste
Options are displayed near the paste location in case you want to make a change:

Tip Paste with Live Preview is available in all Office 2010 applications, and the selections

displayed under Paste Options in the gallery vary depending on the type of content you have
copied to the Clipboard. To display the Office 2010 Clipboard, click the dialog l auncher in the
lower right corner of the Clipboard group in the Home tab.

Illustrate Your Ideas

With Word 2010, you don’t need to switch back and forth between software programs to
include professional-quality images in your documents. Using Word’s illustration features,
you can easily apply special artistic filters to your photos or capture screen shots to include in
your documents.

50 Part II Hit the Ground Running

Apply Artistic Effects

The Artistic Effects in Word 2010 give you a variety of filters you can apply to your images
to produce a wide range of special effects. For example, you might apply the Pencil Sketch
effect to convert an image to an artistic black-and-white rendering, or use the Paint
Brush effect to create a dramatic image of a new product.

To apply an artistic effect, simply select the image in the document you want to modify.
The Picture Tools contextual tab is available. Click Artistic Effects in the Adjust group.
(See Figure 4-7.) Preview the different effects by pointing to the effect you want to see; the
image is displayed with that particular effect. Click the one you want, and it is applied to
the image.

Tip Office 2010 offers enhancements to SmartArt in Word 2010, Excel 2010, and PowerPoint 2010.

Learn about SmartArt’s new features in Chapter 5, “Create Smart Data Insights with Excel 2010.”

FIGURE 4-7 Artistic effects enable you to apply a variety of special filters to the figures in a document.

Chapter 4 Create and Share Compelling Documents with Word 2010 51

Insert Screen Shots

Adding pictures of your screen can come in handy when you are preparing team documents,
sharing procedures with others, or writing a process to let others know how to work with a
specific document. No matter what you might want to capture on the screen, Word 2010
makes it easy for you to grab the parts you need and include them in your document.

When you click the new Screenshot tool, available in the Illustrations group of the Insert
tab, a gallery of screen-shot options appears. (See Figure 4-8.) The images in the gallery are
thumbnails of the various applications you currently have active on your system. To choose
one of the screen shots, click it; the image is added at the cursor position in your document.

FIGURE 4-8 You can insert a screen shot of any window currently open on your system.

Step by Step: Adding a Screen Clipping

Grab just the portion of the screen you want to include in your Word 2010 document.

Suppose that you want to quickly clip a segment of a worksheet to include in the report
you’re writing. You can grab a screen shot of the worksheet and add it to your docu­ment by following these steps:

1. Open the document in which you want to add the screen shot, and click where
you want to insert the screen shot.

2. Open the worksheet you want to use for the screen shot.

3. Display the document again, and click the Insert tab. In the Illustrations group,

click the Screenshot arrow and choose Screenshot Clipping.

4. The worksheet automatically displays. Click in the upper left corner of the area
you want to clip, and drag across the area to be included.

52 Part II Hit the Ground Running

5. When you release the mouse button, the area is clipped and inserted in the

document at the cursor position.

Improve Your Text

The Word 2010 Spell Check is smarter than ever; now it takes context into account as it
checks your document. And the Word 2010 language tools make it easy to translate on the
fly when you work with colleagues around the world.

Catch More Than Typos with a Contextual Spell Check

Have you ever received a document that was spelled right but included words that were used
incorrectly? Words such as their and there or seen and scene can easily be misused in a docu­ment, causing a disconnect for your readers and clouding your message. The Word 2010
enhanced spelling checker now evaluates the words you use for the context in which they
appear, which helps you ensure that your documents are as correct as possible.

Chapter 4 Create and Share Compelling Documents with Word 2010 53

Tip You can have Word 2010 check for grammar and style in your document, which includes

searching for punctuation, usage, clichés, gender-specific words, and more. To change the gram­mar settings, click the File tab and then Word Options, click Proofing, and then click the Settings
button in the Writing Style area.

Start Spell Check by clicking the Review tab and clicking Spelling & Grammar in the Proofing
group. The Spelling & Grammar dialog box shows you one by one any issues that the checker
discovers so that you can enter changes as you go. The Dictionary Language setting enables
you to look up the word in another language to see whether the usage or spelling is correct.
(See Figure 4-9.)

FIGURE 4-9 Now you can check the spelling and usage of words and phrases in dictionaries from

other languages.

Tip If your spelling checker doesn’t seem to be working properly in Word 2010, make sure

you’ve set your default language and that Spell Check isn’t disabled. Here’s how: On the Review
tab, click Language in the Language group and choose Set Proofing Language. In the Language
dialog box, click your primary language and choose Set As Default. When prompted, click Yes.
Now make sure the Do Not Check Spelling Or Grammar check box is clear. If a check mark
appears, click the option to clear the box; then click OK.

Use Language Tools, and Translate on the Fly

Many people now work in teams that span not only cities but continents. When you are
working with peers in Europe, Asia, or other continents, language differences can present
challenges. Word 2010 now includes enhanced language features that help you stay in sync
with the global workplace. Now you can translate words and phrases on the fly, and develop
documents that offer ScreenTips and Help in a variety of languages.

54 Part II Hit the Ground Running

Translating in Real Time

Another language feature in Word 2010 enables you to translate text easily as you work in a
document. Using the Translation Language tools, you can choose to show side-by-side trans­lations, display the full document in a Web-based translated view, or use the Mini Translator
toolbar to translate words as you go.

Setting up the translation tools is simple. In the Language group of the Review tab, click
Translate. A list offers you four choices:

n

Translate Document

n

Translate Selected Text

n

Mini Translator

n

Choose Your Translation Language

Start with the last item first if this is the first time you’re using the Translation tools. When
you click Choose Your Translation Language, the Translation Language Options dialog box
appears so that you can choose the language you’re translating from as well as the language
you’re translating to. (See Figure 4-10.) Click your choice for each option on the Translate
Document tab; then choose the language you’re translating to on the Mini Translator tab.
Finally, click OK to save your settings.

FIGURE 4-10 Set your translation languages using the Translation Language Options dialog box.

When you choose Translate Document, a dialog box appears alerting you that the docu­ment will be translated by the Web site WorldLingo and displayed in your browser online.
To continue the operation, click Send and your document is translated and displayed in your
Web browser window.

To translate a specific phrase or paragraph, begin by highlighting the text you want to trans­late; then click Translate and choose Translate Selected Text. The Research pane appears on
the right side of your document window, and the text you selected is translated, according

Chapter 4 Create and Share Compelling Documents with Word 2010 55

to the language you selected. You can modify the settings by choosing new options in the
Research pane.

Finally, to translate words and phrases on the fly, you can use the Mini Translator tool. This
convenient little toolbar enables you to translate text as you go by simply hovering the
mouse over the word you want to translate. (See Figure 4-11.) This can help you review text
quickly and double-check your translations.

FIGURE 4-11 The Mini Translator enables you to translate words, phrases, or blocks of text as you work.

Tip The Mini Translator tool also includes an audio feature that will read back the text you se-

lect in your document. Simply highlight the text you want to hear, choose Mini Translator in the
Translate list, and click the Play button on the Translator tool.

Co-Author and Share Documents

Word 2010 makes it easy for you to work collaboratively with others whether they work
down the hall or on the other side of the world. Co-authoring features in Word 2010 make
it possible for multiple authors to work on a file at the same time and contact each other
in the process. And using SharePoint Workspace 2010 or Windows Live, you can save to an
online workspace, communicate with coauthors, and keep track of changes in the file with­out e-mailing multiple documents back and forth or running the risk of overwriting changes
another person on your team has made.

The co-authoring capabilities require SharePoint Foundation Services (for business clients)
or Windows Live (for personal use). When you post a document to your SharePoint
Workspace or Windows Live SkyDrive space and invite another author to share it with you,
you will be able to see indicators in the document when the other author makes changes.
(See Figure 4-12.) At each point the author makes changes, you see the author’s name and
a presence indicator that shows you the author’s online availability.

56 Part II Hit the Ground Running

FIGURE 4-12 When you co-author a Word 2010 document, you can see who else is working on your shared

document at the same time.

Tip The instant messaging, presence, and voice call features require Office Communicator 2007

R2 and Office Communicator Server 2007 R2, Windows Live Messenger, or another instant­messaging program that works with IMessenger.

Chapter 4 Create and Share Compelling Documents with Word 2010 57

Overview: Introducing Presence

Presence technology is all about being able to reach team members whenever they are
present online. In Office 2010 Presence is available for systems running Microsoft Office
Communicator 2007 R2, enabling you to see at a glance which of your coauthors are
available online to answer questions, chat about your project, or talk about next steps.

Office 2010 applications that support presence display a small green icon beside a
person’s name in a status bar list when they are available for contact. When you hover
the mouse over the person’s name, a pop-up list of options for contact appears. You
can send an instant message, open a chat window, compose an e-mail message, or ini­tiate a phone call by clicking one of the communication options. You can also click the
menu to display the contact’s full contact information and discover additional ways of
making contact.

Working with Shared Documents

You can easily add authors to documents you’re working on and share files using SharePoint
Workspace 2010 or Windows Live SkyDrive. You first post the files you want to share and
invite authors to the SharePoint workspace or SkyDrive folder. Once you begin working with
the shared document, Backstage view gives you information about the shared file, as you see
in Figure 4-13.

58 Part II Hit the Ground Running

Shared workspace
where the file is stored

Save status of the file

Click to send

a message

to a coauthor

FIGURE 4-13 You can add the names of coauthors in Backstage view and check documents stored in the

shared workspace for the current file.

Authors currently
working in the file

Notes added

to the file

Access Your Documents Anywhere

Picture this: You are rushing out the door to get to a meeting uptown. You had hoped to put
the finishing touches on the client report you need to share with the team, but because your
afternoon meeting ran long you were unable to finish it. Now you’re on the train and have a
few minutes to spare. Luckily, you can access Word 2010 on the Web and wrap up those last
few details.

Click to see other documents
in the shared workspace

Chapter 4 Create and Share Compelling Documents with Word 2010 59

Use Word Web 2010

By logging into Windows Live, accessing your SkyDrive folders, and opening a Word 2010
document you’ve posted there, you can access the familiar Word 2010 tools and features so
that you can complete your document on time. Log in to your account, choose SkyDrive (in
the More menu), and open your My Documents folder; then click the document you want
to work with. Click View to open the file. In the Word Web App window, you can simply re­view the file (if you don’t want to make any changes). Figure 4-14 shows the Word Web App
window.

FIGURE 4-14 You can review the document, do light editing to it, and even print it from the Web.

If you click Open in Word, the Word Web App will ask for your Windows Live login informa­tion. After you provide it, the document opens in Protected view. (Protected view is always
used when a file is downloaded from an Internet location.) Click Enable Editing to activate
editing mode, and the document opens in Word 2010. When you save the document,
the changes you made are synchronized with the online document with no further action
from you.

60 Part II Hit the Ground Running

Check Your Document with Word Mobile 2010

Need to take a quick look at a customer document before that important meeting? Or
perhaps you want to sign off on a report so that others on your team can share it right away.
With Word Mobile 2010, you can use the familiar Word 2010 experience to display and
search your document, make simple changes, and save and finalize the file.

With Word Mobile, you can easily open, view, edit, and copy and paste information in your
Word documents—using your smartphone. Spell Check and AutoCorrect are available to
help you make sure your edits are accurate.

The document formatting—even in tables, charts, and graphics—will be preserved on your
phone display, thanks to Office Mobile’s Text Reflow technology. You can use all the familiar
formatting basics—bullets, numbering, fonts, paragraph formats, and more.

You can also send your document from your smartphone by e-mail to a friend or colleague
or post it to your SharePoint workspace.

Word Mobile 2010 is not part of Office 2010, but the software will be available at the release
of Office 2010 for phones using Windows Mobile 6.5 or later.

Chapter 5

Create Smart Data Insights with
Excel 2010

In this chapter:

n

Start Out with Excel 2010

n

Summarize Your Data Easily

n

Illustrate Information Effectively

n

Show PivotTable Data Your Way

n

Work Anywhere with Excel 2010

Helping others understand the information you present—whether you work with words,
numbers, pictures, or media—is a key part of success in any business environment. The big
story in Microsoft Excel 2010 includes new features that help you convey your findings in
ways others can easily understand. Sparklines are small, cell-sized charts you can add to your
worksheet to provide a visual summary of the data in selected ranges; new icon sets and im­provements to data visualization options give you greater variety in the way you present in­formation; SmartArt and charting enhancements offer additional flexibility; and slicers enable
you to graphically slice-and-dice your PivotTable to display just the information you want to
show at any given time.

And Excel 2010 also includes new offerings for the high-end spreadsheet user: new
formulas, support for spreadsheets with millions (yes, millions) of rows, and the integra­tion of SharePoint 2010 and Excel Services, which enables you to publish worksheets and
dashboards to your intranet or to the Web. This chapter touches on the top new features in
Excel 2010 and encourages you to give a few of them a try.

Start Out with Excel 2010

The Excel 2010 window offers you an open, visually inviting workspace that presents
everything you need to work with multiple worksheets, enter formulas and cell values, and
change the way you view information on the screen. Figure 5-1 introduces you to the various
elements in the Excel 2010 window.

61

62 Part II Hit the Ground Running

Quick Access Toolbar

Tabs Ribbon

Minimize
The Ribbon
button

Navigate worksheets View controls

FIGURE 5-1 The Excel 2010 workspace gives you plenty of room onscreen while providing the tools you need.

Worksheet area

Tip You can hide the display of the Ribbon to maximize your space onscreen by clicking the

Minimize The Ribbon button in the upper right area of the Excel 2010 window.

The Office 2010 Ribbon includes eight tabs, each with groups of tools related to a specific
focus: File, Home, Insert, Page Layout, Formulas, Data, Review, and View. For example, to add
a SmartArt diagram to the current worksheet, you click the Insert tab and choose SmartArt in
the Illustrations group. A group of SmartArt tools appears in the Ribbon in a contextual tab
to provide the tools you need for creating and customizing SmartArt. (See Figure 5-2.)

You’ll find many of the new tools and enhancements in Excel 2010 on the Insert tab.
Specifically, the Screenshot tool in the Illustrations group, the Sparklines group, and the Slicer
tool in the Filter group are all new. The following sections introduce you to these features in
more detail.

Chapter 5 Create Smart Data Insights with Excel 2010 63

FIGURE 5-2 Contextual tabs display tools you need only when you are working with a specific item on your

worksheet.

Summarize Your Data Easily

Your worksheets enable you to organize, track, and calculate financial information over time.
An important part of making sense of the data you gather—and sharing what you find—in­volves communicating the results in a way others can easily understand. Sparklines are small,
cell-sized charts that appear within your worksheet, giving readers a quick picture of what
the numbers on the worksheet mean. Because sparklines stay with your data (unlike a chart,
which might appear in a section of the worksheet some distance from the data it reflects),
they show clearly the relationship among the data values used to create them.

You can create three kinds of sparklines in Excel 2010. The program offers you the choice of
line, column, or win/loss sparklines:

n

Line sparklines show trends and changes in values over time.

n

Column sparklines enable you to compare values.

n

Win/loss sparklines enable you to analyze values in relation to a norm.

64 Part II Hit the Ground Running

Step by Step: Add Sparklines to Your Worksheet

Here’s how to summarize your data easily with sparklines.

You can add sparklines at any point in your worksheet where you want to show data
trends, comparisons, or summaries. Here are the steps to add sparklines and customize
them to meet your needs:

1. Open a worksheet or create a new worksheet in Excel 2010. If you are creating a
new worksheet, enter the data you want to use as the basis for the sparklines.

2. Click and drag to select the cells that include the data you want to show in the
sparkline.

3. Click the Insert tab, and click the type of sparkline you’d like to create: Line,
Column, or Win/Loss.

4. The Create Sparklines dialog box shows the range of cells you selected in the top
data field.

5. Click in the Location Range field of the Create Sparklines dialog box, and then
click the cell on the worksheet where you want the sparkline to appear.

6. Click OK. The sparkline is added to the document.

Chapter 5 Create Smart Data Insights with Excel 2010 65

7. Click the elements in the Show/Hide group of the Sparkline Tools Design tab to
customize the appearance of the sparkline you added. As you click your choices,
new points are added to the examples in the Style gallery, as shown here:

8. Click the Sparkline Color arrow to display the palette and set the color of the
sparkline.

9. Click the Marker Color arrow to choose the color of the markers displayed on the
sparkline.

10. After you set the sparkline formatting options as you want them, you can copy
and paste the sparklines to other cells in the worksheet. Excel will update the
references to show the correct sparkline representation in the cell.

Note The formatting options for sparklines are group-based, which means that making changes

to one sparkline changes the format of all sparklines in the series. To change an individual spar­kline (for example, to make the color of one sparkline stand out), remove it from the group by
clicking it and choosing Ungroup in the Group area of the Sparkline Tools tab.

Tip To delete an unwanted sparkline from the worksheet, click the sparkline, click Clear, and

then click Clear Selected Sparklines in the Group area of the Sparkline Tools tab.

Illustrate Information Effectively

Especially when they are reviewing large worksheets, people who are unfamiliar with the
data you’re presenting might not be drawn instantly to the key points you want them to
understand. To help you spotlight important data elements on your worksheets, Excel 2010
includes a number of conditional formatting features. Here are a few of the elements that
draw readers’ attention to important data and help communicate what the data represents:

n

Icon sets display small icons in data cells that spotlight high, mid, and low values, for

example.

n

Data bars enable you to show how values in a range of cells compare with one another.

66 Part II Hit the Ground Running

Call Attention to Your Data with Icon Sets

When you want to call attention to a specific range of cells in your worksheet, consider using
icon sets to do it. Icon sets are small pictures that appear with the data in a cell to help the
reader evaluate what the value means. For example, a cell showing a low sales value might
display a red flag, while a cell showing a top sales value could display a green flag.

Excel 2010 includes a number of new features that enhance the capabilities of icon sets. New
icon sets include new ratings sets, such as stars and boxes, and you can customize the for­matting and display choices for icon sets so that you can create exactly the display you want.

Step by Step: Use Improved Icon Sets to Highlight Data

You can spotlight key data values easily with icon sets.

Excel 2010 includes 20 icon sets in four categories: Directional, Shapes, Indicators, and
Ratings. Now you can easily format and customize the icon sets so that they show those
viewing your worksheet what’s most important and why. Data bars now show gradients
relative to the values they display, and you can show both positive and negative values
in data bars. In short, you have more control over the visualizations you choose for your
worksheet data. Follow these steps to use an icon set to display worksheet values:

1. Open the Excel worksheet you want to use.

2. Select the individual cell or range of cells where you want to add icon sets.

3. Click Conditional Formatting in the Styles group of the Home tab.

4. Click Icon Sets, and a list of icon sets appears, as you can see here:

Chapter 5 Create Smart Data Insights with Excel 2010 67

5. Click the icon set you want to apply to the selected cells.

6. To customize the icon set, select the cells, click Conditional Formatting in the

Styles group of the Home tab, and click Manage Rules.

7. In the Conditional Formatting Rules Manager, click Edit Rule. The Edit Formatting
Rule dialog box appears, as shown here:

8. You can change the display of an individual icon by clicking the down arrow to
the right of the icon you want to change and choosing a new icon.

9. Change the range of values represented by the icon by changing the Value and
Type settings for each icon.

10. Click OK to save your changes. The worksheet displays updates automatically.

Tip You can do much more with icon sets in Excel 2010. To learn more about the different ways

you can spotlight the data on your worksheets, see Microsoft Office 2010 Plain and Simple by
Jerry Joyce and Marianne Moon (Microsoft Press, 2010).

68 Part II Hit the Ground Running

Data Bar Improvements

Data bars offer another type of conditional formatting element in Excel 2010 that help you
analyze data values in a range of cells. Enhancements to data bars make it possible for you
to include negative values and apply formats that make the data bars easier to understand.
(See Figure 5-3.)

FIGURE 5-3 Now in Excel 2010 you can add data bars that reflect negative as well as positive values.

Step by Step: Compare and Analyze Values with Data Bars

Data bars help you show at a glance how key data values compare to one another. You
can use data bars to display a range of values that can include both positive and nega­tive numbers.

1. Select the range of cells where you want to add data bars.

2. Click Conditional Formatting in the Styles group of the Home tab.

3. Click Data Bars to display the list of data bar styles you can apply to the selected

cells, as shown here. As you point to each data bar style, the selected range
previews the choice. Click the style you want to apply.

Chapter 5 Create Smart Data Insights with Excel 2010 69

4. Add negative value capability by clicking Conditional Formatting again and
choosing Manage Rules.

5. In the Conditional Formatting Rules Manager, click Edit Rule. In the Edit
Formatting Rule dialog box, click the Negative Value And Axis button.

6. In the Negative Value And Axis Settings dialog box, select the fill color and axis
settings you want to apply to the negative value display. You can also set the axis
color.

7. Click OK to apply your changes. The data bars appear in the selected cells,
showing any negative values as you selected.

70 Part II Hit the Ground Running

Tip You can change the way the data bars appear in your cells by choosing either gradient or

solid fills. Additionally, you can customize the way the fills and borders look to create the best
look for the data displayed on your worksheet.

New SmartArt Enhancements

SmartArt diagrams give you a simple way to add professional diagrams to your worksheets,
documents, and presentations. Whether you need to create an image that links product
descriptions to the values on your worksheet, spotlights key initiatives your data reflects,
or helps new hires learn your sales tracking process, you can use SmartArt to organize and
depict your thoughts easily and effectively.

Excel 2010 adds a new set of SmartArt graphics to the mix, enabling you to choose from
additional layout styles and incorporate pictures easily in the diagrams you add to your
worksheet. Now expanded support for text gives you more flexibility for the descriptions you
provide so that you can let the image further explain the connections between worksheet
data and the images the diagram presents.

Use Slicers to Show Data Your Way

Using Excel 2010 you can track, analyze, and report on the information you gather about
your organization. Displaying the data you need and making decisions based on the insights
you gather is an important part of working effectively in Excel. Excel 2010 includes a new
feature called slicers, which enable you to slice your data easily and include only the elements
you want in the PivotTables and PivotCharts you create. Using slicers, you can easily add
and remove elements from the table display, which helps you compare and evaluate data
from different perspectives. What’s more, you can use the slicers you create with multiple
PivotTables and PivotCharts to showcase your data consistently in a variety of scenarios.

Step by Step: Use Slicers to Segment Data Display

Use these visual controls to move data elements in and out of your PivotTable display.

1. First create the PivotTable you want to use with the slicer you create.

2. Click the PivotTable to select it.

3. Click the Insert tab, and click Slicer in the Filter group.

4. In the Insert Slicers list box, click the field you want to use to slice the PivotTable

data. In the example shown here, Cost is used to select a specific data value to
display.

Chapter 5 Create Smart Data Insights with Excel 2010 71

5. Click OK. The slicer appears on the worksheet.

Tip You can attach a slicer you create to another PivotTable connected to the current worksheet

by clicking the slicer and choosing PivotTable Connections in the Slicer group of the Slicer Tool
Options tab. Select the PivotTable to which you want to add the slicer and click OK.

72 Part II Hit the Ground Running

Note You can easily change the look of the slicers you add to your worksheet by clicking the

Slicer Tool Options tab and changing the slicer caption, style colors and effects, button size and
format, and overall size of the slicer window.

Tip PowerPivot for Excel is a new add-in (previously called “Project Gemini”) available with Excel

2010 that supports extremely large worksheets of up to 2 gigabytes (GBs). PowerPivot enables
you to model and analyze data on worksheets that include literally millions of rows and to sort,
filter, and use table lookup functions on multiple tables in Excel 2010.

Work Anywhere with Excel 2010

Chances are that the worksheets you create are changed, shared, and improved over time.
Perhaps you start a draft and share it with your team, and each person takes responsibility
for updating a specific section for the final version. When all the pieces are finished, you can
review the finished version and save and distribute the file you’ve created. Along the way,
you check on worksheet changes, make suggestions, answer questions, and add data visu­alizations, charts, and PivotTables that help showcase the results you want readers to under­stand. Using both Excel 2010 Web App and Excel Mobile 2010, you have the ability to view
your worksheet from any point you have Web or phone access and make sure the worksheet
is developing according to plan.

Excel 2010 Web App

Using the Excel 2010 Web App enables you to view your worksheet using SharePoint
Workspace 2010 or Windows Live and work with your favorite tools and features to do light
editing, review content, and work collaboratively. The Web window, shown in Figure 5-4,
offers the consistent look and feel of the Excel 2010 interface and enables you to view, edit,
open, format, recalculate, search, and refresh the data connections in your workbook.

Tip In Excel 2010, Excel Services is integrated with SharePoint 2010, enabling you to share your

analyses with others in your organization. If you have SharePoint Server 2010, you can share your
worksheet in Excel Services by clicking the File tab, and, in Backstage view, clicking Share. Finally,
choose Publish To Excel Services.

Chapter 5 Create Smart Data Insights with Excel 2010 73

Excel Mobile 2010 has been designed specifically to give you a simple, intuitive interface
even on your smartphone’s small display. The fonts, bullet styles, and worksheet display make
it simple for you to navigate your worksheets and find what you need easily. What’s more,
when you make changes to your worksheet using Excel 2010 Mobile, worksheet values are
recalculated instantly—no syncing required.

With Excel Mobile, you can easily create, view, and recalculate your workbooks, and you can
add charts as needed. The worksheet on your phone will support 140 different functions, so
you won’t trade processing power for flexibility when you’re crunching numbers on the road.

FIGURE 5-4 Excel Web App enables you to view, edit, format, and work collaboratively in your worksheet.

Excel Mobile 2010.

Chapter 6

Manage Rich Communications with
Outlook 2010

In this chapter:

n

Starting Out with Outlook 2010

n

Managing Your Conversations

n

Cleaning Up Your Messages

n

Streamlining E-mail Tasks

n

Coordinating Calendars

n

Improving the Look of Your Messages

n

Keeping in Touch with Outlook Mobile

Communication is at the heart of everything you do. Whether you are finishing a report for
others to review, posting a new document for human resources, wrapping up a presentation
for the sales staff, or setting and scheduling appointments with clients, being able to stay in
touch with key people is a vitally important part of your daily activities.

Today’s computer user receives close to 100 e-mail messages a day, and that volume is
steadily increasing. To manage so much e-mail effectively, you need to be able to separate
the necessary messages from the unnecessary ones. Microsoft Outlook 2010 includes a
number of new features that enable you to easily manage the messages you receive, track
important conversations, and automate your common messaging tasks. What’s more, you
can stay up to date with all your friends and colleagues via social networks and communicate
in real time using instant messaging—all within Outlook 2010. This chapter introduces you to
the new features in Outlook 2010 that help you get control of your Inbox, communicate eas­ily with your team, create and use group schedules, and access Outlook from your browser.

75

76 Part II Hit the Ground Running

Starting Out with Outlook 2010

The Outlook 2010 window gives you all the tools you need for managing e-mail and working
with calendars, contacts, and tasks. The work area is divided into five separate panes (as
described in the following list and shown in Figure 6-1), each providing you with a different
way to work with the information you see:

n

The Navigation Pane enables you to choose what you want to do. The top of the pane

displays favorite folders, the center shows all active folders in Outlook 2010, and the
bottom area enables you to choose the view you want to see.

n

The Inbox (in Mail view) lists the e-mail messages you receive, arranged according to

your selection.

n

The Reading Pane enables you to read the selected e-mail message without opening it.

n

The To-Do Bar lists the calendar of the current month, appointments for the current

week, and your upcoming tasks.

n

The People Pane shows you any social media information available for the person

sending the current message, and it lists files, appointments, and notes related to that
person.

Navigation Pane

FIGURE 6-1 The Outlook 2010 window provides you with different ways to work with messages,

appointments, and tasks.

Ribbon Reading Pane

Inbox

People Pane

To-Do Bar

Chapter 6 Manage Rich Communications with Outlook 2010 77

Using the Outlook 2010 Ribbon

Outlook 2010 includes the familiar Ribbon, designed to give you just the tools you need for
the type of operation you’re performing. The Ribbon offers seven tabs (File, Home, Send/
Receive, Folder, View, Add-Ins, and Conferencing), giving you specific tools to manage the
volume of messages, tasks, and appointments you create and receive. The Ribbon display
changes based on the view you display. For example, Figure 6-2 shows the Home tab when
Calendar view is active.

FIGURE 6-2 The Calendar view Home tab includes groups and tools for creating arranging, managing, and

sharing calendars.

Tip In Outlook 2010, you can easily customize the Ribbon to add new groups or organize tools

so that they are available just the way you want them. Click File, choose Options, and click the
Customize Ribbon category to change the way the Ribbon is displayed.

Setting Preferences with Backstage View

You’ll also discover that Outlook 2010 shares Backstage view with the rest of Office 2010,
enabling you to add new e-mail accounts; modify your account settings; set up automatic
replies, rules, and alerts; and specify mailbox cleanup options. (See Figure 6-3.) Backstage
view makes it easy for you to view and change settings for one or more e-mail accounts that
you use with Outlook 2010.

Tip Want to use Outlook 2010 for your various e-mail accounts? Display Backstage view,

click Account Settings, and click Add Account to add your other communications connections
(including text messaging services) to Outlook.

78 Part II Hit the Ground Running

FIGURE 6-3 You can add e-mail accounts, set out-of-office replies, and more from Backstage view.

Managing Your Conversations

Conversation view is one of the big improvements in Outlook 2010, enabling you to see at
a glance the important messages in a conversation thread. With Conversation view, you can
stay on top of changing information, make decisions in a flash, and opt out of conversations
that no longer require your input. In addition to gathering related messages in one conve­nient thread, Conversation view makes it easy for you to categorize, remove, or clean up the
messages you don’t need, which cuts down on the clutter in your Inbox.

When you open Outlook 2010, your messages are displayed in Conversation view by
default, with the most recent messages first. The Reading Pane shows the first message in the
selected conversation. (See Figure 6-4.)

In addition to viewing and responding to messages in Conversation view, you also can
organize your conversations to streamline your message-management tasks. For example,
you can choose the Move tool in the Actions group of the Home tab to tell Outlook to place
the current conversation in a specific folder. When you choose the feature Always Move
Messages In This Conversation, Outlook 2010 enables you to specify the destination folder so
that all messages related to the current conversation are stored in that folder automatically.

Chapter 6 Manage Rich Communications with Outlook 2010 79

FIGURE 6-4 Use Conversation view to track conversations and bow out when they no longer require your

attention.

Step by Step: Following E-mail Conversations

Follow these steps to use Conversation view in Outlook 2010:

1. When you first open Outlook 2010, Conversation view is displayed by default. If
you have changed to another view, return to Conversation view by clicking the
View tab and choosing Conversation in the Arrangement group.

2. In the Inbox area, click a conversation group you want to view. The group expands
to show the messages most relevant to the conversation thread, as shown here:

80 Part II Hit the Ground Running

3. To display all messages in the thread, double-click the first message in the

conversation. The list expands to show all the messages that have been sent in
this thread.

After you’ve read the conversation, you might want to organize it in any of the
following ways:

n

Ignore further messages in this conversation by choosing Ignore in the Delete

group of the Home tab

n

Clean up the conversation and remove redundant messages by choosing

Clean Up Conversation in the Clean Up selection of the Delete group (also in
the Home tab)

n

Move the conversation to a specific folder by clicking Move and choosing the

selection you want in the Actions group on the Home tab.

Cleaning Up Your Messages

Many of the e-mail messages we receive on a daily basis are unnecessary, and yet because
of the volume of messages we receive we might not organize or remove them as soon as we
read them. Outlook 2010 provides the Clean Up command to help you remove redundant
messages from your Inbox.

You will find the Clean Up tool in the Delete group of the Home tab. When you click the
tool, you are given the option of cleaning up the current conversation, cleaning up a specific
folder, or cleaning up the current folder and any subfolders it contains. Simply click the item
you want and Outlook 2010 displays a message box telling you that any redundant messages
removed will be placed in your Deleted Items folder. (See Figure 6-5.)

FIGURE 6-5 Outlook 2010 makes it easy for you to clean up conversations, folders, and subfolders and weed

out unnecessary messages.

Chapter 6 Manage Rich Communications with Outlook 2010 81

Streamlining E-mail Tasks

Most likely, you perform many of the basic Outlook tasks regularly: you check e-mail,
respond to e-mail, set appointments, schedule tasks, and track contact information. For this
reason, the designers of Outlook 2010 set out to save you time and streamline your tasks by
giving you the ability to do those tasks with a single click. Using Quick Steps, you can per­form common tasks with a single click of the mouse button. For example, you might forward
a message to your manager, reply to a meeting, or send a team e-mail message with a single
click.

By default, Outlook 2010 includes a set of 10 Quick Steps available in the Quick Steps group
of the Home tab. (See Figure 6-6.) You can easily set up these Quick Steps to do what you
need them to do or create your own Quick Steps based on other common e-mail tasks.

FIGURE 6-6 Quick Steps enable you to complete routine tasks with a single click of the mouse button.

Table 6-1 introduces you to each of the Quick Steps that come ready to use in Outlook 2010.

TABLE 6-1 Introducing Quick Steps

Quick Step Description

Move to:? Prompts you to choose a folder, and gives you the option of Move To

Folder/Mark As Read

Forward: FYI Forwards the selected message, and adds “FYI:” to the beginning of the

subject line

Team E-Mail Displays the Customize Quick Step window so that you can enter the

e-mail addresses of teammates and set up the feature

Reply & Delete Displays the Reply window, and deletes the existing message after you

click Send
Create New Enables you to create a new Quick Step
Meeting Reply Sends a meeting response to the sender
To Manager Automatically sends a message to your manager
Done Moves the current message to a folder you specify, and marks the

message as complete
Team Meeting Creates a new meeting request for your team

82 Part II Hit the Ground Running

Step by Step: Create a Custom Quick Step

Quick Steps were designed to simplify your common e-mail tasks. The following steps
show you how to create a new Quick Step to fit your needs:

1. Enter a new name for the Quick Step.

2. In the Actions area, click the down arrow to the right of Choose An Action, and

select the item you want to add from the displayed list, as shown here:

3. Click Add Action.

4. Click the Shortcut Key arrow, and choose a shortcut key from the list if you want

to assign one.

5. Enter text to describe the action in the Tooltip Text text box.

6. Click Create.

Tip The Quick Contacts feature enables you to locate contacts quickly in Outlook 2010. In the

Find group on the Home tab, simply click in the Find A Contact box and type the first few char­acters of the person’s name. If you are using Office Communicator, a list of contacts that match
the characters you typed appears toward the bottom of the To Do Bar. If you are not using Office
Communicator, when you press Enter, the Choose Contacts message box appears, listing all con­tacts that match the characters. Choose the contact you want by clicking the name and clicking
OK. The person’s contact record is displayed so that you can review or modify it and save it.

Chapter 6 Manage Rich Communications with Outlook 2010 83

Working with Presence and Social Media

When you are working collaboratively, being able to tell when teammates are online and
available to answer a quick question is a definite plus. Outlook 2010 provides presence and
status information for your contacts so that you can easily communicate with others in real
time. When the green presence indicator shows you that a coworker is online, you can make
a quick call, start a video conference, or take a few minutes to meet virtually—communica­tion that enables you to keep your project moving forward.

If you are working with Outlook Web App or using Office Communicator, you will be able to
see the presence information in the Reading Pane and in the Contacts list. Hover the mouse
over a name in the message header to display a complete contact card with pictures and
contact information. (See Figure 6-7.)

FIGURE 6-7 Outlook 2010 includes presence information for your contacts in Outlook Web App and Office

Communicator.

Tip If you are using Outlook with Microsoft Exchange 2010, the MailTips feature enables you to

double-check the e-mail messages you send. MailTips alert you when you are sending messages
to contacts outside your office, replying to a large distribution list, or sending a message with
confidential information.

84 Part II Hit the Ground Running

The People Pane at the bottom of the Reading Pane shows you the sender’s profile picture
and gives you access to additional information about that person—her recent status update,
any files she sent you, upcoming relevant appointments, and more. You can sign up with
third-party social media sites and receive status updates and profile changes without ever
leaving Outlook 2010. (See Figure 6-8.)

FIGURE 6-8 Outlook 2010 incorporates social media features that enable you to stay in touch with friends

and colleagues through social media.

Coordinating Calendars

One of the challenges to keeping a team moving in the right direction involves finding a
time to meet when everyone can attend. The new scheduling features in Outlook 2010 make
viewing, updating, and sharing calendars easier than ever. And you can easily create Share
groups so that all scheduling information for your team is kept together in one easy-to­understand view.

Viewing Group Schedules

The new Schedule view enables you to easily combine a number of calendars on the screen
at one time. This makes setting appointments simple and enables you to coordinate the free
and busy time your group needs to get things done.