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Cheat Sheet

Office 2011 for Mac All-in-One For Dummies

From Office 2011 for Mac All-in-One For Dummies by Geetesh Bajaj, James Gordon

Get the most out of Microsoft Office 2011 for Mac with handy tips for working in Office in general as well as word processing in Word, making spreadsheets in Excel, creating PowerPoint slides, and e-mailing with Outlook.

Tips that Work throughout Office 2011 for Mac

The applications in Office 2011 for Mac use many common commands and features. The following common commands and features work the same throughout all of Office 2011 for Mac’s applications (Word 2011, Excel 2011, PowerPoint 2011, and Outlook 2011):

  • Undo: Look for the Undo button on the Standard toolbar or press the keyboard combination Command-Z.

  • Multiple Undo: Click the tiny triangle next to the Undo button to see a pop-up menu of available Undo actions.

  • Select All: Choose Edit→Select All or press Command-A to select everything in your document, including tables, charts, pictures, and other objects.

  • Help: Free training movies and online courses are now available in Office 2008 Help. Click the Help button on any of the toolbars and explore topics under Popular Training. You can also find them in Help search results.

  • Pop-up menus: Right-click or Control-click just about anywhere on the screen to get context-sensitive menus.

  • Copy: Press Command-C.

  • Cut: Press Command-X.

  • Paste: Press Command-V.

  • Menu bar: Press Control-F2 to activate the menu bar. Then use the arrow keys to navigate the menu and press the spacebar to activate a menu item.

  • Dock: Press Control-F3 to activate the Dock. Then use the arrow keys to navigate the menu and press the spacebar to activate a menu item.

Tips and Tools for Working with Word 2011 for Mac

If you spend a lot of time using Word 2011, you’ll soon look for ways to make word processing faster and more efficient. The following commands and tools help improve word-processing efficiency in Word 2011 for Mac:

  • Print Layout view: Choose View→Print Layout to work with word-processing documents the traditional way.

  • Notebook Layout view: Choose View→Notebook Layout for taking typed notes and recording audio notes of meetings and classes.

  • Publishing Layout view: Choose View→Publishing Layout to make newsletters and other publications.

  • Customize keyboard shortcuts: Choose Tools→Customize Keyboard to set up keyboard shortcuts.

  • Customize menus and toolbars: Choose View→Customize Menus and Toolbars to create and fine-tune your menus and toolbars.

  • Change font sizes: Use the slider bar on the Formatting Palette.

  • Display Reference Tools: Press Option-Command-R to display Reference Tools on the Object Palette.

Tips and Tricks for Excel 2011 for Mac

When you work frequently with Excel 2011 for Mac, you’ll want to gather some tricks for staying in charge of spreadsheets. Use these quick tips for your most common activities using Excel 2011:

  • Rename a worksheet: Double-click a sheet tab to change its name.

  • Edit cells: Double-click a cell to edit the cell formula or cell contents on the worksheet.

  • File timesaver: Save your files as Excel Binary Workbook (.xlsb) to get a much smaller file that opens and saves faster.

  • Create table rows and columns: Choose Insert→List to start the List Wizard, which helps you create row and column tables for your data.

  • Alternative menu options: Hold down the Shift key while navigating Excel’s menus to see alternative options.

Perfecting PowerPoint 2011 for Mac Presentation Skills

Don’t let your audience suffer “death by PowerPoint” with the presentations you create in PowerPoint 2011 for Mac. Spruce up your slide presentations with these handy PowerPoint 2011 features:

  • Cross-platform presentations: To play your presentations on other platforms, install Flip4Mac, a free QuickTime codec that enables you to play Windows Media Video format in QuickTime.

  • Print handouts: To print handouts with lines for taking notes, choose File→Print. Look for the Print What pop-up menu and choose Handouts (3 Slides per Page).

  • Create a PowerPoint package: To create a package that has all DRM-free media properly linked, choose File→Save As. In the Format pop-up menu, choose PowerPoint Package.

  • Notes Page View: Choose View→Notes Page to work in a special view that allows you to see your slide and create extensive notes.

Outlook 2011 for Mac Basics

New to Office 2011 for Mac is Outlook 2011. With Outlook 2011 for Mac, you can manage and manipulate your e-mail, calendar, and contacts with these shortcuts:

  • E-mail: Outlook 2011 supports IMAP, POP, and Exchange protocols. To switch to Mail view, press Command-1.

  • Calendars: Outlook 2011 supports W3C standard calendar protocol and Microsoft Exchange calendar protocol. To switch to Calendar view, press Command-2.

  • Contacts: Outlook 2011 supports W3C standard vCard protocol and Microsoft Exchange calendar protocol. To switch to Contacts view, press Command-3.

  • Tasks: A built-in task manager with calendar tie-in. To switch to Tasks view, press Command-4.

  • Notes: A built-in notes manager. To switch to Notes view, press Command-5.

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