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Cheat Sheet

Office 2010 All-in-One For Dummies

The programs in the Office 2010 suite — Word 2010, Excel 2010, PowerPoint 2010, Outlook 2010, Access 2010, and Publisher 2010 — have much in common. Master the commands in one Office 2010 program and you are well on your way to mastering the other programs. Following is key information you can take to any Office 2010 program you are working in.

Indispensable Office 2010 Commands

The programs in the Office 2010 suite — Word 2010, Excel 2010, PowerPoint 2010, Outlook 2010, Access 2010, and Publisher 2010 — have these indispensable commands in common:

  • Undo: Don’t despair if you give a command and then realize that you shouldn’t have done that. You can undo your mistake by clicking the Undo button (or pressing Ctrl+Z). The Undo command reverses your last action, whatever it happened to be. Keep clicking Undo to reverse several actions. You can also open the Undo drop-down list and undo many commands.

  • Repeat: Click the Repeat button (or press F4 or Ctrl+Y) to repeat your latest action, whatever it was, and spare yourself from having to do it a second time. You can move to another place in your file before giving the command.

  • Recent: On the File tab, choose Recent to see a list of the previous 22 files you opened. Click a file on the list to open it.

  • Zoom: Use the Zoom controls in the lower-right corner of the screen to prevent eyestrain and make your work more efficient. Drag the Zoom slider to shrink or enlarge what’s on-screen. Click the Zoom In or Zoom Out button to zoom in or out by 10-percent increments. If your mouse has a wheel, hold down the Ctrl key and spin the mouse wheel to zoom.

Customizing an Office 2010 Program

Office 2010 has made customizing programs easier than ever. Whether you’re working in Word 2010, Excel 2010, PowerPoint 2010, Outlook 2010, Access 2010, or Publisher 2010, you can take advantage of these customization techniques:

  • Quick Access toolbar: Located in the upper-left corner of the screen, the Quick Access toolbar is always there. Why not make it even more useful? To place any button on the toolbar, right-click it and choose Add to Quick Access Toolbar. Or click the Customize Quick Access Toolbar button (it’s located to the right of the Quick Access toolbar) and choose a button on the drop-down list.

  • Ribbon: Running across the top of all Office programs, the Ribbon offers tabs with commands for accomplishing tasks. To customize the Ribbon and make getting to the commands you need that much faster, right-click the Ribbon and choose Customize the Ribbon. You go to the Customize Ribbon tab of the Options dialog box. From there, you can move tabs and groups on the ribbon, create your own tabs, and create your own groups.

  • Status bar: The status bar along the bottom of the screen gives you information about the file you’re working on. Maybe you want more information — or you think the status bar is too crowded. To change what’s on the status bar, right-click it and select options on the pop-up menu.

  • Changing the color scheme: Office 2010 offers three color schemes to dress up Excel, Outlook, Access, Word, Publisher, and PowerPoint. To change color schemes, start on the File tab, choose Options, select the General category in the Options dialog box, open the Color Scheme drop-down list, and choose Blue, Silver, or Black.

Adding Visual Elements to Office 2010 Files

Word 2010 documents, Excel 2010 worksheets, PowerPoint 2010 slides, Outlook 2010 messages, and Publisher 2010 publications are much more attractive and communicate more when you include visual elements. Office 2010 offers commands for creating these visual elements:

  • Charts: A chart is an excellent way to present data for comparison purposes. The pie slices, bars, columns, or lines tell readers right away which business is more productive, for example, or who received the most votes. On the Insert tab, click the Chart button to begin creating a chart.

  • Diagrams: A diagram allows readers to quickly grasp an idea, relationship, or concept. Instead of explaining an abstract idea, you can portray it in a diagram. On the Insert tab, click the SmartArt button to create a chart.

  • Shapes and lines: Shapes and lines can also illustrate ideas and concepts. You can also use them for decorative purposes too. To draw shapes and lines, go to the Insert tab, click the Shapes button, choose a shape or line, and drag with the mouse.

  • Clip-art images: Clip-art images make a page and slides livelier. They add a little color. On the Insert tab, click the Clip Art button to add an image.

  • Photos: A well-placed photo or two can make a newsletter, brochure, or slide that much more attractive. On the Insert tab, click the Picture button to insert a photo.

After you insert a visual element, go to the Format and Layout tab to make it look just right.

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